Yongsan-gu 'Smart Archive' Establishment

Since early this year, visits to the Presidential Archives, Cultural Heritage Administration, Military Manpower Administration, etc., learning know-how on records management and accelerating the project... Transferring over 22,000 items (volumes) of seven types of general records, publications, administrative artifacts, audiovisual records, etc., stored in each department to the Smart Archives... Operation of a security management system linked to document lists, the first case among local governments nationwide

A public official in charge of records management in Yongsan-gu is searching records within the Smart Archive.

[Asia Economy Reporter Jong-il Park] Yongsan-gu (District Mayor Seongjang Hyun) has completed the establishment of the ‘Smart Archive’ on the third basement floor of the district office building.

The district’s Smart Archive is a records management institution established in accordance with the Act on the Management of Public Records. It is responsible for managing records created by the district office, as well as supervising and educating public officials.

It is named ‘Smart’ because it is equipped with advanced records management systems, fully automated mobile racks, security management systems, and temperature and humidity control devices. It can be described as a space optimized for records management, preservation, and retrieval. At the entrance, there is a small exhibition space displaying major administrative artifacts (memorandums of understanding, certificates, plaques, guestbooks) and publications. The total area is 162.2㎡.

Previously, there was a 325㎡ archive (document storage) on the third basement floor of the district office, but as district administration tasks increased and the demand for records preservation grew, facility expansion became urgent.

Accordingly, since early this year, the district visited the Presidential Archives, Cultural Heritage Administration, Military Manpower Administration, and others to learn know-how on records management and accelerated the project.

Also, after interdepartmental consultations, the office of the Performance Management Team, which was located near the existing archive, was relocated to another vacant space, and the Smart Archive was newly established there.

The construction took place over two months starting in October, and records organization and transfer were carried out simultaneously. General records, publications, administrative artifacts, and audiovisual records stored in each department were moved to the Smart Archive. So far, the transferred volume has reached about 22,000 items (volumes) of 7 types, filling about 70% of the total space.

A district official stated, “All major non-digital records with high access frequency have been scanned so they can be searched on computers,” adding, “The operation of a security management system linked to the document list is the first case among local governments nationwide.”

The district is also accelerating records production, especially focusing on the creation of various white papers and booklets.

Recently published or upcoming publications include the 2020 Yongsan-gu Integrated Case Management Best Practices Collection ‘Our Stories of Hope,’ the district mayor’s speech collection ‘The Era of Yongsan Living Together Well,’ the COVID-19 white paper ‘At the Center of K-Quarantine, Yongsan-gu: Reflections on 300 Days of COVID-19,’ and the third volume of the Yongsan Base History trilogy ‘The Korean War and Yongsan Base.’

Mayor Seongjang Hyun said, “Employees from professional records management companies are still visiting each department to collect records,” and added, “We will be thorough in managing valuable records to prevent any damage or loss.”

He also emphasized, “Although we could not create a records exhibition hall due to space constraints, the Modern History Museum currently under construction in Hangangno-dong will be able to fulfill that role,” and “We will continue to consider ways to disclose and promote public records to citizens.”