How to improve file management under the conditions of information technology

Today's rapid development of science and technology

, human society is moving forward from the industrial society to the information society, at present, the scientific and technological revolution is the core of the revolution and the mainstream of the information technology revolution, the 21st Century Prize to become the information society, which has become the world's **** knowledge. Information technology has been the contemporary society's most potential for new productive forces, information resources have become the national economy and social development of strategic resources, the level of information technology has become an important symbol of the level of modernization and comprehensive national strength. Information plays a huge role in social life, it can be said that information resources have become the primary resource for economic development.

With the development of information technology, the traditional file management model has not been able to adapt to the needs of digital file management, electronic archives have been widely used in file management

I. Transformation of the traditional file management model, entity management into information management

Traditional archive management, that is, paper, photographs, audio and video recordings of the carrier as the Archives management of the entity, the main manual operation to complete the archives of the collection, organization, cataloging, identification, storage, research, statistics and provide access to the archives management process, the workload is huge, the tedious steps. Because of the large amount of storage, the archives management department can not be archived archival materials, information refining and processing, archival information resources to a large extent is idle or even waste. With the introduction of modern management techniques and equipment, especially computers, CD-ROMs, microfilm, multimedia and other technology development for the modernization of archives management provides a good objective environment

, modern technology to promote the traditional mode of archives management is facing new challenges. At present, the focus of the archives management work should also adapt to the needs of digital management, from the entity archives management into the management of information resources, information as the object of management, the formation of a variety of categories of archives for digital processing, the use of modern technology means of archives information resources management. After informatization of archival resources is repeatable, multi-platform use of information resources, archival resources only through informatization, in order to truly realize the value of archival resources and the value of the use of information, which can provide a more comprehensive, more efficient, more efficient services for the economic development, scientific and technological progress, social prosperity, and many other areas; it can create optimal social and economic benefits, so that it can become a truly valuable strategic resource for the development of the information society, the national economy and society. It can create the best social and economic benefits, making it truly become a valuable strategic resource for the future national economic and social development of the information society.

Two, should establish an effective document file management computer information system, full, reasonable, safe use of electronic archives

To realize the informationization of the archives, it is necessary to establish an effective document file management computer information system, for this reason, people have to do the following work: first of all, to improve and standardize in the application of the computer conditions of the document file management workflow, so as to adapt to the File melting management needs; Secondly, according to the document processing process to file information system software function design; Again, in the information system to establish a perfect internal control system, to ensure the safety of the file.

In addition, in the use of electronic archives in the process, we should also note that one is the electronic archives security issues. Because of the rapid development of computer networking, electronic archives involved in the rapid expansion of the scope, the number also increased dramatically, especially the rapid development of computer networking, the ensuing problem is how to prevent computer viruses under the network as well as hacker attacks, to ensure the security of electronic archives. Second, the authenticity of electronic files. In practice, due to the lack of standardization and procedural management from the generation of electronic documents to archiving; a considerable number of draft electronic documents in a self-generated situation, most of the electronic archives and their corresponding paper archives have not been established between the unified management method; storage of electronic archives selection of the carrier is not durable and so on, affecting the integrity of the archives, the reliability of the archives, thus affecting the authenticity of the archives. Third, the legal effect of electronic files, usually the legal effect of the files are related to its carrier to determine the electronic files because there is no fixed carrier, so, the development of the corresponding legal recognition of the provisions of the law will have certain difficulties, which is the CD-ROM, tape, disk and other carriers of the electronic archives have not been recognized by the law of the reasons.

Three, improve the quality of archive management personnel to achieve scientific archive management

Modern equipment needs to be operated by people, archive information technology needs to be realized. Archives management personnel must have a diversified knowledge background to adapt to the requirements of the modernization of knowledge will become an element of the composition of the knowledge of each archives workers, at the same time, also profoundly affect the structure of the archives workforce and the knowledge structure of the archives management personnel, therefore, the establishment of a modern scientific and technological knowledge and business knowledge of the professional team is essential: first of all, the archives workers must have a diversified Knowledge structure, modern scientific achievements in archives management in a large number of applications forcing the archives staff to learn and master the theory, culture and management and other relevant knowledge, which is particularly important is the computer, mathematics, biology and other disciplines of knowledge, they are modernization of archives management, information technology has a direct role. Second, a comprehensive grasp of archival expertise, such as archives, archives management, clerical science, cataloging, automated management of archives, as well as archival records, citation, retrieval, research, reproduction, framing and other related archival expertise and basic skills. Again, from the development trend of modernization of archives management, archives staff must have the ability to master the modernization of archives management technology, archives information analysis and research, and provide high-level archives information services and consulting and other three aspects. Archives management staff must learn, learn, learn again, the higher archives management departments to actively create conditions, planned selection of archives management staff for further study, off-the-job training, but also can take the old with the new, strong with the weak approach to help each other to learn from each other to establish a composite group of talent and echelon type talent structure. As an archive management workers, should see their own quality and the new situation of the archives needs gap, with the spirit of the state of mind to grasp their own learning to improve as soon as possible to make themselves qualified archivists. With the updating and introduction of equipment, archives management departments should focus on the introduction of a wealth of professional knowledge and practical experience in archives

, proficient in a variety of talents, but also pay attention to the introduction of specialists in related disciplines, and rationally adjust the professional structure of archives workers, the age structure and knowledge structure. On the other hand, it is also necessary to strengthen the original staff training and knowledge updating, so that more people are familiar with and master the relevant modern management techniques, scientific management of archives.

In short, under the conditions of information technology, electronic archives have been in the archives management work occupies a very important position.