No 6 (2024)

The analytical review of the materials of the round table “Electronic Scientific and Technical Documents as an Archival Storage Object” held on December 5, 2024, as part of the VNIIDAD research work on the state assignment of the Federal Archival Agency for 2023-2024 is presented. The reports covered issues of storage, acquisition, accounting and use of electronic scientific and technical documents, problems and prospects for organizing their acceptance for storage in state archives.

Certain aspects of the development of the new edition of the List of typical management archival documents, created in state government bodies, local government bodies and organizations activities, with identified retention periods are considered. The proposals for making changes to the List are submitted and their justifications are provided.

The article describes an approximate list of thematic groups of information about the personal and family secrets of a citizen, his private life, as well as information that poses a threat to his safety, presented in the Methodological Recommendations of VNIIDAD. The normative and legal justifications for the allocation of these thematic groups are given. The types of archival documents that may contain this information are named.

The preparation of proposals for the development of normative legal acts in the field of record keeping and archiving in the context of the use of digital technologies in document support of management and the expansion of the use of electronic forms of documentation, prepared within the framework of research work “Improving the legal and regulatory support for the record keeping sector, taking into account the development of electronic document management” are analyzed. The use of theoretical and methodological foundations of the document continuum concept, which implies end-to-end responsibility for a document within its life cycle from creation to archival processing is substantiated. Under this concept, separate industry regulations should be considered as a system governing the creation of end-to-end processes for documents operating based on unified technological approaches.

The Artificial Intelligence Act of the European Union as a normative legal act regulating the legal status of artificial intelligence systems and establishing a responsibility for the decisions they make is analyzed. The classification of artificial intelligence systems based on risk levels assessment, requirements for their life cycle documenting is considered. The importance of an interdisciplinary approach in developing standards regulating specific issues of artificial intelligence systems functioning in relation to record keeping and archiving is highlighted.

An overview of publications by participants in the InterPARES Trust AI project on the application of artificial intelligence technologies in operating with documented information is presented. The artificial intelligence technology tools such as computer vision, natural language processing (NLP), privacy enhancing technologies (PETs), and vulnerabilities of large language models (LLMs) in relation to the problem of ensuring the security of artificial intelligence systems when documents operating are considered. The need to develop approaches to ensuring the security of the applied artificial intelligence systems is highlighted.