Analysis of the main problems existing in the basic work of science and technology
As we all know, computer, as a modern advanced tool for efficiently processing a large number of complex information and data, is mainly characterized by the need to input? The original data and information of the computer must be accurate and scientific, otherwise the input data and information are "garbage" and the output will only be more advanced "garbage". Therefore, the premise of implementing computer management is to do a series of preprocessing basic work such as collecting, sorting and recording input information and data, so as to make it sufficient.
Meet the technical requirements of computer work. So what are the shortcomings and disadvantages of the basic work of archives management in China? What aspects can't adapt to the requirements of computer management quickly? Generally speaking, at present, most comprehensive archives in China have a large number of files and a long time span, and because they have been in a closed management state for many years, the file management is only based on the principle of keeping files and not losing them. The quality requirements of files in different historical periods are different and the specifications of files are not uniform, which has formed a generally poor situation. The main problems are reflected in the following aspects. First, the file number is not standardized and there is no directory number. There are many phenomena in one volume, and there are many volumes. Second, the title of the file is not standardized, but it can't reflect the theme, or the title lacks basic elements or even has no file title. This is more common? Third, most files lack the contents in the volume, so that the contents not covered by some file titles can never be retrieved and used? Fourth, many documents are not marked with page numbers, so it is difficult to find them if they fall off during use? Fifth, there is serious confusion in composing papers, such as grouping by time, grouping by functional departments and grouping by language. Sixth, the document has one or two pages, varying in thickness, and some volumes are 500 to 600 pages. In short, the longer the comprehensive archives are built, the larger the collection, and the more serious the similar problems will be. From the above situation, China's comprehensive archives do not have sufficient conditions to realize computer management at present, and these problems need to be solved scientifically as soon as possible.
Two, the implementation of standardized and standardized working procedures and methods, improve the level of grassroots archives management.
From science and experience, we can know that in order to improve the level of archives management, we must implement standardized and standardized working procedures and methods, that is, all aspects of archives management, such as collection, collation, appraisal, recording and storage, must be carried out in accordance with unified procedures and scientific methods.
1? A comprehensive inventory of files, eliminate bad, extract fines.
This is the first step to realize the standardization of archives management. Because the general comprehensive archives have not carried out a comprehensive inventory for many years, and the transfer unit is not allowed to divide the storage period, it is inevitable that there will be many duplicate or useless files, so we must first remove these useless files to avoid duplication and inefficiency in computer management in the future.
2? Organize files and realize the standardization of files.
Reorganize files with thick and mixed contents. The principle of reorganizing papers is to try to bring together those record groups that are related to each other. In the process of sorting out files, we should also reprocess and fill those files with no page number, no table of contents, no document title or unclear title to ensure that all files are more standardized. Re-organizing papers can not only optimize the collection and keep it scientifically, but also improve the utilization efficiency after computer management of files.
3? Standardize the recording work in combination with the actual situation of our library
Description is an important basic work of computer management, and it is also an important preliminary work that directly affects the accuracy of data and information input into the computer. 1986 The "Archives Description Rules" promulgated by the state is the most basic basis for standardizing the description work. However, due to the different conditions of archives and the new technical requirements of computer management, archives should formulate detailed recording rules suitable for their own recording work according to the rules and technical requirements of computer management. According to this principle, we have formulated the Detailed Description Rules of Beijing Archives, which has played a certain role in improving the basic work level and greatly promoted the computer management of archives in our library.
4? Unified classification number ensures retrieval and recall.
The remarkable advantage of computer retrieval is that it can meet the needs of people's national retrieval. In order to ensure the integrity of retrieval, in the process of classification, we first classify according to China Archives Classification, and then formulate some specific rules according to the situation. For example, the issue of "price" involves many industries, so we first classify it as "J", and then distinguish it according to the specific characteristics of each document supplemented by keyword recognition. In addition, in the process of classification, proofreading should be strengthened in order to correct the mistakes of quantifiers in time. In addition, we should always organize everyone to unify their understanding of the unified standard, try our best to achieve consistent indexing before and after, consistent indexing of similar documents, and achieve standardized and standardized management.
5? Standardize the title to ensure the accuracy of retrieval
The classification number of archives ensures the retrieval recall rate, and the accurate title ensures the retrieval precision rate. However, it is not enough to ensure the recall rate, but also to ensure the accuracy. Therefore, it is necessary to standardize the title when recording. What are the principles and key points that should be mastered in standardizing titles? In the process of filling in the title items, it is necessary to standardize the abbreviation of institutions and try to avoid ambiguity, irrelevant words and unclear computer recognition when searching. For example, the Beijing Municipal Planning Commission is referred to as the Municipal Planning Commission? Beijing Family Planning Commission is referred to as the Municipal Family Planning Commission for short, but not all of them are referred to as the Municipal Family Planning Commission for short. It is also necessary to unify the elements that should be included in the topic. According to the needs of computer retrieval, we will put the person in charge, the reason and the language in the title during the recording. If necessary, add name, place and time). If the header element is incomplete. If the title is long, delete the superfluous words. It is also necessary to unify the title of the language, and the appearance of ambiguous languages such as "asking for instructions" often affects the accuracy of retrieval. Therefore, we stipulate that all documents that need to be approved should be written as "instructions" and all documents that don't need to be approved should be written as "reports", so that the substantive role of each document can be distinguished when searching.
In addition, we also use the function of computer to record the names, place names, time and institutions in keywords respectively, which will lay the foundation for making search tools such as directory of names in the future.
Third, speed up the preparation of materials and promote the process of modern archives management.
In all aspects of the basic work of archives management, the preparation of computer data is a big project, especially for those comprehensive archives that have been built for a long time, because there are many records in the collection.
It is not only huge, but also complicated. Without a set of standardized and scientific working procedures and methods, computers will be unable to be used due to insufficient data preparation, and even directly affect the progress of modernization of archives management. As long as we master the following key points in the recording work, we can basically achieve the effect of "more", "faster" and "better" in the recording work.
1? Step by step, prioritize
An important purpose of archives management is to make archives open to the society, and the purpose of archives computer management is to improve the utilization rate of archives. In the process of promoting computer management, comprehensive archives should first queue all cases according to their importance, value, utilization rate and whether they are open or not, 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 can be divided into three levels, that is, those 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. This processing can not only reveal the theme and characteristics of archives, but also reduce the number of items and entries, which not only saves time, manpower and financial resources, but also improves efficiency.
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. For those special files, such as "housekeeping files" and "cases", computer programs can be used to directly input names, addresses and times in the file directory, and then the computer will give the classification number. In this way, making full use of the original foundation of the archives catalogue can reduce the recording links and greatly improve the recording speed.
4? Use "keywords" instead of "subject words" to simplify the search time and improve efficiency.
Although "subject words" have the function of standardization and unification, they also have the disadvantages of cumbersome and inefficient search. How to make use of their advantages and avoid their disadvantages? We think we can use "keywords" instead of "subject words". That is, from the title or theme of the document, the vocabulary that reveals the theme is summarized through thinking? Identify keywords, input them into the computer, and then process them through the computer's batch processing function. Like what? Some people write "capital construction", some write "capital construction" and some write "factory construction". After computer control, it is standardized as "foundation construction". You can also use the "activity increase" function of the computer to merge some irregular words with the same meaning in the subject words. This method not only solves the shortcomings of slow manual indexing and inaccurate automatic indexing by computer, but also solves the semantic content problem of subject words? Ownership relationship.
In recent years, in the process of promoting the modernization of archives management, we have improved the basic work level of archives management by implementing standardization and standardization, and initially established a computer retrieval system, laying a solid foundation for the implementation of computer management.