Electronic Archives Management System Paper Mode 1: Exploring the Establishment of Electronic Information Archives Management System [Abstract] The development of computer technology makes it possible for files not to be lost again. Using electronic information to manage files and documents has become the daily basic work of various industries and enterprises. The establishment of information files marks the completion of office automation, but at the same time, using electronic platforms to manage files also has certain defects and risks. How to perfect the establishment of electronic information file management system and take some preventive measures against the disadvantages of electronic information management is a problem worthy of discussion.
[Keywords:] electronic information; Archives; operate
China Library Classification Number: TU855 Document Identification Number: A Document Number:1009-914x (2015)17-0175-01.
First, the digital standard of electronic information files
Norm means that when using information, we should follow the rules of using electronic information and know the source of information, and we should not exceed the management norms when reading and using information. Strictly abide by the relevant provisions of the Specification for the Use of Electronic Archives Information Resources, aiming at improving the convenience of the entire electronic archives information management system, facilitating the collection, integration, storage, transmission, utilization and unified system management of archives information, and facilitating feedback and retrieval. In the whole management system, accuracy, authenticity and immediacy are the keys to be grasped. Accuracy and authenticity ensure the truthfulness and reliability of archival information, and immediacy ensures the value of archival information. When managing this information, it is the primary standard to make rational use of it according to the value of archives, fully follow the law of scientific development and conform to the norms.
Conformity and completeness mean that the file should be completely consistent with the actual file information content, and can be completely presented after digital processing. Consistency is to ensure that users have the same feelings when using electronic files as when using real files, and photos and illustrations should be clearly and truly presented. Integrity is to ensure that the digitized electronic file has a perfect structure and content, that the relevant documents recorded on the Internet can be queried, and that the information contained in the file is clear for future reference.
Compliance with * * * enjoyment and security refers to ensuring the security of digital file information while improving file utilization and realizing * * * enjoyment. * * * Enjoyability aims to provide a platform that can be fully utilized for archival information, so as to facilitate the transmission and efficient use of information, while security ensures the normal use of this convenience. Security should not only start with the recorded archival information, but also pay attention to the detection and constraints when storing and scanning archival documents.
Second, the risk management of electronic information files
(a) electronic information file management _ _
With the continuous development of network technology and the comprehensive promotion of informatization, it also brings certain difficulties to electronic information. First of all, the protection of electronic information files in China's Secrecy Law is not perfect, and the rules and regulations are not clear enough; Secondly, the file managers have a weak sense of confidentiality, which needs to be further improved; Thirdly, China's network information security technology is relatively backward, which can not bring all-round protection to information files.
In view of the above problems, it is an urgent problem to formulate a relatively complete measure to do a good job in information archives. First of all, from the system, it is necessary to improve the safety management system of electronic information files. Only with a good system can we operate and supervise according to the system. In terms of system, we should pay attention to the management of registration, access to records, copying and destruction of data files. Administrators with different permissions can only modify the information files within their own permissions according to the system, and cannot execute them beyond their authority. In order to ensure that confidential information will not be leaked, doing a good job at all levels is an important guarantee for information confidentiality. Only in strict accordance with the information file confidentiality system can this management work be put in place. Secondly, from the management information itself, we should strengthen the storage and collation of electronic information. The management of archival information requires not only the management and integration of paper archival information, but also the encryption and rewriting prevention of files such as disks and optical disks of electronic information, and attention should be paid to avoiding the environment harmful to disk sealing and disk storage. In addition, in the management of confidential files, it is necessary to set up a separate file room separate from the office and reading room, and set up an access control system for the file room to isolate the external environment harmful to file safety. Finally, to do a good job, it is necessary for the staff to conscientiously implement the relevant use system of the electronic information file inquiry and use system and update the knowledge of the electronic file management system in time. Follow the system of using electronic information files. For example, the borrowing of archival information must be authorized and approved to avoid the duplication of electronic archival information with high confidential registration. Therefore, it is necessary to do a good job of copy prevention and encryption. If you need to borrow electronic file information at work, you should strengthen _ _, strictly control the authority of confidential personnel, and do not illegally spread confidential information, and record the whole borrowing process when borrowing. Update the knowledge of electronic informatization in time, mainly aiming at the increasingly developing electronic information system, and improve the professional quality of managers. Management personnel can be trained to update their knowledge on a regular basis, and confidential personnel can also be educated through multiple channels and ways. For example, strengthen password encryption technology, data protection technology, authentication technology and so on. Only with high-quality personnel can we fundamentally ensure the safety of electronic file information.
(B) electronic information file management risk control
Risk control and _ _ are complementary. In addition to _ _, the above explanation, risk control also has corresponding evasive measures. If _ _ is comprehensive in advance, then risk control is more urgent and targeted. Actively introducing the latest information technology and formulating a series of rules and regulations are the basis for eliminating risks in time, preventing risks and protecting electronic information. Risk control can start from three aspects: risk mitigation, risk dispersion and risk assessment.
Mitigating risks only means minimizing risks and minimizing interference from external information. At present, the most common measure to reduce risks is to transfer risks, that is, to make emergency plans or rearrange them to recover the disturbed electronic information and reduce losses. It must be remembered that it is most important to deal with the risk situation in time at any time and under any circumstances. Spreading risks means spreading risks by changing configuration settings, outsourcing to branches and purchasing insurance. It can also coordinate with suppliers to optimize the original electronic document information management system to simplify the risk problem. Of course, while outsourcing, there will be certain risks. For these risks, the qualifications of outsourcing personnel need to be strictly examined, so the key to diversifying risks is to abide by the corresponding standards. Risk assessment helps to prevent possible risks. The purpose of risk assessment is to explore the factors that cause risks more scientifically and reasonably, understand the probability and possible harm of risks, and thus make a reasonable prevention plan. The risk of electronic information is objective, unpredictable and harmful. Only by establishing a sound risk prevention system can we effectively control risks.
Third, the conclusion
To sum up, to establish a perfect electronic information file management system, we should not only start with the infrastructure from the system standards, but also pay attention to the _ _ and risk prevention in the application process of the electronic information file management system. _ _ Not only should files be protected by encryption, but also the professional quality of secret-related personnel should be updated and educated in time. In risk control, besides dealing with risks in time to disperse and mitigate risks, we should also evaluate and prevent risks before they occur.
refer to
[1] Zhang Guifen. "On _ _ Problems in Archives Management in the Information Age" [J]. Management Science.2013 (6): 49-51
[2] Zhao. On the risk control method of electronic information file management [J]. User World.2011(8):122-133.
[3] Huang Xiaomei. "Research on Technical Problems of Electronic Information Archives Management" [J]. Gong * * * Zheng.2014 (3):100-1
Paper Model 2 of Electronic Archives Management System: A Preliminary Study of Electronic Archives Management System Abstract: Once the photos with preservation value formed in people's daily life and work are filed, they form electronic photo files. How to manage these photo files scientifically and efficiently? Obviously, this requires the help of an excellent tool-electronic photo file management system. This paper discusses the functional design and management practice of the system.
Keywords: electronic document management system
The first is the principle of automation, intelligence and humanization in the design of system function modules.
Electronic photo archives management system generally includes five functional modules: data collection, statistics, retrieval, publishing and catalogue printing. An excellent system should fully embody automation, intelligence and humanization in the above functional modules. Principle of automation. The software automatically collects attribute information and file information, and automatically generates photo number and negative number according to composition rules. What needs manual operation is mainly content information and part of management information, about ten items. In order to facilitate users to record, the system should provide users with the most convenient and fast recording tools, such as Txt data recording template, Excel data recording template and so on. A large number of information with the same content can be copied by drop-down copy and can be seamlessly imported into the electronic photo archive database. Automation is more reflected in: as long as the recorded information is accurate and standardized, various statistical charts will be automatically generated; Automatically generate all kinds of photo description labels and directories suitable for paper photo albums; According to the needs of utilization and editing, provide various thematic catalogues, such as archives photo grouping catalogue, full citation catalogue, thematic catalogue, photographer catalogue, annual catalogue, internal organization photo catalogue, etc. Principle of intelligence. Using the data perspective function, data quality inspectors can observe the accuracy and standardization of data from multiple angles, and clean, transform and standardize the data. For example, the duplicate checking and composition rules of photo number and negative number, and whether the content information such as title, text description, year, photographer and shooting date are non-empty fields. Archivists can make independent statistical analysis from the perspectives of topic selection, organization, year, deadline, ISBN, group number and photo type. Take the number of photos as the measured value of counting, and make single statistical analysis or combined statistical analysis. Humanization principle. The front-end tool presented to users is the "digital bookshelf", which is vivid and beautiful, very close to the bookshelves and photo albums in life. Users can build multiple bookshelves, and each bookshelf can build multiple photo albums, and each photo album can hold dozens to 100 photos as needed. The cover, background and core page of the album are all "changeable", and the background music, book stand and password are also designed. The best use is its portability. Managers can easily transplant our electronic photos, including photo descriptions, to another computer with a "digital bookshelf" by copying and backing up data files. The background of electronic photo management adopts Access or SQLServer database, and the electronic photos and data description information in the foreground can be transmitted and displayed in the background database at the click of a button. The information in these databases can be easily uploaded to the digital archives (rooms) platform, or converted into beautiful photo display web pages, and published on the digital archives website for many people to enjoy. Photo retrieval provides fuzzy retrieval and advanced retrieval functions similar to google.
Second, the modernization function of electronic archives management system
1, data entry function An important task of the archives department is to archive all kinds of files (such as science and technology, documents, infrastructure, etc.). ), including entering complete project information, case file information and document information. Once the file information is entered into the archive, other users can browse and query online through (retrieval subsystem) and borrow the entered file through (lending subsystem). In addition, the (data entry subsystem) will also complete the batch hooking of the entered electronic drawings and the re-archiving of the revised drawings. Through this subsystem, file managers can input and edit all kinds of file data in the user-defined interface, and can complete project input, file input, file input and other work. , and files can be modified and archived again.
2. Data retrieval function The retrieval subsystem is installed on the terminal and provides functions such as retrieving data and browsing drawings. After logging into the system, users first select the file type to be retrieved, and then use "data retrieval" or "classified retrieval" to retrieve such files or file information. If they want to browse files on the local computer, they can use the "file browser" settings and set different settings on different terminals without interference. With the permission of the user, you can browse the full text of the required information directly and download it to the local computer for the use of the searcher. After the retrieval is completed, the retrieval subsystem should be closed by using "exit system" to prevent others from stealing the identity and power of users.
3. Statistical report function The function of statistical report subsystem is mainly to select print data according to user's requirements and formulate report style. Such as: file directory, file directory, file cover, reference form, etc.
4. The data conversion function is limited by network construction and storage capacity. In previous years, the file management software mainly managed the input information of files. In order to convert data, it is necessary to define the conversion relationship, that is, to specify the corresponding relationship between the fields of the original database and the fields of a file type database in this system.
Third, ensure the security of electronic documents.
In order to ensure the quality of electronic files, the system should provide a series of measures to ensure the security of electronic files in content and structure. For example, it should be able to record those requests that are rejected because of hidden security problems, thus ensuring the authenticity of electronic files. In order to ensure the authenticity and integrity of electronic files, the author thinks that we should start from three aspects: the setting of electronic file security level, the use of security technology and the backup and recovery of the system.
1, security technology. Security technology is mainly used to ensure the authenticity and effectiveness of electronic documents in the process of system circulation. Electronic signature technology, electronic watermark technology and electronic seal technology are all popular anti-counterfeiting technologies for electronic documents at present. In addition, some file formats suitable for long-term preservation of electronic files can also prevent electronic files from being modified, such as PDF file format.
2. System backup and recovery. System backup and recovery is used for the recovery and backup of electronic document management system in case of unexpected events. Whether this function works well or not directly affects all entities and functions of the whole system. Only for users who use physical and electronic files, if there is a sudden interruption when the user pays but does not obtain the electronic file, the system backup and recovery will record the user's payment behavior and send the electronic file to the user in the subsequent operation of the system.
3, electronic file security settings. The main purpose of setting the security level of electronic files is to link the user's rights with the corresponding level of electronic files. According to China's national standard DA/T 18- 1999, archives can be classified into six levels: top secret, secret, internal, domestic and public. In the author's opinion, in view of the public-oriented electronic archives management system and its wide range of services, the system can classify more electronic archives according to service types, and users will access electronic archives according to the service types they have ordered.
References:
National Archives of the United States. Http://w w w.archives.gov/,2006 year June 2 1.
[2] An Xiaomi. Theoretical framework of integrated management and integrated service of urban construction documents and archives information. Bulletin of Archives Science, No.2, 2004.
[3] Hou Weizhen and Yu. Construction and management of e-government system. Renmin University of China Press, 2003.
[4] Fan Xiaoping and Xu Jinlin. Information and information flow in digital workflow. Printing Today, No.4, 2006.
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