Characteristics of electronic documents

Electronic documents use a kind of recording symbol that human beings can't read-digital code, so human beings can't read and understand it directly.

For example, after complicated coding, people can see that the diameter of the disc is less than one millionth under a high-power microscope.

A millimeter of laser spots, but I can't understand the meaning of those spots. In addition, transmission, storage

Sometimes the memory is compressed and encrypted, and people can only decode, decompress or decrypt it through a specific computer program, and can only read it when it is restored to the state before input.

(2) Dependence on electronic technology and equipment. The formation and utilization of electronic documents depend on electronic environment and technology, and can only be recognized and utilized with the help of certain equipment and technology. When the software for generating electronic files, the operating system and hardware running the software are not compatible with the original system after being updated, it is necessary to save the old system, transform and migrate it to adapt to the new system, so as to ensure the readability of electronic files.

(3) variability of information. The main reasons for the change of electronic document information are as follows: First, in traditional documents, the carrier (such as paper) is not only the carrier of information, but also integrated with the presented information, so that the original information is solidified on the carrier, and the original order and original appearance of information are solidified on this specific carrier, which cannot be changed. The separation of electronic file information from a specific carrier leads to the fact that the carrier no longer has the function of solidifying information. The relative independence of information in computer system makes it very convenient for people to add, delete and change information. Information can be transmitted between different carriers, and the data in dynamic documents are constantly updated or automatically supplemented. Secondly, the instability of the performance of the electronic file carrier may cause changes in the information in the file. So far, the physical life of electronic file storage media (the time to ensure that stored data is not lost) is far less than that of paper, and the data stored on magnetic media are easily destroyed by the oxidation and deterioration of materials and the influence of magnetic fields. Therefore, the data on the original carrier must be copied regularly to keep it constantly updated and prevent information loss. This can be seen from the continuous upgrading of electronic file storage media. For example, the floppy disk changed from 5 inches to 3.5 inches, and now the removable U disk replaces the 3.5-inch floppy disk. It took less than 10 years, and the specifications of the optical disk are also changing. From the development of storage technology, it can be predicted that there will be new storage media with increasing capacity in the near future. The upgraded computer software and hardware are no longer compatible with the old storage media, which requires people to transfer the information on the original storage media to the new storage media or migrate the original files to the new technical environment to ensure the accessibility and readability of the files. In the process of transformation and migration, due to operational and other reasons, the loss or distortion of information is sometimes inevitable.

(4) The separability of information and carrier. Since ancient times, all forms of information records, whether documents or books, have been fixed on a certain carrier and become inseparable "entities". For example, ink must be attached to paper to form words or graphics, and the use and circulation of files are realized in this physical form. Used in formal occasions

As far as the file is concerned, the content and the initial mark are fixed on the carrier at the same time, which gives the file an obvious original brand. In electronic files, information is no longer bound to the original record carrier, and there is no fixed physical state or location in the physical sense. Instead, it can exist on different carriers or be transformed with each other at the same time. Its storage space can be changed, expanded or reduced at any time as needed, and it can also be transmitted to computer terminals in different places through the network, but its content has not changed.

(5) Availability of information. For paper documents, only those who have access to it at a specific time and place can read it. Electronic files can be exempted from this restriction, because the processing environment of electronic files is computer or network. If no measures are taken intentionally, you can use any terminal device on the network to read the electronic files stored in a device. On the other hand, electronic files on one terminal can also be sent to several network terminals at the same time, just like publishing a proclamation. The information of electronic documents breaks away from the time and space limitation of paper documents, and is disseminated and exchanged through the network for users to consult and use anytime and anywhere, so as to realize the information sharing of archival resources and provide better services for users.

(6) Integration of various information carriers. Traditional paper files mainly carry text and graphic information, while electronic files can organically combine text, graphics, images, images, sounds and other information forms. Such files are called "multimedia files". Multimedia archives integrate pictures, words, sounds and images, which can reproduce the activities at that time more truly and vividly, thus strengthening the memory and reproduction function of archives for social activities. In the files produced by multimedia technology, all kinds of information such as words, images and sounds are represented by binary numbers. Like text files, it can be displayed and output on the screen at the same time, and can be transmitted quickly and long distance through the network.