Archive is known as the part of the saved data which have administrative, historical, economical, social or law related values, and are kept in an archiving company or saved in archived database so that they are methodologically arranged in order to be available for use by researchers and readers.

Transaction (official) documents generally divide into three categories depending on their level of activity and the time stages they pass through. These categories are:

Active documents: they are the documents that are used repeatedly in the daily work in the official and private companies from time to time.

Non-active documents: this is the stage when the document moves from the stage of use or repeated review to the stage in which the review of this document is little and limited and unrepeated. At this stage, the document is saved in a private archive inside the company, or saved by the applied archiving system in a specific way so it is easy to get it back when needed.

Historical documents: it is the third and last stage for a document. A document is considered “historical” when it includes important historical, political, economical, cultural or scientific data which can be useful when reviewed after a long time. Usually, documents are categorized and valued after their Non-active stage in order to turn “historical” documents if they were important.

Archiving systems have made large and important progress forward in all aspects; from small storing spaces to digital spaces which made it much faster to reach the archived material quickly and effectively so that much time and work can be saved, in addition to the different sorts for the archived document.

Why (HAFID)?

This system manages and archives all sorts of administrative, technical, media and library related documents by means of a tight system which provides easy and fast inputting conditions on all kinds of scanners, even the colored ones. It also provides fast and flexible browsers to restore these documents.

Documents can be managed by editing them or adding comments or dividing or integrating them with other documents, or making backed up groups of them which this system saves as (PDF – DOC - XLS) files.

This system also enjoys advanced security for these documents through dividing authorities among groups working on these documents, and sorting them according to confidential levels and linking these documents with a coding list which works on the electronic signature, or Public Key, or fingerprint.  It also provides Printing bunch and output display easily and flexibly.

It is also very useful for editing and handling documents and photos and enhancing their quality. This system can also organize extra copies of the data in a way that is determined by the system manager, and it also provides a system for continuous tracing for documents if they were administrative.

OCR system which supports both Arabic and English languages can be integrated. This OCR system can transform a document from a picture to a new sort of textual information that are available for the textual research. This feature is considered among the most important features that documents enjoy, specially the media and library related ones.

General View of (HAFID) System

In respect of the databases: the system supports two major sorts of databases: - (Oracle 9i) or any newer version, and (SQL server 2005) or any higher version. And the system supports the databases to be central or distributed as needed.

The system supports NET programs, and is FULLY WEB BASED APPLICATION which works inside the branches on the internet and intranet.

The system is considered CLOSED PORTAL which works on Extranet between the university and the other colleges and linked offices.

It supports both of (IIS5.0 & IIS6.0) which enhances the system’s affectivity and reduces its administration costs, and supports (MS DSI), too.

It supports (J2EE 1.4 platform),  and  (JAX-RPC 1.1 API)

It supports both Arabic and English languages for application programming interfaces, in addition to allowing the manager to create a new application programming interface in the language he pleases. 


The system is compatible with Active Directory as for security measures.

The system is compatible with MS Office and Adobe PDF, and can mix them to perform archiving operations and using them independently.

The system’s searching method is easy and effective either through the documents’ numbers, addresses, coming place, going place, comments, dates or the texts included in case of using OCR.

The system is programmed to allow its manager to create any sample he needs and use this sample as one of the system’s screens, and make any reports created by this new screen.

The system’s application programming interfaces can be managed by two major ways: one is compatible with Windows surfer, and the other depends on lists and icons.

The users and their authorities can be controlled either by specifying authority to each user, or authorities to work groups or authorities to the staff which provide sufficient work reports about the users’ actions according to the authorities given to them.

The documents can be protected in many ways: security levels, encoding the document or a part of it, or using an electronical signature or fingerprint for the document belonging to the authorized users.


The system can make more than one copy of the document, and enables the manager to specify their storing places taking into consideration that the system allows storing the document as a protected file on the storing units, or as digital data directly inside the databases.

The system provides content processor for the documents which can integrate more than one source in one document, or create a document of many parts, or pages of other documents.  It supports handling photos and enhancing their quality and adding effects which increase the document’s clarity. It also indexes the document depending on several factors, like the document’s topics, or its contents. 

The document can be published and distributed in many ways like PDF, WEB, and CD…

The system creates shape-like and drawing application programming interfaces in order to keep an eye on the actions of the administrative documents.

It provides exchanging application programming interfaces of the data with any other program (ODMA).

The system provides a group of the normal and colored scanners.