Advantages of digital archives management
(a) to strengthen the implementation of the filing system. 1in April, 1983, the General Office of the Central Committee and the General Office of the State Council issued the Regulations on the Work of Government Organs: "All documents and materials with preservation value formed in the work of government organs shall be filed by the document department or business department and filed with the archives department on a regular basis." As can be seen from the above provisions, sorting (filing) by the document processing department is a basic system in China. In traditional file management, filing is an important step of file management, and modern file management also requires all files to be filed. But up to now, in the archives management, the implementation degree of departmental filing still needs to be considered. Many units have not yet established a sound departmental filing system, or the system exists in name only and has not been well implemented. Individual departments only send scattered materials to the corresponding file leaders several times a year instead of filing them. However, the knowledge structure and business field of archives managers are limited, and there is a lot of work to be done every day. They may not have a thorough understanding of the work of various departments, so it is inevitable that they cannot guarantee the submitted materials. However, after the archives are digitized, combined with network management, archivists can unify the archival materials that have been entered into computers by various departments, which can improve the quality of archival filing.
(2) It can shorten the working time of filing data. Traditional file management is mostly carried out at a fixed time, a fixed person and a fixed place. The process of file identification, sorting and filing takes a lot of time to complete, sometimes with half the effort. Digital file management has broken through the limitations of the original office management, and computers have become the main way of modern office. Managers can complete the storage of electronic files by encoding and decoding, and can copy and store files of different carriers. Relevant departments only need to input the data to be archived into the computer terminal and transmit it to the file management terminal through the background, so managers can use the management system already set in the computer to archive the data, thus shortening the working time, making the operation simple and improving the work quality.
(3) The query efficiency is improved. Under the background of rapid social and economic development, a large number of archival resources have been produced. It is time-consuming and tedious to manually query archives resources. After the digital file management is realized, the inquirer can obtain the required information only by searching for keywords on the designated page, which improves the inquiry efficiency. Staff will also have a lot of time to do basic work such as sorting and classifying archives resources. (4) Strengthen the protection of original paper files. After the paper files are digitized, the original files can be properly preserved, and the use of files in work can be completely realized by replacing the original files with digitized copies, which can avoid or reduce the damage to the original files, thus effectively prolonging the preservation time of the original files; Especially those precious archives with a long history will undoubtedly be better preserved after digital processing.
Second, the lack of digital file management.
(A) there are certain risks in the digital management of archives. With the popularization of information technology, the problem of network information security has become more and more prominent. The illegal invasion of computer viruses and hackers poses a great threat to the file information in the computer system, which increases the difficulty of file security management. In addition, when some files are converted into electronic files, electronic coding technology is mainly used for file editing. Electronic coding technology has some shortcomings in its application. If the original voucher content is modified, it will not leave any trace, and it is difficult for relevant managers to find it in time. Therefore, we should be alert to the violation of the archives law.
(2) The storage of electronic documents and archives is strongly restricted by carriers. Electronic archives have a strong dependence on software and hardware equipment. Although the computer storage equipment has a large capacity, it is sometimes exhausted when faced with geometric series of electronic files, and the computer application software is updated quite quickly. Many early files can't be read in the new software and hardware environment, and even electronic files in the same period may have software incompatibility problems, which is not conducive to the safe, long-term and even permanent management of electronic files.
(3) The legal effect of digital documents. Archives are original memories, which have the function of vouchers and legal effect. However, digital archives have its own particularity, because its content is easy to be modified, content and carrier are easy to be separated, and there is a "trust crisis" in authenticity. Therefore, digital files are so embarrassing that it is difficult to become legal and powerful evidence before the law.
(d) The professional quality of staff needs to be improved. Because the digitalization of archives and the information management of digital archives must use modern technologies such as computer software and hardware, scanning, storage and digital image processing to improve the professional level of archives management, it is not only people who know modern computer technology who can be competent and complete the work, but only generalists and generalists can be competent. Therefore, we should attach importance to the digitalization of archives and the cultivation of digital archives managers. In short, in the 2nd/kloc-0th century, with the continuous development of computer network technology, digital management of archives is an inevitable trend of archives development. Modern information technology is bound to realize the transformation from manual file management to automatic management, thus improving management efficiency, reducing labor intensity and speeding up file transmission. As a file manager, we should correctly weigh the advantages and disadvantages of digital file management, keep pace with the times, explore new ideas and methods of scientific file management, standardize file information management, and give full play to the utilization value of file information data resources to highlight the service efficiency of file work.