The standardization and modernization of archives management in China has always been the goal pursued by archives management. The rapid development of computer information technology since the end of last century is an opportunity for the standardization of archives management in China. At present, the archives management in China is not suitable for the development of modernization in China. Based on the analysis of the present situation, this paper puts forward effective measures and means for the standardization of archives management in China, hoping to provide some help for the standardization of archives management in China.
Keywords: file management; Current situation; Countermeasures; think
Since the reform and opening up, many changes have taken place in personnel file management in China, and people's understanding of file management has also undergone some fundamental changes. The promulgation and implementation of Archives Law not only provides legal protection for archives management, but also puts forward new requirements for archives management.
First, the concept of personnel file management is not adaptable
1, lacking the right to know about personnel files. In recent years, there are more and more problems caused by opaque personnel files and the failure to implement the right to know. Some record false words in the personnel files of the parties, or even insert materials lacking factual basis, causing harm to the parties; Some people lose their personal files because they can't understand them for a long time. Therefore, disputes and lawsuits caused by the loss of personnel files frequently appear.
2. Restrictions on the right to keep personnel files. According to national regulations, at present, only organs, institutions and state-owned enterprises in China have the right to keep personnel files. With the development of China's economic construction, foreign-funded enterprises, private enterprises and other economic components account for an increasing proportion in economic development. According to national regulations, these units have no right to keep personnel files, but only to store them in the talent exchange center and pay a certain management fee. This practice, because there is no administrative constraint between the employer and the talent exchange center, can not effectively manage personnel files.
Second, the inadaptability of personnel file management methods
1, the traditional management mode of "files follow people" is challenged. Since the reform and opening up, especially with the gradual advancement of the market economic system, the phenomenon of personnel mobility has increased day by day, and the phenomenon of separation of personnel files has become more and more common. Although the Regulations on the Work of Cadres' Archives and the Regulations on the Work of Enterprise Employees' Archives stipulate the personnel files of floating personnel, in practice, the contradiction between the rights and interests of management departments and floating personnel is increasingly apparent. In order to prevent brain drain, some units regard archives as a checkpoint, which has caused the phenomenon of "abandoning archives" to become more and more serious, and the voice of diluting personnel files is getting higher and higher.
2. Traditional manual management restricts the quality and efficiency of personnel files. Over the years, personnel files have adopted the traditional top ten classification system, and there are often many subjective factors in which category a material belongs. In recent years, although computer is used for auxiliary management, it is only used for directory entry, which has not brought about a qualitative leap in management mode and caused low efficiency in personnel file management.
Third, the personnel file management system is not suitable.
1, insufficient collection of personnel files and poor quality of materials are widespread. First of all, the collection and filing system is not perfect and the implementation is not strict. A few file management departments just copied the Regulations on the Collection and Filing of Cadres' Personnel Files issued by the Central Organization Department, and did not form their own implementation rules, and the content was not specific and comprehensive. Even if the system is established, there is still a phenomenon of lax implementation to varying degrees. The filing work is passive and not timely. Secondly, the materials collected and archived are not comprehensive and accurate. In particular, personnel files, employee assessment materials, personnel appraisal materials and materials reflecting personal ability level handed over to talent exchange escrow cannot be collected into personal files in time.
2. Lack of effective inspection and supervision mechanism. Personnel files in many units have been in a state of disorder and neglect for a long time, and they cannot play their due role. Because there is no regular inspection, the water file management has time to drill, which increases the continuity of new materials and causes fracture; Some personnel files are lost; Some units take advantage of the opportunity of personnel transfer and unit merger to hand in the unorganized personnel files and shirk their responsibilities.
3. The authenticity of the materials is questioned. Some individuals or units deliberately change materials or conceal facts for some consideration or to avoid some risks, which makes the information in personnel files false or incomplete and greatly reduces their credibility. This will inevitably put the employer in a passive state, especially when employing people now, and it is too late to transfer files after going in first.
Four, some countermeasures to change the status quo of archives management
1, have the concept of modernization. The rapid development of computer and information technology has had and is having an epoch-making impact on archives management. With the acceleration of office automation in institutions, a large number of new electronic files, such as audio, video, photos and other machine-readable files, have been formed and incorporated into file management. To solve a conceptual problem, our file modernization is not simply to replace manual labor with computers, nor to move traditional management methods to network management, but to reform some unsuitable practices in file management with the help of modern information technology and the introduction of advanced management concepts. Establishing the concept of modernization as soon as possible is an urgent compulsory course for every archivist and the first step of modernization of archives management.
2. There must be internal management that adapts to the development of the times. For archives departments at all levels, it is very necessary to adopt scientific management methods to lay the foundation for the modernization of archives management.
3. Reform the personnel file management mode. The establishment of market economy has produced various forms of economic organizations, which is conducive to the absorption and flow of talents, and personnel management has become socialized management. Traditional mode played an important role in personnel management in the past, and it still has a certain scope of application today, but it should not be the only mode. For those files of employees, teachers and floating personnel in enterprises and institutions that are not worthy of confidentiality, socialized and open management can be gradually implemented.
4, to have advanced equipment and technology. At present, it is impossible for most archives (rooms), especially grassroots archives (rooms), to introduce advanced equipment. Therefore, on the one hand, we should seize the opportunity to win the support of relevant departments, strive to change our equipment conditions and lay the foundation for modernization, and at the same time, we should seize the opportunity to train talents, so that the existing equipment can be combined with our own collections as much as possible to play the role of file management and provision. The first task in this respect is to make full use of the existing equipment, make it play its full role, sum up experience and cultivate talents. Second, make more efforts in the standardization of basic work such as sorting and cataloging, and create conditions for further introduction of equipment. Third, electronic filing should have a high starting point and a solid foothold. When planning the filing of electronic documents, we should proceed from the actual situation of our unit. The modernization of storage conditions, copying and binding requires new knowledge and new technical means. The existing archivists can't meet the needs of work, so they should master the basic knowledge and skills of information management automation as soon as possible through organizing training and business study. In a word, the purchase and adoption of modern equipment must be based on the transfer and training of relevant talents, because without relevant talents who understand technology, the equipment cannot fully play its role. In addition, the purchase and introduction of equipment must take into account the actual situation of the unit and focus on the basic work. Only when the basic work goes first can modern equipment really play its role.
References:
[1] Chen Cizhu. On the modernization of archives management. China Science and Technology Information, 2004, (16).
[2] Liu. Modernization of archives management in universities. Journal of Shaoyang University, June 2006).
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The Influence of Information Technology on Archives Management
I. Overview of the definition and characteristics of electronic documents
The so-called electronic file refers to the written materials formed in people's social activities and carried by chemical magnetic materials such as computer disks, disks and optical disks. It mainly includes electronic documents, electronic letters, electronic reports and electronic drawings. Compared with paper documents, electronic documents have the following characteristics: 1 Electronic documents are no longer intuitive paper documents, but can be read and used with the help of modern office equipment. ? Electronic documents can be directly processed and transmitted through modern office equipment such as computers; ? 3 you can enjoy the use of electronic documents, no longer affected by time and distance; ? 4 The storage conditions and environmental requirements of electronic documents are different from those of paper documents. Paper documents have lower requirements for the area of storage places, but higher requirements for environmental conditions such as temperature, humidity and anti-magnetism.
Second, the impact of electronic documents on archival business management
1? Traditional archival work takes paper documents as the object of work, but after computer application, electronic documents replace the previous written materials. It is written directly on the disk by the draftsman and modified on the disk. Once formed, it is immediately stored in office information data for archivists and technicians to enjoy. This makes there no longer a clear line between documents and archives. After long-term practice, the management of paper files has summed up a set of workflow, methods and principles, such as the filing system of documents. The filing of documents is the starting point of archival work flow, and it is also the joint point of paperwork and archival work. After the documents are formed, they are collected, sorted and filed by the document department and handed over to the archives department for management. Generally, they are filed once a year. Electronic files can be generated at any time, changed at any time, and stored in computer disks or optical disks. So there is a strong dependence on computers. If it is archived, it must be handed over in the form of disk or CD-ROM. The scope of archiving should not only include files that have been processed and have preservation value, but also include file reading software and even operating system.
2? Because of the separability between the information and the carrier of electronic documents, the classification of archival entities may be replaced by conceptual classification, because the results of entity classification can only reflect an attribute relationship, and this single-line arrangement is the need of manual management of archives. However, in today's electronic file environment, the formal characteristics and content characteristics of files have changed, and electronic files can be sorted quickly, effectively and from multiple angles through computer systems, and it is no longer necessary to sort them like paper files. Different users can freely combine and classify electronic documents by using office automation system according to different needs.
3? Because the preservation value of electronic files depends on their own value and readability, their appraisal methods, contents and standards will change, and the original theoretical analysis scope of file value will also expand. Reading software and even operating system that need to analyze electronic documents. According to the traditional theory of archival value appraisal, the storage period of documents should be determined according to their voucher value and reference value. On the one hand, electronic documents will produce more documents than before because of their convenience in making; On the other hand, due to the needs of users, information and data are constantly being modified and supplemented, so it is difficult to define a fixed retention period. Moreover, there is no legal guarantee for the voucher value of electronic documents at present. Therefore, its identification and management methods are still inconclusive. In addition, due to the particularity of electronic document information carrier, its storage mode, requirements, retrieval and external utilization are also different from paper documents.
Thirdly, the influence of electronic documents on archival theory.
1? Influence on the essential attributes of archives
The original record is the essential attribute of the file. On the one hand, this original record is reflected in the content of the file, on the other hand, it is reflected in the form of the file, such as the manuscripts of the parties and the autographs of the leaders, which all reflect the real originality. What distinguishes archives from books, intelligence, materials and other information is the original record of archives, which has the function of legal documents. In the office automation system, all electronic documents are drafted, modified and printed on the computer, which is convenient for modification and copying, so that the content and formal characteristics that best reflect the original records of archives no longer exist. Electronic document is the last text in computer word processing system. There is no difference between the draft and Yin Gao, and there is no difference between the original and the copy. It is even difficult to draw an artificial boundary between documents and archives. People can easily copy electronic documents on the machine at any time, so that the document is the predecessor of the file, and the concept of the file is conditionally transformed from the file and becomes difficult to understand. How to determine the function of original records and vouchers of electronic documents? Can electronic documents be used as files? Whether it has the function of a legal document, etc. , has become a series of new topics in the archival field. These topics are the key to whether electronic documents can be transformed into archives, and also the objective need to endow archives with new connotations.
2? Influence on the principle of archives source
The source principle includes two aspects: externally, it respects the whole clan, internally, it respects the original order. At present, with the production of a large number of electronic documents, the latter has been paid more and more attention. Traditionally, the document retrieval system based on the source principle must be based on the document creator or information provider and the organization of their documents. Only according to its source, from the perspective of the legal responsibility and administrative management of the founder, can we correctly sort out and understand the files. However, in the process of its formation, electronic documents no longer correspond strictly to the existing organs, organizations and institutions, and people can copy, modify and reorganize the document information at any time as needed, disrupting or destroying the original order of the documents. Therefore, to determine the source of archives, we can't just find an appropriate definition, or just ask for the complete protection of the whole clan and archives series, and sort them out in the original order. However, we must correctly explain the original relationship of files, understand the changes of record groups in the whole life cycle, and enrich and develop the source principle with the changes of objective reality.
3? Influence on the theoretical research content of archival science
The content of archival theory research is determined by the research object. In the past, the theoretical research of archival science mainly focused on paper archives. After the appearance of electronic documents, the object of archival work has changed, and the object of theoretical research has naturally changed. We will re-examine some original conclusions and models, update and supplement the original management ideas and principles, and enrich and improve the original archival science discipline system. All these research topics should focus on electronic documents. Such as sorting technology of electronic documents, information security protection technology, computer virus prevention technology, etc. Will become the essential content of archival theory research.
Fourth, the countermeasures that archives should take.
1? Do a good job in the technical treatment of electronic file filing and implement the electronic file management strategy. The filing of new documents and materials is imperative, which requires archivists to go deep into the current field of document work, guide the reception, disposal and even storage of a large number of electronic documents, protect the original information of electronic documents, and understand the ins and outs of document information reorganization. That is to say, by adopting technical treatment, the archived electronic files are changed into "read-only" files, that is, files that can only be read but not written, so as to identify and protect the original structure of electronic files, ensure the reliability of electronic files, and make them play the same social role as paper files.
2? Solve the problem of saving electronic files. Theoretically, electronic files with chemical magnetic materials as carriers can be preserved for a long time, because its information reading is non-contact and there is no wear. The information recorded on the electronic document medium layer is sealed in the plastic protective layer, which is not afraid of the influence of external magnetic field and will not be directly infringed by dust, moisture and harmful gases in the air. However, the long-term preservation of the original information in electronic files is an important topic that archivists need to further study and discuss because of the short time of the formation of electronic files and the lack of verification of actual storage. At present, electronic files that have been kept for a long time need to be copied regularly to prevent information loss.
3? Make file management develop in a three-dimensional direction. In the past, file management was in a linear state. With people's attention to the use of services, the use of services and other basic work have formed a plane. This plane structure only reflects the situation of paper files. With the involvement of electronic archives, there are more and more types of archives, and their basic work and utilization work also have their own personality. Therefore, on the basis of the original plane structure, the contents of archive information carrier are added to form a three-dimensional space and a three-dimensional management structure.
4? It is urgent to change the knowledge structure of archivists. In order to adapt to the development of information technology and archives, archivists in China must take active measures to update their knowledge, introduce, digest and adapt to the achievements of information technology, so that archivists can have extensive knowledge to meet the needs of information technology development. It is certain that accelerating the transformation of knowledge structure of archivists and cultivating talents in multiple ways and at multiple levels are the most fundamental countermeasures for archivists to meet the information technology revolution.