Archiving functions in a company
Documentation is the science that consists of documenting, and is identified by the processing of information that will provide specific data on a given subject; according to this it can be identified as an instrumental and auxiliary technique, to inform numerous people about a specific subject. A document is nothing more than a written text that has the purpose of serving as a support for the account of a circumstance, it can also be described as a letter containing data that must be identified to verify information.
According to the criterion with which the document is written, it can be classified into: textual documents, which are written or produced on paper, and non-textual documents, which use a medium other than paper to capture the data to be published (pendrive, recording, video, etc.).
In a restricted sense, documentation as a documentary science could be defined as the science of information processing, which provides a compendium of data for a specific purpose, with a multidisciplinary or interdisciplinary scope. The following is the definition of documentation as a science.
Along with managing research data, it is very important to generate, preserve and provide access to all the information that will be necessary for the data to be interpreted and reused, either by the research teams that created them or by other interested parties in the future.
This activity, known as data documentation, should begin once the research has started, and should address aspects such as the content and structure of the data, its collection or creation process, and the manipulations that have been carried out, among others.
The planning of data documentation is key and basic to the entire research project; if the documentation is not clear, the data are not FAIR and cannot be interpreted. Also, the elements to be documented depend on the type of research, considering data collection methods, codebook, test protocols, device configuration or laboratory procedures. In other particular cases, additional elements may be considered.
Types of documentation
The question then is: Who ensures that the records are protected in such a way that both the qualities they possess and the quality of the information they contain remain unchanged? The answer is simple, that is precisely the role of the archivist and records manager, people with the professional talent to collect, manage, facilitate and guarantee access to records in the long term.
In order for those professionals who are in charge of the documentary collections, and therefore of the archival documents, to achieve these objectives, it is of vital importance that they work together with professionals from other areas such as curators, information technology experts, teachers, artists, among others. At the same time, it is essential to work directly with archive users to ensure that the documentary collections and services offered by the institutions are relevant and meet their needs.
What is documentation?
It consists of an ordered set of documents that are kept for a specific purpose according to previously established rules and criteria. We also call file to the physical place where the documentation is stored.
Inactive archive: Documents for infrequent consultation, which have a temporary utility according to their value, are kept there. They are stored there until they are destroyed once they have fulfilled their function.
The cost of archiving is important and, in the United States, statistics from some companies amply demonstrate this. Under this aspect, the logical thing to do is to think about the economy of time and space before proceeding with the archiving of documents, and the first thing to do is to select a good classification system.