An electronic archive can refer to a system for storing documents on a computer hard drive or software that maintains electronic records. It allows for easy access, remote availability, and keyword searches. Electronic filing software can provide complete management systems. Copyright and privacy issues may arise.
An electronic archive can be a metaphorical reference to a system for storing documents and other information on an electronic medium such as a computer hard drive, or it can refer to actual software that helps create and maintain electronic records. Many times, an electronic archive is referred to as a way to digitally archive physical documents to increase document search efficiency or to minimize the space required for physical records. Using an electronic filing system can allow multiple users to access information simultaneously without crowding in front of a physical filing cabinet, and can also make the information contained therein available remotely over network connections.
There is no single definition of what an electronic archive actually is; instead, the term generally refers to using electronic storage in a way that approximates a physical archive. At a very basic level, a single directory on a computer’s hard drive that contains some documents or other files is technically an electronic archive, because the files are separated, indexed, and sometimes searchable through operating system features. A very advanced electronic filing system might employ a relational database management system (RDBMS), essentially allowing users to classify each piece of information within a framework which can then search or retrieve the information in a specific way.
There are many options available when using an electronic filing cabinet that a physical filing cabinet cannot provide. The entire vault, depending on its size, can be copied to a digital device or compact disc (CD), allowing it to be easily backed up, transferred, or transported. It can also be made available over a network so that multiple users can access it regardless of location. Information within the electronic filing system can be password protected or encrypted for added security. In some cases, documents within an electronic system can be easily searched for certain keywords, making some information easier to locate than in a physical filing cabinet.
Some applications that attempt to provide a complete management system for information and documents can be called electronic filing software. These often include database-like features and options for network access or report generation. In some cases, entire sets of documents can be indexed by an application so that they are easily searchable through a graphical user interface (GUI).
Occasionally, some problems related to the use of an electronic archive can arise. One is that, if the information is retrieved from online sources, there may be copyright issues involved in storing the documents without the permission of the authors. Another problem, especially in fields that have strong privacy laws, is that a basic electronic filing system may not provide all the required security and privacy points, which means that a more intensive and industry-specific type may be required. of electronic record system be used for sensitive data.
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