How to carry out the information management of archives? Equipped with unified management equipment to achieve full computer coverage of the archives department.
In order to provide fast, accurate and complete file information for the development of government archives, computers provide us with a powerful tool. Using computer archives management system can realize: automatic cataloging and retrieval of archives, automatic full-text storage and retrieval of archives, management of archives business, computer-aided archiving, automatic indexing of archives and comprehensive management of documents. Therefore, only by realizing the comprehensive coverage of computers with uniform models and specifications can we provide hardware guarantee for the informationization of government archives management. Use mass storage bays. With the increase of the number of government archives, the archives department is faced with heavy warehouse pressure, as well as the problems of natural aging and man-made damage of archives, which requires the use of large-capacity archives storage carriers. Using computer disk storage system and optical disk storage system, especially optical disk storage system, can solve the problem of difficult file information storage. Using mass storage carrier can not only reduce the workload of managers, but also improve the efficiency of archival work.
Second, establish a standardized management mechanism In the process of archives informatization construction, in order to clarify the relevant responsibilities and ensure the safe operation of the network and data, it is necessary to set out from reality and establish a standardized management mechanism.
Innovate the archives management system. The relevant archives management departments shall, in accordance with the requirements of the Measures for the Administration of Electronic Archives Filing, formulate a file management system that is suitable for information construction.
First, improve and perfect the business process and technical specifications of archives management, and refine the links and steps of electronic archives work;
The second is to formulate necessary security measures, especially for electronic documents and files, to ensure the safety and integrity of electronic files. Unified document management standards. Standardization of standards is one of the important foundations of archives informatization construction.
Archives management standardization includes:
Archives arrangement standards, statistical standards, service standards, technical standards, etc. , is a yardstick to measure work efficiency. Without these standards, the information resources in the archives database cannot be established; If the relevant archives departments do not follow the unified standards, each has its own set and its own system, then the archives information network will not be smooth and resource sharing will be difficult to achieve.
Third, build a compound management team to improve the information awareness of file managers.
The automatic registration, auxiliary filing, filing, description, retrieval, information network transmission and safe utilization of documents in the information age are all realized on the computer. This requires archivists not only to be familiar with the characteristics of electronic archives and the standardized management of the whole process of electronic archives, but also to master the knowledge of computer system and network security protection to ensure the integrity and security of archival information. Archivists should also base themselves on their own jobs, strengthen their awareness of self-learning, actively participate in information education and training, constantly update their professional knowledge, and improve their professional quality and work level. Improve the information work skills of archivists. In order to realize the transformation from the traditional file management mode to the modern management mode as soon as possible, the government departments should train the file managers of this system in information technology skills in a planned way, covering the knowledge of computer, network and information engineering. Relevant archives management departments should also create the necessary conditions for archives managers, keep abreast of the development trend of archives and the application of modern science and technology in archives work, and constantly improve their working skills.
How to carry out the information management of archives? Change the traditional file management mode and change entity management into information management.
Traditional file management takes paper, photos, audio, video and other carriers as the entity of file management, and mainly completes the file management process of collecting, sorting, cataloging, identifying, keeping, compiling, researching, counting and providing and utilizing files through manual operation, which has huge workload and complicated steps. Due to the large storage capacity, the archives management department cannot extract and process the archived archives information, and a large number of archives information resources are idle or even wasted. With the introduction of modern management technology and equipment, especially the development of computer, CD-ROM, microform and multimedia technology, it provides a good objective environment for the modernization of archives management, and modern technology makes the traditional archives management model face new challenges. At present, the focus of archives management should also adapt to the needs of digital management, change from entity archives management to information resource management, take information as the management object, digitize all kinds of archives, and manage archives information resources by modern technical means. Informatization archives resources are repeatable and multi-platform information resources. Only through informatization can the archival resources truly realize their information value and use value, and provide more comprehensive, more efficient and faster services for economic development, scientific and technological progress, social prosperity and many other fields. It can create the best social and economic benefits and is a valuable strategic resource for the national economy and social development in the future information society.
Two, should establish an effective file management computer information system, full, reasonable and safe use of electronic files.
In order to realize the informatization of archives, an effective computer information system for archives management must be established. Therefore, people should do the following work well: First, under the condition of applying computers, improve and standardize the workflow of file management to meet the needs of archival management; Secondly, according to the file processing flow, the software function design of the file information system is carried out; Third, establish a perfect internal control system in the information system to ensure the safety of documents. In addition, in the process of using electronic documents, we should also pay attention to the security of electronic documents. Due to the rapid development of computer network, the scope and quantity of electronic archives have expanded rapidly, especially the rapid development of computer network. The following problem is how to prevent the attacks of computer viruses and hackers under the network and ensure the safety of electronic files. The second is the authenticity of electronic files. In practical work, due to the lack of standardized and procedural management of electronic documents from generation to filing; A considerable number of draft electronic files are in a state of self-destruction, and there is no unified management method between most electronic files and their corresponding paper files; The durability of the carrier used to store electronic files affects the integrity and reliability of files, thus affecting the authenticity of files. Third, the legal effect of electronic files. Usually, the legal effect of archives is determined by its carrier. Because electronic archives have no fixed carrier, it is difficult to formulate corresponding legal recognition clauses, which is why electronic archives with CD-ROM, tape, disk and other carriers have not been legally recognized.
Third, improve the quality of file managers and realize scientific file management.
Modern equipment needs people to operate, and the informationization of archives work needs people to realize. Archivists must have a diversified knowledge background to meet the requirements. Modern knowledge will become an element of every archivist's knowledge, and at the same time, it will profoundly affect the structure of archivists' team and knowledge structure.
Therefore, it is very important to establish a professional team with modern scientific and technological knowledge and professional knowledge:
First of all, archivists must have diversified knowledge structures. The extensive application of modern scientific achievements in archives management forces archivists to learn and master theory, culture and management, especially the knowledge of computer, mathematics and biology, which has a direct effect on the modernization and informatization of archives management.
Secondly, master the professional knowledge of archives in an all-round way, such as archival science, archives management, philology, bibliography, archives automatic management, archives description, indexing, retrieval, editing, copying, binding and other related professional knowledge and basic skills.
Thirdly, from the perspective of the development trend of archives management modernization, archivists must have the ability to master modern archives management technology, analyze and study archives information, and provide high-level archives information service and consultation. Archivists must study, study and re-learn. The archives management department at the higher level should actively create conditions, send archivists for further study and off-the-job training in a planned way, or adopt the method of bringing the old with the new, bringing the strong with the weak, and helping each other to learn, so as to establish a compound talent group and echelon talent structure.