Analysis on the Shortcomings and Solutions in Archives Management

In all the work, file management is a work with strong policy, confidentiality and professionalism. Nowadays, due to the gradual development of China's economy and society, archives management has made a great leap. However, in order to make the archival work develop continuously, it is necessary to innovate constantly and keep pace with the times. Since the promulgation and implementation of Archives Law, archives administration departments have played a more important role in managing and developing archives according to law. At the same time, combined with the actual situation, laws and regulations and various normative documents related to archival work have been issued to urge and guide all units to do different types of archival work, so that the management of archives according to law has been widely publicized, and the archival cause has gradually moved towards a standardized, standardized and scientific track, laying a good foundation for the smooth development of archival cause.

First, the problems existing in the archives management work

(A) the consciousness of archives work is weak, and the concept of archives legal system is not strong.

In recent years, the archives department has made full use of the "March Legal Publicity Month" activities, slogans, websites, knowledge contests and other forms to strengthen the publicity of the Archives Law and its supporting archives-related laws and regulations, and at the same time, it has cooperated with departments to carry out archives administrative law enforcement inspection. Nevertheless, the leaders of some units feel that the archives law is a soft law, which is not binding and does not meet the functions of their own units. It's just a matter for the archives administration department. They know little or nothing about archives and archives work, and they don't pay enough attention and support to archives work.

(2) The file management has low utilization rate, poor quality and low retrieval efficiency.

In recent years, there is a gap between the quality of archives management and the utilization rate, which is as follows: 1, the classification of archives in some units is obviously unreasonable, and the division of storage period is not accurate enough; Some pay attention to the filing of documents, not enough attention to the filing of materials, and some units have the phenomenon that the materials that should be filed are not filed in time. 2. The level of file informatization is not high. At present, there is no unified file management software in the city, and the file retrieval tool is single, which seriously affects the quality of file management, especially improves the efficiency of file utilization. 3. There are two ways to retrieve files: manual retrieval and computer retrieval. Nowadays, traditional manual retrieval occupies a large proportion. In the way of manual retrieval, various archives departments have compiled different forms of retrieval tools. When compiling retrieval tools, there are many but not precise phenomena, and it is mistakenly believed that the more retrieval tools are compiled, the higher the service quality of archival work will be.

(3) Due to insufficient funds, the hardware invested in archives can't meet the needs, and there is a lack of archives work records.

In recent years, with the continuous development of science and technology, computer and network technology have been widely used in management, and management methods are constantly improving. However, there are few units that use computer and network technology to manage archives. The construction of archives is not standardized, the filing cabinets are outdated and the storage conditions of archives are simple. Records of archival work are mainly reflected in the following situations: First, there is a lack of planning and summary of archival work. It is rarely included in the work planning and summary of the organs or competent departments, and there is little formal annual planning and summary of the archives work of full-time archivists. Second, the lack of file handover procedures; The second procedure is obviously in short supply and even informal. Third, there is a lack of specific records in the usual management of archives. Fourth, there is a lack of records of archives propaganda work.

(D) The file management system is not perfect, the professional quality of file professionals is not high, and the file management is not standardized.

The problem of irregular file management is common in some large enterprises and institutions and professional archives, which is mainly reflected in the following aspects: 1, and the file number is not standardized. 2. The title of the case file is not rigorous. 3. Some files are missing the table of contents. 4. Writing papers is very confusing. Although the country has established some archives management systems at present, they are only a formality in the implementation process. The system of collection, storage, protection, borrowing and confidentiality of archives is not perfect. The uneven professional quality of file managers also limits the perfection of file management methods.

Second, the file management measures are as follows:

(A) the establishment and innovation of knowledge resource management system.

The collection, identification and management of archival entities are all traditional ways of archival management, which will limit the flow of archival information in time and space and have a negative impact on the enjoyment and appreciation of information. The operation mode of archives information management institutions is inefficient and the management form is relatively backward. Compared with the rigid service mechanism, the closed informationization of management functions goes against the current social situation, does not conform to the principle of fully utilizing and developing archives information resources in a knowledge-based economy society, and is not conducive to the transformation of open knowledge-based archives management functions. Archives management will pay more attention to the management of archives information while attaching importance to the management of archives entities. Give full play to the fluidity of archival information and its influence as knowledge resources. In order to form a complete knowledge management system, we should focus on integrating a series of processes of knowledge from source, production and storage, to flow, spread and exchange, and then to learning and enjoyment.

(2) Promoting the innovation of archives management.

Archives are rich in information resources, but compared with the diversified requirements of users, people still feel the lack of resources. On the one hand, this is due to the limited number of archives resources, on the other hand, it is also due to the inefficient use of backward management methods. Therefore, on the basis of enriching the content and improving the quality of the resource library, we must purposefully collect the file resources needed by users, and constantly optimize the file resources to make them systematic and standardized, so as to provide timely and accurate services for users.

(3) Improve the quality of file managers.

In the cause of socialist construction, archival work is an indispensable and important part, which affects the society yesterday. The development of today and tomorrow. It is of far-reaching significance to improve the efficiency of archives management and give full play to the role of archives in the development. However, in a lot of complicated and boring work of archives management, it embodies the responsibility of workers, not only to obtain intuitive material wealth and economic benefits from services, but also to require staff to have a sense of responsibility, positive energy and good dedication quality. Need active and enthusiastic service; Politeness and thoughtfulness are needed in the service tone; In terms of service methods, proactive service is needed. So as to satisfy users, which is the basic principle of professional ethics of archivists.

(4) Archivists should broaden their horizons and strengthen the comprehensive utilization of existing resources.

Due to the gradual deepening of reform, there are some problems that need to be solved urgently in file management. For example, the increasing number of files brings difficulties in storage and is not conducive to extraction and utilization. Backward management methods directly affect the quality of archives. Only by realizing modern file management can we effectively solve the problems under the new situation. Therefore, archivists need to do the following: first, enhance their sense of responsibility and improve their management ability. Archives management is a highly professional job. Therefore, archivists need to learn professional knowledge extensively, improve their experience, optimize their knowledge structure and improve their comprehensive quality. Second, constantly strengthen learning, improve learning ability, and enhance their own management ability. In today's society, archives management tends to be digital and informational, which is also the development direction of archives work in the future. Therefore, archivists need to pay more attention to learning, improve their professional quality, pay attention to computer operation proficiency and understanding of information development, and strive to develop into comprehensive archives management talents; Third, on the basis of existing resources, organize files. Archives are the carrier of information records, so they are a rich resource. However, there are too many files with complex classification, which is not conducive to sorting out, and the amount of labor for sorting out is too large. Therefore, sorting files by computer will improve work efficiency and enhance the standardization of information sorting. In manual filing, the classification of documents is generally based on the manager's own understanding of documents. Although the standards are unified, people have different understandings, which will lead to inconsistent classification, affect the quality of archives, and bring inconvenience to use and sorting. Therefore, we must give full play to the advantages of computer management, reduce manual operation and improve work efficiency.