NghiSn cvtu - Trao doi
SO HOA TAI LIEU LttJ TRtr YEIJ CAU THfC Tli]]^ DAT RA CHO ]\GAMH LlfU TRlf
PGS.TS. DUdNG VAN KHAM GiSng vl§n cao cafp TrUtfng D^i hgc NQI v\i Hk NOi
I. DAC D l i M T A I L I ^ U S 6 HOA 1. Khai qudt chung
Trong cae nam gdn day, m0t trong cac bien phdp qudn ly tai lidu lflu trfl dd dflpe nhdc d i n do la sd' hoi tii lidu vi trong xa hdi, thj trudng edc djch vy s i hoa tai lidu luu trfl da dupe manh nha. Trong khudn k h i bai viit nay, tdc gid mud'n iam rd hdn khai nipm, ndi dung sd hod tai lipu, trong do ed tai lipu IUu trfl vd nhflng eong vide eo lien quan d i n s i hod tai lieu IUu trfl.
LtJdt LUu trQ do Quoc hpi thong qua ngdy 11/11/2011 da quy djnh ve tai ligu IUu trfldign tfl, khong quy djnh ehi tiet d i n tai lipu lflu trfl s i hod. Chung ta eo t h i hieu tom tdt tai lidu dien tfl la mdt bdn ghi dupe tgo ra, gfli, chuyen giao, nhdn dfldc, hodc lflu trfl, sfl dyng bdng phUdng tidn dien tfl. Tdi lieu dien tfl dupc hinh thdnh tfl hai nguin chinh:
- Mpt Id, bdn ghi cdc thong didp dfl lieu dupe khdi tao tfl dau.
- Hai la, bdn ghi cac dfl lieu so tfl tai ligu truyin thong.
Nhu vay, tai lieu s i hod ed nguin g l c tfl tai lieu dien tfl nhung khdng ding nhat vdi tai lidu dien tfl vd tai lieu s i hoa trd thdnh tai ligu dipn tfl qua qua trinh sd hod dfl lidu. Day Id qud trinh chuyen cdc dgng dfl lidu truyen thing nhfl ede bdn viet tay, bdn in tren giay, hinh dnh,„ sang chuIn dfl lieu tren cae phfldng tidn dien tfl va dupe edc phUPng tidn dd nhan biit dupc gpi Id s i hoa dfl li$u vd chung trd thanh dfl lieu s i . Tfl do, v l mdt ly thuylt, dupe hiiu so hod dfl lieu la qua trinh chuyin cdc dgng dfl lieu truyin thing sang chuIn dfl lidu trdn may tihh vd dupe may tfnh nhdn biit.
2. Myc tieu cfla vipc so hod tdi li$u IUu trCf Thdng qua cdc cdng vide cy t h i cfla vide so hod dfl lieu, de mong muln dgt dupe ede myc dfch la xfl ly edc quy trinh nghidp vy luu
trfl dupe td'i Uu. Muln dgt duye nhflng myc ti§u dd, cdc kho lflu trfl phdi thyc hien ede thao tdc thudc quy trinh s i hoa tai li$u Id chuyin doi tai lidu lflu trfl dgng thdng thfldng - v i n quen ggi Id tdi lidu cd "tfn hi$u tUdng ty" (analog) sang dgng tdi lidu s i , hodc dfl lidu s i (digital). Tfl do se dgt dflyc nhflng mye tidu ed bdn nhU:
a) Kdo dil tuii thp cua tii lipu idu trd bin gd'c. Ddy cung chfnh Id gidi phdp cfla quy trinh bdo qudn vd bdo hiem tdi lidu lflu trfl md nhieu nam nay cd quan qudn ly nganh lflu trfl dang tran trd.
b) Dong nhi't cac iopi hinh tii li$u. Vdi phflpng phap qudn ly tai li$u lflu trfl truydn thdng, thi phdi bdo qudn tai lidu vdi cdc v^l mang tin cua tflng logi hinh tai lidu IUu trii rieng, nhU: tai lidu gid'y, tdi lieu phim dnh, phim dien dnh, tdi lieu ghi dm,... vi cdc chl dp bdo qudn tdi li$u nhu c h l dd nhidt dd, dd ^m, dnh sang khac nhau; ho$c thiet bj phgc vi,i khai thdc, sfl dyng tflng tai lidu dd cOng khac nhau. NhUng vdi dfl lidu $6, da logi trfl dUflc hdu h i t sy khdc bidt do, tgo thudn Ipi cho ngudi sfl dyng.
e) Quin ly, khai thie tpp trung. Toan bo cdc dO lidu s i hoa, khdng phdn bidt chung co nguin g l c tfl tdi lidu cd v$t mang tin gl diu co t h i qudn ly trong mdt cd sd dfl lieu, tgo sy toi flu cho ngfldi sfl dyng. Thdng qua vi$c so hoa tdi lidu luu trfl, ngudi ta khdng phy thudc vao cac kho bdo qudn rieng bidt tdi lidu luu trO khdc nhau vd khdng phdi gdn minh vdo mot khdng gian nha't djnh cua mdt phdng dpc khi khai thdc, sfl dyng tai lieu lflu trfl. Tfl dd, cac cd quan lflu trfl ed the tgo cho ddc gid tang khd ndng tiip cdn, sfl dyng tdi lidu diii?c nhanh chong, chfnh xdc vd tidn lyi.
3. Thudn i^i va kho k h i n khi sd'hoa tai li$u IIAJ trCr
Khi ddt yeu c l u sd hod tai lieu lflu trfl cDng
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Van thir Luu trir Vi$t Nam $62/2013Nghien cvtu - I'rao aoi
khdng ndn tuydt dd'i hod mot chieu v l sy t i i uu cua chung d l bid't trfldc cac dilu ki$n ndo edn cd, d l ed t h i xay dyng dflyc mot d l dn s i hod tdi lipu lflu trfl cho cd quan minh. Vdi myc tidu dupc d$t ra, thi can biet dUpc chi tilt nhflng flu diim vd hgn che cua dfl lidu s i hod.
a) Uu diim:
- Giup viec luu trfl, truy xud't, chia se, tlm kilm thong tin mdt edch de ddng. Uu diim ndy bao gom tong hoa ede thudn ti§n trong eong tdc qudn ly, bdo quan, bdo v$, khai thdc va sfl dyng tdi lidu luu trfl vdi mdt ngan hang dfl ll$u s i .
- Linh hogt trong vi^c chuyin d i i sang cac logi dfl li$u so khac nhau. Sy chuyen d i i p h i bid'n nhd't Id chuyen doi djnh dgng cdc file tai lieu. Vi dy: mpt file word eo the chuyin sang djnh dgng PDF nhd mpt chuong trinh flng dung de chuyin doi no. Lfng dyng dd c6 the la mdt chfldng trinh ddc lap, hodc la mdt ky thudt nhflng tfeh hpp vao chfldng trinh Word, hoac la mdt flng dyng online,... Dfl lieu sau khi chuyin d i i se dflpe sfl dyng linh hogt hdn.
- Giam ehi phi t i l da eho viee quan ly tdi lieu IUu trfl. d ddy hieu tiet kiem khong gian bdo qudn tdi lieu IUu trfl mot edch tflPng doi, vl theo quy djnh eua Ludt Luu trfl, tai lieu lflu trfl da dupc s i hod, van phdi bdo qudn an todn tdi lieu bdn glc.
- Co khd ndng ehfnh sfla vd tai sfl dyng dfl lieu, d khfa cgnh thudn Ipi nay, ta can hieu
"khd nang chinh sfla" theo dung nguyen tdc qudn ly tdi ligu luu trfl Id khong dupe chinh sfla npi dung tdi lieu ma chf chfnh sfla chd't lupng mang tin, nhu tai lieu bi md, bj hu hdng nang cdn chinh sfla,...
b) Nhdng hpn chi cin khac phpc eda tii lieu so hoi:
- Khi bdt ddu xdy dyng mpt de an so hod tdi lidu luu trfl, can phdi dau tu ban ddu v l cdng nghd, cd sd hg tang cong nghp thong tin vd eac thie't bi khac. Vf dy: can phdi ddu tU mua sdm, ho$c thue tflng phan eac thilt bj phan eflng nhU may tfnh, may in, may quet dnh va cae chUdng trinh phdn mIm de qudn ly vd tra tim tai lieu. Khi da eo day du cac thiet bj phan cflng, phan mem, viec thye hidn s i hoa tai lieu cd t h i thue cac cd quan chuydn mon thyc hi$n. Ngoai ra, dilu rat quan trpng la phdi dau ty chp ydu edu ddo tgo con ngydi theo ede mfle dd khdc nhau nhfl ddo tgo cdng chflc Idm qudn ly, cdng chflc, vidn chflc tde
nghiap lam ky thudt, chuydn tin hpc.
- DO lidu s i hod dd bj sao chdp vd sfla d i i trdi phep. Dilu ndy cd t h i khdc phyc gidn ddn d i i vdi nhflng ngfldi chuydn ldm edng tac qudn tri mgng, nhflng khdng gidn ddn d i i vdi toan bp cdng chflc, vidn ehfle eua cd mpt eP quan, to chflc cd sfl dyng cd sd dfl lieu so hod. Vdi phudng phdp bdo vd dfl lidu 6 ba cd'p: cdp mgng, cd'p cd sd dfl lidu va cap ngudi sfl dyng, ngfldi ta cd t h i loai trfl dflpe su bdt tidn nay. Tuy nhifin, mdt cd quan ddng ngudi. rlt khd c6 t h i qudn ly duyc tflng ngudi d tflng cd'p. Vf dy: d p dd 3 la bdo vd dfl lidu d ngudi sfl dyng, m^l s i ngudi trong eP quan t l chflc duyc quyln miln trfl nguyen tie ndy de hp ed du quyln, ke cd quyln qudn trj ed sd dfl lieu. NhUng ehfnh mdt s i cd nhdn cd quyln qudn trj mgng Igi sao chep cho rieng minh toan bp eP sd dfl lieu thi sao (?)...
- Vige triin khai sfl dyng CP sd dfl lieu s i hod phdi ddo tgo ding bd vd ed he thdng d l tat cd can bp cong chflc, vien ehfle eua cd quan, t l chflc d i u ed t h i sfl dyng dupe tai lieu so dung phUdng phap va nguyen tdc.
- C h l dp bao mat dfl lieu. Thdng thudng, tdi lieu edn e h l dp mat thi chUa dupe so hod, nhung sy phdn biet gifla tdi lieu mdt va khong mat chl la tUdng doi. Nhieu tai lieu dupc sfl dyng rong rai, nhflng qua diln bien xa hpi d trong nude va quan hd quIc t l , tdi lieu dd eo t h i phyc h i i d6 mdt. VI vdy, trong mpt SP sd dfl lieu, CO the khdng bj mat dfl ligu, hoac khong bj sao chep, nhflng bi 16 thong tin tai lidu mat.
II. QUY TRINH S6 H 6 A TAI LIEU Do myc tiau so hod tai lieu khac nhau, ma cd the ddt ra ede bflde sd hod tai lieu khae nhau phu hdp doi vdi tflng cd quan, to chflc.
Cyc Van thu vd LUu trfl Nhd nflde da ban hanh Quy trinh s i hod tdi iieu IUu trfl gom 12 budc theo Quyit d|nh s i 176/QD-VTLTNN ngdy 21/10/2011 vdi yeu edu phan logi anh va sao IUu dnh. Nhung neu vdi ydu eau pho thong, qua trinh thyc hien sd hoa tai lieu IUu trfl chl gidn ddn cd 5 bflde la:
Bddc 1. Nhan tai lipu lflu trfl da dflpe Ifla ehpn de thye hien sd hoa. Vide Ifla chpn nay la cdn thilt, vi khdng cd mpt cd quan, t l ehfle nao Igi ed t h i s i hod mpt lan ed kho lflu trfl cua minh. Tieu chuan d l s i hda tuy thuoc vdo myc tieu eija chu sd hflu tdi li$u lflu trfl. Vf dy:
so hod de bao hiem tai lidu lflu trfl thi tdi lieu
Van thv luu trir Vi$t Nam s6 2/2013
35
N g h i e n cijfu - T r a o d o i
dupc chpn phdi Id tdi lidu thudc di^n qv^, hilm theo quy djnh eua phdp lu§t.
Bddc 2. ChuIn bj tdi lidu, cdng vide bao g i m : Ld'y ra cdc bia eflng, ghim kgp; ldm phdng cdc trang tdi Hdu; Phdn logi tdi lidu, tdeh riSng nhflng tdi lidu rdch, hU hdng, n i u vide s i hod dp dyng eho cae h i sd IUu trfl va dung ky thuat scan tflng td tdi li$u. Nd'u vide s i hoa cdc tu lidu lflu trfl dgng ddng quyln, thi cd the ap dyng cdng nghd nidi t i l n bd hdn nhu Bookscan eho vide s i hoa tdi lidu lflu trfl.
Bddc 3. Scan vd thiet l^p hd thing dnh; d$t ten file; dat djnh dgng; ddng, ghim Igi theo t l chflc tai lipu ban diu; tgo sidu dfl lidu (metada- ta). Day la bflde quyit djnh nhit d l chuyin d i i tdi lieu truyin thing sang tdi Ndu s i hoa. Danh myc tai lieu s i hoa dflpe ldp vd nhung (gdn) va tai liSu thdng qua mOt phdn mIm flng dyng va tgo ra metadata. Ding thdi, tai lidu dupc ddt djnh dgng theo sy lya ehpn dupe djnh trude.
Bddc 4. Kiem tra chd't lUpng tdi lieu da dupe s i hoa va lam Igi nhflng dnh khdng dgt yeu cau.
Bddc 5. Nghiem thu, ban giao tdi lidu IUu trfl. Cdng viee bao gom ban giao tai lidu so hoa vd ban giao tai lieu gle. N i u tai lieu sd hoa Id tai lieu IUu trfl cOa mot LUu trfl Ijch sfl thi vdi nhflng vdn bdn khong ddng quyen trong mpt ho sP, viec ban giao phai dupc kiem tra chat che tflng trang tdi lipu de bdo dam day du nhu tdi lieu ban dau dd nhan 6 bUde 1.
III. MOT SO CONG VIEC PHAI THI^C HIEN DONG THCll KHI THI^C H | £ N SO HOA TAI LIEU LL/U T R O
1. Chpn djnh dgng cdc file dnh Djnh dgng file la nhflng phdn md rdng d cuoi mpt ten file (duoi file), bilu thj file do thupc dinh dgng nao.Thong tin duoi file dupe he dieu hanh sfl dyng d l md ra chUdng trinh phu hpp. Vf dy: *.txt Id logi file chfl vilt va dupc xfl ly bdng mpt chfldng trinh vdn bdn tUdng flng. Cdc djnh dgng file dnh khdc nhau mang Igi dung lupng I dTa, eung nhu chd't lupng dnh khdc nhau. Cae djnh dgng p h i bien dupe ap dyng cho file dfl lieu dnh la: JPEG, TIFF, GIF, PNG, RAW,... M6i djnh dgng nay d i u eo nhflng uu t h i va nhflng hgn c h l rieng.
2. Chgn vdt mang tin de qudn ly tai ligu so hoa
Vat mang tin Id cae phfldng tien IUu gifl vd truyen dgt thong tin tren mpi chd't lidu tfl khi cd chflviltden nay nhfl: dat nung, dd, vd, la edy.
lya, mai rfla, tre, gily,... Vdi sy t i l n bd cua khoa hpe vd edng nghd, da xudt hidn thdm tai lidu edng nghd nidi, tai lidu nghe nhln hi§n dgi, nhu dTa CD, CD-ROM, DVD, bdng tii, video, vi phim, vi philu, o cflng may tfnh,...thi dilu quan tdm nhit cfla cdng tde lflu trfl tdi lidu Id dd b i n cOa tflng logi vdt mang tin.
Vdi khd ndng cfla cd quan Id ehu sfi hOu tdi lidu, mdi mdt dy dn s i hod tai lidu d^u chpn vat mang tin thfch hyp d l qudn ly cacdO li$u s i c u a minh. Vf dy, k i t qud nghidn eflusfl bd cCia Dy dn bdo hilm tdi lieu IUu trfl cCia Cyc Vdn thfl vd LUu trfl Nhd nflde k i t hpp v6i ket qud nghian cflu cua tdc gid la:
- DTa CD: cd t u l i thp 5 ndm.
- DTa DVD: (Digital Versatile Disc) li dia lUu trd dd lipu, cung dp dung Idpng Idn xip xi 7 Iin so vdi dTa CD) cd t u l i thp 8 nam.
- O eflng (HDD): cd t u l i thp 10 nam.
Thilt bj IUu trfl mgng - NAS (Network Attached Storage): c6 t u l i thp 20 nam.
- Bang tfl: cd t u l i thp 25 ndm.
- Gidy cong nghidp (chUa khfl axit): cdtuoi thp 50 - 60 nam.
- Gidy dd: cd t u l i thp 200-400 nam.
- Microfilm: ed t u l i thp 500 ndm.
- Gia'y chuyen dyng IUu trfl: cd tuli thp 500-1.000 nam, hoac lau hdn,...
3. Thiet lgp h$ thong sieu du' ii^u Sieu dfl lieu (Metadata) Id thong tin m6ta ndi dung cua tdi lidu s i hoa ma ngudi lam iifu trfl vdn quen gpi la thong tin ed'p 2 tdi lidu lifu trfl. Sieu dfl ligu Id dfl lipu d l mo td dfl li$u, hodc dfl lieu v l dfl lieu. Khi dfl lieu dflpe cung cd'p cho ngfldi dung cudi, sieu dfl lieu se cung cap nhflng thong tin cho phep ngi/cfi qudn ly tin vd dflng tin hiiu rd hdn bdn chat cfla dfl lieu ma hp dang cd. Cy t h i , nhOng thong tin nay giup eho ngudi dflng tin tim ra dupe tai lieu ma hp dang can va giup hp hieu nhflng thong tin khdc cd lien quan. Vdi sijtfii flu cua sidu dfl lieu, ndn nd cdn dupe ddnh gi^
la "be chfla thong tin v l dfl lieu". Thdng qua sidu do lieu, cd t h i nhan biet tflng ehl tilt ky thuat nhfl: kieh thudc ed bdn eua cd sfl diJ lieu, danh mye nghiap vy cua nhflng logidD li$u khdc nhau. Nhflng md ta nay hfldng din ngfldi dflng tin tim dung logi dfl lieu, qua dii giup hp hiiu dflpe •^ nghTa cua dfl lidu va phfldng phdp tiep cdn ehung.
(Xem tiep trang 66)
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Viln thu Luu tril Viet Nam sCi 2/2013Cdng bo - Gi6i thi^u tai ligu lifu tri?
64. Huynh Van Phan: Sd tu; 6044;
sinh nam 1898 tgi Long Dinh - My Tho;
cU ngg tgi Long Dinh - My Tho; HOi ddng Dd hinh My Tho xO chung than khd sai vao ngay 20/9/1932 vi can t$i cudp bdc va phdn logn; ngdy trd ty do;
Chung thdn (1 Idn dd nghj gidm dn nhung khdng cd kdt qud).
65. Dao Manh Vy: Sd tu; 6049;
sinh nam 1895 tgi Co Am - Hdi DUdng;
cu ngy tgi Co Am; Hdi ddng 06 hinh Ha Npi xis 20 nam khd sai vdo ngay 30/7/1931 vi can tpi dm muu chdng Igi an ninh qudc gia vd am sdt; ngdy trd ty do: 17/12/1950 (1 lan de nghj giam an nhung khdng eo ket qud).
66. Tran Van Dat, tU Pho Dan: Sd tu: 6051; sinh ndm 1898 tai Co Vien - Ha Nam; cu ngu tgi Co Vien - Ha Nam;
Hdi ddng Oe hinh Ha Ndi xO 20 nam khd sai vdo ngdy 29/9/1931 vi can tdi trdm vdl tinh tiet gia trpng; ngay tra tu do: 10/11/1950 (1 lan de nghj gidm an nhUng khdng cd ket qua).
67. Nguyen The Long, tUThai, tU Chau: Sd tu; 6053; sinh nam 1909 tai Thanh Giam - Thai Binh; cu ngu tai Thanh Giam - Thai Binh; tda Thupng tham Ha Npi xis 20 nam khd sai vao ngay 14/9/1931 vi can tdi am mUu ndi loan va Tda an Thdi Binh xO ehung than khd sai vao ngdy 20/6/1932 vi can tpi dm muu Iat do chinh quyen; ngay tra tu do: chung thdn (1 lan de nghj gidm an nhung khdng ed ket qud) •
Danh sich nay ddpc Giim dd'c Nha lao Con Dao Ipp ngay 24/11/1936.
(con nda)
{*) Giam ddc Trung tdm LUu trO qudc gia IV.
(**) Trung tam LUu trQ qudc gia II.
Tai lieu tham khdo:
Ho sd so 5046, Phdng Thdng ddc Nam Ky, Trung tam Luu trO qudc gia II.
SO IIOA TAI Lifet LiTu TRf ^ (Tiip theo trang 36) Nhin chung, sidu dO Ii0u bao gdm mdt sd logi thdng tin cd bdn nhU: thdng tin md td vd bdn thdn dO lidu cua sidu dO Ii0u; thdng tin vd da lidu md sidu dO li$u md td vd thdng tin vd cd quan, td chUc vd cd nhdn lidn quan ddn diJ lidu md sidu dO lidu da md td.
Nhung ddc didm chfnh va sy tdi Uu cua sidu dO lidu khdng phdi eh? dOng Igi d 66. Vi ndu chl cd nhU thd (nhU md td trdn), thi vdi cdng cy truydn thdng, cung cd thd ldm dUdc thdng qua vide bidn mye chi tidt cae Bd thd thu vidn, Myc lye hd sd IUu trO, Sdch hodng d i n cac phdng IUu trO,...
Gia trj md chung tdi coi la quan trpng nhdt cua vige sd hod tai lidu IUu trO cd thd la tim tin ty ddng thdng qua ky thudt nhung (g^n) thdng tin cua sidu dO lieu vao dQ li^u sd hoa nhd mpt phan mdm chuydn dyng. Chfnh mpt trong nhOng phOc tgp can gidi quye't eua mdt Dy an sd hod tai ligu IUu trO cung n i m day.
Mdi lien he, vi tri giOa sieu dO lidu vd tai nguyen thdng tin md nd md td dupe thd hien d mdt trong hai cdch sau;
- Vdi cdng cy tra cOu truydn thd'ng, phan tis eua thdng tin cap 2 dUdc chOa trong mdt bidu ghi, hoac d cdng cy tra cOu khdc n i m tdch biet ben ngodi ddi tupng md td. Nho vay, thdng tin md td dd qudn ly va tra tim tdi li^u dOdc lou trO bdn ngodi ddi tupng mo td.
- Vdi cd sd dO lidu dUde sd hoa thanh tdi lidu didn to, cdc phan tO sieu dO lidu cd khd ndng nhung (gSn) vao ben trong tai nguydn md nd md td, de qudn ly vd tra tim tdi lidu ty ddng hod. Chinh sU td'i Uu ndy tao ra dd phOc tgp cho lao ddng sd hod. TO dd, ngudi lam luu trO khong thd hieu sd hoa tdi lieu IUu trO mot cdch gidn ddn ehi la scan, hodc chup tdi lieu de lau vao may tfnh, vi dd eh? la lao ddng ky thuat eua cac nhdn vidn.
Vide nhung (g^n) vdo bdn trong tai nguyen md nd md td can mpt ehuan md td thdng dyng hien nay la "Dublin Core Metadata",
"MARC21/UNIMARC, ISO-2709" n ',
66 Van thir luu trir Viet Nam stf 2/2013
