Reflections and ideas on archives digitization and digital archival work

Activities of collecting, sorting, keeping, appraisal, statistically and providing and utilizing archives. Kuangyi archives include: archives collection, archives sorting, archives entry, archives digitization, archives system, archives software customization, archives value appraisal, archives preservation, archives cataloguing and archives retrieval, archives statistics, archives and research (see archives 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.

1. Overview of the digital management system.

The archival information management system and the network information management system together form the digital archival management system. The archival information system is composed of a digitization processing system, an information service subsystem and a database management subsystem. The information release subsystem and the web management subsystem form a network information sharing system. The digital file management system is based on modern information technology, with archives as the core content, and is an information resource management system with high efficiency, advanced and convenient mode, multi-user standards, safe and orderly distributed file integration.

2. Preservation and management of the digital archive system.

Particularity is a nature of digitalization, and in terms of storage and custody, digital management is very different from the previous file management. In the previous file management, it was only neatly discharged and stored with paper codes. Digitization, on the other hand, is preserved using discs and storage.

Compared with traditional storage, digital archives have a large capacity expansion in storage, and do not occupy real space in real life, effectively saving space costs.

On the issue of security, it is necessary to implement a series of methods and measures to ensure that the digital archives must be used and readable, the old carrier must be converted to the new carrier when the equipment is updated, and the attack and confidentiality of illegal situations must be improved. In addition, it is necessary to ensure that the digital archives can not rely too much on the carrier, because some equipment can not be used without the carrier, therefore, in the process of storage, as far as possible to choose a relatively simple format for storage, so that the digital archives do not rely on the carrier for existence, so that the digital archives can be preserved for a long time.

3. Research on the management methods of digital archives.

In the process of archives management, the unification of data format must be fully realized, and the unification of data format is a necessary condition for the realization of resource network, so that the archiving and access of archival information can also be carried out relatively smoothly, which is an inevitable condition for the realization of archival resource sharing. Only when standardization and normalization are fully achieved, can digital archives appear more effectively in people's lives.

When ensuring the digitization of archives, we should first ensure the unity of formats and specifications, and implement standard operation for digital archives.

It is also an effective way for archives management departments to provide technical support and reduce financial resources.

In the information network of archives, there should be some relatively complete computer hardware facilities, mainly including: computers, switches, terminal equipment, fax machines, satellite equipment and pipeline transmission equipment. Only after the implementation of strong resources in the software can the security and confidentiality work under the information organization be guaranteed.

To realize the file management work with both software and hardware, it is also necessary to call a group of skilled personnel, who understand network technology and information technology to develop and operate, so as to carry out the work smoothly.

Archive digitization is to store paper documents in computer databases by scanning, entering and other methods, so as to achieve fast and convenient retrieval, fast and simple synchronous backup, small storage space, convenient maintenance, security and other functions. Archives management digitization is an inevitable requirement of the information age, the construction of digital archives management should focus on the selection of archives management software, a good archives management software, often for archives management workers to complete the archives management work to achieve twice the result with half the effort, it can not only improve economic benefits, but also greatly improve office efficiency.