The Processes of Digitalization and Establishment of the Initiative «TOPAZ» Project in the Central State Scientific and Technical Archives of Ukraine

The aim of the work is to highlight the experience of the Central State Scientifi c and Technical Archives of Ukraine (CDNTA of Ukraine) in the realization of the initiative project «TOPAZ» («TOPology of Archival Storage»). The study methodology provides for the use of general scientifi c and specifi c methods of archival science to consideration the problems of description and storage of National Archival Holding of documents. Work with stakeholders was carried out by their identifi cation and organizing an extensive discussion of the main guidelines of the «TOPAZ» project. The developers were guided by the SWOT methodology, evaluating its strengths and weaknesses, opportunities and threats, related to its achievement. The scientifi c novelty is in characterization of the conceptual framework and coverage of the execution of the «TOPAZ» project. The suggested approach is used for the fi rst time in archival practice. The ultimate plan is to create in the archives an integrated search system electronic identifi cation of storage objects, aimed at strengthening control on condition and movement of documents, to accelerate improve their search in storage by using digital technologies for ready access to required information using two-dimensional QR-codes. This project consists of three levels of description. Each of them is consistent with the concept of the archival storage object, which is used by ensuring preservation of documents department workers in the performance of their functional duties: I – the level of the archival box; ІІ – the level of storage unit; III – the level of document. The information is updated by fi lling electronic TOPAZ-cards of the approved form. Conclusions. A detailed description of the «TOPAZ» project is provided; organizational and logistical support of its implementation is conceptualized. The «TOPAZ» project established at the CDNTA of Ukraine is being implemented fairly well. In advance on condition its fi nalization (including the development and adoption of a discrete software product) and continued introduction the system of electronic identifi cation of archival storage may become a part of the modern SMART-archives, the CDNTA of Ukraine is on track to achieve this target. References: Alekseenko, A. O. &amp; Balyshev, M. A. (2019). Mizhnarodnyj kruhlyj stil «Problemy informatyzatsii arkhivnoi spravy: tsyfrovizatsiia iak zasib zabezpechennia potreb informatsijnoho suspil’stva (do 50-richchia TsDNTA Ukrainy)» [The Round Table «The Problems of Informatization of Archives: Digitalization as Means of Meeting the Needs of Information Society (to the 50th Anniversary of the Central State Scientific and Technical Archives of Ukraine)»]. Arkhivy Ukrainy, 3(320), 194. [in Ukrainian]. Alekseenko, A. O. &amp; Balyshev, M. A. (2019). Tsentral’nomu derzhavnomu naukovo-tekhnichnomu arkhivu Ukrainy – 50 rokiv [The Central State Scientific and Technical Archives of Ukraine Celebrates 50 Years of Activity]. Arkhivy Ukrainy, 4(321), 265. [in Ukrainian]. https://doi.org/10.15407/sofs2019.03.122 ISAD(G): general international standard archival description: adopted by the Committee on Descriptive Standards, Stockholm, Sweden, 19–22 September 1999 (2000) (2nd ed.). Ottawa, 20. ISO/TR 15489-2:2001(E) Information and documentation – Records management – Part 2: Guidelines (Technical report) (2001). ISO, 19. Maschenko, О. М. (2019). Zapovnennia elektronnoi formy kartky «TOPAZ» u TsDNTA Ukrainy: pam’iatka [Filling in the electronic form of the «Archival Storage Topology» card at the Central State Scientific and Technical Archives of Ukraine: memo]. Kharkiv: Central State Scientific and Technical Archives of Ukraine. [in Ukrainian]. Naumenko, T. S. (2019). Kodirovanie informatsii kak osnova avtomatizirovannoj sistemy khranenija i ucheta dokumentov NAF (na primere TsHNTA Ukrayny) [Information coding as the basis of the automated system for storing and accounting documents of the NAH (for example Central State Scientific and Technical Archives of Ukraine)]. Abstracts of Papers ‘19: Current status and problematic issues of the documentation insurance fund, prospects for development and interaction – Tezy dopovidei XII naukovo-tekhnichnoi konferentsii NDImikrohrafii (Kharkiv, 16–17 travnia 2019) XII Scientific and Technical conference Research Institute of Micrography (pp. 50–51). Kharkiv. [in Russian].