Need for a National Strategy for the Future of Electronic Records in Turkey: A Review of the Literature
In this rapidly developing digital age, uncertainties regarding the future of electronic (e)- records have not yet been resolved. It is still debatable whether these records can be found in the conditions that they were produced in, their original nature preserved even after being stored for a long time. Despite efforts to establish predictable policies in developed countries, studies concerning the future of e-records in Turkey, like in many other countries, have not yet reached sufficient maturity. It is known that government institutions have allocated a large amount of resources to projects related to e-records among their information technology investments. However, the long-term access and usage conditions of the e-records have not been planned. In this study, the need for a strategy that includes viable solutions at the national and institutional levels regarding the future of digital documents is discussed. For the study, we used the qualitative research method and reviewed the available literature with due diligence. The data obtained from the literature review were evaluated using the document analysis technique. Despite the policy development efforts within the scope of the information security standard, the subject of the present study is about document security beyond information. Otherwise, irreparable risks await us, such as the destruction of information assets that are in the form of documents. Although interoperability principles and standards have been published, these are not enough for organizations to produce sustainable policies on the preservation of the integrity of electronic records, long-term preservation of e-signature, digital sustainability, transfer of e-records, and their storage in archives. Authorized institutions related to the field should develop strategies for the sustainability of e-records.
Türkiye’de Elektronik Belgelerin Geleceği İçin Ulusal Strateji İhtiyacı: Literatür Işığında Bir İnceleme
Hızla gelişen dijital çağda elektronik belgelerin geleceğiyle alakalı belirsizlikler henüz giderilmiş değildir. Bu belgelerin uzun süre muhafaza edildikten sonra özniteliklerinin korunarak ilk üretildiği gibi aynı özgünlükte bulunup bulunamayacağı konusu tartışılmaya devam etmektedir. Gelişmiş ülkelerde öngörülebilir politika belirleme gayretleri bulunsa da birçok ülkede olduğu gibi Türkiye’de de çalışmalar henüz yeterli olgunluğa ulaşmamıştır. Oysa kurumların bilgi teknolojisi yatırımları arasında özellikle elektronik belge yönetimi sistemleriyle alakalı projelere yüklü miktarda kaynak ayırdıkları bilinmektedir. Buna karşın yatırımlar neticesinde oluşan e-belgelerin uzun vadede erişim ve kullanım koşulları ne yazık ki çok da planlanmamaktadır. Bu çalışmada e-belgelerin geleceği konusunda başta ülke, ardından kurumlar düzeyinde uygulanabilir çözümler barındıran ulusal ölçekte strateji ihtiyacı daha önce yapılmış bilimsel çalışmalar ışığında tartışılmaktadır. Nitel araştırma yönteminin kullanılıp durum tespiti anlayışının benimsendiği bu makalede literatüre dayalı bir inceleme yapılmıştır. Literatür taranarak elde edilelen veriler doküman analizi tekniği ile değerlendirilmiştir. Bilgi güvenliği standardı kapsamında politikalar geliştirilmeye çalışılmasına rağmen konu bilginin de ötesinde belge güvenliğiyle alakalıdır. Aksi halde örgütlerdeki bilgi varlıkları olan belgelerin yok olması gibi telafisi mümkün olmayan riskler bizi beklemektedir. Her ne kadar birlikte çalışabilirlik esasları ve standartlar şeklinde rehberler çıkarılmış olsa da tüm bunlar e-belgelerin bütünlüğü, e-imzanın uzun sure korunması, dijital devamlılığı, transferi ve arşivde muhafazası konularında kurumların politika üretmesine yetmemektedir. Alanla ilgili otorite kurumların bu belgelerin sürdürülebilirliğiyle alakalı stratejiler geliştirmesi gerekmektedir.
Different studies show that electronic records management system (ERMS) applications in institutions contain potential risks as well as opportunities. One such risk is regarding the long-term sustainability of e-records. There is a need for a road map where these and similar possible threats can be eliminated, followed by correct predictions and solutions. To achieve this, organizations should create strategies to ensure electronic sustainability after recognizing potential risks and opportunities. Ensuring the electronic continuity of e-records that need to be stored for a long-term access without breaking the escrow/ownership chain, and without destroying their integrity and reliability, can be possible by making short- and long-term plans.
Different studies show that electronic records management system (ERMS) applications in institutions contain potential risks as well as opportunities. One such risk is regarding the long-term sustainability of e-records. There is a need for a road map where these and similar possible threats can be eliminated, followed by correct predictions and solutions. To achieve this, organizations should create strategies to ensure electronic sustainability after recognizing potential risks and opportunities. Ensuring the electronic continuity of e-records that need to be stored for a long-term access without breaking the escrow/ownership chain, and without destroying their integrity and reliability, can be possible by making short- and long-term plans.
The increasing everyday use of information technology products in realizing the business processes of institutions creates problems related to the production, use, preservation, and long-term accessibility of e-records. For example, although these e-records, which are an output of ERMSs in institutions, are evident in the market in terms of form, format, and carrier media, it is not known what kind of technical solutions they will require in the long-term. At the same time, necessities in technological migration are not taken under much consideration. There are general explanations about the subject in the field of informatics. However, specific requirements regarding the long-term preservation of digital records under the conditions in Turkey need further understanding. For example, the interoperability principles issued by the Ministry of Development State that e-records should be in PDF/A format, especially for longterm storage. However, for archived e-records, it is essential to protect their authenticity and integrity. Therefore, determining the format alone does not constitute a solution for possible problems. Broader criteria should be explained, and these should guide the development of strategies.
Although different countries set their own standards to overcome the abovementioned difficulties, conditions vary among countries. Therefore, translating the procedures of other nations into Turkish and putting them into use does not seem like a solution-oriented approach. System infrastructures, document formats, and technological needs developed according to the conditions of Turkey should be taken into consideration. The solutions disclosed for the current use of the records are not sufficient for the period in which they were archived. In other words, standards that aim to change management for the success of ERMS applications can be a guide for e-records in the current period. However, such procedures are not sufficient to answer questions on how to preserve the originality of the older archived e-records. Theoretical and academic research is being undertaken to study the long-term threats faced by Turkey. However, no roadmap has been drawn to eliminate this threat. National strategies are needed to ensure that the authenticity and integrity of archived e-records is maintained over a long period without deterioration.
Institutions should address the technological migration issue of their original and authentic e-documents as soon as possible. Thus, a road map is needed to be drawn to ensure the sustainability of e-records. Examples of such road maps are found in countries such as Australia and England. Turkey has an urgent need for a similar study. The administrative departments that are in the position of authority in the field of e-governmenance, e-information, and e-records, such as the Information Society Department under the Presidency of Strategy and Budget and the Presidency of State Archives, have an important role in building the road map. Countrylevel strategies can be a model for institutions. According to these strategies, organizations can create their own road maps.