The disposal of paper public documents in the face of their digitization: what is lost?

IF 1.4 Q2 INFORMATION SCIENCE & LIBRARY SCIENCE

ARCHIVAL SCIENCE Pub Date : 2024-07-17 DOI:10.1007/s10502-024-09446-w

Josimas Eugênio Silva, Michael David de Souza Dutra

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引用次数: 0

Abstract

Documents serve as records of humanity's activities and are continuously generated. To fulfill their primary purpose effectively, these records require specific care and treatment. Some documents, due to their cultural and historical significance, are preserved for centuries, whether in physical form, digital format, or both. However, maintaining these documents entails financial costs. This study investigates the feasibility of discarding permanent physical documents following digitization, considering legal, social, and economic factors. An analysis was conducted regarding the legal and economic implications of destroying physical documents from permanent public archives after digitization. The findings reveal that while some countries allow for the reassessment and disposal of digitized permanent archive documents, this option is not available under Brazilian legislation. Consequently, duplicate management of permanent public archive documents occurs. Possible causes for this duplicate management are discussed, along with potential solutions. In economic terms, the estimated monthly cost of digitized permanent archives occupies a substantial portion of resources, with Brazilian courts alone spending close to R$ 0.5 million.

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纸质公共文件数字化后的处置：损失了什么？

文件作为人类活动的记录，不断产生。为了有效实现其主要目的，这些记录需要特殊的保护和处理。有些文件由于其文化和历史意义，可以保存数百年，无论是实物形式还是数字格式，或者两者兼而有之。然而，维护这些文件需要花费资金。本研究考虑到法律、社会和经济因素，对数字化后丢弃永久实体文件的可行性进行了调查。研究分析了数字化后销毁永久公共档案实体文件的法律和经济影响。研究结果表明，虽然一些国家允许对数字化后的永久档案文件进行重新评估和处置，但巴西的法律却不允许这样做。因此，永久公共档案文件的重复管理时有发生。本文讨论了重复管理的可能原因以及潜在的解决方案。从经济角度来看，数字化永久档案的每月估计费用占据了资源的很大一部分，仅巴西法院就花费了近 50 万雷亚尔。

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来源期刊

ARCHIVAL SCIENCE INFORMATION SCIENCE & LIBRARY SCIENCE-

CiteScore

2.70

自引率

18.20%

发文量

期刊介绍： Archival Science promotes the development of archival science as an autonomous scientific discipline. The journal covers all aspects of archival science theory, methodology, and practice. Moreover, it investigates different cultural approaches to creation, management and provision of access to archives, records, and data. It also seeks to promote the exchange and comparison of concepts, views and attitudes related to recordkeeping issues around the world.Archival Science''s approach is integrated, interdisciplinary, and intercultural. Its scope encompasses the entire field of recorded process-related information, analyzed in terms of form, structure, and context. To meet its objectives, the journal draws from scientific disciplines that deal with the function of records and the way they are created, preserved, and retrieved; the context in which information is generated, managed, and used; and the social and cultural environment of records creation at different times and places.Covers all aspects of archival science theory, methodology, and practiceInvestigates different cultural approaches to creation, management and provision of access to archives, records, and dataPromotes the exchange and comparison of concepts, views, and attitudes related to recordkeeping issues around the worldAddresses the entire field of recorded process-related information, analyzed in terms of form, structure, and context