First, the position of retrieval in the whole archival work.
1. retrieval is the preliminary work of providing and utilizing.
Archives (rooms) make direct preparations for providing utilization, and specifically solve the search of each file or file through retrieval.
2. Retrieval is an important means to improve the work level of archives (rooms).
3. Retrieval has become an independent and important link in archival work.
Two, the basic requirements of compiling document retrieval tools are
1, all, refers to rich information storage.
2. Accuracy means accurate retrieval.
3. Fast means fast.
4. Convenience means convenient retrieval.
Third, the problems that should be paid attention to:
Work hard on important documents, and don't use manpower and material resources evenly.
1, general records can be recorded to the file level, and important files can be recorded to the file level.
2. Emphasize that retrieval tools are arranged according to certain methods for searching and consulting.
Third, the inspection method
(1) Classification: On the basis of scientific classification, combined with the contents and characteristics of archives, using the method of concept division, the archives clues with the same nature are brought together to form a retrieval system.
Advantages: the file clues of the same problem or the same major are gathered together, which is easy to find and use.
(2) According to the author's investigation method:
Now also known as the person in charge.
Put together the literature clues formed by the same author.
This method is generally used in the archives of public institutions.
(3) Method of inspection by quantity:
That is, they are arranged in the order of document numbers. Generally, there are document number directories and document number comparison tables. This method is also popular in the archives of public institutions, but it is not used much in archives. However, it is difficult to check the document numbers of historical documents or documents with incomplete document numbers.
(4) Arrange inspection methods according to word order.
The compilation of retrieval tools such as names and place names generally adopts the methods of radical, number of corners, number of strokes, shape of strokes and number of strokes.
1, radical radical method: it is not widely used, because it is quite difficult to organize and many radicals are difficult to master.
2. Stroke number and stroke shape method: The difficulty lies in simplification.
3. Four-corner numbering method: This method is widely used on place name cards in China. However, the popularity of this law is not wide.
4. Phonetic sequence method: arranged in the order of Chinese Pinyin. It is mainly used as a retrieval tool based on author, file name and region. This method is simple, but it is inconvenient for older people.
(5) Method of inspection in sequence
Arranged according to the area formed by the document. This method is widely used in the retrieval tools of historical archives and some professional archives. Such as memorial halls and geological archives in Qing Dynasty.
Case, agricultural archives, etc.
(6) Thematic method
Sorting by subject is generally adopted by retrieval tools with subject words. Strictly speaking, this method is consistent with the fourth method, and they are all arranged according to the word order of the subject words. For foreign language files, they are generally arranged in foreign letters.
At present, in the field of archival science, classification and subject method are highly respected, and both have their own advantages and disadvantages.