Internal rules, rules on archiving and classification plans

 

Good advice is worth its weight in gold, but organising document management in a business environment is a branch of science in itself. For several decades now, Mikrografija has acted as a specialist consultant on document handling and preparing internal rules and classification plans. We will gladly serve as your partner in setting up paperless operation for your company.

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Adopting internal rules on capturing and digitally storing documents is important for companies, especially from the aspect of ensuring long-term legal validity of e-storage. Internal rules are rules, which a legal entity adopts to serve as their internal legal act governing the accompanying services and digital storage of documentation. The fundamental law directing the drawing up of Internal Rules is the Protection of Documents and Archives and Archival Institutions Act (Official Gazette of the Republic of Slovenia No. 30/2006), while individual requirements are laid down in the Uniform Technological Requirements published on the website of the Archives of the Republic of Slovenia.

Taking into account the requirements of organisation and the current regulations on handling documents, Mikrografija provides its clients with suitable internal rules (either partially or in full). We can also draw up Rules on Archiving as pertaining to different users and taking into account the complexity of documents kept by the organisation in question. In addition to the Rules, we can prepare a classification plan.

Setting up paperless operation

Would your organisation like to implement (completely or as completely as possible) paperless operations? We can act as your technological or process partner in preparing the project of setting up solutions in document management, i.e. storage, capture, electronic process management etc.. Such projects are completely customised to suit your documentation, processes and requirements. The purpose of such projects is to optimise internal processes by organising documents and archival material so as to become entirely digital and accessible to users at a click.

Paperless operation is a highly complex project, which should not be undertaken casually. Feel free to find support among Mikrografija's highly experienced specialists.

Setting up document conversion and data capture centres

Operations can be optimised and employee work sped by setting up a centre for scanning various types and forms of documents and recording them in digital form, as well as capturing data from (un)structured documents on site. This can serve as an important tool in achieving competitive advantages since it helps greatly to establish fast and precise paperless operation.

At these "entry points", the employees can convert paper documents by means of scanners featuring a number of different functionalities and capabilities (depending on the type and scope/amount of documentation). Data capture involves reading pre-determined or all data contained within the previously converted (scanned) document. This way, the documents enter the workflows and business processes in digital form, contributing significantly to faster and more precise operation.

The currently applicable legal foundation governing the area of work with documents: