Problems and countermeasures in the construction of digital management of archives

Activities of collecting, sorting, keeping, appraisal, statistically and providing and utilizing archives. Including: archives collection, archives arrangement, archives value appraisal, archives preservation, archives cataloguing and archives retrieval, archives statistics, archives and research (see archives document compilation), archives provision and utilization.

The division of these eight tasks is only relatively stable rather than absolute, and some are divided into six links, and some are divided into two 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.

The quality of archivists needs to be improved.

The main problem of China's archival management team is that the professional level and comprehensive quality of archival management personnel need to be improved, and the aging of the archival management team is serious. Due to the lack of attraction of archives management to young people, many young people are reluctant to engage in this kind of work, and usually choose challenging and promising jobs in their career choice, which aggravates the aging problem of archivists. Elderly archivists are usually conservative in their thinking, unable to adapt well to digital management, and often unable to operate computers proficiently in digital archives management. In addition, due to the deep constraints of traditional ideology and concepts, archivists lack a sense of innovation in the context of the new era and neglect the excavation of archival resources, which restricts the digitization process of archival management.

Lack of advanced digital equipment.

Software resources, hardware resources and network resources are the basis of digital management of archives, however, due to financial constraints, enterprises can not be equipped with various kinds of digital equipment, especially the computer systems and programs are too old, hindering the quality and efficiency of archives management. In the process of promoting the digital management of archives, computer equipment is an indispensable and important content, and it is the basis for realizing the digital management of archives. Therefore, in order to realize the digitization of archives management, enterprises should actively introduce a variety of advanced modern equipment, timely update the outdated equipment procedures and systems, so as to meet the needs of digital management of archives in the new era, provide an important guarantee for the reliability and authenticity of archives, realize the long-term preservation of various archives, and fully tap the value of archives.

There are risks associated with the digital management of archives.

With the advent of the information age, network technology and computer technology are widely used in various fields of society, which has brought many conveniences to people and caused information security problems, especially the archive information in the computer system is very vulnerable to viruses and hacker attacks, which has increased the difficulty of archives management. In addition, in the process of transforming paper archives into electronic archives, the archives mostly use electronic coding technology, but there are certain deficiencies in the application of this technology, which is manifested in the fact that there is no trace of the original voucher after being modified, resulting in the management personnel can not be found in the first time. Therefore, it is necessary to be highly vigilant against all kinds of violations of archives laws and regulations.

The digital management system of archives management includes: archive information database, unified identity recognition and verification system, unified authority management platform for rough banquet traces, full-text search engine, security platform and timely message platform and other basic systems related to archives management.

Integrated management mode of archives.

In the past, the implementation of enterprise records management was the process of organizing, classifying and archiving internal documents by different departments. The information file management has changed this state, and the information management mode can organically combine the company's sales documents and the basic documents of the department, so as to realize the synchronization of archiving and management, and classify the records of different departments for the same transaction or the same transaction from different angles into the archives database, so as to realize the integration of archives management. Through the application of the archives management automation system, the sorting and archiving of official documents and business documents can be completed at the same time, which can save a lot of time, save labor, and improve the accuracy of file management.

The staff engaged in archives management can be removed from the tedious work, so as to obtain more learning time and strengthen the development of archives management information resources. At the same time, the department responsible for archives management can also control the management status of official documents and business documents at any time through the automated system, so as to give guidance as soon as possible and realize the predictability of archives management.

Easy storage and search of archives.

The administrative department and business department of the enterprise can store the Zhongqin scattered documents that have been formed with reference and utilization value on the server at any time through the application of the file management automation system. The archivist can also store the scanned copies of the original files on the server. In this way, only need to pass the identity verification, the user can find the required file information through the internal LAN of the enterprise, which saves time and resources, and truly realizes the convenience brought by information file management to the work of the enterprise.

Archives business management automation.

Enterprise archives management is very complex, the whole process includes not only statistics, identification, borrowing but also reference materials compilation and research work, and even the destruction of data, which requires managers to regularly analyze the situation of the archives, and the decision-making of enterprise leaders to provide reference materials. Realize the file information management mode, which can manage the archives anytime and anywhere, such as the statistics of various data, the printing of various reports, the registration of borrowing, the reminder of return, etc., which can facilitate the leadership or various departments to obtain the required information and data through the computer, and avoid the waste of time caused by the distance problem.

Summary. Hello, dear. In the digitization of archives, there are insufficient capital budgets, uneven digital quality, and potential safety hazards in the use of digital information.

Hello, dear. In the digitization of archives, there are insufficient capital budgets, uneven digital quality, and potential safety hazards in the use of digital information.

Hello, dear. Archives are important tools and documentary information records for enterprises to carry out business activities, and are the core information resources and important assets of enterprises. The group enterprise has the characteristics of a large organization, a large number of subordinate units and complex levels, and scattered subordinate units.

For group enterprises, it is the best solution to realize centralized deployment and application, hierarchical management, and build a three-dimensional enterprise digital archive. Archives digitization is with the development of computer technology, scanning technology, scanning matrix CCD technology, OCR technology, digital photography technology (audio and video recording), database technology, multi-technology and storage technology and the emergence of a new form of archival information, which transforms the archival resources of various carriers into digital archival information, stores in the form of digitization, connects with each other in the form of networking, and uses computer systems to manage and form an orderly structure of archival information virtual library. Provide utilization in a timely manner to achieve resource sharing.

Digitizing archives management can be done by following these steps:

1.Scanning & Digitization: Convert paper archives into electronic documents through scanning devices, including **, pdf, text, and other formats. Ensure the quality and clarity of the scan, and do file naming and numbering, etc.

2.Archive Classification and Indexing: Digitized archives are classified and indexed, either based on the Blade folder structure or using specific metadata tags. Ensure the orderly organization of archives and ease of retrieval.

3.Archive storage and backup: Store digitized archives in reliable storage media, such as local servers, cloud storage, and more. At the same time, a regular backup mechanism for archives is established to ensure the security and reliability of data.

4.File access and access control: Establish a file management system to ensure appropriate access control. Ensure that only authorized personnel can access and manipulate profiles based on user roles and permission settings.

5.Archive retrieval and sharing: Establish a convenient archive retrieval and search function, which can be searched by keyword, date, attribute, etc. At the same time, a mechanism for sharing archives is established to facilitate knowledge sharing and collaboration among users.

6.File approval and process management: Establish a file approval and process management mechanism to ensure the compliance and accuracy of files. Approvals and process control can be achieved through workflow management software.

7.Archives Retention and Destruction: Establish rules for archives retention and destruction in accordance with laws and regulations and organizational policies. Establish retention periods and destruction procedures for archives to ensure compliance and security of archives.

8.Continuous improvement and management: Establish a monitoring and evaluation mechanism for archives management, and continuously improve and optimize the digital archives management system. According to user feedback and actual needs, the system is upgraded and improved.

The above are the general steps of the digitization of archives management, and the actual realization process also needs to be based on the characteristics and actual needs of the organization, and the specific design and technology selection are carried out. At the same time, requirements such as data security and compliance need to be considered to ensure that the desired results and goals are achieved.

1. Archives collection: In accordance with the law of file formation, the scattered materials of various enterprise units are received, collected and concentrated.

2. Archives sorting: According to different needs, the collected archives are classified into an orderly system and standardized.

3. Scanning and entry: classify and scan valuable files and enter them into the system for archiving, and use the Huibotong file management system to classify and keep the files.

4. Archiving and storage: According to the national archives classification requirements and standards, establish standard archives classification and archive.

5. Archives utilization: Through the borrowing procedures of the Huibotong file management system, the archives can directly provide archives utilization services for various enterprise units.

6. Archives statistics: using Huibotong statistical techniques and methods to describe and analyze various phenomena, states and trends of archives work in the form of tables and figures, you can understand and grasp the overall situation of archives work.

7. Archives identification: use the system to screen the actual value and historical value of archives and the age of archives, and judge the conditions for survival and destruction.

8. Archives destruction: According to the archives of different ages and archives that do not have preservation value, the catalog is exported on the system to eliminate or destroy the corresponding archives.

Using the file management system, a professional file management software, the functions of the company cover the whole life cycle management of file collection, file description, file inquiry, file borrowing, file utilization, file statistics, file identification, file destruction, and is suitable for all kinds of file management, human resource information management, license management, customer data management, document management, etc., and is also suitable for automated office applications. Basically, one software can meet the office needs of different people in an enterprise.

To realize the digitization of archives management, the most critical action is the need to store paper files, such as various texts, charts, audio and video, etc., into the computer database through scanning, entry, etc., and to achieve the action of lack of light, one is the need for relevant hardware, and the other is the need for electric brain software. The hardware is electrical equipment, scanning equipment, digital cameras, etc., and the computer software is the file management software specially developed and designed for file management, such as "Universal File - Sending and Receiving Documents and File Management Software".