What are the characteristics of paper files and electronic files?

With the progress of science and technology and the innovation of management means and equipment, electronic files have appeared in modern society, and paper files are no longer unique. Electronic archives are widely used because of their high efficiency and large storage capacity. This paper analyzes the differences and characteristics between paper files and electronic files, and discusses their management methods to make them work together in people's work and life.

Archives refer to historical records formed by past and present state organs, social organizations and individuals who directly participated in social practice and maintained various forms of activities. Archives are documents of social practice that people consciously preserve. They are the foundation of human memory and connect the development of human society. With the development of Internet technology in the information age, great changes have taken place in all aspects of people's lives and work. Electronic archives are also rising quietly. Because of its high efficiency, small occupation space, easy enjoyment and diversity, it is increasingly favored by archives management workers. It is even predicted that in today's increasingly rising electronic files, paper files will be replaced by electronic files, and the future file world will be dominated by electronic files. ?

Paper files are files with paper as the information recording carrier. Electronic archives mainly refer to the electronic documents formed by people in social activities, which take computer disks, floppy disks, optical disks and other materials as carriers, have original records and save electronic documents such as monks' words and images. ?

The difference between paper documents and electronic documents

1. What's the difference between record carriers?

Paper files are written, copied and made by hand with pen, paper and other means, and its record carrier is paper. Paper files exist in concrete forms, which people can read and use directly. The recording, production, processing, reading and transmission of electronic archives are all based on electronic computers and other equipment, networks and related software, with optical disks, hard disks and other carriers, and exist in the abstract form of binary digital codes. Only with the help of computers can digital codes be converted and restored into words and images, and people can refer to them. ?

2. What is the difference in storage capacity?

Traditional paper archives take A4 paper as an example, the paper area is 29.8cm21cm, and the effective storage area is small. As for the storage space of electronic archives, take the optical discs commonly used in daily life and work as an example. The storage capacity of an optical disc can reach 400 MB ~ 600 MB, and it can store 350,000 pieces of text information on A4 printing paper or 654.38+10,000 pages of graphic information, which is equivalent to compressing and storing a complete filing cabinet on an optical disc. ?

3. What's the difference in durability?

Cellulose is the main material of paper and has strong durability. As long as environmental conditions such as high temperature and high humidity can be effectively eliminated, the life of paper files can be extended to hundreds of years or even longer. With the innovation of science and technology, special paper for archives has been developed in recent years to ensure the durability of paper storage. Generally, the carriers of electronic archives are mostly optical disks and hard disks, which require high environmental conditions such as temperature and humidity, anti-magnetism, anti-destruction and anti-virus, and their service life is generally less than 20 years. The carrier is fragile and unstable, which undoubtedly conflicts with the role of archives. ?

4. What is the difference between modifiability?

The characters of paper files are characterized by personal handwriting, the difference between old and new ink, and the difficulty of alteration and forgery. We can meet the needs of different file users by providing original files, copies or reproductions of files, or processed products of file information. As for the insecurity of electronic files and the enjoyment of resources, we can provide users with copies of files, such as disks and CDs, by using the functions of computer to limit reading and prevent deletion, copying and destruction. ?

5. What is the difference between information uniqueness?

Paper documents are unique and original. Paper files can be used as vouchers. People often judge its originality by analyzing fonts, imprints and even handwriting and paper materials. Compared with paper files, the originality of electronic files is not easy to judge and confirm, and there is no "original state" at all. Its state at the time of generation is exactly the same as that at the time of sending and receiving, and it has information enjoyment.