電子檔案管理之推動與展望

The Implementation and Prospects of Electronic Records Management

本文旨在分析國家檔案管理機關為克服電子檔案數位轉型困境所推動的關鍵策略，並探討這些策略如何從技術工具、系統流程、儲存安全及法規整備等面向，建構一個高效、安全、合規的國家檔案數位生態系統。為因應現行文檔系統驗證機制與實務運作的挑戰，首要策略為開發自動化檢測工具，以強化機關端在檔案移轉前的格式與詮釋資料標準化稽核，從源頭上確保檔案的真實性、完整性與可及性；其次，針對全程線上移轉機制尚待克服的瓶頸，核心策略是律定標準長期保存格式並完備系統的線上移轉功能，藉由安全傳輸機制實現流程的自動化與效率提昇，使檔案移轉排除對實體介質的依賴；同時，鑑於傳統硬碟備份的高成本與低效率問題，推動整合新型儲存技術並開發自動化清查工具，以強化電子檔案的長期保存與災難復原能力；在檔案應用服務方面，為因應數位影像公開時機敏資訊遮掩的人力與複雜性挑戰，導入並善用人工智慧與機器學習技術，加速自動辨識與精確遮掩機敏資訊，借助資訊技術衡平公共應用價值與資訊安全、隱私保護等法規要求；最後，所有技術與系統的優化皆需法規革新作為制度前導，因此須配套修正與電子檔案移轉相關之法規並開發輔助工具，協助機關文檔系統介接調適，推動政府檔案生態系統同步更新，達成制度化的電子檔案全程生命週期整合管理。總結而言，我國電子檔案管理策略期以系統性的解決方案，透過技術賦能與制度革新，從根本上提昇電子檔案的真實性、安全性與徵集效能，也是檔案管理從傳統保管推進智慧服務的關鍵里程碑。

This study analyzes the key strategies implemented by Taiwan’s National Archives Administration (NAA) to address challenges in digital transformation for electronic records management. It explores how these strategies collectively construct an efficient safe and compliant digital archive ecosystem by integrating technological tools, system processes, storage security, and legal frameworks. To address the challenges between current document verification mechanisms and practical operations, the first core strategy is to develop a set of automated inspection tools. These tools aim to strengthen the standardization audit of formats and metadata at the originating agency level before transfer, fundamentally ensuring the authenticity, integrity and accessibility of records. Second, to tackle the bottleneck of the“yet-to-be-established fully online transfer mechanism,”the core strategy involves stipulating standard long-term preservation formats and completing the online transfer functionalities of the online system. This move facilitates automated and transparent processes through secure transmission mechanisms, eliminating reliance on physical media for record transfer. Simultaneously, recognizing the high cost and low efficiency of traditional hard-drive backups, the NAA promotes the integration of new storage technologies and the development of automated inventory tools to enhance the long-term preservation and disaster recovery capabilities of electronic records. Furthermore, to address the challenges of complexity and workforce regarding“sensitive information masking”in digital image access, the strategy involves the implementation of leveraging AI and machine learning techniques. _is accelerates the automated identification and accurate masking of sensitive information, striking the balance between public access value and legal requirements for information security and privacy protection, etc. by means of information technology. Finally, all technological and system optimizations must be grounded in comprehensive legal reform; hence, the NAA should issue revised regulations concerning electronic records transfers and to develop supporting tools to assist agency document systems with interface adjustments, promoting the government's entire records ecosystem is updated synchronously to support an integrated electronic records lifecycle management. In conclusion, Taiwan’s electronic records management strategy is a systematic solution that utilizes technological empowerment and institutional innovation to fundamentally enhance the authenticity, security, and acquisition effectiveness, marking a critical milestone from traditional custody to innovative services.