The main functions of the file management system: the file pipeline collection function realizes the function of scanning and collecting multiple files by multiple people and clients at the same time, and carries out division of labor and authority management according to the operation roles. Below I have sorted out the functions of the electronic file system for you, hoping to help you!
1, file type management:
The management type and structure of archives can be defined freely and meet the national standards.
2. File attribute management:
Attributes are divided into system standard attributes and user-defined additional attributes, which can be classified and inherited, and the attributes displayed in the free matching list can be adjusted to meet the needs of customers for attribute management of different types of files (such as physical files and photo files).
3. Collection of archival information:
Provides a variety of file entry functions such as attribute creation, scanning creation, web page creation, and batch creation. Support the import of Excel tables, and form the function of uploading files, in-volume directories and digital files in batches according to the corresponding information such as title, file number and serial number.
4. File editing function:
File filing and editing functions, including file entry, paper scanning file import, electronic file import, batch entry, batch modification, comprehensive file form printing, etc. , you can realize the whole process from file to file on one interface.
Different users can do sorting work in different file management categories according to the granted authority, or they can use the file editing function to do centralized sorting, or even use the mixed mode to sort the file according to the management needs, which greatly improves the work efficiency and management flexibility of file managers.
5. Authority management:
According to different management objects (such as different electronic files), different rights control can be adopted to provide two-dimensional rights management of use rights and access secret rights.
6. Number management:
File registration can automatically generate filing numbers, count the number and pages of files, and complete file filing.
7. File borrowing application:
When you only have the right to read the entry, but need to view the information content, you can apply to the administrator of the information for borrowing electronic documents.
8, archives utilization statistics:
Users with permission can make statistics on user-defined events, borrowers, document usage, usage details, usage rankings and other information at any time. Not only can you master the utilization of documents, but you can also count the usage of documents.
9, file retrieval:
Search by keywords, search by combination conditions of limited attributes and full-text search.
10, expired file management:
According to national laws, regulations and industry rules, archives have a storage period, and archival entities that exceed the storage period can be destroyed. For electronic files, when the storage period exceeds, they can be cancelled or deleted, but if the storage space allows, it is best to cancel or transfer the storage.
Electronic file storage management system
Chapter I General Principles
Article 1 In order to strengthen the storage management of electronic archives and ensure the safe custody of electronic archives, according to the Archives Law of People's Republic of China (PRC), the Storage Management Standard of Electronic Archives [GB/T 18894-2002], the Measures of Chongqing Municipality for Implementing the Archives Law of People's Republic of China (PRC), relevant laws and regulations, national standards and regulations,
Article 2 This system shall be implemented with reference to Chongqing Electronic Archives Management Technical Standard.
Article 3 This system is based on the principle of maintaining the authenticity, integrity and validity of electronic documents to ensure the safety and availability of electronic documents.
Article 4 Interpretation of Basic Terms
(1) Electronic documents refer to digital records formed by legal persons, other organizations and individuals in their official activities. It is a file that is operated, transmitted, stored and utilized by a computer, expressed in digital (bit) form, and input and output by encoding and decoding.
(2) Electronic documents refer to electronic documents which are formed by computer technology, have been identified as having the value of preservation and utilization, and are processed and kept in accordance with the relevant provisions on the storage and management of electronic documents.
Chapter II Storage of Electronic Archives
Article 5 Electronic files have the characteristics of dependence on computer system, non-manual direct reading, high fidelity of copying and transmission, separability of information and carrier, easy modification of information content, instability of carrier and so on. And for different types of electronic files, because of their different technical characteristics, the standards and algorithms of storage carriers and information recording are also different, so the storage of electronic files should take measures to ensure their originality, authenticity and integrity according to the characteristics of electronic files:
(A) word processing documents
1, TXT documents can be directly saved as electronic files.
2.XML documents can be directly stored as electronic files.
3. For other types of documents, if they cannot be converted into XML or TXT format, they should be stored in the original format, and the related software and computer system information should be stored together.
(2) Image files
Pictures in 1 and TIFF formats can be directly saved as electronic files, and special compression parameters should be specified.
Pictures in 2.JPEG format can be directly saved as electronic files, and special compression parameters should be specified.
3. Pictures in other formats should be converted to either of the above two formats, and special compression parameters should be explained.
4. The pictures that can't be converted should be stored in the original format, and the related software and computer system information should be stored together.
5. The optical resolution of the image electronic files obtained by the scanner shall be no less than 200dpi for ordinary paper files and no less than 600dpi for photo files.
6. The resolution of electronic documents obtained by microfilm scanner shall be no less than 200 dpi for 16mm film and no less than 600dpi for 35mm film.
(3) Graphic files
For the storage requirements of 1. graphic files, please refer to the storage requirements of image files.
2. When storing, attention should be paid to equipment dependence, modifiability and other issues, and related software and various data information should be stored together.
(4) Image files
Image files with 1, MPEG format and bit rate above 4Mb/S can be directly stored as electronic files.
2. Image files that cannot be converted into format should be stored in the original format, and related software, compression algorithm and computer system information should be stored together.
(5) sound files
1, WAV format sound files can be directly saved as electronic files.
2. Audio files in 2.MP3 format can be directly stored as electronic files.
3. Audio files that cannot be converted should be stored in the original format, and related software and computer system information should be stored together.
(6) Multimedia files
1. Multimedia files contain various forms of information, and multimedia files with complete information can be directly stored as electronic files.
2, multimedia files depend on the computer software and hardware information and related parameters should be stored together.
(7) Database documents
1, DBF format database files can be directly stored as electronic files.
2. Database files that cannot be converted into format should be stored in the original format, and related software and computer system information should be stored together.
(8) Hypertext document
1. Hypertext file contains a lot of information, so we should pay attention to the integrity of data when storing it.
2. Hypertext files with complete information can be directly stored as electronic files.
3. The computer software and hardware information that hypertext files depend on should be stored together.
(9) Computer programs
1. Computer programs can be directly stored as electronic files.
2. Software and hardware platform descriptions on which computer programs depend should be stored together.
(10) data file
There are many types of 1. data files, including the above types. Please refer to the above storage method for specific types.
2. The data file shall indicate the data source and be stored together.
Article 6 Descriptive documents of electronic archives shall be TXT files.
Article 7 Under the condition of conforming to the software and hardware platforms, it shall be ensured that electronic files can be recognized and operated normally by computers, and can be accurately output.
Article 8 Passwords, keys and authority management instructions involved in electronic documents shall be kept together with electronic documents.
Article 9 When saving electronic documents with the same contents as paper documents, an accurate and reliable identification relationship should be established with paper documents.
Article 10 If non-standard algorithms are used for electronic files obtained by scanners, video compression cards and other devices, relevant software shall be stored together.
Article 11 Various parameters and management data designed in the process of computer system operation and information processing shall be stored together with electronic files.
Article 12 Electronic archives shall be copied to a durable carrier in triplicate, one for storage (a), one for future reference (b) and one for storage in different places (c). For encrypted electronic files, the above work should be completed after decryption.
Thirteenth under the same conditions, the choice of electronic archives storage carrier should give priority to reliability and advancement. The recommended storage carriers in this standard are: optical disk, magnetic tape, etc. It is forbidden to use floppy disks as long-term storage carriers of electronic files.
Article 14 Specific requirements for units with stable and reliable network environment:
1, electronic files should be stored in the designated computer server, and the server must take backup measures such as disk mirroring and fault tolerance between two computers.
2, the internal LAN should have reliable security measures and management system, and strict data conversion methods must be formulated when the system equipment is updated to ensure accurate data and can run in the new system.
Fifteenth storage requirements of electronic files should meet the following conditions in addition to the general requirements of paper files:
1, the storage carrier should be write-protected. Do not rub, scratch or touch the recording coating. The carrier should be stored upright to prevent dust and deformation and avoid direct sunlight.
2. The selection range of ambient temperature is 17-20℃, and the selection range of relative humidity is 35%-45%.
3. Keep away from strong magnetic fields, harmful gases and heat sources when storing.
Sixteenth electronic files must be checked for viruses and other hidden dangers that harm computers, and electronic files that cannot be cleared of hidden dangers may not be stored.
Article 17 CDs storing electronic documents shall be stored in boxes, and sets A and B of electronic documents shall be stored separately.
Article 18 The validity guarantee of electronic archives:
(1) With the development of computer technology and equipment, there will be compatibility problems in storage carriers or electronic file data.
1. When the storage carrier has compatibility problems, it should be replaced with an advanced and reliable storage carrier for replication.
2. When the data of electronic archives have compatibility problems, the electronic archives should be upgraded, converted and copied.
3. The copied old storage carrier shall be kept for at least four years.
(2) When burning optical discs, one disc burning is adopted, and multi-segment burning is not allowed. The recommended burning software is NERO BURNING6 and WINONCD6 or above.
(3) Check the validity and safety of magnetic carriers every two years, and check the validity and safety of optical discs every four years, and conduct spot checks on the life of storage carriers, the compatibility of storage carriers, and the compatibility of electronic files. , the sampling rate is not less than 30%, found that the problem timely rectification.
(four) the electronic files stored on the tape should be rewound once a year and handed over once every five years.
(five) inspection, copying, conversion, etc. You should register.
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