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Preservation

Posted in Preservation.

Trusted Archival Repository

Preservation of collections

Trusted Archival Repository

Best storage options on the market

Where a company's digital assets are located is one of the most important decisions for any business. In this sense, the Reliable Archival Repository is one of the best storage options on the market. With our service, you will be able to count on a complete structuring of your business in the RDC-AR, with the necessary specifications to adapt your company and place your collections in safer and more reliable places. Maintaining the integrity of files is a primary task and must be performed by all companies. So, to learn more about our service, let's talk about the main features of the repository. We work with a certified team, which knows the applications where the RDC operates, with all the necessary follow-up so that the collections are well protected.

What is the Trusted Archival Repository?

Also called RDC-AR, the Trusted Archival Repository represents a digital environment where you can preserve your collections safely and in compliance with national and international requirements. The entire construction of the RDC is based on Resolution number 43, of September 4, 2015. As with all resolutions that guide archival science, the norm is from the National Council of Archives, that is, CONARQ. The repository has been treated as one of the main functionalities for any company. Therefore, it is of paramount importance to know more about it. In addition, it manages to guarantee the documents in a safe place, free from unauthorized access. Storages are available in several different models, usually open source and with low maintenance costs for the company. For the Trusted Archival Repository to be implemented, it depends on a set of factors, such as: digital preservation policy, assignment of responsibilities, forecast of resources, among others. In practice, it can only be used if you work with the principle of active transparency. That is, customers need to know what activities are carried out. In our service, we take care that you are constantly aware of the steps taken in the storage.

Importance of hiring our service

With the market becoming more and more modern, companies need to join the digital collection as a matter of necessity and improvement. This requires careful work to understand more about each existing document. Through the repository, your documents are divided in a logical way and, mainly, thinking about their preservation.

What should a Trusted Archival Repository have?

In general, the Archival Repository will only be recognized as reliable if it follows a series of criteria established by the CONARQ resolution itself. Thus, the characteristics that the storage must have are:

  • The responsibility for maintaining the materials becomes completely the responsibility of storage, leaving the company's hands;
  • Structured in such a way that it allows the business to prosper in the long term, while also maintaining a safe time for sustaining the files;
  • Transparency in administrative decisions;
  • Transparency of economic situation;
  • Sufficient methodologies to assess all systems and ensure reliability;
  • Make file auditing and security validation policies available.

Even so, always choosing to hire companies that specialize in the subject is the best choice to ensure the use of the correct software. In this case, we act directly in the choice, adjustment of documentation and direct maintenance in the application. It is also important to point out that the use of a Trusted Archival Repository does not exclude the need for a Computerized Archival Document Management System, that is, the SIGAD.

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Posted in Preservation.

Preservation Plan Consultancy

Preservation of collections

Preservation Plan Consultancy

Comprehensive understanding of all standards applied to archival science

The preservation of collections needs to be done based on a preservation plan, used to determine what the steps will be and how these steps should be carried out. Putting together a preservation plan requires an ability to fully understand all the technical standards applied to archival science, especially with regard to keeping archives usable. In this sense, we offer a complete consultancy to help your company when carrying out this procedure. For this, we deliver a complete document with all the rules, steps and specifications necessary for preservation to be carried out within the norms. In addition, through these rules, it is possible to safely guarantee that the preserved files are in fact remaining as the original. In practice, it works as a great certificate of safety and procedure.

What is a preservation plan?

Conceptually speaking, the preservation plan is nothing more than a document that assembles the entire planning process and structure of the activities necessary for the preservation of collections in digital media. If the process is done in any way, it will possibly generate confusion between what is being done and what should be in order to comply with basic preservation technical standards. Nowadays, the preservation of collections follows a maxim: security and availability of archives. In practice, this means saying the process must be done in such a way that it can guarantee that the files will be accessed when needed. In addition, the main objective of the preservation plan is to guarantee the safety of that collection, preventing external factors from causing any type of inconvenience, both physical and alteration of important information.

What is contained in our preservation plan?

When hiring our consulting service, we prepare a complete and official document with the necessary guidelines for your preservation process. In this case, clearly, some steps need to be included for the process to occur. Some of these specifications that can be found in the plan are:

  • Recommendations for building files

    Despite being a plan to preserve files that have already been created, the document will also help when thinking about how new collections should be created. In this case, taking into account warehouses, shelves, lighting conditions, among others.

  • Monitoring

    The preservation plan needs to contain a good basis for how monitoring should be done, especially to be able to act against internal or external offenders. In this case, rules are contained for the maintenance and use of files on a day-to-day basis.

  • Packaging

    Para falar em preservação, o acondicionamento não pode estar de fora das etapas principais do processo, trazendo especificações para cada tipo de arquivo, dependendo principalmente do seu tamanho e da sua natureza.

    Em geral, os documentos, no momento de acondicionar, são divididos em:

    • Large format documents;
    • Magnetic media;
    • Text documents;
    • Digital documents;

  • Degrading

    One of the most important points that need to be contained in the conservation plan is degrading. That is, everything that somehow can generate a direct reaction in the documents.

    Therefore, the preservation plan should contain, among other things:

    • Environmental factors;
    • Physical agents;
    • Biological agents;
    • Disasters.

By hiring our service, all these stages of analysis and setting up a preservation plan are up to us, so you have the security of following the processes properly and within what the legislation expects.

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Posted in Preservation.

Digitization of Collections

Preservation of collections

Digitization of Collections

Digitizing collections is an important task

The digitization of collections is considered today as one of the best solutions to avoid the loss and misplacement of important documents. Therefore, companies as a whole began to seek more about the practice. Digitizing collections is an important task, and must be carried out using the technical standards used at each stage of its operation. Thus, we offer a complete digitalization service, covering the entire project and ensuring that the company is carrying out the process properly. It is important to note, for example, that the lack of compliance with the rules can lead to the loss of legal validity of these documents, which would mean that they do not have the desired effect, in addition to losing the minimum conditions for action.

Information to be included in the process

The process of digitizing collections must follow an obligation to have metadata built before and during the process. This is one more of the technical norms, and a full investigation needs to be carried out. Hiring our services, we take care of all this adequacy and assembly of the necessary information for each stage.

So, even before starting the scan, the following information is required:

  • Assessment and diagnosis of the collection;
  • Origin;
  • Joint or individual descriptions;
  • Property rights;
  • Preservation management;
  • Location;
  • Use.

Already during the process, there is also some basic information that needs to be contained in the collections, namely:

  • Justifications for use;
  • Capture methods;
  • Hardware;
  • Software;
  • Resolution;
  • Color;
  • Dimension;
  • Nature of modifications;
  • Versions and dates;
  • File names and their respective paths.

Of course there are other needs in terms of information, to find out more, just contact us and learn more about the service.

Reasons for digitizing collections

Despite being a widespread and highly recommended practice, it is common that many companies are still unsure about carrying out this activity or not. Knowing this, we brought the main reasons for digitizing the collections:

  • Access

    With digitized documents, the company contributes to wider access, mainly through the development of technology as a whole. In this way, it would not be restricted to physical documents and the need to go to the location.

  • File playback

    Digitization will also allow non-digital collections to follow a new path, with structures different from those of the originals. This ability to play files in a different way ends up being positive for the company.

  • Preservation

    Undoubtedly, the main motivation for digitizing collections is the preservation of documents, especially against external factors that may somehow cause adverse effects.

  • How digitization can be employed

    The main doubt regarding the digitization of collections is how to implement it in the company, mainly with regard to software and hardware. In this case, we also act with all determination and a consultancy to specify this equipment.

In general, some equipment that can be used to capture images are:

  • Desktop scanners;
  • Planetary scanners;
  • Digital cameras;
  • Negative scanning equipment;
  • Photographic slides;
  • Equipment for digitizing microforms;
  • Production scanners

These are just a few examples of the equipment needed to digitize collections, along with their specific software for processing, correcting and adapting digitized images. The correct use of the applications and all the steps within the technical standards is what will guarantee that your company does not suffer the sanctions that we have previously mentioned.

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Posted in Preservation.

Open Journal System - OJS

Preservation of collections

Open Journal System - OJS

Platform specialized in managing and publishing scientific articles

Scientific articles are in the routine of many people, from academics to companies that have a strong presence in journal publications. In this case, depending on the necessary workflow, a manager specialized in the theme makes a difference. With that in mind, we offer the services of the Open Journal System, a platform specialized in managing and publishing scientific articles, which was implemented for the first time in the country by the Brazilian Institute of Information in Science and Technology. After a few years on the market, OJS has undergone many updates, bringing even more convenience to users' daily lives. Among them, the improvement in its interface, making it simpler and more intuitive. In this sense, using a management software can be one of the great issues to optimize time and even improve the writing of articles as a whole. So, let's learn more about the Open Journal System?

Functionalities

There are a number of activities that OJS can perform, from the most basic to the most advanced, and talking about all of them would be complex at this point. Choosing the main ones, we can mention, for example:

  • Installed and managed through cloud services;
  • Possibility to configure the requirements, review processes, and the entire period;
  • Content management;
  • Support for revisions;
  • Email notifications;
  • Comment system for readers;
  • Content indexing;
  • Search engine;
  • Online help system;
  • Open access;
  • Plugins for new features.

The Open Journal System is complete, and even offers the possibility of installing additional plugins to further increase its list of functions. With this, the entire article publishing system of the company can be handled by the application.

Benefits

There are some clear advantages when using OJS in your day-to-day business, mainly due to what we mentioned earlier about its adaptability. Each company has its own publication system and process, and the tool has the operational capacity to adapt to each one of them.

  • Local

    One of the main features is having the application running locally on your machine, not requiring the use of other applications or third-party support for use.

  • Customization

    The platform as a whole will allow you to change the layout, colors and backgrounds, in order to bring you closer and closer to your business and your company. In addition, several other functionalities of the application are customizable, with just a few clicks to adapt it.

  • Workflow

    As we have already mentioned, each company has a unique creation process, and these individualities need to be respected in the right way. Therefore, the tool allows you to edit the entire editorial flow, bringing it to your reality. It is an important benefit, as it avoids the company having to adapt its employees to a new publishing reality, which generates costs.

  • Time reduction

    Creative processes often take a long time, especially for those who are actually editing the document. With the use of the platform, this delay is overcome through the application's functionalities. As a result, the energy needed to create these posts decreases, possibly helping to optimize the creative process as a whole.

  • Cost reduction

    Within the process of creating and publishing articles, there are a series of activities that demand costs from the company, such as the general revisions carried out before publishing. Using the tool, these costs are cut, since everything can be done in a simpler way directly through the platform, even with the online availability of resources and not requiring printing costs.

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Posted in Preservation.

Access to Memory - AtoM 2

Preservation of collections

Access to Memory - AtoM 2

We understand the importance of a good publishing system

Publishing collections after treaties is a fundamental part of the functioning of the archival process. Knowing this, it is common that there is always a doubt about the best method for this. Access to Memory comes as a solution to this problem, and that is why we offer our adaptation, installation and consulting service for its use. We understand the importance of a good publication system, and we want to help your company comply with national and international laws. Working as a software, Access to Memory was created in 2007, and since then it has gained market share in a surprising way, thanks to its complete functionalities. Using it, it is possible to carry out archival descriptions with national and international standards being applied, in addition to building on existing standards.

Nowadays, there are several institutions that use the system, precisely because of its ease, namely:

  • 1 federal file;
  • 26 state archives;
  • 5570 municipal archives;
  • 3118 museums;
  • 1 federal library;
  • 26 state libraries;
  • 5570 municipal libraries;
  • 21 federal universities;
  • 5570 cameras.

It is possible to see how much the government needs Access to Memory to guarantee the correct process in the preservation and publication of files. Now, knowing that, let's get to know more about the tool.

What is Access to Memory - AtoM 2?

Directly speaking, AtoM, or Access to Memory is an opensource web tool, with the aim of performing file descriptions using standards established by legislation. With this tool, it is possible to create a manual publication network following the legislation, or even implement Archivematica together, where the files treated in the other application are directly published. Because it has a complete structure for several languages and all the necessary functionalities for a company, the tool has been used by several institutions, at the same time, without problems of responsive servers.

Benefits of Access to Memory - AtoM 2

If you still have doubts about whether or not to bet on the Access to Memory application, we have brought you some benefits and reasons to believe in its operation. After all, we do not work with tools that are not completely reliable and functional for our customers.

  • Web

    With a design entirely thought out for the web, Access to Memory has an intuitive interface that doesn't make life difficult for users. So, just install correctly and carry out the activities. Practically everything can be done via the web only, without the need for large installations or the use of control panels. All easy, fast and affordable.

  • Import and export

    AtoM presents a series of features to import and export data without any kind of headache. With this, it is possible to use for the following file formats:

    • EAD;
    • EAC-CPF;
    • CSV;
    • SKOS.

    The application itself has its complete documentation, which facilitates the understanding and definition of the next steps.

  • Multilingual

    Something that can make it easier and much easier to use is the faithful translation into different languages. With this, we avoid common mistakes just because a description was not done correctly. With this, the company increases its reach and guarantees more convenience to users, helping with basic tasks.

  • Multi-repository

    One of the main features of Access to Memory is the ability to offer multiple repositories at once, for your company. In practice, this means that you can shape your application in the way that best suits its functions.

In this way, it is possible, for example, to create different spaces for different descriptions, separating by sector or whatever is best for your follow-up. The flexibility to cover a large number of repositories is paramount for the organization of collections.

Contact

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