Archives management-archives management in the new period
China Library Classification. : G27 document number: a document number:1009-4202 (2011) 04-359-02.
Archives are the real historical records of the progress, development and continuation of human society, covering all kinds of valuable information produced by the government, social organizations, enterprises and citizens in social activities. In the new era of knowledge economy, archivists must recognize the situation clearly, combine with reality, blaze new trails and be brave in practice. The combination of file management with modern information technology such as computer and network promotes the modernization of file management and improves the utilization efficiency of file service.
Keywords file management significance, problems and measures
First, the practical significance of file management.
Archives are historical records in the form of words, charts, audio and video directly formed by state organs, social organizations and individuals engaged in political, economic, scientific, cultural and other social practice activities. Archives work is an important cause to maintain the true face of the history of the party and the country, and it is an indispensable link in the construction of the party and the country. Archives are mainly composed of archives administration institutions, archives rooms (internal institutions such as institutions, schools, factories, enterprises and institutions that keep and manage archives in a unified way), archives and other institutions. Archives management is to further improve the archives management system, promote the opening and utilization of archives and give full play to the functions of archives through the supervision of archives departments at all levels.
Archives management is an important part of unit management, a necessary condition to improve the quality and efficiency of work, and also a need for the healthy development of the unit. Scientific and standardized archives management is also an important measure to measure the management level of a unit. The file records the development history of the unit, provides first-hand information for the research unit's work achievements and scientific development, and is a good teaching material for scientific analysis, fostering strengths and avoiding weaknesses, and formulating development direction. On the one hand, file management is done well, which is convenient for the top management of the unit to know the overall situation of the unit in time, provide accurate basis for timely adjustment of strategies, and provide supporting evidence for decision-making; On the other hand, it is helpful for all parties concerned to accurately understand the work results of the unit and lay a solid foundation for the intentional cooperation between the unit and all parties concerned. Under the historical background of China's all-round economic development, we should constantly update the concept of archives management, dare to explore and try new means of archives management, and constantly improve the efficiency of archives management.
Second, the main problems faced by archives management in the new period
With the progress of science and technology, informatization has inevitably entered the field of file management. Therefore, the construction of archives informatization has become an inevitable trend of historical development under the new situation. Due to the rapid development of computer technology, the current file management has gradually changed from traditional file management to modern management, saving a lot of time, manpower and material resources and greatly improving work efficiency. However, in practical work, modern archives management also faces many problems.
1. The transformation of archives carrier
In management activities, electronic documents have gradually replaced paper documents with their rapid progress and transmission speed, and electronic drawings have also appeared in large numbers with unparalleled advantages of manual production. It is obviously more convenient to save electronic documents than paper documents, but what about paper documents? Original record? The authenticity of electronic documents is irreplaceable.
2. Changes in archives classification
The traditional file classification scheme will be broken and replaced by various management modules and processes in the information integration system. A complete file information is scattered in several management systems, and the computer can set and adjust categories at any time according to the specified instructions and work objectives, which is convenient for searching and improves efficiency. The traditional classification scheme is still practical for the classification of files with a small number and simple problems, and how to classify them should be used appropriately according to the needs.
3. Changes in the way files are received and saved.
In the electronic environment, if archivists do not actively participate in the process of file formation and storage, files may not exist, or at least cannot be identified, stored, catalogued or provided for use. That is to say, it is difficult for archivists to grasp the core part of information and even receive files without entering the information integration system. Archivists in the new era must master modern information technology and skillfully use electronic information systems.
4. Problems faced by electronic archives work
(1) Authenticity of the original electronic file
In the process of forming documents by computer, the drafter can't leave his own handwriting, and the person in charge of the unit can't sign the documents on the disk. Electronic documents can be easily deleted without leaving any trace, so it is difficult to determine the authenticity and authority of materials.
(2) Permanence of electronic archives preservation.
Many units will realize paperless office. This method really simplifies the procedures and facilitates the use of files. However, once the network suddenly collapses or is destroyed, electronic documents may disappear at the same time in an instant, causing irreparable losses.
(3) the confidentiality of electronic documents.
Any terminal device using the network can obtain the electronic files stored in a device on the network. On the other hand, electronic files on one terminal can also be sent to several network terminals at the same time. This poses a great threat to the security of the content that needs to be kept secret for a period of time or the content that is restricted from providing and using.
Three, the specific measures to improve the level of archives management in the new period
In the new era, China's archival work is facing a major change from traditional to modern informatization. How to speed up the informatization of archival management and improve the level of archival utilization has become a problem that archivists continue to explore and study. The core of archives management in the new period is the modernization of management means and protection technology. To speed up the modernization and information construction of archives management, I think we should start from the following aspects:
1. Strengthen leadership and raise awareness.
To speed up the modernization and informatization of archives, it is necessary to improve the ability of archivists to use modern technology, update the knowledge structure of archivists at all levels, increase investment and configure software and hardware facilities. Take the construction of archives informatization as an important part of government affairs construction, and gradually build archives information platforms in various places to improve work level and efficiency and improve service quality.
2. Scientifically formulate, implement and revise standards, so as to gradually standardize archival work.
The application of computer technology is the center of the modernization of archival work technology, and the high efficiency of electronic computer is the basis of the standardization of archival management business. In order to meet the requirements of the development of knowledge economy and speed up the modern management of archives, it is necessary to realize the standardization of archives work.
3. Enhance the ability to obtain archival information.
For a long time, the archives department has always been unable to get rid of it? Re-hide and light use? In today's information age, the society will put forward more requirements and evaluations for the archival department from the function of information service. Archivists must have strong information acquisition ability, enhance appraisal and evaluation ability, and guide users to obtain more archival information.
4. Accelerate the preparation of materials and promote the process of modern archives management.
The preparation of computer data is very important in all aspects of the basic work of archives management. Without a set of standardized and scientific working procedures and methods, computers will not be used because of insufficient data preparation, and even directly affect the progress of archives management modernization. Attention should be paid to the following points in the recording work:
(1) prioritize and step by step.
In the process of carrying out computer management, we should first sort all the cases according to their importance, value, utilization rate and whether they are open, and give priority to those core files that can be opened and those with high social utilization rate. This can speed up the computerization of file management and improve the efficiency of social utilization.
(2) Graded recording saves time and effort.
In the process of recording, files that reflect a single problem or have low search value can be recorded at the file level; A record group-level description of those files, in which several files in a volume relate to the same content and are arranged together; However, those important documents or documents reflecting complex problems are recorded at the document level.
(3) Classify and make full use of the original basis of archives.
For those files with good foundation and full citation catalogue, they can be classified and indexed directly in the full citation catalogue when recording, while for those special files such as? Room file? 、? Case? Wait. , you can use a computer program to directly enter the name, address and time in the file directory, and then the computer will give the classification number uniformly.
5. Strengthen the management of electronic documents and archives.
Electronic documents are the product of social progress, and ensuring the safety of electronic documents and archives is a new topic in archival work today. Today, when a large number of electronic files are produced, the primary task for archives departments to receive and archive electronic files is to identify the originality and authenticity of the information content of electronic files to be archived, and to formulate a unified infrastructure standard for electronic files and electronic files that is scientific, reasonable and in line with China's reality, which is also the basis for the full implementation of electronic file archiving and electronic file management. In the design stage, we should consider the management requirements of each stage of the document as much as possible, and take the electronic document and electronic document management system with reasonable functions as the premise of managing the electronic document well. At the same time, strengthen legislation to ensure the legal effect of electronic documents.
6. Improve the comprehensive quality of archivists, strengthen service awareness and broaden service areas.
Archivists should have certain information ability, meet the needs of information resource management, give full play to their subjective initiative and creativity, and strive to improve their knowledge level and management ability. At the same time, we should pay attention to strengthening the education of archival subject consciousness and acquisition consciousness, make use of archival information law-abiding consciousness, and strengthen archivists' awareness of archival information confidentiality, dissemination and renovation. Should we get rid of the traditional mode of emphasizing management and neglecting utilization? Closed? For what? Open? , shift the focus of archival work to the track of providing quality services for the development of knowledge economy and various undertakings. The development and progress of society requires archivists to keep up with the requirements of the times, constantly build and improve the archives service system, strive to innovate the service mechanism, adapt to the new situation, meet new challenges, and contribute to the continuous brilliant progress of archives.
In a word, it is the key to adapt to the requirements of the new era and do a good job in file management to improve the understanding of file management, modernize file management with various resources and improve the comprehensive quality of file managers. The wide realization of office automation and the completion of the information superhighway have had a great impact on the traditional archival work, which will certainly promote a complete revolution in the management methods and means of archival work. Archives departments should recognize the situation clearly as soon as possible, take effective measures, make a big change in work focus and work style, and make a good reserve of talents and technical strength to bravely meet the challenges of the information age.
References:
Feng Huiling. Electronic document management course. Beijing: Renmin University of China Press.
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[3] Liu Jupu. Theory and practice of urban construction archives management. Archives publishing house. 2004。
[4] Liu Xiaohong. Innovative thinking of archival work. Employment and security.
[5] Song Changshan. Thoughts on strengthening the information construction of archives. Inside and outside Lantai .2005.06.
[6] Zhong Xiaoyun. Several problems that must be handled correctly in modern archival work. Journal of Jiangxi Normal University of Science and Technology. 2003.06。
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