Creating an information resource of any kind begins with giving the information a document form . Documented information, in turn, can be included in any information base.
Regulatory support
According to the provisions of the Federal Law No. 149, documented information is information recorded on a material medium. To identify data or its source, certain details are used.
The word "document" has Latin roots. Translated, it means "evidence." In the terminology dictionary of the theory and practice of scientific information from 1964, the word "document" is defined as a material object that contains information in a fixed form.
Theoretical base
There are 3 elements in any document: the content of the information, the form of its provision and the carrier of documented information.
The study of ways of fixing data and signs of their media is carried out in the framework of such a discipline as document management. This scientific direction explores the processes of archiving, paperwork, workflow. The main attention is paid to regulating the form of traditional documents, fixing their details.
Features of fixing information
Documented information is information contained on some tangible medium, by the details of which information can be identified. Currently, there are many ways to consolidate information. Conventionally, they are divided into several classes.
Paper documents are information carriers that are readable without the use of additional technical means. This method of documentation is considered the most common.
Recently, however, carriers are becoming more widespread, information from which can only be obtained using technical means. This can be electronic documents, video, audio recordings (files), encoded information, etc.
Identification
A prerequisite for working with data is the presence of details by which documented information is identified .
The definition of the data source is necessary to compare the initial content of the medium with the content of the document received by the user. If necessary, in the process of studying information, the fact of identity, coincidence of data is established.
Normative regulation
The legal regime of documented information , the procedure for recording information by federal executive structures is established by the Government. The rules of document management, office work, approved by other state bodies, bodies of territorial self-government within their competence, should not contradict the provisions of government decrees.
The state structure that carries out normative and methodological regulation of documented information is the Federal Agency for Technical Regulation and Metrology. Previously, these functions were performed by the Gosstandart. During the reforms, he was transformed into an Agency.
Issues related to standardization of documents are regulated by the provisions of the Federal Law No. 184 "On Technical Regulation". Intersectoral leadership in organizations is within the competence of the Federal Archival Agency. Sectoral management of documentation support is carried out by the relevant ministries, taking into account the recommendations of the Archival Agency.
Identification Specifics
There are several ways to store documented information. The definition of a particular option depends on the specifics of the industry in which the information is used.
Data can be submitted in electronic form and stored in specialized databases. In this situation, identification has some features. They consist in the fact that the accuracy of the information must be confirmed by the owner of the database or an authorized official.
There are other ways to validate documented information. This information may be, in particular, authenticated by digital signature. An electronic document confirmed by an electronic signature or an analogue of a handwritten list is recognized as equivalent to a paper one. Exceptions may be established in federal laws or other regulations.
Informational resources
They are considered objects of relations between legal entities, citizens and the state. The existing documented information mode provides data protection.
Normative regulation is carried out by legal provisions fixing:
- Rules for documenting information.
- Ownership of documents and their arrays, including in information systems.
- A category of data by the level of access to it.
- The procedure for ensuring the protection of information.
Information resources are created by government agencies at any level, business entities, public associations, institutions, and individuals. Each subject forms one or another resource for its own purposes and uses documented information. It can be production, managerial, enlightening, scientific goals.
Information resources differ significantly in volume. Some are represented by several reference books, others by large library collections. In addition, there is a classification according to the method of organization and the procedure for providing data.
State Information Resources
The Russian Federation, regions and municipalities are the owners of the documented information used in such resources . This information is accumulated, created, acquired primarily from budgetary funds.
State information resources are managed by state bodies and structures of territorial self-government within the framework of the powers granted to them.
The state has the right to use, redeem documented information. This opportunity is realized in cases where information belonging to other entities (legal entities or citizens) is classified as state secrets, as well as in other cases stipulated by law.
Mandatory instance as a type of documented information
Mandatory is a copy of a replicated document to be transferred by the manufacturer to the appropriate organization. A document in this case is a tangible medium containing information. It can be presented in the form of text, phonograms, illustrations, or combinations thereof. An instance is a sample document identical to the original.
For this kind of documented information, the legal regime is enshrined in Federal Law No. 77. The normative act defines the state policy on the creation of required copies as a resource base for the acquisition of the national library fund and the development of a bibliography system. The Law provides for the rules for ensuring the safety of information carriers, especially for their public use.
Recipients
Mandatory copies are distributed among legal entities that have the right to store, receive, provide information for use free of charge or for a fee. The recipients are:
- Book Chamber, State, Scientific, Technical and National Libraries, Libraries of the Russian Academy of Sciences, Siberian Branch of the Russian Academy of Sciences, Far Eastern Scientific Library. These institutions receive publications.
- Russian library for the blind. This institution receives publications for people with vision problems.
- Federal Institute of Industrial Property. This body receives patent electronic documents.
- Parliamentary Library. It receives official documents.
- The federal fund of state standards, the all-Russian classifier of technical and economic data and regional / international rules, recommendations and standards of standardization of foreign countries.
This is not the whole list of recipients. There are also special institutions that receive video, audio information, computer programs, etc. Scientific and technical centers have been created in Russia to store documents in electronic form. They receive information in areas that correspond to their specifications.
All these organizations regularly publish information on free legal deposit received. Institutions form the national library fund of documents.
Delivery of materials, their centralized distribution, notification of consumers is carried out within the time limits established by law and regulations of the relevant organizations. Violation of the established requirements by the creators of the documents entails administrative liability.