Archives retrieval is to record the contents and formal features of archival materials and store them in various retrieval tools, so as to find archives conveniently and timely according to the actual needs of users and give full play to the role of archives. As can be seen from this definition, file retrieval includes two specific processes: file information storage and retrieval. Archival information storage refers to the process of identifying and sorting out the features with retrieval significance in archives and forming retrieval tools; Document information retrieval refers to the process of using retrieval tools to find the required documents. File retrieval tool is a bridge to communicate file information resources and users, a bridge to store and consult file information, and a shortcut to file treasure house. The function of the file retrieval tool is shown in the figure.

Second, the content of document retrieval

The retrieval of archives includes two aspects: the extraction and storage of archives information and the retrieval and search.

1, storage of file information

The storage of archival information is the compilation of archival retrieval tools. The process is as follows: firstly, analyze, select and record the content and formal characteristics of archives. After each file or file is described, it becomes a record or an entry, and then the formed file entries are arranged to form different types of file retrieval tools. Now people also input the retrieval information into the computer and establish a computer retrieval database, which is more convenient and fast.

2. Search and find

This is the process of finding file information. According to the needs of users, we can find the required files through various retrieval tools. The process is as follows: firstly, the user's retrieval needs are analyzed to determine the essential content of the files needed by the user, and then the files needed by the user are found by comprehensively using the file retrieval tools.

Third, the significance of file retrieval work

Archives retrieval is of great significance to archives work and archives work.

1. File retrieval is the key to file utilization. The archives of various archives are rich and piled up like mountains. Through scientific retrieval tools and systems, people can find the required documents conveniently and quickly so as to make use of them.

2. File retrieval is a sign of file utilization level. Whether the required files can be provided to users timely, quickly, accurately and systematically is an important criterion to measure the work of archives. Therefore, file retrieval is the premise of file development and utilization, and it is also the measure of file utilization quality.

3. Archives retrieval is an important subject of archives business. In today's information-based archives management, retrieval has become an increasingly important topic. How to make use of modern science and technology to make more users search for the required file information more quickly and conveniently without information jam is an important topic in retrieval work, which needs the attention and solution of retrieval workers.

Fourthly, the function of document retrieval tools.

File retrieval tool is a tool to record, report and find file information, and its basic function is to store and consult. File retrieval tools have the following functions in file management.

1, bridge function

In the archives management department, the number of archives is huge, and it increases with the passage of time, and the content is complex. Document retrieval tool builds a "bridge" between document resources and users' specific needs, and it can be used to obtain the required documents quickly and accurately.

2. Communication function

File retrieval tools store a large amount of file information, which can be used as a communication tool between archives (rooms) and users and archives (rooms).

3. Management role

Archives retrieval tools record the main contents and formal characteristics of archives, and reveal archives in a centralized way. Archivists can get a general idea of the content, form and quantity of archives through retrieval tools.

The management of business activities provides a certain foundation. At the same time, various retrieval tools are also necessary tools for archivists to find files, provide consultation and compile files.

5. Classification of archives retrieval tools

There are many kinds of document retrieval tools, which can be classified according to different standards.

1, classified by preparation method.

Archives retrieval tools can be divided into catalogue, index and guide according to their compilation methods.

(1) directory is a retrieval tool that arranges the record items of files in a certain order. According to the different levels and contents of archives, it can be compiled into different directories, such as archives directory, classified directory, subject directory, special topic directory and so on.

(2) Indexing refers to indexing documents, their combinations and some internal or external characteristics of their sources according to certain principles and methods.

Finishing tools. Users can find out the storage location or file number of files with this function according to these indexes, such as name index, place name index and document number index. Indexes can be arranged in the order of strokes of Chinese characters, or in the order of pinyin initials.

(3) The guide is a tool to comprehensively introduce archives in the form of written narration, such as the whole case guide, the special topic guide and the archives guide.

2, according to the carrier form classification

File retrieval tools can be divided into book retrieval tools, card retrieval tools, micro retrieval tools and machine-readable retrieval tools according to their carrier forms.

(1) Book-based retrieval tool is a retrieval tool that continuously arranges record items and binds them to a book. Its main advantages are small size, convenient management, printing and publishing, convenient reading and low cost.

(2) Card retrieval tool is a retrieval tool that records an item on a card and arranges the cards in a certain order. Its advantages are easy to accumulate materials step by step, easy to increase or decrease items, and easy to adjust the order between items, but the number of cards formed is large and bulky, which is inconvenient to manage.

(3) Microfilm retrieval tools refer to retrieval tools made of microfilm and taking film as the carrier. Its advantage is that it saves space and is easy to carry, but it needs special micro-amplification reading equipment when querying.

(4) Machine-readable retrieval tools are retrieval tools stored in magnetic materials in the form of codes for computer reading. Its advantages are small occupied space, fast retrieval and scanning speed, and multi-channel retrieval, but special equipment and software are needed.

3, according to the retrieval range classification

According to the retrieval scope, the file retrieval tools can be divided into family-wide retrieval tools, file-wide retrieval tools, special-topic retrieval tools and inter-library retrieval tools.

(1) The retrieval tools within the scope of all cases are the retrieval tools based on the files of all cases, such as file catalogue, file catalogue, all case guides, etc.

(2) The retrieval tools within the scope of archives are retrieval tools based on all archives of archives, such as fonds catalogue, classified catalogue, subject catalogue, archives guide, name index, place name index and so on.

(3) The retrieval tools of subject range are the retrieval tools of files based on a subject, such as subject catalogue and subject guide.

(4) Interlibrary retrieval tools are retrieval tools based on all files of several archives in a certain area or within a certain subject, such as historical materials guide and joint catalogue of interlibrary archives.

4. Classification by function

Archives retrieval tools can be divided into collection retrieval tools, search retrieval tools and introductory retrieval tools according to their functions.

(1) Collection retrieval tools are retrieval tools that reflect the management system of archival entities and their relationships, such as all case directories, file directories, file directories, etc.

(2) Retrieval tools are retrieval tools that provide retrieval ways from a certain content or formal characteristics of archives, such as classified catalogue, subject catalogue, subject catalogue, name index, place name index, etc.

(3) Introductory retrieval tools are retrieval tools that introduce the contents of reported archives and their related information, mainly guides, such as thematic guides, fonds guides, archives guides, etc.