The integrated system of file management software for file management

Huibotong Integrated Archives Management Information System Solution:

Improve the archives management information system, realize the informatization and network management of the collection, management, utilization, compilation and research of archives, and achieve the following goals:

One platform: the use of Huibotong file management system platform to centrally manage multiple complete file data, and fully realize the information management of the whole life cycle of archives from collection, management, utilization, compilation and research, and identification.

Two unifications: the use of Huibotong file management system platform, the construction of a unified user management mechanism and a unified file management portal framework, for the future information construction and expansion of the basic platform and interconnection interface.

Three realizations: Realize the management of multiple files.

Comprehensively restore the historical appearance, centralize and unify the management of multiple archives, and lay a solid foundation for the unified management of physical archives and digital archives in the future.

Realize the standardized management of archives.

On the basis of the distributed file management workflow, the open file management system is applied to various departments, the electronic file entry method is adopted, the purely manual workflow is refused, and the convenience brought by informatization is embraced.

Realize the standardized borrowing and returning management of archives.

Fully realize the pure online, pure offline and online and offline combination of online and offline loan and return application, registration and statistical management.

The file management system can provide a complete modern file management solution for enterprises and institutions, solve the pain points and difficulties of traditional file management such as long time, heavy workload, and error-prone, and is a powerful and integrated platform information management system, with the following highlights:

1. Efficiently integrate resources and give full play to the value of archives.

Through digital intelligent capture and real-time archiving, the cumbersome archival information is collected and integrated, the centralized control of archival information resources is realized, and the value-added utilization of archives is promoted.

2. Standardize file management and reduce management costs.

Automated, standardized and standardized file life cycle management, solve the problems of time-consuming, heavy workload and error-prone caused by traditional management methods, and improve the efficiency of file management.

3. Information security control to avoid file risks.

Multiple file information security control mechanism, strict document use authority and security control, the whole process of file use information traceability can be avoided, and the risk of file information loss and leakage is avoided.

4. Data interconnection and construction of a resource platform.

Based on unified data standards, break down information barriers, unify and centralize the processing of scattered archival data, and build a complete archival resource information sharing service platform.

Teacher file management system function [seconds understood].

Universal file management software "is a one-stop document processing, all kinds of archives standardized management as one of the file management software, the software using AESS, SQLSever database, divided into stand-alone version, C S network version of two versions, can run stably in win95 98 me nt 2000 XP computer system, the software is developed and designed in strict accordance with the State Archives Administration's "rules for archiving documents", it has been successfully applied to nearly 1,000 state administrative organs, enterprises and institutions, etc., The software interface is friendly, the function is comprehensive, the operation is convenient, mainly including the receipt management, document management, contract management, file management, query management, user management, system maintenance, operation help eight modules, covering all aspects of daily work, and the software in the automatic collection of archives, continuous printing of registers and other aspects of the excellent performance, well received by users.

Universal file management software has 8 major features:

1. It is designed according to the latest "Rules for Organizing Archived Documents" issued by the National Archives Administration, which is highly professional, authoritative, easy to operate, and has been successfully used in many industries.

2. It mainly includes eight modules: document management, document management, contract management, file management, query management, user management, system maintenance, and operation help, covering various daily tasks such as data registration, file filing, retrieval and borrowing, and file transfer, and standardizes the work processing process, which greatly improves work efficiency.

3. Support saving electronic files in various formats, such as word, excel, scanned files, etc., and also support saving electronic paths, which can directly open the destination folder, file or web page.

4. According to the different input file materials, the file template can be customized.

5. The daily input data can be used to automatically collect the content of the file, which is convenient and worry-free.

6. Built-in complete printing format and can customize the printing format, support continuous printing of registers, similar to bank printing passbooks, so that each page is finally printed as a full page.

7. Multiple users can be set, and different permissions can be set for each user according to the needs of the work, which improves the confidentiality and security of system data and meets the management and control needs of various files.

8. Data registration and retrieval can be carried out through other computers on the LAN or WAN, and relevant users can be authorized to directly open the registered electronic documents.

There are many file management system software, mainly based on the company's own needs, choose the right file management system software.

Huibotong is a set of file management system that meets the needs of multiple users, covers all functional applications of file management, and meets the needs of permission design and file security utilization.

1. One-stop file management, fully covering the needs of file management

The functions provided by the file management system cover the whole process of records management. Whether it is file collection, file sorting, file identification, file storage, or file statistics, file retrieval, file compilation and research, file utilization, etc., the system can be used for simpler and more intelligent operations.

Compared with the general file management system, Huibotong has pushed the function of the system one step further, that is, it can not only realize the whole process management of archives, but also assist the process approval and circulation of documents before they become archives.

2. Multiple people manage files at the same time, and file management is more efficient

In small organizations, there is usually a professional archivist, also known as a dedicated person to manage the files. However, for enterprises with a large number of documents and materials, a single person is responsible for file management, and the workload is actually very large. Based on this, Huibotong provides enterprises with a multi-person management model.

This mode is combined with terminal login, and the personnel responsible for collecting archives, those who need to use archives, and the management who need to approve can participate in the management and utilization of archives at any time.

3. Layers of security prevention and control mechanisms to strictly protect the confidentiality of archives

In order to protect the security of file information, a security management mechanism for prevention and control is configured. In the login link, through the wrong password lock, forced password, machine fingerprint login, verification code login, SSL network encryption technology, the enterprise file data management system has installed an airtight "door".

In terms of the use of archives, it supports encrypted transmission of archives, anti-proliferation watermark protection, and provides the function of recording operation traces to monitor user operation behavior.

4. Set application permissions independently, and file management is more refined

Huibotong file management system supports the function of self-setting permissions. Permission restrictions include more than 20 items such as sharing, **, printing, copying, etc., and synchronous support for independent settings. The object of the permission can be a person, a position, or a file.

For example, for the option of whether you can modify it, you can either set a person or position not to modify the file, or you can set the file to be unmodifiable.

Archives refer to the various forms of original records with preservation value that people directly form in various activities of the morning meeting of the Society. The following is how to operate the file management system for you, for reference only, I hope to help you!

How to operate the file management system

Among them, the integrated file management system provides automatic management covering the whole life cycle of archives collection, scanning and entry, sorting, archiving and storage, utilization, statistics, compilation and research, and identification

System features:

1. Huibotong provides comprehensive file management consistent with reality.

According to the actual needs of the organization, Huibotong can customize the file management structure, so as to facilitate the formation of file management classification that meets the personalized needs of the organization. The lowest level of any custom classification structure is the file definition of Huibotong, which can be understood as a realistic file box or bound file, which can store files filed by volume and files filed by piece, and can use the schematic diagram to restore the location of the file.

2. Archives management and utilization authorization.

Administrators can select objects (individuals, departments, etc.) in the organizational structure under the defined file classification, define the secret level that the object can access, and the operation behavior that can be carried out on these secret files, and the authorization items include adding, modifying, deleting, reading, ** and other permissions, the characteristics of the Senzu chain are that you can distinguish the permission to read entries or content, as well as the permission to distinguish between the files created by yourself and those created by others.

3. Filing and entry.

Huibotong provides file collection functions such as entity file entry information, entity file digitization, pre-archiving, and collaborative archiving, including scanning and new, batch corresponding import and upload, archiving, process archiving, etc., which users can use flexibly according to their own needs.

If you can only see the entries, you need to borrow the original or electronic documents for the work, or you need to copy and print the documents, you can initiate the borrowing process, and the entire borrowing and return process can be fully realized as process-based and paperless; For purely offline borrowing behaviors, it provides borrowing and returning functions, which are similar to library borrowing and returning operations, and can also realize batch borrowing and returning, and at the same time collect statistics on borrowing and related data.

5. IoT-based file management.

Huibotong has introduced the Internet of Things technology into file management, supporting a variety of commonly used barcodes (including ***) and electronic labels to meet the needs of searching, borrowing, circulation, searching, inventory, etc.

6. File statistics.

Provide a variety of statistical functions required for archives management, including comprehensive statistics, archives work summary table, digital archives statistics table, archives annual distribution statistics table, archives custody period distribution statistics table, archives classification distribution statistics table, archives electronic document type statistics table, archives sorting personal workload statistics table, etc.

Collection, sorting, storage, identification, statistics and provision of archives for the use of the living shed chain. Our archives include: archives collection, archives sorting, archives entry, archives digitization, archives system, archives training, archives software customization, archives intelligent management, archives value appraisal, archives preservation, archives cataloguing and archives retrieval, archives statistics, archives and research (see archives document compilation), archives provision and utilization, archives destruction.

The division of these tasks is only relatively stable rather than absolute, and some are divided into eight links, and some are divided into two major parts: basic work and utilization work. Since modern records management has become a complex system, there are also ways to divide it into layers. The first level is divided into two subsystems: archival entity management and archival information development, and the excavation and bend subsystems are divided into several levels of small systems.

The management of archives entities is divided into collection, sorting, identification, storage, statistics and other work; The development of archival information is divided into two parts: information processing and information output, information processing is composed of cataloguing, literature compilation and reference materials, and information output is composed of providing reading, copying, consulting, correspondence, loan, publishing, exhibition and other service activities.

As we all know, the archival work has a cumbersome and complex nature, and the management is not allowed to be sloppy, the emergence of OA software, better standardize the archival work, say goodbye to the cumbersome and inefficient operation mode.

Let's take a look at how the OA software actually contains the operation of the first loss file management, taking the OA software as an example:

1. Create a new file.

In order to facilitate the management of files, first enter the file into the OA software, open the OA software "File Management" module, click "New File", select the file category, retention period, enter the file name, file number, storage location, number of pages, file content, support multiple attachments to upload the archive, after entering, click Save, OA software will automatically jump to the "File Management" list.

2. Query files.

Click on the "File Management" module, directly enter the file management list, add a search bar above the list, enter any of the file number, name, category, save date, release date, and click "Query".

3. Export the file.

File management" list, the number of each file is added with a blank small square, you can select all, you can selectively select, after the check is completed, and then click "export query list", then in the lower left of the computer, the exported query will appear**.