What are the principles of electronic archives management and what should electronic archives be

The working principles that should be followed in archives management are as follows:

1. Enterprise archives are collectively owned, and no one is allowed to occupy them for themselves, so in the process of archives management, the principle of joint management should be implemented, and rights and responsibilities should be clearly distinguished.

2. In accordance with the principle of joint sharing and joint management, the number of copies of archives and the place of custody should be minimized, so as to improve the confidentiality and security of archives, and at the same time reduce management costs.

3. Documents and materials should be classified, sorted, and transmitted in a timely manner, and scientifically archived and stored to improve the quality and efficiency of archives management.

Electronic archives should (d).

a.Reliable bProcedural Specification cElement Compliance DTrue.

The characteristics that an electronic archive should have are as follows.

1. Dependency. The information in electronic archives is in digital form and has a strong dependence on computer system equipment.

2. High density. The storage media of electronic archives mainly include: optical discs, hard disks, and floppy disks. The storage capacity of these carriers is much higher than that of various information media in the past, and with the continuous progress of information technology, the storage density of electronic archives is still increasing.

3. Separability. An electronic archive is a digital form, and its content information can be detached from its carrier, can be copied from one carrier to another, and can be transferred from one computer to another.

4. Collectivity. The information content of electronic archives can be expressed as text, graphics, images, animations, sounds, and other forms of information through the computer, which can be composed separately or with each other, so that the content of electronic archives can be more realistically reproduced at that time.

5. Sharing. Electronic archives can be transmitted through the network through the computer system, a plurality of users do not hold the notice must go to the archives management department in person to check the archives, as long as with the help of their own computers can be at the same time, different places to achieve the sharing of archives information resources, make it possible to use in different places, eliminate the space restrictions on the use of archives, and break through the limitations of the use of paper files, thus greatly improving the use of the lead value of the archives.

6. Instability. Due to the separability of the content of electronic archives and the carrier, they are more insecure than paper archives and have the factor of pre-noise and stability.

The requirements for electronic records management are as follows:

1. Archivists should change their way of thinking and update their concepts. Electronic archives are a new thing in archives management, and some people are difficult to accept in their minds for a while, or although they accept it, they only keep it as information or copies, which is a misunderstanding of archives management. To this end, it is necessary to improve the archivists' understanding of the importance of electronic archives, so that they can get rid of the traditional thinking mode based on paper archives management, establish a new thinking mode based on electronic archives, and realize the transformation from the modern concept of paper documents to the "post-modern concept" of electronic archives.

2. Archivists should ensure the readability of electronic documents. Paper documents ensure the originality and authenticity of the information, and there is no doubt about the legibility. Unlike electronic files, which appear to be well-preserved disks, the information is likely to be unreadable due to changes in the environment (hardware, software, encryption, encoding, etc.).

The information content of electronic documents is recorded in a specific form of encoding, and the development of information technology is constantly replacing the original encoding with new encoding, and the contradictions between the encoding methods of electronic documents and the rapidly changing operating environment of computer systems will become more and more acute.

3. Archivists should ensure the originality of electronic archives. Electronic documents are easy to be copied and modified in preservation, and are not easy to be discovered, so ensuring the originality of electronic documents is the key to ensuring their credential function. The ease of change of electronic documents and the separability of information and carriers make it possible for electronic documents to be altered in the process of formation or transmission.

There are difficulties in determining whether the processed electronic documents are the same as the original. Therefore, scientifically defining the originality of electronic archives is a new topic in the field of archival research.

4. Archivists should strengthen the centralized and unified management of archives. The physical structure and logical structure of electronic files are often inconsistent, the text, graphics, instructions, attachments, etc. in the same electronic file can not be stored continuously on the carrier, and can even be stored on different carriers without affecting its normal display output, and in the information processing process such as the transmission carrier conversion of electronic files, its physical structure often changes, while its logical structure can remain unchanged. This feature makes it different from the management of traditional paper archives.

5. Archivists should strictly ensure the safety of archives. It is necessary to pay attention to the protection of the "physical life" and "information life" of electronic documents. The "physical life" of protecting electronic documents is mainly anti-magnetic, controlling the temperature and humidity of the environment, and preventing mechanical damage.

The protection of the "information life" of electronic documents is another new challenge for archives management. An electronic document in good physical condition may one day become unreadable; A "good" electronic document may have been stolen without knowing anything. These are the result of the improper protection of the "information life" of electronic documents.

Attention should be paid to the following four issues in the protection of the "information life" of electronic documents: ensuring the continuous readability of electronic documents; anti-computer virus; control the security of electronic file systems in the network; Backup processing, off-site storage.