The difference between electronic documents and paper documents

The difference between electronic documents and paper documents

What's the difference between electronic files and paper files? Below I will take you to understand!

According to? China People's Archives Law? Archives refer to the past and present state institutions, social groups and individuals who directly participated in social practice and maintained various forms of activities, forming a record of historical value. It is a document of people's social practice and has been consciously preserved. The documents used in this document only need directly formed documents, and its purpose is to satisfy the utilization of information resources and create more material and spiritual wealth for people in need in society. Therefore, archives are the basis of human memory and the development of human life. With the rise of electronic archives, the traditional archives management has been challenged and questioned. Some people even think that today, with the rise of electronic archives. There is absolutely no need for us to study paper archives, because the future archives world will be dominated by electronic archives. Indeed, with the development of network information technology, the use of archival information, both in content and mode, has undergone tremendous changes. So, does this mean that the study of paper archives has completely lost its meaning? In this regard, I want to talk about my own views:

First, the difference between electronic files and paper files in management

The so-called paper files are files with paper as the information recording carrier. The so-called electronic file is a file formed by computer technology and stored in a specific medium (such as disk, tape and CD-ROM) in the form of code. As a high-tech product, electronic archives have attracted more and more attention today, but paper archives with a long history and still widely circulated have always been the focus of attention. The details are as follows:

1, the difference between file collection and archiving

The collection of paper archives means that the document processing department cleans up the processed documents and materials, collects all the documents with reference value, classifies them according to their historical relationship in source, content, time and form, and then hands them over to the archives department. Receiving electronic documents is more complicated than paper documents. The way to receive electronic documents can be to hand over floppy disks, tapes or CDs to the archives department, or to input the network of the archives department and the address specified by the documents and hand them over through the network.

The filing time of electronic files is different from that of traditional files, and the filing time of paper files is generally divided into two categories; First, the document was filed in the first half of the second year after its formation, which was mainly used for administrative documents; The second is to file after the project is established, which is mainly used for scientific and technological documents. Electronic documents must be filed at any time after filing, or regularly within a certain period of time. The document forming department sends it to the archives department through the network, signs and seals it with electronic numbers, and the archivists receive the registration. The filing of paper documents is very intuitive and easy to identify.

2, the difference in the archives appraisal work.

The value appraisal of paper archives is often carried out many times, which is divided into three stages: qualification examination, determination of life and value audit. The value appraisal before filing is qualification examination, that is, the documents are examined one by one to determine their storage value and storage period, while the value appraisal after filing is value examination. The appraisal of a complete electronic paper document must be carried out at the beginning of the document formation. Whether it is the identification of electronic files or paper files, it is the judgment and prediction of their preservation value. The difference is that in the process of judging electronic documents, we should fully analyze the contents and some formal features of the documents, because for electronic documents, the technical status is closely related to the authenticity, readability and application scope of the documents, which can have a direct impact on their preservation value. The identification of electronic documents can be divided into two aspects: content identification and technical identification. The principles, standards and methods of content identification of electronic files are basically the same as those of paper files, but the storage period is not completely applicable to electronic files. Technical identification includes readability identification, virus-free identification and media identification.

3. Differences in the process of document classification and arrangement.

Due to the separability of electronic document information and carrier, the classification of archival entities may also be replaced by conceptual classification, because the result of entity classification can only reflect one attribute relationship. This single-line arrangement is the need of manual operation and file management, and entity arrangement is to classify file entities and realize the orderly arrangement of libraries (rooms). In paper document management, the result of entity arrangement is directly related to access and query. Electronic documents can be sorted quickly, effectively and from multiple angles through the computer system, and it is no longer necessary to sort them like paper documents; The physical arrangement of electronic documents only refers to the simple classification of disks, tapes and CDs stored offline, and the result of arrangement is not directly related to the information query in online retrieval. Different users can freely combine and classify electronic documents by using office automation system according to different needs.

4. Differences in file preservation.

The protective management of paper files refers to the warehouse management of files and is the basis of the whole file management. The storage objects of traditional archives are physical carriers such as paper, tape and film. These carriers store less information and occupy more space. Their warehouse management requires proper temperature and humidity: temperature 14 to 20 degrees; The relative humidity should be between 50% and 60%, and there are effective protective measures such as fire prevention, waterproof, moisture prevention and mildew prevention. Paper Archives Electronic archives are mostly made of magnetic materials, and their storage environment and protective equipment are obviously different from paper archives. The storage carrier of electronic documents has a large information capacity, and the shelf length and occupied space of floppy disks, tapes and CDs of documents are very small, which is convenient for the management of archives warehouse. It doesn't need much space for storage, but it requires high conditions such as environmental temperature and humidity and anti-magnetism. It is necessary to strictly control the temperature and humidity of the warehouse and equip it with dust removal, fire prevention, ultraviolet protection and strong magnetic field protection.

5, the difference between electronic documents and paper documents in the use of methods.

(1), differences in demand patterns of archives utilization

In order to meet the demand of paper archives utilization, archives users must go to the archives to search in person, and need to browse and search manually. Document retrieval is troublesome and requires a lot of work. The user interface of the paper document retrieval tool for the complete works of the paper highlights the singleness, and the document retrieval needs to browse a large number of pages. The retrieval of electronic archives utilization demand is a file utilization demand mode which is carried out on the computer with computer reading as the medium and needs to be quickly searched and retrieved through network transmission.

(2) The difference of demand carriers of archives utilization.

Compared with the carrier of archives utilization demand, there are obvious differences between electronic archives utilization and paper archives utilization. No matter what technology and method are adopted, when the information with long-term preservation value is burned on the carrier, the formed file can exist independently without its technology and method. People can identify the contents, carriers and structural forms of archives without relying on any technology, and once the contents of archives are interrelated, they can never be separated.

Does the demand path of electronic file utilization depend on intermediary? Computer, network, archives and other information dissemination methods are diversified. The characters of paper files have the characteristics of personal handwriting, and are different from the old ones in writing ink, which is not easy to be altered and forged. By providing original files, copies or reproductions of files, and processed files, the use of file information is not limited by time and space, and open files that enter the network can be used. The full-text digitization of electronic archives enables computers to process and analyze various forms of information, not only providing original files for reading, but also classifying information according to users' needs.

Second, the characteristics of electronic documents and paper documents

Electronic documents are no longer intuitive paper documents, but need to be read and used with the help of modern office equipment; It can be directly processed and transmitted by modern office equipment such as computers. The use of electronic documents can be enjoyed and is no longer affected by time and distance; Moreover, the preservation conditions and environmental requirements are also different from paper files. The requirements for the area of the storage place are low, and the requirements for environmental conditions such as temperature, humidity and antimagnetic are high.

The characteristics of paper archives are: the dependence of information and carrier, the original voucher of archives information and the persistence of information storage medium. Therefore, as two kinds of media files, paper files are different from electronic files, such as: paper files are stable, inactive, static, permanent and fixed; Electronic archives are unstable, non-permanent, dynamic, active and mobile.

Third, correctly handle the relationship between electronic documents and paper documents.

At present, the coexistence of electronic files and paper files has been formed, and the joint management of electronic files and paper files is a new topic facing the archival community.

The archives of two different carriers have their own characteristics. Both relativity and independence, but also unity, our specific practical work card. We should not only adhere to the basic principles of file management, but also avoid mechanically applying the theories and methods of paper files to electronic files. Based on this starting point, with the development of science and technology, we have established the theory, method and technology of electronic file management, instead of blindly making paper files into electronic copies, resulting in unnecessary waste of financial and material resources. Only in this way can we really attach importance to electronic files, do a good job in the management of electronic files, treat paper files correctly, and make them continue to play their due role. Only by organically combining the two and giving full play to the role of all kinds of archival information resources can we better serve the society.

At present, the popularity and utilization of computers in China is on the rise. Computer processing Chinese characters instead of traditional typing methods, using electronic documents to make paper documents has become quite popular. With the rapid development of office automation and self-confidence automation, it is a general trend for electronic files to replace paper files. However, according to the current technical and practical development of electronic archives management, electronic archives and paper archives will continue to coexist in a certain period of time.

The so-called electronic files and paper files coexist. Refers to the content of the same kind of file information filed in the same archives (room) for a long time. It is necessary to save both electronic files and paper files, that is, to copy some electronic files that need permanent and long-term preservation, maintenance and archiving from the computer in time and output them as paper files for daily preservation. Continue to use the traditional file form to maintain its originality, evidence and rights, or import some open paper files that often need to be transmitted and networked and convert them into electronic files to meet the needs of archival information resources.

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