Challenges and countermeasures of electronic official documents to secretarial work

2/kloc-0 Since the beginning of the 20th century, the party and government organs and departments have developed into paperless offices, and the pace of realizing e-government has been obviously accelerated. From the perspective of secretarial work, as an accessory product of e-government, what challenges do electronic documents pose to secretaries? How should we respond positively?

First, the standardization of "electronic official documents" challenges the individualization of the process of running a university. Generally speaking, the first thing is to draft a document. The draft of a paper document is roughly the same as that of an electronic document. Both are drafted by the undertaker and reviewed by the department head. They all want to know the intentions of their superiors and collect information before drafting documents. The difference is that one is written on paper and the other is directly operated by computer. Paper documents are expressed directly on paper by the undertaker, while electronic documents are printed on the computer by the undertaker, which not only saves a lot of time for the secretary to collect information, but also can complete a series of work links such as drafting, reviewing, issuing, printing and filing on the computer. Generally speaking, the review of electronic documents is simpler than that of paper documents. Paper documents should be submitted to leaders for approval, and leaders often can't submit them in time when they go out for meetings. For electronic documents, the secretary can directly send the manuscript to the leader's mailbox through the private network, and the leader can directly approve it as long as he accesses the Internet. The requirements for running online documents are more standardized, and the operation links are optimized as much as possible to improve the operation efficiency. What is worth mentioning is the standardization of electronic official documents. According to the standard of "Format of State Administrative Organs", the formats of various characters of administrative organs can be automatically generated in the electronic document processing system, and the main sending and copying units can be automatically arranged according to standardized procedures. Compared with the traditional means of running documents, we are required to handle official documents more standardized, standardized and scientific.

Second, the integration of "electronic official documents" poses a challenge to the archives work of all units. Document integration is the characteristic of electronic official documents. In fact, electronic file transmission is to send and receive encrypted e-mail safely on a special communication platform. Electronic document transmission can realize the function of sending and receiving from one point to many points, simplify complicated work links and procedures, and promote the effective and rapid transmission of official documents. This is not only a change in the traditional way of issuing documents, but also a change in the way of working. At present, the transmission management of electronic files usually requires the receiving unit to print paper files through a color printer after receiving them, and then enter the process of running files. In fact, the transmitted electronic documents should directly enter the electronic document operation management system of this unit to realize the transformation of document elements and the integration of documents. After the electronic document is processed, the basic information of the document should be directly converted to the file management system. The filing management of electronic documents can be divided into two stages. The first stage is the double filing of paper documents and electronic documents. In this method, electronic documents are backed up by off-line storage carriers, and both paper and disk are backed up, which are filed and managed separately, but they should be kept in touch. In this way, the contents of electronic documents can be fixed by paper documents, which solves the problem that electronic documents belong to modification and ensures the legal effect of electronic documents. The second stage is to realize document integration step by step. This method involves file management in the operation and management of electronic files in advance, and unifies electronic files with electronic file management, which is beneficial to the whole process management of the formation, collection, accumulation, identification, archiving and storage and utilization of electronic files, thus ensuring the authenticity, integrity and effectiveness of electronic files.

Third, the enjoyment of "electronic official documents" challenges the authority of using official documents. The enjoyment and confidentiality of official document resources are always a pair of contradictions. To solve this problem, we must strengthen security and confidentiality. Electronic official documents can meet the requirements of multiple users at the same time, but the enjoyment of official documents is not unlimited and can only be provided to approved personnel. In the electronic document processing system, a safe and reliable encryption mechanism and hierarchical authority control should be established, and the working hours, operation procedures, drafts and modifications of all logged-in personnel should be tracked and registered throughout the process. In addition, regardless of any official document data, the system must ensure its security to prevent data loss caused by accidental failure or man-made damage to hardware. In order to ensure data security, it is also very important to do a good job of data backup. Only when the confidentiality requirement is eternal can the enjoyment of official document resources be guaranteed.

Faced with the above challenges, we must strive to find positive countermeasures:

First of all, we should strengthen the sense of urgency and speed up the cultivation of compound talents. Now, party and government departments at all levels, large and small enterprises and companies are equipped with computers, which can work on them. For everyone who is engaged in literature work, in this network age, we should constantly learn and master new knowledge and skills with a strong sense of urgency. Only in this way can we control it and not be eliminated by it. For a long time, some people think that the computerization of document processing is the computerization of office word processing. We should fundamentally change this concept. We should face the challenge bravely and accept it. We should keep up with the progress of society and improve the duties of our secretaries. In order to become a compound talent in the new era, we must be proficient in electronic document processing, familiar with document processing business and quickly master modern information technology.

Secondly, it is necessary to improve science and formulate unified standards as soon as possible. In the past, the national standards or methods related to official documents mainly included "Official Document Format of State Administrative Organs" and "Measures for Handling Official Documents of State Administrative Organs", most of which were made of paper documents. Although electronic documents are also considered, the specifications in this respect are still very simple and rough, which can not meet the needs of electronic document processing. New standards and methods should be put forward as soon as possible to unify national standards. In addition, people still lack a correct understanding of the development and utilization of electronic official documents, and the phenomenon of emphasizing hardware, software, construction, application, network and information still exists. For a long time, party and government information departments at all levels have invested a lot of construction funds in hardware construction, while application departments lack special funds and technologies for information collection, updating and deep processing. Relevant departments should communicate with technicians more, strengthen coordination and develop more system software needed by society.

Finally, it is necessary to realize the legalization and provide legal protection. Electronic document processing is a relatively complex system, and its complexity is reflected in two aspects: First, the document system is a criss-crossing comprehensive structural system. From a vertical perspective, the official document system is used by multi-level organizations; Horizontally, the official document system is commonly used by many functional departments at the same level. The official document system at different organizational levels has different characteristics, and the official document processing flow at different organizational levels is quite different, which is complicated and varied by many factors. Because of this particularity, when we send and receive files, we need to set certain permissions, such as electronic signature, electronic signature or electronic fingerprint, and we can only open the files after confirmation. At the same time, electronic documents in China do not have the same legal effect as paper documents, which is an urgent problem to be solved at present. At present, the uncertainty of legal status has brought many troubles to the development and use of electronic official documents, thus blocking the development direction of electronic official documents. By solving this problem, electronic official documents have strong legal effect both in authority and credibility, and are recognized by law. There is also a special authentication of electronic documents, that is, electronic seals. For paper documents, the seal is an important symbol of the effectiveness of the document, while electronic documents also confirm the effectiveness of the document through the seal. Electronic seals are generated by special software, which requires more expensive color laser printers. In the past, electronic seals and paper official documents were not exactly the same. After the transformation of technicians, this problem has been solved and the prospect is gratifying.