How to strengthen the management of electronic document archiving

Archiving method: At this stage, there are generally two ways to archive electronic documents offline: offline and online. Offline archiving is the transfer of electronic documents to the archives department for archiving and preservation after being stored in an offline carrier. Online archiving is the transmission of electronic documents to the archives department through the computer network system for archiving and preservation.

Real-time archiving is the process of archiving electronic documents as soon as they are formed or received. Periodic archiving is the filing of electronic documents after the end of the paperwork process. Real-time archiving generally uses online archiving, and periodic archiving can be online or offline.

Because the archiving of electronic documents is actually a copy and dump, the archiving does not affect the use of the department, and has the effect of preventing electronic documents from being damaged, lost and tampered with, which is a good thing to kill multiple birds with one stone, therefore, the qualified units should try to use the method of online real-time archiving.

Filing requirements: First, it must be the final version, and the approval and signing procedures are complete, and the content and form are consistent with the relevant paper documents. Second, if it is an encrypted file, the password that has been set must be removed before archiving; If it is a compressed file, it should be unzipped as much as possible; If it is produced in a non-common format, it must be converted into a common format, and if it cannot be converted, the special software running the file should be archived with the archives department, all in order to facilitate the effective use of electronic documents.

Huibotong integrated file management system: provide full life cycle management of archives.

Huibotong provides full life cycle management functions such as file collection, entry, sorting, scanning and uploading, archiving and storage, utilization, compilation and research, and cancellation.

Huibotong archives information management solution

Standardized file management.

In line with national standards, it can realize custom configuration of the whole file, type and attribute of the file, and fully realize the ideal of centralized management of various types of files.

Comprehensive file management.

Integrate the unified management of physical and digital archives, covering ten categories of archives and cadre personnel file management.

Collaborative file management.

Provide a comprehensive process of archives from entry, scanning, uploading, transfer to archiving, who forms the principle of archiving, and greatly reduces the burden of archivists.

Efficient file management.

Support batch entry, import, batch uploading, and hooking of files, and automatically generate files such as cover back, remarks table, and catalog**.

Secure file management.

The borrowing and returning registration and operation logs comprehensively record the user's usage behavior, and add the watermark to the reading screen, which perfectly avoids malicious proliferation and theft, and reduces the risk of loss.

Mobile file management.

Unlimited time and region viewing, borrowing, and using archives, which is convenient and fast.

What are the specific requirements for the archiving management of electronic documents?

At present, there is no consensus on the definition of archives in the academic community. In general, archives refer to various forms of original records with preservation value that are directly formed by people in various social activities. Below I have sorted out the details of the specific requirements for the archiving management of electronic documents, I hope it will be helpful to you!

General requirements for electronic document archiving: The document formation department or information management department shall regularly transfer the electronic documents that meet the filing conditions to the archives department, and store them in the format required by the archives management department on an offline carrier that meets the storage period. Specific requirements:

1) All electronic files that are logically archived in the network should be physically archived on a regular basis;

2) Collect the electronic documents with archiving marks and copy them to a carrier with good durability, in 3 sets, one set of sealed storage, one set for reference, and one set for off-site storage. For encrypted electronic files, copies should be made after decryption;

3) The recommended carriers are, in order of priority: read-only CD, write-once CD, tape, rewritable CD, hard disk, etc. It is not allowed to use floppy disks as a carrier for long-term preservation of archived electronic documents;

4) The carrier or container for storing electronic documents should be labeled, and the label should indicate the carrier serial number, the whole item number, the category number, the secret level, the storage period, the date of storage, etc., and the carrier of the electronic file should be set to prohibit writing operations after archiving;

5) Electronic files in special formats should be stored in the carrier at the same time as the corresponding viewing software;

6) Archive the corresponding machine-readable directory of electronic documents, related software, other instructions, etc., and the archived electronic documents should be filled in by disk;

7) For electronic documents that need to be stored for a long time, there should be a corresponding machine-readable directory in the carrier of each electronic document at the same time;

8) After the archiving is completed, the electronic document formation department shall keep the carrier containing the electronic documents before the archiving of the orange cavity for at least one year. ;

The archiving of electronic documents refers to the process of transferring the management authority of electronic documents to the archives department without changing the original storage method and location.

1. Scope of electronic document archiving.

The archiving scope of electronic documents is the most important content in the formation, accumulation and archiving system of electronic documents, which is very important to ensure the integrity and completeness of the archived documents.

The scope of electronic file archiving is smaller than the scope of its collection and accumulation, mainly OA system, business system and other digital equipment, and should be based on the characteristics of electronic documents, the management characteristics of electronic documents, the "double system" filing requirements, and the characteristics of incomplete informatization of institutions, comprehensively determine the scope of archiving.

Second, the way of archiving electronic documents.

1. Physical archiving refers to the process of the document management department to centralize the electric documents to the carrier that can be stored offline, and transfer them to the archives department, and the archives department is responsible for the control and maintenance of such archived data. Physical archiving can realize the centralized management of electronic documents and ensure the security of electronic documents.

2. Logical archiving refers to the process of transferring the management authority of electronic documents to the archives department without changing the original storage mode and location on the computer network.

In general, the following measures should also be taken to control logically archived electronic files: First, backup measures should be taken. Second, regular physical archiving.

3. Time requirements for electronic document archiving.

There are two types of archiving time for electronic documents: real-time archiving and periodic archiving. Real-time archiving refers to the immediate archiving of electronic documents generated and processed in digital equipment to the digital archive file management system. Periodic archiving refers to the transfer of electronic documents to the digital archive system after a period of time after the processing of electronic documents in accordance with the relevant regulations of the institution.

1) Do a good job in the collection of archives.

1. In order to prevent the loss of documents in the process of circulation, when the documents are delivered to the undertaker, the undertaker must sign and jointly assume the responsibility of timely and complete filing of the documents.

2. Regularly collect the files of various departments, and the department assistant and secretary are responsible for collecting the departmental files. For some important documents, the method of making copies first and then sending the copies to the undertaker is adopted.

3. In the process of handover, the information is comprehensively cleaned up, and the information scattered in the hands of the individual Hu Hui is responsible for the person responsible for the archives of each department to recover the information to ensure that the file collection is complete and complete, and to avoid the loss of information.

2) Formulate a reasonable classification scheme.

1. Archives are divided into document archives, audio and video archives, physical archives and other types.

2. Classify documents and archives according to year-category-level-storage period.

3. Audio-visual and physical archives are arranged according to administrative affairs, business projects, technology research and development, etc., according to the classification scheme and storage period, and do a good job in the usual file filing work.

3) Conscientiously do a good job in daily file management.

All kinds of files and materials are stored in different file boxes according to categories. Establish and improve a variety of ledgers such as the registration of files, the registration of the transfer of files, the registration of the effect of the use of archives, the registration of destruction, the register of regular inspection of materials, and the statistics of file transfer.

4) Strengthen the study of archives management.

Abide by the professional ethics of archivists, do a good job of confidentiality, and work in a planned, measured, and effective manner, and be proficient in their own business. Ensure the integrity of archives and improve the efficiency of archives utilization.