The rapid economic and social development in China has promoted the prosperity of the construction and installation engineering industry. In this process, the problems in project file management are increasingly exposed. This paper briefly introduces the present situation of engineering archives information management, and on this basis, discusses the measures of optimal control.
Archives information management can be said to be an important part of engineering management. At present, the requirements of construction and installation enterprises for performance data and certification data are increasingly strict. Therefore, relevant measures should be taken in the process of construction project file management to continuously improve the information management ability.
1 current situation of information management of construction and installation engineering archives
First, the ability of informatization lags behind. The number of construction and installation projects is increasing, and the management of archives is becoming more and more complicated. On the one hand, the management of engineering archives needs complete storage, on the other hand, it needs to improve the efficiency of archives preservation and arrangement, and the current information system can not effectively meet the requirements of archives management. For example, a large number of files need a large-capacity database, and the existing database capacity is insufficient, which is prone to database overflow in the later stage of the project. In some cases, data conflicts will occur, which will affect the accuracy and authenticity of files.
Second, the information system is lacking. Information file management is a new management mode, and the system is not perfect enough to be effectively implemented. Staff are often responsible for the collection and management of archives according to their own experience, so it is often not systematic and scientific. In the process of construction and installation, we usually focus on the management of construction progress, but ignore the management of archives, which leads to the lack of synchronization between construction period and archives. Influenced by material and human resources, and considering the long construction period of construction and installation project, file management should be considered in file design to ensure that files cover all aspects of the project.
Third, the information consciousness is backward. Warehouse pressure can be said to be an important issue in the file management of construction and installation projects. On the one hand, we need a solution to reduce the pressure on the warehouse, on the other hand, we need to increase the way of information storage. Traditionally, using paper materials to store files is easy to be damaged or aged. At the same time, file protection measures are limited, and the problem of file loss is widespread. In this process, the archivists do not pay enough attention to it. The automatic retrieval efficiency of file management is low, the file items are not interesting and systematic, and the information means are single. At the same time, managers often go their own way, resources are not effectively enjoyed, and some original files are still in the stage of manual retrieval by staff.
2. Optimal control measures for archives information management of construction and installation projects
First, strengthen the construction of archives informatization. For the archives storerooms of construction enterprises, although dense shelves have been installed, the real automatic control has not yet been realized. Through the application of automatic control system, the storage location of files is clearly defined in the file information system. In this way, archivists can use computers to control and operate engineering archives, and at the same time improve the efficiency of archives utilization. Enterprises should try to apply new management software to realize the timely enjoyment of archives and reduce the investment of funds and manpower, so as to deal with the problems in the process of archives management and collect and process the data in the warehouse. In addition, enterprises need to further expand the connotation of file management, realize the exchange of resources between different departments, and provide information services for various decisions of enterprises. In addition to technical improvements, architecture has also changed its consciousness according to the needs of enterprises. While strictly controlling the construction and installation project, the construction unit should also attach great importance to file management, improve the file system through centralized management, and build a complete and systematic file management network. In this process, it is necessary to do a good job in monitoring the formation and arrangement of archival materials to ensure that the collected archival materials are complete and true, thus providing a prerequisite for information management.
Second, improve the information management system. Construction and installation enterprises should upgrade and improve the existing file information system. At present, many file management softwares are widely used, and their universality is not ideal. On the one hand, the data storage formats and storage forms of these softwares are quite different, on the other hand, the types of databases used in the process of storing data are often different. At present, the software applied by construction and installation enterprises can usually complete the functions of system login, deletion, addition, modification and file information query, but it still fails to realize the key problem of data exchange. As a result, the system can't store the information data from different sources into the data platform, and realize the enjoyment of files. This requires construction and installation enterprises to develop an independent and professional information file management system on the premise of analyzing the characteristics of their own file management. Through the development and application of the system, the exchange and interaction between different file data can be realized, and the network file management can be realized on the basis of making full use of network technology.
Third, improve the ability of employees. Archives management needs high professionalism, complexity and accuracy. Therefore, on the one hand, staff need to master the professional knowledge of archives management, on the other hand, they need to be familiar with the knowledge of related disciplines. Only by constantly optimizing their professional ability, knowledge structure and comprehensive quality, and improving the operation skills and application level of computer equipment, can file managers continuously improve the informatization level of file management. This requires that the building should be trained irregularly or regularly according to the enterprise, and through expert explanation or special lectures, employees can continuously improve their comprehensive ability through training. In this process, enterprises should also establish supporting assessment methods, and at the same time make clear provisions on the time, quality and technology of file collection in the assessment standards to ensure that staff can complete file management with high quality and rationality. In a word, construction and installation project files are of great value to construction management. Archives management needs to comprehensively consider various factors, give full play to the advantages of information technology, and improve the systematization and modernization level of archives management, thus providing a reliable basis for project management.
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