When an entry is made, the platform checks whether the information package already exists (uniqueness check). If so, the entry will be rejected. The objective, therefore, is to avoid duplication of packages entered in iArxiu for the same entity/fund pair regardless of who enters it.
To find out if a package has already been entered, the complete content of the packages is not analyzed but their metadata. A mechanism has been implemented to generate a unique identification mark (hash) per package, which is obtained from certain metadata of the package.
The criteria for deciding the uniqueness mark of information packages are as follows:
Composite documentary units
To verify the uniqueness of the composite documentary units, the following metadata of the file are checked:
- Reference code
- Classification code
- File number
- File opening date
- Case closing date
- Production unit (may not be reported, if it is we use it)
Simple documentary units
To verify the uniqueness of single documents, which are transferred without being part of a composite documentary unit, the following metadata is checked:
- Reference code
- Classification code
- Title
- Creation date
When attempting to enter an information package that has already been entered previously, a message appears indicating "Entry failed: this information package has already been previously archived."