How to compile archives retrieval tools and establish archives retrieval catalogs

Section 1: Status of Archives Retrieval Work.

1. The status of retrieval in the overall archival work.

1. Retrieval is the preliminary work of providing use.

The direct preparatory work of the archives (offices) to provide access, specifically solving the search for each case file or each document, is achieved through retrieval.

2. Retrieval is an important means to improve the work level of archives (rooms).

3. Retrieval forms an independent and important link in the archival business.

Second, the basic requirements for the preparation of archives retrieval tools are:

1. Complete, refers to abundant information storage.

2. Accurate, refers to accurate retrieval.

3. Fast, refers to rapidity.

4. Convenience, refers to the convenience of retrieval.

3. Issues that should be noted:

Work on important archives and don't use manpower and material resources evenly.

1. General files can be recorded at the file level, and important files can be recorded at the file level.

2. Emphasize that the search tools are arranged according to a certain method for search and consultation.

3. Scheduling methods.

1) Classification method: Based on scientific classification, combined with the content and characteristics of archives, and using the method of conceptual division, the clues of archives with the same nature are brought together to form a retrieval system in different categories.

Advantages: The same problem or the same professional file clues are brought together for easy search and use.

2) According to the author's ranking method:

Now also known as the responsible person.

Bring together a trail of documents formed by the same author.

This method is generally used more in the archives of government agencies.

3) According to the document number of the inspection method:

That is, according to the order of the document number, there is generally a document number directory and a document number comparison table. This method is also more popular in institutional archives, but it is not used much in archives. However, it is difficult to carry out a document number check for a historical document or a document file with an incomplete document number.

4) Alphabetical method.

The compilation of search tools such as names of people and places generally adopts radicals, four-corner numbers, the number of strokes, and the combination of pen shape and number of strokes.

1. Radical method: It is not used much, because it is quite difficult to arrange, and many radicals are difficult to master.

2. The number of strokes and the shape of the pen: the difficulty lies in the problem of traditional and simplified characters.

3. Four-corner number method: the name of the person and the name of the place card across the country use this method more. However, the popularity of this method is not widespread.

4. Phonological method: arrange according to the order of Chinese pinyin. It is mostly used as a search tool for authors, file names, and regions. This method is simpler, but it is inconvenient for older people.

5) Arrange inspection methods according to the order of the land.

Arranged according to the region where the document was formed. This method is widely used in the retrieval tools of historical archives and some professional archives. Such as the Qing Dynasty's folds and geological files.

case, agricultural files, etc.

6) Thematic Approach.

Subject-based sorting is generally used by search tools with subject headings. Strictly speaking, this method is consistent with the fourth method, which is to sort the subject headings in the word order. For foreign language files, they are generally sorted according to the foreign alphabet.

At present, in the archival world, the taxonomy and the subject matter method are more respected, both of which have their own advantages and disadvantages.

Activities of collecting, sorting, keeping, appraisal, statistically and providing and utilizing archives. The contents of 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 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.

Summary. According to the object of use, you can get official retrieval tools, in order to meet the needs of internal staff to carry out the use of archives, and compile various catalogs and indexes, such as document catalogs, document catalogs, etc.

How to compile archives retrieval tools and establish archives retrieval catalogs

Timely, accurate and systematic delivery of archival information to users must be done with the help of retrieval tools.

Retrieval tools require abundant information storage, accurate retrieval, fast speed, and convenience.

It is necessary to do a good job in the design of the inspection method.

For example, there is a classification and induction method, which combines the content and related characteristics of archives, uses concept division, and divides categories into categories to form a retrieval system.

I can give an example.

The manual search tool is a variety of directories, guides, indexes, etc., which are manually checked, and the computer search tool can be made into a machine-readable catalog, microfilm catalog, etc.

Search search tools by function: compiled for searching search archives, there are classified catalogs, thematic catalogs, subject catalogs, etc.

According to the object of use, you can get official retrieval tools, carry out the use of archives for the internal staff of the full tour, and compile a variety of catalogues and indexes, such as document directories, document directories, etc.

Commonly used archival retrieval tools are the whole catalogue, the text volume directory, the directory of the text in the volume, the directory of the archived documents, the catalogue of the special notice, as well as the directory of categories, the subject directory, the directory of personal names, the directory of good texts and other retrieval tool tour modes.

I don't know if it's right or not: the so-called retrieval is to use a tool to correspond to the file box on the shelf in the computer that needs to be checked and found, so that it can be found accurately and quickly.

It's okay to explain it this way, it's a relatively simple meaning.

It depends on the type of preparation you need to do, and it is formulated according to the requirements standard.

Because there are different types of tools.

There are many similar engineering projects, and each project Qingchi talks about compiling a case file, putting it in a file box, and placing it in a tin Dan finger cabinet, which is divided into three layers. Each project is partial to a file number, such as the project number - year - term, whether according to the file number on the back in the computer corresponds to which layer of the file box in the iron cabinet.

Each item has a file, a box, and each box is placed on a different layer, right?

Then according to the file number, that is, the file number, it corresponds to each box, which layer it naturally corresponds to.

Yes, it is like a project file corresponding to a certain layer of a cabinet, which is marked in the computer for easy search.

Well, that's pretty much it.