Institutions should strengthen the cultivation of the professional quality of file managers, who should have certain technical knowledge of computers, software and hardware, and be able to effectively manage the files after informationization.

Reflections on the information construction of archives management in public institutions-1Abstract;

2 1 century is an information age, and the traditional archives management mode can no longer adapt to the rapid development of modern society. China's archives management is facing a great change. The popularization of computer network technology provides opportunities for improving the level of archives management in China, but it also brings challenges. At present, there are many problems in the process of archives management in China, which seriously hinder the informatization construction of archives management in units. This paper analyzes the present situation of archives management in China and how to further develop it.

Key words:

Public institutions; Archives management; Information construction

The rapid development of information technology has brought opportunities and challenges to the archives management of public institutions. The traditional file management based on paper and manual entry can no longer meet the requirements of modern society. Only when the archives management in China is transformed can it meet the needs of the actual development of public institutions and play a greater role. In China's archival field, many people have begun to explore effective ways to realize the informatization of archives management, and it is a long way to go to truly achieve this goal.

First, the analysis of the current situation of archives management in public institutions

With the rapid development of global informatization, most organizations have started the construction of archives management informatization, but the effect is not obvious, and they have encountered many obstacles on the road of construction. First of all, the archives management of public institutions has not received due attention. Archives management plays an irreplaceable role in the operation of public institutions. The regular arrangement of archives makes the work of public institutions clear, and at the same time improves the enjoyment of resources. However, many users of archives or leaders of public institutions have no clear understanding of archives management and neglect the construction of archives management in their own units. Too little capital investment can not improve the software and hardware level of file management, and the quality and ability of file managers are too low. Secondly, the development of archival information resources in China is limited, the effective supply is seriously insufficient, and there is too much repetitive work in the process of information resources collection and processing. At present, the proportion of archives opening in China is very low, the database capacity is small, and the huge information resources have not been effectively utilized. Finally, there is a lack of a system that meets the requirements of archives management in public institutions, and software and hardware equipment cannot meet the requirements of a large number of archives information in public institutions.

Two, the institution file management information construction mode

At present, there are many problems in the archives management of public institutions in China, which is normal, but we should not ignore the existence of the problems, but should analyze the specific problems and solve them. In order to better adapt to the development of information society, the archives management department of public institutions should find the root of the problem in time and solve it to meet the requirements of archives information users.

1. Establish an effective and secure file management system.

The function of archives is to provide convenient, fast and perfect information resources for enterprises and institutions, and provide the best service for archives users. Many archives are secret documents of the unit, so it is necessary to formulate an effective and safe archives management system to ensure the safety of archives and eliminate hidden dangers of false information. Archives departments should strengthen the detection of internal and external networks and strictly control online files. At the same time, file users should give timely feedback on their usage, and file managers should also learn from the opinions and suggestions of file users to further improve the file management of public institutions.

2. Increase the construction of software and hardware facilities for file management.

Traditional archives are mostly paper materials, which brings great inconvenience to the collection, storage and protection of archives. At the same time, with the development of information technology, a large amount of data can be stored by electronic input, which reduces the space required for file storage and simplifies the requirements for file arrangement and storage environment. This requires the organization to have a complete set of software and hardware equipment with comprehensive functions and simple operation.

3. Strengthen the professional quality training of archives management personnel in public institutions.

Due to the infiltration of information technology into the archives management of public institutions, the way of archives management has changed greatly and the scope of management has also expanded, so the ability requirements for archives managers have also been improved to a certain extent. Institutions should strengthen the cultivation of the professional quality of file managers, who should have certain technical knowledge of computers, software and hardware, and be able to effectively manage the files after informationization. Institutions should pay attention to improving the attention of file managers to their work, and at the same time assess the professional ability of file managers.

Third, the significance of the information construction of archives management in public institutions

1. File management becomes simple.

Because the traditional archives are mainly paper materials, paper is easy to become brittle and aging, and the process of collecting, sorting, keeping and protecting materials is too huge. After informatization, most files are written. Managers can collect and sort out files by establishing electronic network platform and electronic input, which reduces the space occupied by information and is convenient for storage and management. At the same time, file management becomes simple and easy, and only the system needs regular maintenance.

2. File users are more convenient to use.

In the past, the use of files required file users to search from a large number of data, and the workload was huge, so it was difficult to find what they needed. After the informatization of archives, users of archives can find what they want from a large number of materials by inputting keywords through the network, and at the same time, users don't have to go to the archives to find it in person, which improves the remote transmission of archives information and greatly improves the efficiency of management and office.

Fourth, summary.

With the all-round development of information technology, the traditional file management can no longer meet the requirements of the society for file management. Only by reforming the file management and changing the file management mode can we form an efficient and convenient file information management. However, China's archives management is still in the exploratory stage, and there is still a big gap with other countries, which cannot meet the needs of the public. Therefore, it is necessary for institutions to strengthen the improvement of file management, and at the same time, computer software and hardware companies need to design and produce professional and effective file management systems.

References:

[1] Zhu Huihong. On the construction and development of archives management informatization in public institutions [J]. Big Science and Technology.2015. (4): 5-5,6.

[2] Sue. Methods and strategies to improve the information construction of archives management in public institutions [J]. Oriental corporate culture.2013. ( 16): 128- 128, 129.

[3] Bo. Research on the strategy of archives management informatization construction in public institutions [J]. Modern enterprise education.2014. ( 14): 7 1-7 1.

Thoughts on the informatization construction of archives management in public institutions 2 Abstract

Information technology has realized the digital management of public institutions' archives and provided many conveniences for the archives management of public institutions. The application of information technology has also created a new environment and faced new problems for the archives management of public institutions. Institutions should combine the characteristics of file management informatization, sum up the impact of information technology, formulate targeted countermeasures, and improve the level of file management informatization construction.

key word

Public institutions; Archives management; Information construction

introduce

With the increasing workload of archives management, the disadvantages of traditional archives management are constantly emerging, and information technology provides technical support for archives management of public institutions. Information technology makes the archives management of public institutions change from paper to digital, and improves the efficiency of archives management. However, the informatization of archives management is supported by information technology, and archives management is facing internal and external threats. Archives management is also developing towards complexity, diversification and individualization, and new problems are exposed in archives management of public institutions.

Firstly, it analyzes the current situation of archives management informatization in public institutions.

With the popularization of computer technology and the development of information technology, the archives management facilities in public institutions are becoming more and more complete, which lays a technical foundation for the standardized and scientific development of archives management. However, there are still many problems in the archives management of public institutions in China.

undercapitalize

The informatization construction of archives management is a systematic and long-term project. The file management system needs to be constantly improved with the continuous update of information technology. Institutions also need to ensure long-term capital investment, update the software and hardware equipment of the information system in time, reduce system loopholes, and ensure the safety of the file management system. However, many institutions lack scientific understanding of the informatization construction of archives management and are unwilling to invest a lot of money in the construction of archives information system, which leads to the long-term failure to update the system software and equipment, and the imperfect information equipment and technology, which limits the role of information technology in archives management. The archives management system faces many threats.

(2) personnel issues

Archives management informatization includes many advanced technologies, and archives management should also be handled by specialized technicians. However, many organizations believe that the informatization of file management is only the transformation from paper files to electronic files, and managers only need to master basic computer operation skills. Therefore, the file managers in most institutions are mostly self-sufficient and have rich experience in traditional file management. Although this kind of managers have excellent file management ability, but the information technology operation ability is insufficient, can not meet the needs of file information management. If the ability of using information technology to manage archives is not high, it will affect the collection and preservation of archives, and then affect the accuracy of archives, making it difficult for information technology to develop in archives management of public institutions. In addition, the information file management system needs daily maintenance, which requires higher computer ability of managers.

(C) the lack of targeted information construction of archives

The informatization construction of archives management is a highly professional work, which needs to ensure the file management system to play its role according to the situation of public institutions. However, some institutions ignore the particularity of the informatization construction of archives management, and apply the archives management methods of other departments to their own informatization construction of archives management according to the principle of "takenism", which leads to weak pertinence and waste of resources. This has a negative impact on the information construction of archives management and the role of archives management information system.

(D) There are many loopholes in archives information management.

Due to the problems existing in the construction and maintenance of the archives management information system, the archives management of public institutions has a low degree of informatization, and they are not familiar with various methods and processes of archives informatization operation, and the archives management operation is prone to errors, leading to file damage and data loss.

Two. Countermeasures to strengthen the informatization construction of archives management in public institutions

(A) change the concept

Leaders and staff of public institutions need to correctly understand the position and function of the archives management information system, attach importance to the construction and investment of the information system, introduce modern management equipment, improve the software and hardware facilities of the information system, and ensure that the archives management equipment is complete and sufficient to meet the requirements of information management archives work. According to the scientific and orderly principle, the archives of different categories and different carriers are stored, which is convenient for daily search and use and ensures that the archives are rescued even in an emergency. The establishment of full-text databases and multimedia databases, conditional institutions should also establish a standardized electronic file acceptance system, which is convenient for the digital entry and management of all kinds of files, and also convenient for institutions to electronically query the full-text information of files and provide the service efficiency and quality of information systems.

(B) improve the professional quality of managers

For the informatization construction of archives management, improving the professional quality of managers plays an important role in promoting the informatization construction of archives management. First of all, efforts should be made to improve the computer level of managers, the working skills and comprehensive quality of information management files, and cultivate talents that meet the needs of actual work. Institutions also need to attach importance to file management ideologically, establish the awareness of information file management, and let all employees pay attention to information file management and matters needing attention in information file management. Finally, strengthen the professional ability assessment of archives management personnel, establish a scientific performance appraisal system, stimulate the staff's self-improvement consciousness, actively improve their skills, and make their personal ability meet the post requirements and the requirements of the information construction of archives management in this unit.

(C) to strengthen the development of file management information system software

For the blind application of archives management information system, it is necessary to develop and improve the hardware equipment needed for archives management, and at the same time develop application software suitable for archives management of this institution to cooperate with each other. For example, if the overall planning of file management informatization is formulated in line with the development of the unit and a management model is constructed in line with the actual information needs of the unit, the flexibility and expansibility of the file management system will be improved and the file management information system can be adjusted according to the changes of the file management needs of the unit.

(four) the development of archives information management system.

The informatization construction of archives management is not only the investment of funds and talents, but also the establishment of a set of informatization management systems and processes that conform to the unit, and the standardization and control of archives management according to the processes. If the information and documents involved in the daily work flow of each department are quite different, the organization can require each department to establish different information resource libraries according to the work needs, so as to facilitate the rapid sharing and circulation of documents and information within the department, and the staff can quickly query and obtain the target documents according to the needs, thus improving the pertinence and practicability of the file management system. Scientific and effective management system and operation flow, reduce operation mistakes and avoid file loss caused by file damage.

Third, the conclusion

Institutions need to make full use of information technology, seize the convenience brought by information technology to file management, and actively promote the informatization construction of file management. At the same time, institutions also need to fully understand the problems brought by information technology to file management and the new problems arising from the application of information technology to file management, analyze the problems existing in the informatization construction of file management from the aspects of software and hardware equipment, personnel and management system, and give full play to the role of information technology in file management in combination with the perfect informatization construction of file management in their own units.

refer to

Xin Yang. On the construction and development of archives management informatization in public institutions [J]. Scientific and technological innovation and application, 2013,03: 290.

[2] Sue. Methods and strategies to improve the information construction of archives management in public institutions [J]. Oriental Corporate Culture, 20 13,16:128-129.

[3] Zhang Xiaowei. Problems and Countermeasures in the Information Construction of Archives Management in Public Institutions [J]. Science and Technology Communication, 2015,21:142-143.

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