Filing, as its name implies, is the process of sorting and classifying documents and materials and storing them in specific files or folders. This process usually occurs in computer systems, and we call it electronic filing.
The main purpose of electronic archiving is to facilitate retrieval and management. When we need to find a specific file or data, we can quickly locate it through the electronic filing system, which greatly improves the work efficiency. The process of electronic filing includes: scanning, converting paper documents into electronic format, usually completed by a special scanner.
Storage: Store the scanned electronic files in the computer hard disk or cloud storage. Classification, according to the content and nature of the document, such as date, author, subject, etc. Identification: Add a unique identifier to each file for easy retrieval and management.
Purpose of filing
1, which is convenient for retrieval. One of the main purposes of archiving is to facilitate retrieval. By classifying, sorting and storing all kinds of data according to certain rules and standards, we can easily find the information we need. For example, the library will classify and file books, so that readers can quickly find the books they need; Enterprises will file all kinds of documents for employees to consult at any time.
2. Protecting data security and preventing data loss or damage is an important issue in the information age. Archiving can help us protect data security. By backing up and archiving important data, data loss caused by hardware failure, virus attack and other reasons can be prevented. In addition, regular inspection and maintenance of the filing system can ensure the integrity and availability of data.
3. Extend the life of data. Data is not permanent. Over time, some data may become obsolete or useless. By archiving these data, they can be isolated from the main system, thus reducing the risk of data being deleted by mistake or misoperation. At the same time, archiving can also provide convenience for subsequent data cleaning.
4. Improve work efficiency. By archiving data, you can quickly find information and enjoy it. This is of great significance to improve work efficiency. For example, in a team, members can easily find the work results of other members through the filing system, thus speeding up the project progress.