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pr. Jusuf Osmani Expertise of assessment of the electronic documents in organizations and archive M The author m this paper, m the ,n,roductory part presents a short back .round of,he archival service development in Kosovo Republic. Afterwards he presents feimportance arid procedures of the expertise way of archival materials in orZZ nm arL eSPec,a 'y electronic ones that are prevailing more and are b Z created in big measures. In Kosovo document expertise procedure is in its beginning phase, but efforts are made in this field, mainly supported by international standards ш experiences form the countries that have longer tradition in the archival field. Key words: expertise, assessment, electronic documents, archival service Introductory part Archival service in Kosovo compared to regional archival services is on of ®e newest. Kosovo archival was established for the first time in 1951. Until № no service and protection of the archival file existed in Kosovo. Estab-
'sned archive covered whole Kosovo territory. During the period from 1968-
v,,, '™ e r."m u n i c i P a l archives were established in Prizren, Pristine, Peja, Mit-
т 4'l l a n a n d G J a k o v a - Later, municipal assemblies established their own sen'£ipal a r c h i v e s as documentation centers. As a result of the lack of this either'ri Wa r S' 3 l o t o f m a t e r i a l s. documents from Kosovo provenience were 1945 ~f 0 s e d o r transferred out of the country, especially documents until Aft uS° d u r i n g t h e aggression and war in Kosovo from 1998-1999. started • v e n d o f t h e war in 1998-1999, reorganization of archival service Uw п!П , ° S 0 V O - I n 2003 Law on archival material and archives was adopted level of * 3/7 )' w h e r e archival service became unique and integral in he SD °S?V0 ^ h i v e Directory, dependant on Ministry of Culture Youth 5' l n 2006 Kosovo Archive Directory goes under K o s o v o Govern-
N Ьес^ amendments of this Law, in December 2008, Kosovo « Шее I е Agency of Kosovo Archives under the Kosovo -
^ h. ^/^'v a l service in Kosovo is centralized. State Agency of Ko o ' e x i s ^, under which agency is Kosovo State Archive and 385 M ink inal regional archives, respectively in Prizren, Peje, Mitrovice 0 l , й Л ^. in the level of inter-municipal archives son, archives are working as documentation centers. * w With respect to international cooperation so called Kosovo Archive • -001 was accepted in the International Archive Council as national archive,П the category A, approved in ICA Congress in Vienna in 2004. T h e archive * -005 was accepted in the World Memory Council. The agency now cooperat with a lot of world archival institutions, and with some of them memoranda of cooperation are signed. Understanding and aim of assessment With assessment we understand whole process of the archival material se-
lection that have permanent value, are national treasury and that are historical and science resources or are means for the protection of state and individual rights. Assessment is a procedure that defines the values of materials and dead-
lines until when these documents will be saved, stored, identifies documents that should be saved also after the accomplishment of business needs of the creators, for historical, scientific and legal needs. The documents assessment nowadays became even more important by ex-
pansive development of scientific opinion and technology, and massive crea-
tion and increase of written documents in different forms and bearers, espe-
cially electronic ones. Assessment, respectively the expertise is one of the most important tasks be-
cause of huge quantity of documents that are created by modern admi ni st rat i on. Based on the big number of information created by different creators in different media it is necessary that for permanent storage to select those d o c u me n t s that are sources of information for history and other researches. The a i m of archival assessment is that with a minimal document to gain maximal i nf or ma t i on. Now in front of archivists comes the question which one of these forms has permanent v a l u e, and how and what should be undertaken to store them in a r c hi ve stores. Documents credibility, integrity and value should be assessed carefully Fof this reason the issue of archival documents assessment should be approach with professionalism, in organized way, and based on national and interna tional legal provisions. First of all professional archival staff should be P vided not only in archive, but also for the creators of material of convention: Written i , 11 no rtant uui UI MJ юг me creators or maieiwi ^ - oV^si0ns»r written documents and unconventional ones. For this reason legal1 pr . menled. force and international standards and recommendations should be imp ^ nC Assessment and storage of data, respectively the doc ume n ь ^ meaning if they can not be used when needed, and this is especial > for electronic documents. . t 0 asseS* It is clear and generally accepted principle that it is impossi ^ ^ ot from a document to a document, but assessment should be done m 386 , wholeness that should he defined by the classification si™ < ; worldwide accepted that tor documents prior assessmenf" ° r,a n ° t h e r t l U l of archival documentations categories with theTt " ^ a f t i n g • J S a s s e s s me n t is a procedure that shou.d be implemented S fessional and collective way. Wl t n accuracy, "^ H i e r a r c h i c a l order of the creators and their functional analyses are h c o n d i t i o n s of each assessment and selection of archival d o c u m e n n . • 1 f U<* n f l m r e f ^ m a U . . UU^UmentS. It a inp W s the archives and the others to make the categorizing of creators. In the ludedTincluding hierarchical connection analyses 1С aivim о Ill function, competences and activity of certain creators must be 1П-
Reearding electronic documents according to theoretician of this field, d o c u me n t s assessments should be performed in an earlier phase of their crea-
Often this happens before the document is created. In line with this , ar-
chives should approve that kind of assessment approach that is based on state fart for the creator, his functions and working processes, functions that have been siven to institution and that are emphasized in its mandate, as well as & tactions performed during and after business activities. Forming phase is the appropriate time for assessment and should be done in line with archival standards. In this phase the institution, respectively the creator should define what information are needed for their activity, and decide tow information will be arranged and developed in systematic way, in order to support their mission and mandate. Assessment of electronic documents in the storage phase is not very desirable. Assessment criteria Cessment criteria are criteria that define the individual or groups obliga-
2;.n e e d s a n d 'merest or general social interest to store documents, after the ^ ^ of certain time limit is terminated. «•ncipal criteria of the assessment of archival electronic documents are: C m6 °f activity a n d creators function, legal provisions and standards, de-
.Jf J ^ligations and deadlines for the storage of documents, legal protection <*ss . 'dual o r groups interests related to documents, public interest for the ac-
"Ч* !fн i n c l u d e d i n documents, informative value of document, .mpor-
for culture, history and other sciences, document s vaueas a 4,Cl t E l a t i o n, time and place of the creation of document, unity andI au T C l a me n t, storage level of the document in the relevant found eta S I?*:1 8 a r e т а'п | У applicable for the documents in a hard opy^ but S X documents as well. For the last one it is necessary that^supp S e a l "a a r e given for the assessments. Between the assessmenten 5 S included, that is related to readability and « и * » ™ 4'<Jri of C This is a consequence of the old t e ^nol ogya ^ ' n e w computers and software. For all of these 387 ft, с, ,n.| i v prepared and time is needed in order to find relevant techn„i S S 2 s of documents in electronic media with ,onge r de j j S would reduce the work of archivists and creators о electronic docur, s t l permanent migration of time and trade electronic media. C lassification plan for electronic documents In order that assessment of electronic documents is more functional and enforced it is needed that plan is drafted prior to that classification. Classify tion of electronic documents is the most important and complex task. This classification should be clear and understandable. From the analysis performed by the creator of documents with the help of archivist classification plan comes up, and that is a reflection of functional organi-
zation structure of the creator. It should be emphasized that the functional analysis and classification plan should differ obviously from the organization scheme of institution, that is a short term tool for administration, whereas main functions are permanent. This plan is mainly based in organigramme of the body/organiza-
tion that is a reflection of organization functional structure of the creator. In line with ISO standard 15489 that states: "Analytical procedures aim is to classify, review all activities of organization and set those on the level of de-
fined duties and aims that are directly or indirectly implemented ". Classification plan should be structures in that manner that the structure should influence in the naming plan of dates, tat the dates are named or pre-
name in an understandable way for everyone, creator and future researcher. In the hierarchical aspect of classification plan are included: - first level, usually involves the function performed by creator - second level, describes activities belonging to that function - third level, and other levels emphasize in details procedures or whole-
ness of procedures that include each activity. Registers for electronic documents Except classification plan in institution, respectively creator, registers tor administration of electronic documents should be established. Registration to administration of documents includes main categories of d o c u me n t s tW physical or legal person creates or accept for performing his activity. № registrations are drafted by creative institutions and its archivists. hor each category of documents the following should be e mp h a s i z e d: - keyword ь - position in classification plan ш - short description of the creation context, including first date of informative and legal importance - administrative usage date - ^.о п"!0?6 d °CUme n t (liquidation, storage, type of s e l e c t relation w„h other categories or types of documents 388 tion an shou Separation (liquidation) of electronic documents on Of he most important of the assessment i f L ,, and documents that should be stored and those that 1, ®'°" o f informa-
. j - ^ v p H when thev loose th* к j 0 u l d be desposed. Files Гье destroyed when they loose the value, " Т"* R l e s S S ^ «he documents categories with the s ^ ^ ^ worthless files then the access on documents for permanent storage i f a c S According to recommendations of some organizations that create 2 .ronic documents, used files and accounts apart for the preparation of other files, concepts of documents that are not envisaged to be stored as a part of of ficial file, preliminary concepts, copies of requests that are stored in some places, etc. Therefore material destroyed is the material with no historical, sci-
entific, legal and operational value. To select electronic documents and destroying the worthless ones certain forecasted criteria stipulated by legal provision should apply, international and local archival norms, and defined criteria in their assessment as: historical, le-
gal. and scientific value, time and place of creation, year of creation, quantity, content, author, etc. The archivist together with the creator should define what files will be ar-
chived and stored as permanent ones, and what will be destroyed. Files in the moment of archiving should have strong and sustainable structure. Separation, respectively destruction usually it is done so that written data ind their copies of work and protection are deleted by the medium in which i:e w'tten, with automatic erase (register of the material proposed for destruc-
ton) and evidencing this fact in main evidences. Mediums can be erased and used again. But this is not a safe method, es-
[*«% considering confidential documents. By using some of the software mques, data's can be revitalized, therefore the most appropriate way is ^'dest ruct i on of disc of tape. men!" Pa s t t he archivists were "protectors" of received archivalIdocu-
C Th e r e a s n o wadays with their archival work d o c u me n t a t i o n become a lot к,* hi s t or y. Pa« of national cultural treasure. To achieve ^ e Pr°fessional matters they should have sufficient ^ w j Willte n m e M o f archival documents. A valuable document tha: *destroy compe„sat ed> therefore no reexamination »s availablehere ^ 10 ч!,У 5 t h e a r c h i v i s « have tasks with responsibilityшhug *>W £ * l t h the massive increase of previously w n t t e n documen^ ^ ^ SioN Dr, t r o n i c form and their assessment especially, t w ^ t ha t d o ^ C ^ d staff is needed. Assessment can not be done vy v ^ ^ y °f ^ do,, 'mPortance of the document, structure, organ* g wj t h o u t °cument's creator. Even in archive a s s e s s me n t can not . , which obliges all. that in this level they continuously -
professionals, » h,c" ^ v e l t i e s of modern archivist. "4 inform about i„ Kosovo Some assessnu K o s o v o w e don't have any experience and Ve t. AS a" rnolemented on archival and assessment of electronic d o c u j j project is impi e m s w e r e l a y 0 n paragraphs of the law on archival f l Regarding paper regulation for the selection of archival f,ie * and arch in e ^ ^ nQ h i s t o r i c a l a n d s c i e nt i fi c value. deS°kU^ovo State Archive for the assessment of archival documents has drafted « • _ £ лпМЛАПРС nf Hnrnments with storage t i me limitc — some ins' •accord-
used bv m-
' nrution" but archive employees'as well. Destruction procedure of documents whose stora-e time limit is passed in institutions in made based on categories of documents with storage time limits that is issued by organization and commis-
sion established for them, bur under the supervision of archive representative. According regulation selection of documents is done every 5 years. Usually this is not applied, but it is done when in organization relevant building for storage of documents if full aiming to release the place in order file new documents. Regarding the assessment of the documents that are created in electronic media, in this field no instruction is issued. State Agency of Kosovo Archives is working on protection of electronic documents to regulate with excl usi ve leg* provisions and amendment the law on archival files and archives. Rel evant ser-
vice of informative technology department in the Ministry of Public Admini-
stration in Kosovo Government is preparing the project for e (electronic administration), where creation, classification, archival, P ^ t ^ storage, assessment and use of electronic documents will be i ncl uded ^ Agency for Kosovo Archives in the level of its competencies, es peci al l y on * assessment of archival documents will give its own contribution for this proj-
Summary Archival service in Kosovo is one of the newest services in region- ^ tod e ^ n л * t c o mm't ment of archival staff and support by g O ^ fore this cp r e SU,t S a r e b e i"g achieved. One of the tasks p r e ^ „ e men, T'? * n e w documents in electronic form and * S o n ttee1 l ° Л е S e r v i c e doesn't have e.xperience. but WJ countris ш'I T"6""5 ° f t h e that have long tradition. ^ which cas" T"' * * r e a s o n 1е§а1 infrastructure is being P * J U classification, ^ h h/ ' * ^ f l Xe d s t a r t i n S f r 0 m С Г е а"°?^ documents in el IT p r o t e c t l o n and use up to the reception o' considerable f ma n r T" ma t' F o r t h i s previous preparations а* „.«* education of the staff mg a n S' r e l e v a n t facilities. but what is п**« ' c bl aTt is needeH 
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