Xie Lihua 1 Zhang Xingqi 2

(1. Guangdong Provincial Non-ferrous Metal Geological Bureau, Guangzhou 510080; 2. Guangdong Provincial Non-ferrous Metal Geological Bureau No. 933 Team, Zhaoqing 526040)

< p>Abstract Quality is the lifeline of geological data archives management. As an important part of geological industry management, geological data archives play an irreplaceable role in technological innovation and management innovation in geological work. It is necessary and feasible to include comprehensive quality management in the management of geological data archives and establish a quality assurance system for geological data archives. In terms of responsibility, quality, planning, standardized management, etc., it is necessary and feasible to conduct comprehensive and effective management of geological data archives. It is of great significance to improve the quality and utilization efficiency of geological data archives and better serve the social economy. This article puts forward measures and countermeasures to improve the quality of geological data files from the aspects of the meaning, characteristics, factors and other aspects of the quality of geological data files.

Keywords Geological data archive management quality measures

Geological data archives are an important manifestation of the results of geological work, the crystallization and historical record of the hard work of the majority of geologists, and a service provider for geological work. It is the main carrier of society and a form of existence of geological science and technology. For the geological industry, the quality and quantity of geological data files directly affect the role of geological data files and the development of social economy. Therefore, improving the quality of geological data archives plays a very important role in improving social and economic benefits, promoting geological prospecting, and the development of geological science and technology.

1 The meaning of quality of geological data files

The quality of geological data files is the degree to which the inherent usefulness of the files (data) can be achieved and maintained. For a specific geological data file (such as × province × mine survey report), it includes the completeness, accuracy and effectiveness of the report content, as well as the extent to which it can continue to be used. Therefore, the quality standard for determining a specific geological report should include the following two aspects: ① the intrinsic quality of geological data files, ② the external quality of geological data files.

1.1 The inherent quality of geological data archives is mainly reflected in completeness and accuracy

Geological data archives refer to those that are formed in geological work, have preservation value for the country and society, and should be archived The integrity and accuracy of the preserved geological data archive materials are the prerequisite for ensuring the quality of geological data archives. Complete and accurate geological data files can provide a reserve for geological prospecting and scientific research. Important indicators of intrinsic quality are the completeness of the geological data archive and the accuracy of the data materials. In order to save trouble, some geologists only record and save the research results, but do not record and save the original data during the research process; some geological projects even omit necessary work procedures and compress them in order to achieve fast progress and low funding. Methods such as the number of drawings and lowering data analysis standards. These geological data archives that have lost complete and accurate records have lost their due value, and their negative impact will be irreversible.

1.2 The external quality of geological data archives includes carrier quality and finishing quality

Carrier quality refers to the paper, disk, film and other physical materials and writing used to carry geological data archive information Material durability. The quality of geological data archive carriers directly affects the quality of geological data archives. If the quality of the reporting medium is not high, archives that should be kept permanently can only be kept for a short period of time, so it will not matter how high their intrinsic quality is.

The quality of organization includes whether the cover, table of contents and preparation form of geological data files are complete, neat and standardized, whether the binding and folding of the files are standardized, as well as the systematization of the files, the classification, numbering and cataloging quality of the files, etc. . The quality of geological data archives organization should ultimately be reflected in the convenience of finding and retrieving data. The purpose of organizing is for use. Geological data files that cannot be used or are inconvenient to use will not be of high quality. If the file classification is chaotic and the files are arranged in an disordered manner, and the required geological data files are often not found, the quality of the geological data files cannot be guaranteed.

2 Characteristics of quality control of geological data files

2.1 Comprehensiveness

The comprehensive characteristics of quality control of geological data files are the diversity of factors that affect report quality decided. As mentioned above, the quality of geological data archives is determined by its internal quality and external quality. Therefore, in order to control and ensure the quality of geological data files, we must pay attention to the overall quality of geological data files, pay attention to the restrictive relationship between reports and other materials, and not only decompose and refine them, but also comprehensively synthesize them to continuously improve Overall quality of geological data files.

2.2 Comprehensiveness

Comprehensiveness of quality control of geological data archives means that all aspects of geological data archives work (collection, arrangement, etc.) are closely related to the quality of geological data archives and are completely Total quality management methods can be used to control the quality of geological data archives. That is to say, the comprehensiveness of quality control of geological data archives requires that the geological data archives department must pay attention to not only doing a good job in its own work, but also doing a good job in organizational and coordination work in the process of implementing control; it must also command (make requirements) , but also guidance (specific practices); both good service and good control. Under the overall goal of ensuring the quality of geological data archives, they should be placed within the management and control network of the geological data archives department.

2.3 Stages

The stages of geological data file quality control are determined by the two stages of geological data file quality formation. The first is the stage of formation and current utilization of geological data archives; the second is the stage of maintaining and increasing the quality of geological data archives after archiving. The quality of documents formed in the first stage is the key and foundation for the quality of geological data archives. Because the internal and external quality of geological data files must be formed and fixed at this stage, if the quality is not good, it is almost impossible to save it in the future. Therefore, the geological data archives department should not only improve the quality of geological data files after report archiving and control the extension of the carrier life, but also pay attention to the quality control during the formation stage of geological data documents.

3 Main factors affecting the quality of geological data files

3.1 The impact of the archival awareness of geological data file creators on the quality of geological data files

Some people There is insufficient understanding of the importance of archives. Today’s documents will be tomorrow’s archives. If the creators of geological data files do not have strong archival awareness, it will affect the completeness and integrity of the collection of files, and directly affect the quality of geological data files. The author's experience is that the collection of geological data documents is one of the most worrying problems. The main reason is that most people lack understanding of the significance of geological data archives and geological archive work. Some were formed but were lost due to failure to file them in time, and some were arbitrarily retained in the hands of departments or individuals, which undoubtedly resulted in incomplete geological data and documents. There are also some geological data archives that lack original materials and key documents, causing the geological data archives to lose their originality, integrity and accuracy.

3.2 The impact of the content of geological data archives on the quality of geological data files

The quality of geological data files determines the use value of geological data files. If when archiving geological data and documents, it is found that the records of the formed documents are unclear, arbitrarily altered, the approval procedures are incomplete, and the content is inaccurate, the materials collected in this way do not meet the archiving quality requirements and are not conducive to improving the quality of the archive content. The quality of archive content directly affects the development of geological prospecting, scientific research, production and construction. If the content of preserved geological data archives is incomplete and inaccurate, it may cause losses when provided for use. For example, the geological data files of some units have been modified after review, but the archived geological data files have not been modified, which will cause huge losses to the users during use. The preservation of such geological data files is not only useless but harmful, and also Lost the meaning of preservation.

3.3 The impact of the negative effects of the market economic system

In the establishment and improvement of the market economic system, if we only focus on quick-acting social and economic benefits, we will ignore its potential social and economic benefits. The social benefits, economic benefits, and work nature of geological data archiving work are quite different from those of other industries. It has the characteristics of long operation cycle and lagging benefits, which makes geological data archiving work unattractive. Archivists have many part-time jobs and lack of professionalism. , the work cannot be relatively stable, which will inevitably affect the geological data archive work and the quality of the geological data archives.

3.4 The impact of imperfect management systems on the quality of geological data archives

Although some management systems for geological data archives have been gradually established for a long time, management in some work links The system is not perfect, there is a lack of supporting and effective control means and measures, and there is a problem of out-of-control management. For example, when conducting project appraisal and acceptance after the completion of geological project work, geological data archivists must participate. The relevant business departments should work with the geological data archiving department to appraise and review the corresponding archived documents and materials and sign opinions. Projects without the signature of the geological data and archives department shall not be accepted, let alone reported for achievement awards; when promoting professional and technical titles, if no geological data and archives department has issued a certificate on the archiving status of the geological report submitted by the promoted person, the relevant department shall refuse to accept it. . For the above situations, it is difficult to implement these regulations because there are no supporting and effective restrictive measures. Even though the geological data documents did not meet the requirements and the review opinions were not signed by the geological data archives department, the business authorities still identified, accepted and reviewed them. This will inevitably result in incomplete and incomplete geological data that should be archived, directly affecting the quality of the archives.

4 Measures to be taken to improve the quality of geological data files

4.1 Enhance the file awareness of all employees

Strengthen the file awareness of all employees, including those who produce geological data files Archives awareness, archives awareness of agency personnel, professional and technical personnel, archives awareness of leaders at all levels and archives awareness of archives management personnel. Geological data archives are a valuable asset of the country. Doing a good job in archives work is not only the responsibility of the archives department, but also the unshirkable responsibility of every manager and professional and technical personnel. Relevant personnel should conscientiously study the "Archives Law" and relevant policies and regulations, enhance archives awareness, focus on business guidance according to different situations during the collection process, collect complete documents and materials that some departments are unwilling to hand over, and ensure the integrity of geological data archives. Intrinsic quality and extrinsic quality.

4.2 Improve the quality of geological data archives staff

The quality includes not only knowledge and professional issues, but also work ability and ideological level.

The improvement of quality can strengthen the historical responsibility and work responsibility of archives management personnel. At the same time, master the formation rules of geological data files of each project department, and help guide the geological data archive work of each project department in a planned manner, making the geological data archive work more organized and scientific, and facilitating the storage and utilization of geological data files.

4.3 Make early intervention in geological data archive work and establish a geological data archive management system

The formation and accumulation of geological data runs through the entire process of geological work and is closely related to geological work production activities It is carried out simultaneously. Therefore, the geological data and archives department must do a good job in early intervention, pay attention to understanding the progress information of the geological project from various aspects, and master first-hand materials. Especially at the beginning of a geological work project, geological data archivists should provide timely intervention and guidance based on the characteristics of the project, and provide clear instructions on the collection scope, archiving system, storage, modification, utilization, compilation and research of geological data documents. Specific requirements and as the basis for business assessment, truly incorporate the formation and accumulation of geological data archives into the work plan of the unit to ensure the smooth development of geological data archives work.

4.4 Implement dynamic management of geological data archives and implement archiving control

The geological data archives department must strengthen contact with various functional departments and pay full attention to the production activities of all aspects of geological projects. Participate in understanding the planning and management operations of various geological projects, supervise the quality of geological data and documents generated during geological work, change from passive to proactive, implement dynamic whole-process tracking and management of geological data and documents, and proactively guide professional technology Personnel should pay attention to the accumulation and collection of geological data and documents in daily life, such as: geological project design, original field geological work, physical data, indoor documents and materials, project end acceptance, etc.

4.5 Geological data archivists must ensure good archiving and acceptance checks

At the end of the geological work project, geological data archivists shall participate in the inspection and acceptance of the project, carefully inspecting and forming Whether the geological data documents and materials are completely archived, and the problems existing in the inspection and acceptance will be pointed out one by one, and suggestions for rectification and solutions within a time limit shall be made to ensure that the collection of geological data documents and materials that should be archived is complete. Those that are unqualified will not be accepted and will not be awarded. .

4.6 Realize full computer management of paper archives and give full play to the greatest advantages of computer management

To achieve the purpose of computer management of paper geological data archives, in addition to equipped with computer hardware, What is more important is to have appropriate software to manage this scientifically. At present, the geological data query management software and geological data exchange management software of the National Geological Archives play a decisive role in the modern quality control of geological data file management in the national geological industry.

4.7 Strengthen the collection and archiving of electronic archives of geological data

In daily geological work, a large number of electronic documents and materials are scattered in the hands of professional and technical personnel, and corresponding management regulations must be formulated as soon as possible Collect, organize, catalog and archive this to ensure the integrity of geological data files.

5 Conclusion

The lifespan of geological data files is limited. No matter how important and precious the archive is, its content is reflected through writing and recording with certain material materials. Archive management personnel must have a strong sense of responsibility and high professional quality, and should have a warm service attitude and a meticulous work spirit. This will play a positive role in promoting the geological data archive work and improving the quality of geological data archives. This will further promote the overall improvement of the quality of geological data archives.

References

Qi Baosheng. Total quality management of archives. Archives work, 1990, (1)

Zhang Jizhe. The way to maintain archives - Archives and Archives Management.Beijing: China Archives Publishing House.1995