In all fields, everyone will inevitably come into contact with papers, which are tools for academic exchanges. I believe that writing papers is a headache for many people. The following is my theory on how to do a good job in electronic file management for your reference, hoping to help friends in need.

This paper briefly discusses how to improve and promote the management of electronic archives, hoping to improve the current depressed situation of electronic archives management through these measures and strategies.

Keywords electronic document; Archives management; Strategy.

Computer technology and information technology are the main technologies in the development of modern society, because the number of electronic documents between enterprises and units is increasing. These electronic files include icons, words, computer software and audio-visual materials, all of which are electronic files. After filing, the electronic document becomes an electronic document. The application, storage and transmission of these electronic files should ensure the safety and accuracy during the period, so that the electronic files can have credibility and use value. Therefore, how to do a good job in electronic archives management is an important breakthrough in current archives management, which will have a great impact on the future development of archives and social credibility.

1, the influence of the use of electronic documents on file management

1. 1 Electronic documents have become a substitute for paper documents in the past.

The emergence of computer technology is undoubtedly the beginning of people's interest in electronic documents. Electronic documents record data on magnetic disks by means of computer terminals, so their contents are stored in electronic mobile media such as magnetic disks and optical disks. The biggest feature of electronic documents is * * *. Once all materials are generated, they can be copied and circulated in large quantities, thus blurring the boundaries between documents and archives. Secondly, after long-term practice, the management of paper files has summed up a set of workflow, strategies and principles, such as the filing system of documents. The filing of documents is the starting point of archival work flow, and it is also the joint point of paperwork and archival work. After the document is formed, it will be collected and filed by the clerical department. Give it to the archives department for management, and generally file it once a year. The electronic archives are real-time, generated while being modified, and stored in electronic media such as computers. Therefore, computers are the basis of electronic archives. If it is archived, it must be handed over in the form of disk or CD. The scope of archiving should not only be the files that have been processed and have preservation value, but also include the file reading software and even the operating system.

1.2 The application of electronic documents can freely combine documents.

Using office automation system to freely combine electronic files can realize the separation of information and carrier of electronic files, and the classification of file entities may also be replaced by conceptual classification, because the result of entity classification can only reflect a kind of attribute connection, and this single-line arrangement is the need of manual operation and file management, while electronic files can be classified and sorted quickly, effectively and from multiple angles through computer systems, and it is no longer necessary to classify and sort them like paper files.

1.3 the influence of the application of electronic documents on the essential attributes of archives

The original record is the essential attribute of the file. On the one hand, this kind of original record is reflected in the content of the file, on the other hand, it is reflected in the form of the file, such as the manuscripts of the parties and the autographs of the leaders, which are truly original. What distinguishes archives from books, intelligence, materials and other information is the original record of archives, which has the function of legal documents. In office automation system, draft electronic documents. Both modification and printing are carried out on the computer, which is easy to modify and copy, so that the content and formal characteristics that best reflect the original records of archives no longer exist. Electronic document is the last text in the computer word processing system. There is no difference between the draft and Yin Gao, and there is no difference between the original and the copy. It is even difficult to draw an artificial boundary between documents and archives.

1.4 the influence of the application of electronic documents on the principle of file source

The source principle includes two aspects: externally, it respects the whole clan, internally, it respects the original order. At present, with the production of a large number of electronic documents, the latter has been paid more and more attention. Traditionally, the document retrieval system based on the source principle must be based on the document creator or information provider and the organization of their documents. Only according to its source, from the perspective of the legal responsibility and administrative management of the founder, can we correctly sort out and understand the files. However, in the process of its formation, electronic documents no longer correspond strictly to the existing organs, organizations and institutions, and people can copy, modify and reorganize the document information at any time as needed, disrupting or destroying the original order of the documents.

1.5 the influence of the application of electronic documents on the theoretical research content of archival science is determined by the research object.

In the past, the theoretical research of archival science mainly focused on paper archives. After the appearance of electronic documents, the object of archival work has changed, and the object of theoretical research has naturally changed. We will re-examine some original conclusions and models, update and supplement the original management ideas and principles, and enrich and improve the original archival science discipline system. All these research topics should focus on electronic documents. Such as sorting technology of electronic documents, information security protection technology, computer virus prevention technology, etc. Will become the essential content of archival theory research.

2. How to improve the management of electronic files?

2. 1 The technical work required for filing electronic documents must be in place.

It is very common for electronic documents to quote new documents, but this process requires archivists to have a deep understanding of the work field of document revision, manage and guide the collection and management of these electronic documents, ensure the originality of these electronic documents, and clearly know the authenticity and accuracy of electronic documents. These requirements are based on powerful technology identification processing. For electronic files that have been filed, they can be modified as read-only, which can prevent electronic files from being modified at will, protect and identify the originals of electronic files, improve the reliability of electronic files, and make them have the social role of paper files.

2.2 Thinking about cognition

First of all, we work in the traditional paper document working mode and form an inherent concept. There are many doubts and worries about digital archives, so we have a shallow understanding of electronic archives. Even if we later carried out the digitalization and informatization construction of archives management, we just stayed in the form and surface, digitalized and informatized archives, and did not pay attention to its management, which is undoubtedly half the effort. The inability to manage electronic files is a waste of file resources, which leads to the confusion of file management. In addition, the information in the information age increases too fast, and it is easy to fall into the deadlock of a vicious circle. Therefore, in addition to the introduction of electronic archives construction, it is also necessary to strengthen ideological construction, increase thinking and cognition, conduct research on electronic archives management, and guide the scientific management of archives to enter a virtuous circle.

2.3 Do a good job in the safety protection of electronic documents.

Information technology needs us to think deeply about its security, originality and authenticity, and find ways to ensure these basic conditions. The security of computer management system and database is an important content of electronic file security. We should standardize the collection, filing, sorting and utilization of electronic files, obtain different file calling qualifications by using identity authentication, and strengthen the construction of network transmission security technology, which can reduce the theft and loss of files, backup and save existing materials, and pay attention to fire prevention, theft prevention and moisture prevention in the storage room.

2.4 Improve the accuracy, integrity and authenticity of electronic documents.

Electronic documents are different from paper documents, so it is difficult to distinguish their originality, and electronic documents flow frequently. If the collection work is not done well, it is likely to lead to the loss of electronic files. Therefore, in order to improve the accuracy, integrity and authenticity of electronic files, we need to strengthen the construction of electronic file system, and ensure the stable legal effect of these electronic files through the system to make electronic files valuable. Electronic documents are easy to modify, so there may be different versions in the computer. At this time, it is necessary to manage these documents in a unified way and determine the final draft.

3. Concluding remarks

Electronic file management is the basic work of modern file management. In order to improve the quality of electronic file management, we need to sum up the current working situation, analyze the existing reasons and actively improve it to improve the work efficiency and quality.

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