The difference between traditional file management and modern file management

A, electronic document file management and traditional file management differences

1, electronic document file filing time is different from the traditional file. Electronic document archives can be filed at any time after the file for the conclusion of the file, or in a certain time cycle of uniform filing, the formation of documents transmitted to the archives department through the network, and electronic digital signature seal authentication, by the archives staff to receive the registration, according to the principle of giving the file classification number, set the access to limit the level of the future user to find the use of. So that at any time archiving, on the one hand, can avoid the document leakage, to ensure that the archiving rate and completeness, on the other hand, also in line with the characteristics of the electronic document itself, fast and convenient, but also to avoid the loss of the file and the destruction of the virus.

2, electronic document archiving and traditional archives are different. Electronic documents due to the use of electronic coding technology, can be edited and modified without leaving traces, the carrier can not be fixed, some of the key information to identify the original document evidence can also be changed, which makes the original evidence of electronic documents become complex and difficult to identify. Therefore, electronic documents in the formation process should always be digital signatures, information authentication, identity verification and encryption protection, to ensure that the document in the transmission, processing, there will be no error, in order to ensure that the archives department to receive the originality of electronic documents, authenticity and accuracy, to ensure that the status of electronic documents of the legal credentials.

3, electronic documents in the custody of the way and the traditional archives have differences. Electronic document carriers are prone to aging and deterioration and information multimedia, the generation and development of new storage media, will affect the long-term readability of electronic documents. Archives department can receive electronic documents after printing out a paper file for backup, but the ultimate solution still needs the development of computer technology and document formation department's cooperation, the archives department in the receipt of electronic documents after the file format conversion, to a common, unified format to store the receipt of electronic documents file, so that in the future, after the development of computer technology, still be able to read the previously stored archives to Ensure that information resources are convenient to use.

4, electronic document classification, cataloging and other management methods are different from traditional archives. Because of the special nature of electronic documents, you can achieve document-level management, so the archives department in the receipt of documents at the same time, you can immediately prepare a unique file number for each document, and give the corresponding classification number and file number, according to the relationship between the context, and then give the relevant file number, in the archives at the same time for the subject of the citation, the entry. Technical conditions allow the preparation of multi-angle, all-round search tool to facilitate the search query information. Users only need to give the file classification number or subject line, that is, you can find out the corresponding documents and the relevant context and annexes, thus greatly reducing the labor intensity of the archive staff.

5, electronic document search and utilization of traditional archives and different. Only meet certain conditions, the use of the person can register, register to become a member of the electronic document center or electronic archives, members can log in remotely, etc., by the electronic document center to confirm the identity and determine the access rights to obtain permission to query the relevant electronic archives information, and to borrow registration and payment of query fees.