One is the negative impact on the authenticity, advancement and future reference of the original materials.
As the spokesman of the leadership, the secretary is also the author and embodiment of the leadership thought, plan and deployment to a certain extent. The special position of the secretary and the particularity of the secretarial work make the preservation and reference of the original materials particularly important. On the premise of pen work, the original materials before finalization can be bound together with the finalization for future reference. As an important part of the archival work system, it is also easy to implement. However, with the popularization and application of computers, this loophole has not been paid attention to, let alone solved.
1, drafting, modifying and saving of the leader's speech.
When working with a pen, the drafting of the leader's speech is generally given by the leader first, and the specific content is filled in by the materials collected by the secretary. After the manuscript is written, it will be handed over to the leader for review and revision. The first draft ranges from two or three drafts to seven or eight drafts. But no matter how many manuscripts, when computers are not widely used, this process is done with pens. Before molding, which leader modified what, how and why, which can be fully reflected in the materials attached to the final version. In some principled, political and sensitive speeches, if there are problems, as long as the original records are made public, it will be clear who is wrong and who should bear the responsibility.
At the beginning of computer application in office, this negative effect is still potential and not obvious. However, with the popularization and application of computers, this drawback has become increasingly prominent. At present, even in the economically underdeveloped western region, the leaders and secretaries of units with better benefits are equipped with special computers. The processing of leaders' speeches is generally done on the computer, that is, the secretary completes the first draft on his own computer according to the ideas of the leaders and submits it to the leaders for review. There are several possibilities for this step: first, the leader does not understand computers, and the secretary should print out the manuscript and submit it; Second, the leader knows computers, and the secretary only needs to hand in a floppy disk; Third, the unit has been networked, and it is enough for the secretary to send an email. The above three possibilities, the first one is just like working with a pen, which has little influence on the authenticity, progress and future reference of the original materials, and every process is in black and white. The second and the third have obvious disadvantages. In order to improve work efficiency (in fact, improve work efficiency), floppy disks come and go, emails come and go, and only the last draft is saved and replied. By the time of printing and binding, the original materials are not the same, and the authenticity should be questioned, and there is no progress and future reference.
2. Recording, sorting and filing of meeting minutes.
Meeting minutes are a basic content of secretarial work. Shorthand is listed as one of the contents of secretary examination, and it is a standard for secretary recruitment or promotion. When taking shorthand by hand, no matter whether the secretary takes shorthand in Chinese characters or pinyin, the shorthand draft is unformed. After the meeting, the secretary usually arranges and copies the minutes of the meeting and submits them to the delegates for signature and filing. Or on this basis, do value-added processing of meeting minutes. In this process, as long as the secretary is proficient in shorthand skills and abides by professional ethics, the minutes of the meeting can truly and comprehensively reflect the meeting.
With the popularization of tape recorders and computers, the conditions for people to record and write languages have been greatly improved and innovated. Take Chinese as an example. Generally speaking, the speech speed is about 160 syllables per minute, while the writing speed of Chinese characters is about 40 words per minute. The difference between them is 1 and 4. A secretary who can master the five-stroke input method skillfully, if the typing speed reaches 120 words per minute, plus a little basic shorthand skills, can be fully qualified for meeting minutes. Therefore, portable and fast notebook computers occupy a place in meeting minutes, and are on the rise with the popularization and application of high-speed input method. Meeting minutes are naturally the combination of two drafts (the first draft and the final draft), which adds a little more subjective and arbitrary factors to the recorder. When it is handed over to the signature for filing, it naturally has the same disadvantages as the speech.
The above two problems also exist in drafting (such as summary and plan). ) and the daily document processing of this unit.
Second, the negative impact on the seriousness and accuracy of documents and materials.
The processing of documents and materials is one of the most important tasks of office secretaries, and information submission is a basic function given to the office in the new period. I won't elaborate on the negative effects of writing on the computer here. The author wants to focus on communication.
1, in file transfer
Fast and accurate is the basic requirement of document processing. With the establishment of the company's system network and private network, the transmission of documents has indeed become fast and efficient, which not only saves the cost of writing, printing and mailing, but also improves the timeliness by ten times or even dozens of times.
However, the problem here is obvious. Generally speaking, the receiving process should follow the procedures of signing, registering, distributing, planning, approving, undertaking, urging and filing, and the issuing process should follow the procedures of drafting, checking, issuing, numbering, copying, proofreading, printing, registering, distributing and filing. If it is transmitted by fax machine, black printing and papers of different sizes will bring difficulties to filing, and problems such as blurred handwriting are inevitable.
If you use e-mail, an e-mail can be sent to multiple units and delivered at the same time, and you can directly skip the first three items of receipt. From the last three items to filing, the five procedures are not much worse, which is easy to buck-buck, which greatly damages the seriousness of official documents. The new national standard has become a dead letter, and the filing work will be difficult to carry out normally. Judging from the announcement, the printing and registration work has actually been omitted. In the process of distribution, due to different operating versions, the format of official documents may be confused, and when they are sent to leaders who do not understand computer operation, they must be rearranged and printed. There are also problems similar to receiving procedures in archival work. The seriousness and accuracy of official documents are seriously damaged, and the administration is out of touch to a certain extent, which will affect the normal work. Moreover, due to the imperfection of network technology, it will be difficult to ensure the confidentiality of documents.
2. In terms of information transmission.
Information work has the characteristics of timeliness, extensiveness and guidance. Today's era is an era of information competition. Only when the information workers are "alert and clear-sighted" and can grasp and transmit information in time can they serve the leaders in using information, grasping opportunities and making decisions. This puts forward higher requirements for the timeliness of information, and e-mail has unparalleled advantages in this respect. First, the expression is clear and the transmission speed is fast, and the transmission process can be completed within one or two minutes; Second, it can save the time of printing and proofreading, and we can directly process and transform on the basis of submitting materials. However, while greatly improving the timeliness, there are also some problems that cannot be ignored, and there are drawbacks in the strictness and accuracy of information. In the process of mail submission, the information submission and approval system will become the bottleneck restricting the timeliness of information. Skipping this level, it is difficult to guarantee the accuracy of information. Information work is a very sensitive job. The transmission of mail makes it difficult to guarantee the confidentiality of confidential information, and the modification based on the manuscript makes the information lose its progressiveness and reference.
Third, explore ways and methods to solve the above negative effects.
1, leaders and secretaries at all levels should pay attention to it to prevent delay.
The negative impact of the popularization and application of modern computers on the authenticity, advancement and reference of manuscripts may be dismissed by some people as making a mountain out of a molehill. Admittedly, this problem is not very prominent below the prefecture level. However, there are many lessons from history, and raising awareness from the bottom up is more conducive to solving problems. In addition, with the deepening of the assessment system of leading cadres' rights and responsibilities, this is always a loophole in management. Leaders at all levels above the prefectural level should rise to the height of "stressing politics" and attach great importance to it. They should set an example, work hard, strengthen supervision, and put the daily affairs management into a standardized and scientific track.
Secretaries should straighten their positions, strengthen their sense of service, keep in mind the construction of professional ethics, adhere to the principle of loyalty to manuscripts and duties, avoid subjectivity and arbitrariness, and avoid loopholes in practical work. While using computer technology to improve office efficiency, we should face up to the negative effects brought by modern technology, increase investigation and study in combination with work practice, and actively seek solutions.