The issue of electronic document preservation in the context of international information security standards

Abstract

The relevance of this study is driven by the rapid development of electronic document management and the growing need for reliable digital data preservation amid contemporary cyber threats and technological challenges. The research aimed to conduct a comprehensive analysis of electronic document preservation issues and develop recommendations for implementing effective electronic records management systems in accordance with international standards. The study employed an analytical method to examine international information security standards, a systems approach to conceptualise document preservation processes as an integrated system, a comparative method to analyse different approaches to electronic document preservation, and a case study method to evaluate practical implementations of electronic document management systems. The findings underscored the critical importance of addressing technological obsolescence of data formats, the complexities of electronic document management processes, and data loss risks. Key aspects of managing and preserving electronic records in line with international information security standards were examined. Emphasis was placed on the necessity of implementing comprehensive strategies to ensure the long-term preservation of digital documents. Six core strategic approaches were identified: adherence to international standards; development of holistic policies for document collection, storage, and access; creation of an operational model for digital preservation; implementation of effective data administration and transfer policies; regular system audits and updates; and provision of adequate staff training and education. Attention was given to the potential of emerging technologies such as blockchain and artificial intelligence, which can enhance the efficiency of electronic document preservation. Blockchain ensured integrity, authenticity, and transparency through decentralised record-keeping, while artificial intelligence technologies optimised document classification, indexing, and retrieval, addressing confidentiality concerns. The need to integrate these technologies in compliance with established international standards to guarantee the authenticity, immutability, and persistent accessibility of electronic documents was highlighted. The practical value of this research lies in its recommendations for implementing a set of best practices for electronic document preservation, including regular material assessments, metadata management, and technological infrastructure maintenance. The study’s findings can be utilised by organisations to improve their electronic document management systems and enhance information security levels