In recent years, with the acceleration of economic globalization and the deepening of opening up, there are many state-owned enterprises in China? Go out? , set up factories and conduct business abroad, and generate a large number of overseas files. The following is the development trend of enterprise file management that I share with you. Welcome to read and browse.

I. Compliance with regulations

Compliance means that enterprises must abide by various laws, regulations and rules in their business activities, and can prove that they have indeed complied with relevant requirements. The file records the basis, process and results of various business activities of the enterprise, and is the traceable proof of the enterprise's law-abiding, compliance and honest operation. To comply with laws and regulations, enterprises are required to manage files legally and effectively, ensure the authenticity, integrity, availability and security of information, and provide legal proof for enterprise activities.

The emphasis on compliance began with the Sarbanes-Oxley Act in the United States. At 200 1, many large American companies, including Enron Energy, Guanqun Computer, WorldCom and Xerox, etc. Scandals of forging documents, destroying files and engaging in financial fraud broke out one after another. In order to regain the confidence of investors and strengthen the supervision of enterprises, in 2002, the US Congress passed the Financial Reform of Listed Companies and the Investor Protection Act (also known as the Sarbanes-Oxley Act), which made strict provisions on the filing of documents of listed companies in the United States, emphasizing the auditing of corporate behavior through audit files, thus realizing the supervision of enterprises. Sarbanes-Oxley Act stipulates that if a company intentionally destroys or forges documents and archives, it will be fined or imprisoned for up to 20 years. Shortly thereafter, the US Securities and Exchange Commission (SEC) imposed huge fines on securities companies such as Morgan Stanley, Merrill Lynch, City Bank and Deutsche Bank because their emails were not completely preserved. [1] In 2004, the Basel Committee on Banking Supervision passed? New Basel I? (New Basel Capital Accord), which standardizes the establishment of enterprise information storage and electronic evidence mechanism. In 2008, China's Ministry of Finance, China Securities Regulatory Commission, China Audit Office, China Banking Regulatory Commission and China Insurance Regulatory Commission jointly promulgated the Basic Standards for Internal Control of Enterprises, which put forward requirements for the truthfulness and integrity of enterprise information and the storage and custody of documents.

The above provisions have three basic requirements: first, data storage. Require that the enterprise's data must be truly and completely preserved until the end of the time limit stipulated by laws and policies; In the process of data storage, it must be technically guaranteed that it will not be modified or deleted. The second is access. Enterprises should fully protect the privacy and intelligence components in data, and at the same time use data safely on the premise of safe storage. The third is the audit (account). Enterprises are required to keep the data subject and seal the data access process to meet the audit requirements of laws and policies. Abiding by laws and regulations puts forward new strict requirements for enterprise file management, and also urges the management of the company to pay more attention to file management.

Second, capitalization.

Assets refer to resources formed by past transactions or events, owned or controlled by enterprises, and expected to bring economic benefits to enterprises. The information and knowledge attributes of archives determine their economic value. Especially in the era of knowledge economy, archives play a more prominent role as intangible assets of enterprises. International standard ISO 15489 "Information and literature? Document management points out:? Documents are valuable information resources and important assets of enterprises. ? International standard ISO30300 "Information and Literature? File management system? The basis and terminology are further clarified:? As an information resource, documents are part of an organization's intellectual capital, so they also belong to an organization's assets. ? China's archival industry standard DA/T42 "Enterprise Archives Work Standard" also emphasizes that enterprise archives are an important part of enterprise knowledge assets and information resources. ?

In practice 1992 Shanghai Marine Geological Survey participated in the compilation? Shanghai Oil and Gas Company? At that time, the registered capital was subscribed with the file valuation of 65.438+0.2 billion yuan obtained in the exploration stage of Donghu oil and gas field. [2] In 2000, the EU estimated that the information resources of EU governments, mainly electronic documents, contained 470 billion euros. [3] In 2000, the United Kingdom promulgated the Registration of Information Assets and Evaluation of Information Assets: Identification of Electronic Documents of Government Organizations, which were used by British federal government agencies to register and evaluate information including archives. In 2008, Zhao Linzhong, deputy to the National People's Congress and chairman of the board of directors of Furun Holding Group Co., Ltd., proposed: Like it? Outgoing financial audit? Similarly, the legal representatives of party and government organs, enterprises and institutions? Audit of outgoing documents? , and incorporated into the archives law. [4] Taking archives as assets, registering, evaluating and auditing will become one of the important trends of enterprise archives management.

Third, corporate culture.

First-class enterprises do culture, second-rate enterprises do technology, and third-rate enterprises do products. China enterprises must strive to cultivate a good corporate culture if they want to become bigger and stronger and become excellent enterprises with a century-long foundation. The cultivation of corporate culture is inseparable from good file management. Archives are the precipitation of enterprise history and the solidification of company culture. Many famous enterprises in the world, such as AT&T, Ford Motor Company, IBM, Siemens, BASF, Bayer, etc. , attaches great importance to the study of archives management and enterprise history. The archives of these companies also collect a large number of products and souvenirs with cultural value, which have the functions of corporate museums and industrial cultural heritage exhibition halls. [5] Archives departments of many domestic enterprises pay more and more attention to excavating the history and culture of enterprises, carrying forward the company's excellent traditions, increasing the company's historical accumulation, enhancing the company's cultural temperament and promoting the company's competitiveness and sustainable development.

Fourth, standardization.

Standardization is an activity that people widely summarize scientific research achievements and practical experience in production and construction activities, form the same standard, and generally implement it. Standardization includes the basic principles of unification, simplification, coordination and optimization. Carrying out standardization is the basic requirement of socialized mass production. For many years, China's enterprise archives industry has been emphasizing the implementation of standardization, but in practical work, it mainly follows national standards and industry standards, and pays less attention to international standards. With the economic globalization and transnational operation, adopting international standards has become the basic trend and inevitable requirement of modern enterprises. Moreover, many international standards reflect advanced ideas and best practices in a certain field, and excellent enterprises should be guided by authoritative international standards.

International standards in the field of archives management are mainly formulated by ISO/TC46/SC 1 1 (Technical Committee of Archives/Documents Management of the International Organization for Standardization). At present, the following standards formulated by ISO/TC46/SC 1 1 deserve the attention of enterprise archives departments: ISO30300 information and documents? File management system? Fundamentals and terminology, ISO3030 1, Information and Literature? File management system? Requirements, ISO 15489, Information and Literature? Document management, ISO2308 1, Information and Literature? Document management process? Document metadata management, ISO26 122 information and documents? Working process analysis of documents, ISO 13028, Information and Literature? Guide to the implementation of document digitization, ISO 13008, Information and Documents? Digital file conversion and migration process "and ISO 16 175" information and documents? Principles and functional requirements of document management in electronic environment.

Verb (abbreviation for verb) organizes memory.

? Memory? Originally, it was the concept of biology and psychology, which refers to the conscious or unconscious preservation and reproduction of personal experiences and things in the process of daily life. Memory is the foundation of a person's survival and growth. Later, sociologists suggested? Collective memory, social memory? The concept of. Collective memory is the spiritual wealth and cultural bond of the same group. At the end of last century, memory? Was introduced into the field of archival science. 1996 Canadian archivist Terry? Cook pointed out at the 13th International Archives Congress that archivists all over the world are still building memory palaces. At the14th International Archives Congress in 2000, King Juan of Spain? Carlos pointed out that archives are the most authoritative place to preserve various forms of human memory, social memory and personal memory. ? [6] What was the theme of the15th International Archives Congress in 2004? Archives, memory and knowledge? . Maintain organizational memory, personal memory or social memory? ; Maintain corporate or collective memory and assume social responsibility? .

The management circle also put forward? Organizational memory? The concept of. Organizational memory refers to the application of past knowledge to present activities to improve the business level of the organization, which is essentially the empirical knowledge and historical knowledge of the enterprise. Organizational memory is closely related to the concepts of organizational intelligence, learning organization, artificial intelligence, knowledge management system, organization and personal development, and even equivalent to knowledge management. Wang Zhaoxiang and others pointed out:? Enterprise memory system refers to a system that accumulates and maintains knowledge through memory, maintenance and recall. It mainly consists of the following elements: the brains of all members of the enterprise, documents, contracts, files, books, computer storage and other forms of information storage media. ? [7] It can be seen that archives are an important part of organizational memory, and inheriting organizational memory should become an important goal of enterprise archives management. Examining archives from the perspective of organizational memory provides a new idea for enterprise archives management.

Knowledge management of intransitive verbs

In today's era of knowledge economy, knowledge is the only valuable resource, and knowledge management is the basic paradigm of enterprise management. There are two basic modes of knowledge management: one is coding mode, which emphasizes the construction of knowledge base with the help of information technology. People? Documents? People? Ways to realize the management and development of explicit knowledge; The second is the personalized mode, which emphasizes investing in human resources and cultivating the atmosphere of knowledge exchange. People? People? Ways to realize the enjoyment and utilization of tacit knowledge. Archives are the explicit knowledge of enterprises? Deposition container? And explicit tacit knowledge? Coding tool? . Coding knowledge management is essentially a kind of knowledge-based advanced file management. As early as 1994, Terry? Cook proposed that archivists should be transformed from entity custodians to knowledge providers. In 2002, Zhang Bin proposed that enterprise archives are important knowledge resources of enterprises, and enterprise archives management is an important content of enterprise knowledge management. ? [8] In 2007, Xu Yongjun further proposed? Archives knowledge management mode? (? Knowledge-oriented file management? And then what? Knowledge management based on file management? ), think that file management should be innovated and expanded in the direction of knowledge management, and knowledge management can start with file management. [9]

In the early years, due to the neglect of file management, knowledge could not be solidified, and the knowledge management of many companies failed. In recent years, more and more knowledge management managers have realized that knowledge management cannot be separated from file management. On the other hand, many enterprise archives departments are also more actively involved in knowledge management, and some even become the leaders or lead units of enterprise knowledge management. At present, after completing the development from entity management to information management, enterprise archives management is undergoing the transformation from information management to knowledge management and from knowledge management to knowledge service.

Seven. integrated management

Integration refers to the process of combining some isolated things or elements in some way to form an organic whole. Integrated management is vertical and horizontal integration and optimization to achieve system goals. The integration of enterprise archives management includes the following aspects: (1) resource integration, including the integration of documents and archives, book information and literature, and the integration of structured data and unstructured data. In the future, enterprises will no longer strictly distinguish between files and archives, book information and archives, structured data and unstructured data, but manage them as information resources (information content). (2) System integration, that is, the integration of file management system and business system. In the early stage, the interface between business system and file management system was mainly constructed to realize the automatic filing of business system data in file management system; Finally, the seamless connection between the file management system and the business system is realized. Some enterprises may not build a separate file management system, but embed the file management function into the business system. (3) Process integration, that is, embedding file/archive management into business process and supporting business process with file/archive information flow. (4) Standard integration, that is, the document/archive management will be incorporated into ISO9000 quality management system, ISO 14000 environmental management system, OHSAS 18000 occupational health and safety management system and ISO27000 information security management system.

Eight. risk management

With the rapid development of science and technology and globalization, human society has entered a world full of uncertainties. Risk society? . Is it a natural disaster, such as the 2008 Wenchuan earthquake, the 20 1 1 Japan earthquake and tsunami, or a man-made disaster, such as 200 1? 9. 1 1? This incident and the Iraq war in 2003 seriously damaged a large number of precious files and brought irreparable losses. ? 9? 1 1? After the incident, many companies in the World Trade Center were unable to resume operations because their business data was completely destroyed, while Morgan Stanley resumed operations on the third day because it established a backup system in New Jersey. [10] It can be seen that it is necessary to strengthen archives risk management.

200 1 and ISO 15489 emphasize the assessment, analysis and response of document risks. In 2004, the International Association of Document Management and Administrative Workers (ARMA) published "Risk Management of Documents and Information" to provide methodological guidance for document managers in various countries. The research groups of European Digital Protection Center (DCC) and European Digital Protection (DPE) have developed a digital warehouse audit method based on risk assessment. In 2009, China DA/T42 requested: Do a good job of emergency plan for file management. For possible emergencies and natural disasters, enterprises should formulate emergency measures for archives rescue, including organizational structure, rescue methods, rescue procedures, safeguard measures and transfer locations. Emergency plans should be made for the maintenance, disaster prevention and recovery of the software, operating system and data of archives information management. ? It has become an important part of modern enterprise archives work to construct archives risk management system and formulate emergency plans for archives management.

Nine. Supervision of overseas archives

In recent years, with the acceleration of economic globalization and the deepening of opening up, there are many state-owned enterprises in China? Go out? , set up factories and conduct business abroad, and generate a large number of overseas files. Due to various reasons, many state-owned enterprises have poor supervision and chaotic management of overseas archives, resulting in the loss of a large number of state-owned assets, frequent leakage of state core economic secrets, and sharp increase in business risks. To this end, in 2005, the National Archives Bureau issued the Opinions on Strengthening the Archives Work of Overseas Institutions and Overseas Enterprises, demanding that? The parent company should gradually establish and improve the file management system of overseas institutions and enterprises? . In 2009, the State-owned Assets Supervision and Administration Commission and the State Archives Bureau issued the Opinions on Further Strengthening the Archives Work of Central Enterprises, which emphasized? Strengthen the archives management of overseas enterprises and institutions? .

Due to the particularity of overseas archives of state-owned enterprises, the particularity of the environment in which overseas archives work is carried out, especially the differences in laws, systems, languages, cultures and traditions between domestic and foreign archives, it has brought special challenges and put forward special requirements for the supervision of overseas archives of state-owned enterprises. Therefore, the supervision of overseas archives of state-owned enterprises should follow two basic principles? Double compliance? (Abide by the archives laws and regulations of China and the country or region where it is located). Two-way tolerance (Mutual tolerance between China and its country or region's archival cultural traditions); Do a good job in determining the filing scope and storage period table of overseas documents at the three key control points, building a global archives management system, and choosing the transfer mode of overseas files to China.

X. Cloud computing and big data

Cloud computing and big data are two important trends in the current information development, which will have a far-reaching impact on all walks of life. Like other activities of enterprises, archives management must adapt to the characteristics and requirements of cloud computing and big data, and carry out changes in ideas, business models and management methods. The first is the generalization of the concept of archives. That is, to establish? Large file view? All information records with preservation value are regarded as archives, regardless of their process, carrier, type, format and preservation period. Does this mean that all records are files and documents are generated? For a while? It's a document. The second is the construction of archives cloud platform. What is that based on? Cloud architecture? Build a unified and efficient archive resource management and service platform covering all departments, systems and businesses of the enterprise. The third is file storage and knowledge mining. One of the core applications of big data is forecasting, and forecasting depends on the accumulation and mining of historical data. This puts forward higher requirements for mass storage of archives and knowledge mining. Where will the focus of enterprise archives work come from? Digitization? Become? Digitization? . Fourth, the problem of file security is more severe and complicated.

Explanation:

[1] Zhu. Why Morgan Stanley has difficulty with email [N]. Southern weekend, June 22, 2006

[2] Song Xing et al. Discussion on the price evaluation method of data and results in the exploration stage of Pinghu oil and gas field in the East China Sea [J]. China Geology and Mineral Economy, 1994 (2): 27-29

[3] Xu Yongjun et al. Significance and countermeasures of developing information content industry [J]. Science and Technology Management Research, 2006 (11):184-185

[4] On behalf of Zhao Linzhong: legal person? Audit of outgoing documents? Should be included in the archives law [EB/OL]. /MISC/2008-03/09/Content _ 775 1760 . htm . 20 14-0 1-

[5] Zhang Bin, etc. The development of German enterprise archives and its enlightenment [J]. Archives Research, 20 12(2):89-92

[6] King Juan of Spain at the14th International Archives Congress? Carlos delivered a speech [A]// Proceedings of the14th International Archives Congress [C]. Beijing: China Archives Publishing House, 2002: 7-8.

[7] Wang Zhaoxiang et al. On the deficiency and remedy of enterprise memory system [J]. Modernization of shopping centers. 2006 (7): 63-64

[8] Zhang Bin et al. Knowledge resource management: a new idea of enterprise archives work reform [J]. China Archives, 2004( 10):37-39

[9] Xu Yongjun. Research on enterprise archives knowledge management model based on two-way perspective [M]. Beijing: Renmin University of China Press, 2009

[10] Feng Huiling et al. Risk management of electronic documents [M]. Beijing: China Renmin University, 2008: 12.

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