The archives of colleges and universities are the bases for all departments of the school to preserve and use archives. File entry is the most basic and difficult part in college file work. Because this work needs to be completed in cooperation with the relevant archives departments of the school, it is directly related to the sorting, cataloging, storage, retrieval, statistics, compilation and utilization of archives, and is also an important link to improve the quality of archives, enrich the collection and improve the collection structure. Therefore, it is of great significance to study and discuss the work of university archives entering the library, update the working concept and improve the working methods for improving the utilization rate of archives and expanding the influence of archives. Below, the author, combined with the actual situation, talks about some understanding and experience of the work of university archives entering the library.
(A) the main problems in the work of university archives into the library
1, some filing units have a weak sense of filing. As little is known about the Archives Law of People's Republic of China (PRC), the staff of some units have not realized the importance of archives, and there are often some misunderstandings in their ideological understanding. They believe that the files formed in the work should belong to their own departments and cannot be unconditionally handed over to the archives. Some filing departments are unwilling to hand over or not to hand over all files for their own convenience, which violates the principle of centralized and unified management of files.
2. Leaders at all levels have not paid enough attention to it. As we all know, archival work is not the main work of colleges and universities, so some department leaders do not attach great importance to it. In addition, part-time archivists can't get the support of leaders in their work, so it is difficult to carry out their work, which leads to low enthusiasm and frequent changes, which affects the quality of archival work.
3. Incomplete collection of archived documents, and the types of files are not rich. Some units did not collect and file the documents that should be filed in time due to the deviation of understanding. For example, some departments' documents only ask for instructions, without approval, and cannot reflect the cause and effect of an incident. The agreements and contracts signed by some departments are in the hands of individuals, which leads to the failure to hand over files to the archives in time and even the lack of important materials. Some departments only pay attention to document files, ignoring the archiving of audio-visual archives and physical files, and don't know enough about its important historical value and its position and role in archival work, so the collected files are incomplete and far from the requirements.
4. The archives of the library are not arranged in strict accordance with the requirements of the specification, and cannot meet the quality standards. There are often some problems in the archives of library entry, such as inaccurate division of storage period, simple filling in the catalogue in the volume, incomplete filling in the reference table, untidy binding, imperfect retrieval tools and so on. Some audio-visual and physical files are not explained and marked, which makes it difficult for full-time staff of archives to carry out their work.
(2) Countermeasures for archives entering the library.
1, it is necessary to do a good job in the publicity of archives entering the library and raise the awareness of archives. First, strive for the strong support of the school propaganda department, publicize it in the school radio and school newspaper, arouse the widespread concern of the whole school, and then improve the archives awareness of the faculty, especially leaders at all levels and relevant personnel. Second, archives should take the initiative to strengthen their own propaganda. The archives of our school publicize the knowledge of archives on the fixed layout of the propaganda corridor of the school, and change it regularly, which has received good results. The exhibition of some important files and photos has attracted the attention of teachers and played a good publicity role. Third, full-time archivists should often go deep into the archives department to publicize the archives law, communicate with the leaders of various departments and part-time archivists, make them realize the importance of file entry, and ensure the smooth completion of file entry.
2, improve the attention of leaders at all levels. Doing a good job of archives entry in colleges and universities is not only a matter of archives, but also a matter of filing units and even the whole school, and the attention of leaders at all levels is an important guarantee for doing a good job of archives entry. Only when leaders attach importance to it, full-time archivists have the motivation to work, and part-time archivists will really attach importance to it. The archives of colleges and universities are stepping up publicity, so that people should not only understand and attach importance to archives, but also strive to collect the utilization effect of archives, and establish and improve the rules and regulations such as file lending registration, feedback of utilization effect information, random follow-up investigation and so on. , explore the typical examples of using archives to achieve obvious results, and widely publicize them. Only in this way can the broad masses of workers deepen their understanding of archival work, stimulate their enthusiasm for utilization, gain the support and cooperation of leaders at all levels and archival departments, and create a good atmosphere for archival work.
3. Conduct business training for part-time archivists. Our school mainly adopts three forms of training: ① As the school archives belong to the school office, the curator of the archives should give a special lecture at the annual training meeting of the school office staff to train the office staff at all levels. Judging from the actual situation of the school, part-time archivists are basically composed of office staff at all levels, so the training at this meeting has a good effect and great influence. (2) Hold a meeting on archives work. It is an important content of the meeting to hold a lecture on the knowledge of archives entering the library. This paper expounds the collection, arrangement, quality standard and classification number of archives, and defines the quality requirements of archives entering the library and the matters needing attention in handing over the archives. (three) full-time managers of all kinds of archives should train part-time archivists in their own departments. This way. It can be broken down into several parts to make the training more targeted. When part-time archivists have questions about filing, full-time archivists can communicate with part-time archivists in time to solve their problems, and give explanations and suggestions on filing business when they go to various filing departments to guide and check filing. Through professional training, not only the part-time archivists in various departments have increased their knowledge of file entry, but also improved their management level and professional level.
4, strengthen the inspection and guidance of archives into the library. In view of the actual situation and quality problems of archives entering the library, full-time archivists should actively do a good job in the inspection and guidance of archives entering the library. All filing departments are required to strictly implement the rules and regulations of file management when collecting and sorting files to ensure the standardization of file entry. At present, the file management software (online version) used in the archives of our school runs well, which makes the relationship between archives and archives departments closer. Full-time archivists can monitor the work progress of various filing departments in archives, find problems and correct them in time, so as to ensure the quality of archives entering the library to the greatest extent. The library entry files are complete, the cataloging is scientific and standardized, and the retrieval tools are perfect. At the same time, the reception of audio-visual archives, physical files and library materials has been strengthened.
In a word, some targeted measures should be taken to solve various problems in the work of archives entering the library in order to achieve practical results. With the advent of the information age and knowledge economy, archival work should also keep pace with the times and innovate constantly. It is necessary to take the opportunity of archives entering the library to strengthen the construction of archives information resources, enrich the collection, improve the collection structure, and comprehensively promote the construction of archives basic business, so as to meet the requirements of the development of archives work in the new period and make archives work better serve the modernization of colleges and universities.
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