This paper analyzes how to improve the management of archives under the condition of informatization

Activities of collecting, sorting, keeping, appraisal, statistically and providing and utilizing archives. 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 each subsystem is divided into several levels of small systems.

The management of archives entities is divided into collection, sorting, identification, storage, statistics and other work links; 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.

To realize the informatization of archives management, we can start from three aspects: equipping unified management equipment, creating a standardized management mechanism, and building a compound management team.

1. Transform paper archive information into digital information, which is to make archival information become a fluid and vital resource, to achieve this, we must rely on the network and must be equipped with unified management equipment;

2. In the process of file informatization construction, in order to clarify the relevant responsibilities and ensure the safe operation of the network and data, it is necessary to establish a standardized management mechanism based on reality;

3. The construction of archives management personnel team is the foundation for the success of archives informatization, which determines the development speed and quality of archives informatization.

There are many file management system software, mainly according to the needs of the enterprise itself, choose the appropriate 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 of archives management, but also assist in the process of approval, circulation and other applications 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 mode.

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 locking, Xiaokai with 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, you can either set a person or position to be able to modify the profile, or you can set the profile as an attribute that cannot be modified.

(1) Change the traditional thinking of archives management and keep pace with the times.

Correctly understand the shortcomings of the traditional concept of archives management, realize the importance of improving the scientific level of archives management, and improve the only effective way to improve the scientific level of archives management. Only by improving people's subjective understanding can we truly improve the scientific level of archives management, further strengthen the investment in software and hardware equipment of the archives management department, and further strengthen the capital investment in the archives management department, so as to truly improve the scientific level of archives management and promote the development of archives management to science and technology and informatization.

2) Change the traditional way of archives management and innovate steadily.

The traditional way of archives management is called "collection type", that is, the paper archives are classified and kept, and the main attention is to the confidentiality and preservation of archives. This kind of management method has obvious defects, such as difficulty in access, etc., which is very unfavorable to the development of scientific archives management in China. Only by transforming the traditional "collection-type" archives management mode and realizing "utilization-type" archives management can we truly realize the self-value of archives and better provide services to users.

3) Realize the informatization of archives management and scientific and technological support.

If we want to realize the "utilization" of archives management, we must realize the science and technology and informatization of archives management, which means that we must strengthen the modernization of archives management, and we need to increase the investment in software, hardware and funds of archives management departments. Help the archives management department to understand and use modern computer and other technologies to ensure the smooth development of archives management to the "utilization", under the premise of saving manpower and other limited resources, better provide services for users, and give full play to the maximum value of archives.

4) Improve the quality of archives management personnel, theory and practice.

If we want to improve the scientific level of archives management, we must improve the technical requirements for archives management personnel, and the comprehensive quality and ability of archives management personnel must meet certain requirements. Enable the archives management staff to be proficient in the use of terminal equipment to complete the basic work such as database construction and data entry. The relevant literacy of archivists can be enhanced in a targeted manner:

First, starting from the recruitment process, appropriately improve the recruitment conditions for archives management positions. Second, develop a complete vocational training mechanism for employees. Third, formulate and improve the career planning and assessment mechanism of archives management staff, so that archives managers can give full play to the maximum value of archives.

5) Improve the rules and regulations and responsibility mechanisms for archives management.

Starting from the actual situation, according to the actual needs of archives management, establish and improve the responsibility mechanism of archives management to ensure the internal archives management of the unit? Anyone. In the management process, the designated personnel are responsible for inspection and supervision, and the leader should assign clear work tasks to each relevant employee to ensure that the responsibilities are clear.

It is necessary to take the laws and regulations on archives management issued by the relevant organs as guidelines and strictly implement them in archives management in order to ensure the smooth progress of archives management.

1. Management thinking should keep pace with the times.

2. Improve the file management system.

3. Comprehensively develop the application of computer information technology.

4. Adopt scientific management methods.

Strengthen enterprise archives management measures and improve the level of enterprise archives management.

First, enterprises need to increase the application of new technologies for file management.

At present, the development of informatization has put forward new development requirements for enterprise archives management. In the past, paper file management was the physical management of archives, and it was difficult to adapt to the requirements of enterprise management. With the large number of information technology used in enterprise production and management, information technology can be used to strengthen the file management of enterprises, and the staff actively develop archives and information resources at the same time, and use information technology to better serve enterprises, provide enterprise-related knowledge literature, etc.

Therefore, if enterprises want to better apply information technology and get long-term development, enterprises must actively use the advantages brought by various information technologies, develop and use archives knowledge management systems with data analysis and decision support, and promote the overall improvement of enterprise archives management level.

2. Strengthen the knowledge service capabilities of enterprises and realize knowledge sharing.

For the internal knowledge service system of the enterprise, the enterprise realizes the transfer and sharing of knowledge by building an internal knowledge network. For the knowledge transfer work outside the enterprise, the enterprise can also realize the exchange of customer resources and external markets between the enterprise and the external knowledge network. In order to make the information resources meet the security standards, the company can establish the corresponding sharing permissions, so that the company's internal users can directly access the system, and the extranet customers or market users must be connected through the home page or site system of the archives management department to obtain the permission to realize the knowledge search work.

The realization of knowledge sharing is conducive to the development of the knowledge system of the enterprise, and accelerates the improvement of the overall level of file management.

3. Improve the professional knowledge level of enterprise archives management personnel.

In order to better complete the file management of the enterprise, the archives management department can introduce talents with professional knowledge or members with relevant work experience, so that they can quickly integrate into the work process of the enterprise. At the same time, the person in charge of the management department should introduce the members of the archives management within the company, so that the members can deepen their understanding of the company's operation, so that their own knowledge structure can adapt to the development needs of the company, and strengthen the skills training of the archives management personnel, so that they can adapt to the rapid development of current information technology, and use advanced knowledge management means to better serve the enterprise.

Use Yidu file management software to realize the digitization of files.