One of the errors most frequently made in any transition from paper to digital documents is to believe that – as in the past – the change of document format has an effect on the choice of methodologies governing the different phases of an archive’s life-cycle. Concerning the conservation plan in particular, although digitization has removed one of the basic motives for the sorting required to optimize the use of space (often a costly item), it has resulted in an increase in redundancy and superfluous information. The traditional theory that considered sorting as an integral part of the reorganization of paper archives was based on the conviction that respecting the relationships between documents involved an intellectual content that required, firstly, the reorganization of the archives’ overall structure and, secondly, the evaluation of which elements ought to be kept. Electronic documents, in contrast, do not exist as actual physical entities and it is rare for their storage as electronic signals to have any connection with the documents themselves; whether displayed on a screen or printed out , the physical relationship loses all meaning. Indeed, the phenomenon strengthens the logical relationships between documents. Consequently, we are witnessing a change in the parameter and methods that - until now – were paramount for the conservation and selection of archived documents. At the same time, there no longer seems to be the same absolute necessity to reorganize repositories as a preliminary phase to ex post selection, even considering the increasingly ambiguous need to pre-establish ex ante the life-cycle of each document typology. In this context, methodologies for textual analysis and terminology extraction, also based on algorithms of frequency and statistical relevance of terms applying to digital and digitalized archives, can represent the development of extremely useful applications, that can also deal with the increase in the production of documents that have not always been correctly classified as archives.

La sélection des documents dans le systéme numèrique

ROVELLA A.
;
GUARASCI R
;
TAVERNITI M
2009

Abstract

One of the errors most frequently made in any transition from paper to digital documents is to believe that – as in the past – the change of document format has an effect on the choice of methodologies governing the different phases of an archive’s life-cycle. Concerning the conservation plan in particular, although digitization has removed one of the basic motives for the sorting required to optimize the use of space (often a costly item), it has resulted in an increase in redundancy and superfluous information. The traditional theory that considered sorting as an integral part of the reorganization of paper archives was based on the conviction that respecting the relationships between documents involved an intellectual content that required, firstly, the reorganization of the archives’ overall structure and, secondly, the evaluation of which elements ought to be kept. Electronic documents, in contrast, do not exist as actual physical entities and it is rare for their storage as electronic signals to have any connection with the documents themselves; whether displayed on a screen or printed out , the physical relationship loses all meaning. Indeed, the phenomenon strengthens the logical relationships between documents. Consequently, we are witnessing a change in the parameter and methods that - until now – were paramount for the conservation and selection of archived documents. At the same time, there no longer seems to be the same absolute necessity to reorganize repositories as a preliminary phase to ex post selection, even considering the increasingly ambiguous need to pre-establish ex ante the life-cycle of each document typology. In this context, methodologies for textual analysis and terminology extraction, also based on algorithms of frequency and statistical relevance of terms applying to digital and digitalized archives, can represent the development of extremely useful applications, that can also deal with the increase in the production of documents that have not always been correctly classified as archives.
978-2-86000-339-1
Dans la transition du document papier au document numérique, une des erreurs les plus fréquentes, c’est de croire que – comme pour le passé – le changement du support documentaire n’a aucune influence sur les choix méthodologiques qui président aux différentes phases du cycle de vie d’un fond documentaire. En particulier, pour ce qui est du plan de préservation, la numérisation a éliminé, d’un côté, l’occupation des espaces – souvent coûteuse – qui constituait l’aspect fondamental du tri tout en accentuant, de l’autre, celui de la redondance et du bruit informatif. La théorie traditionnelle, qui voyait, le tri comme un des moments de la réorganisation des archives papier, se basait sur l’affirmation que le respect du lien entre les documents véhicule un contenu intellectuel, ce qui demande d’abord la reconstruction de la structure globale des archives et, ensuite, l’évaluation des unités méritant d’être conservées. Actuellement par contre, comme les documents numériques n’existent pas en tant qu’entités physiques proprement dites et que rarement l’emmagasinement effectif des signaux électroniques qui forment un document conserve quelque connexion avec le document, soit-il affiché sur l’écran ou imprimé, la relation physique perd toute signification. Et ce phénomène., loin d’être négatif, favorise en réalité les relations logiques entre les documents. Le résultat en est le changements des paramètres et des méthodiques qui ont présidé – jusqu’ici – à la préservation et à la sélection des documents d’archives. En même temps, on met fortement en discussion la nécessité absolue de la réorganisation des fonds comme phase propédeutique à la sélection ex post surtout en considération de la nécessité, de plus en plus évidente, de prédéterminer ex ante le cycle de vie de chacun des typologies documentaires. Dans ce contexte, des méthodologies d’analyse textuelle et d’extraction terminologiques qui basent, entre outres, sur de algorithmes de fréquence et de pertinence statistique des termes appartenant a dés archives numériques et numérisés peuvent représenter un sivi d’application extrêmement intéressant, capable de faire face aussi à l’augmentation de la production documentaire qui n’a pas toujours été correctement classée d’un point de vue archivistique.
Digital Preservation, Digital Records, Records Selection
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Utilizza questo identificativo per citare o creare un link a questo documento: http://hdl.handle.net/20.500.11770/183603
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