The management of student files is not a one-off event, it is a continuous process. So, how do college counselors manage student files?

Abstract: College students' files are important information to record students' growth process, which reflects students' abilities and different qualities at various stages. The continuous expansion of the enrollment scale of colleges and universities has brought about an increase in the number of students and the heavy work of student archives, which makes some college counselors concurrently serve as archivists. Therefore, it is of great significance to correctly analyze the advantages and disadvantages of counselors' management of student files for improving the management of college students' files.

Paper Keywords: college counselors, part-time archivists, student file management

College students' archives are an important life experience for students to go to society. In the current fierce employment competition, college students' files, as an important certificate for graduates, play an irreplaceable role. In recent years, due to the continuous enrollment expansion of colleges and universities, the number of students has increased sharply, and the student file work has become increasingly heavy, which makes some college counselors concurrently serve as archivists. As a counselor, there are advantages and disadvantages in student file management.

First, the advantages of counselors in managing student files

1. Relieve the working pressure of full-time archivists. At present, the amount of archives information in colleges and universities has increased rapidly, and it is beyond the scope of ability to rely only on the limited full-time archivists. Full-time archivists need to focus more on implementing archival policies and regulations, planning the archival work of the whole school, using archives to promote the work of colleges and universities, and vigorously collecting and developing archival information resources. The collection, arrangement and appraisal of archival materials before entering the library should rely more on the strength of part-time archivists. Establishing a team of part-time archivists with counselors can alleviate the work pressure of full-time archivists to the greatest extent and promote the improvement of students' file management level.

2. Improve the quality of students' files. In the four years of college, counselors are the ones who have the most contact with students, the ones who know students best, and the counselors who have the most contact with parents. Counselors have a clear understanding of the source and destination of students' various certificates. They are the first to contact first-hand information, which can ensure the integrity and scientific classification of documents and materials, and can judge the preservation value of documents and materials more accurately. Therefore, the management of student files by counselors can quickly collect all kinds of materials, supplement and improve all kinds of student files, thus improving the quality of student files.

3. Effectively promote student management. Student files record students' study, life, various social practices, family social relations and economic conditions during their school days. Counselors can make full use of this information to manage students. For example, at the end of each academic year, counselors can analyze and compare students by using the relevant information on the student registration form, praise the advanced and encourage the backward, thus promoting the construction of good class spirit and study style.

Second, counselors' deficiencies in student file management.

1. Students' awareness of file management is not strong. Establishing and strengthening archives consciousness is the premise and foundation of doing well archives work. However, because counselors usually undertake ideological and political education, psychological counseling, student life guidance, employment guidance and other work, they usually have little time to manage student files. In addition, the file management of counselors is only carried out as a part-time job, which lags behind professionals in the improvement of positions and titles, making counselors as part-time archivists not enthusiastic and do not pay attention to this work. Generally, from freshmen's entrance to graduation, they are only arranged once when graduates leave school [1]. Student files have not been consulted for a long time, and many materials that should be filed in time have not been loaded. Only some basic materials are collected in the student files, and many materials that can reflect the students' personalities and specialties are not filed. What about the student files? The same thing? , can not fully reflect the students' status and overall picture.

2. Incomplete rules and regulations lead to unclear responsibilities. Tradition Pay more attention to education than management? Influenced by the teaching concept, some colleges and universities ignore the construction of management team, especially the management of these part-time archivist counselors. The job of college counselors is to carry out ideological and political education for college students, and their supervision and evaluation are mainly based on the evaluation criteria of counselors, which has little to do with file management. This makes many part-time archivists' counselors dissociate themselves from the archives management team. The reason is that they have not formulated clear rules and regulations, and have not given these part-time archivists a clear responsibility and division of labor, explaining what to do and what not to do [2].

3. The file management skills of counselors are not too difficult. As a qualified file manager, you need to have relevant political quality, professional quality and innovative quality of keeping pace with the times. However, because the counselors didn't receive training and management like archivists at first, their file management quality was lacking in different courses. In addition, the school's supervision and training of these part-time archivists is not enough, and some counselors have not received professional education in archives management, or even have basic knowledge of archives? On duty? The management concept is outdated and backward, the management mode is traditional, everything is done according to experience, and there is a lack of innovation consciousness and desire.

The above reasons directly lead to the decline in the quality of students' files, and indirectly lead to adult students, especially graduates, not paying attention to their own personnel files. The problems in the management of students' files directly lead to the incompleteness and irregularity of graduates' files. Many problems were found during the inspection by employers, which delayed a series of things for graduates and affected employment.

Third, counselors do a good job in student file management countermeasures.

Through the above analysis, we should see that college counselors, as part-time archivists, have their own advantages and disadvantages in managing students' files. However, with the increase of the number of students, the importance of student files is increasing, and we have to use counselors as a group to manage student files. Therefore, how to make full and effective use of counselors to manage students' files should be a realistic problem that every university should consider.

1. Formulate detailed rules and regulations and clarify the division of responsibilities.

One of the problems in the management of students' archives is unclear responsibility, and an important reason for unclear responsibility is the lack of clear rules and regulations to give part-time archivists a clear division of responsibilities. As part-time archivists, counselors are often too busy to have enough time. In order to complete the corresponding tasks, they asked some people for help and perfunctory things, which led to incomplete and irregular collection and arrangement of student files. So formulate detailed rules and regulations, clarify the division of responsibilities of counselors as part-time archivists, so that counselors are not? How much work? , complete the specified tasks within the specified time, which can make the filing faster and smoother, and also reduce the burden of counselors.

2. Strengthen the supervision and training of students' file management.

Inadequate supervision and training of relevant departments of the school is also an aspect that causes counselors to ignore the management of students' files. Holding lectures on archives regularly to publicize the importance of archives is conducive to improving counselors' understanding of archives. Regular inspection of students' files will help to urge counselors to file in time, check for leaks and fill vacancies, improve the utilization rate of students' files, and put? Die? The file has changed? Live broadcast? [3], so as to better serve teachers and students. Regularly carry out business training, organize archivists, especially part-time archivists, to learn from each other's strong points, and improve the professional quality of archivists, especially part-time archivist counselors.

3. Counselors constantly improve their professional quality.

As far as counselors themselves are concerned, in addition to participating in various training and learning in schools to improve their own quality, they also need to actively learn and improve management methods. ? If a worker wants to do a good job, he must sharpen his tools first? [4], counselors should take the initiative to strengthen their own learning, with basic professional ethics and file management knowledge. At the same time, counselors should constantly enhance their sense of innovation, update the traditional file management methods, and pay attention to collecting materials that can reflect students' practical ability, ideological and moral quality, political quality and so on. And increase students' psychological, credit, personality and specialty files, so that students' files can accurately and objectively reflect students' comprehensive quality and realistic performance, and truly reflect the four-year growth process of college students.

4. Strengthen students' understanding and attention to their own files.

Some problems in the management of students' files are also caused by graduates' insufficient attention to files. Therefore, it is necessary to strengthen the file education for students. At the beginning of freshmen's enrollment, counselors can use the opportunity of freshmen's filing to publicize relevant archival knowledge to students, so that students can realize the importance of archives as soon as they enter the university. Through relevant education, let students attach importance to archives in thought and action, assist the counselor's class teacher to collect and sort out archival materials, and make counselors handy when they graduate. On the one hand, students' participation in the collection and arrangement of relevant files will help to reduce the burden of relevant staff, on the other hand, it will also enable students to realize the importance of files, constantly improve their own file materials, and get a true, comprehensive and personalized self when they graduate.

The management of student files is not a one-off event, it is a continuous process. As a part-time archivist, how to make full and reasonable use of time and resources to manage students' files and rely on students' file management to promote students' management is also an important support to reflect their working ability and accomplishment. Therefore, counselors need to constantly improve their own quality, successfully complete full-time work, and do a good job in the tasks entrusted to us by the era of part-time archivists.

References:

[1] Jiang Xinnan. Problems and countermeasures of student file management [J]. China Science and Technology Expo, 20 10, (17): 25 1.

[2] Chen Yan. On the improvement of the comprehensive quality of college archivists [J]. Science and Technology Innovation Herald, 2008, (3): 183.

[3] Zhang Yun. Reflections on the construction of part-time archivists in colleges and universities [J]. Occupational time and space, 20 10/0,06 (6): 68-69.

[4] Guan Liping. Reflections on college counselors as part-time archivists [J]. Anhui Literature (Critical Research), 2008, (5): 270.

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