(Shanxi Institute of Coal Geology 1 15)
Geological archives are carriers for recording geological information resources. With the update and development of information technology, the traditional management mode of geological archives has been difficult to meet the new requirements of the rapid development of digitalization and informatization. At present, there are unclear responsibilities and improper storage in the archives management of geological prospecting units, which have caused adverse consequences and serious losses. Although the information management of geological archives is facing great challenges, it also coexists with opportunities, especially the rapid development of information technology has brought new development mode and growth momentum to geological archives management. As long as we give full play to the enthusiasm of geological archives managers, strive to develop a new geological archives information management system and improve the management methods of geological archives, geological archives management will open a new chapter.
Keywords geological archives information management
With the rapid development of information technology, a new era of informationization, networking and digitalization has arrived. In the new historical period, geological data files, as an important part of socialist economic development and construction, must provide geological data files for all walks of life quickly and effectively, and give full play to the role of geological data files in social and economic construction. Therefore, how to establish the corresponding management and service mode in the transformation of paper geological data files and electronic geological data files is a problem that every geological data archivist must consider.
1 Importance of implementing management informatization in geological archives department
The informatization construction of geological work is a complex systematic project, and the informatization construction of geological prospecting units cannot be separated from archives. Geological archives materials are words, charts and audio-visual carrier materials with preservation value directly formed in geological exploration activities. It is not only a true reflection and record of the field investigation process, but also an important foundation and basis for developing geological prospecting economy, and also a certificate and basis for safeguarding rights of units. With the rapid development of social informatization, the contents, forms, carriers and other attributes of data files in geological prospecting units have also changed greatly, especially the file materials formed with geological prospecting projects as the center have the requirements of comprehensiveness, accuracy, systematicness, authenticity and professionalism. However, a complete geological project must go through the stages of project establishment, design, construction and completion, and must be approved and accepted by the higher authorities. Therefore, it is particularly important to collect and sort out the data files that meet the standards.
1. 1 Archives informatization is the development trend.
Archives informatization is to strengthen the collection, arrangement, development and utilization of geological archives information resources by using modern information technology. The informatization construction of geological archives is a process of information digitization, and it is also a process of storage, retrieval, management form and carrier change of the same information. It has brought new development and research topics to the traditional archives management of geological departments. The "Implementation Outline of National Archives Informatization Construction" clearly puts forward the objectives and main tasks of national archives informatization construction: in line with the principles of overall planning, unified standards, hierarchical construction, security and confidentiality, strengthen the standardized management of electronic file filing and electronic files, promote the digitalization and digital database construction of collection files, carry out online inquiry service of public archives information, and accelerate the standardization system, security system and informatization construction of archives informatization. Therefore, the construction of archives informatization is the inevitable trend of geological archives development.
1.2 Archives informatization expands the service space of archives work.
In the final analysis, file management is the management of information resources. The social value of information resources lies in the development and utilization, and the effect of development and utilization depends on the timeliness of development and the degree of utilization. Comparatively speaking, all kinds of information stored by modern management means are more convenient to use and develop, and can also produce wider social benefits.
2. Scientifically understand the connotation of geological archives informatization.
The informatization construction of data files is a long-term and complicated system engineering, and the informatization management mode of different industries is different. Facing the challenges and opportunities brought by informatization, geological prospecting units, like other enterprises, are facing the challenges of marketization and international competition. In order to improve the overall quality of geological prospecting units, promote the reform and development of geological prospecting units, make full use of informatization as a weapon, and embark on a suitable road of informatization construction.
2. 1 Geological archives informatization is the concrete realization of national informatization strategy in the field of archives.
The national informatization strategy is a large-scale systematic project, involving agriculture, industry, science and technology, national defense and other industries and social activities. Information resources, information network, information technology, information industry, information talents, information regulations and standards are the basic elements of the national informatization system, and regional informatization and industry informatization are the organic components of the overall situation of national informatization. As the concrete realization of national informatization in the field of archives, geological archives informatization obeys the overall situation of national informatization and is carried out systematically and orderly under the whole strategic planning framework. The goal, task and content of geological archives informatization depend on the overall development demand of national informatization, which has obvious characteristics of the times and society.
2.2 The essence of archival informatization is the combination of archival work objectives and information network means.
The fundamental goal of geological archives work is to meet the needs of society for the management and utilization of geological archives. The traditional archival business model is developed on the basis of the original archival work means, and its rationality is based on using the existing means to meet the needs of social archives to the maximum extent. The introduction of modern information technology, such as computer and network, has greatly changed the procedure and mode of archival business, but it has not changed the social mission of archival work. Informatization is only a change in means, not a revolution in target direction. The fundamental goal of archives work in digital environment is still to meet the needs of society for archives preservation and utilization to the greatest extent. The pursuit of informatization is how to make full use of modern technical means such as digital network to realize the fundamental goal of archival work. In this sense, the essence of archival informatization is the combination of archival work objectives and information network means, and it is the migration of traditional archival business to network environment.
2.3 Archives informatization is a dynamic process of continuous development.
With the continuous development of information technology, technical means and technical environment are constantly changing, and the goals, tasks and requirements of archives informatization construction in different periods are also different. However, under the specific social environment in a certain period, restricted by technology, economic conditions and humanistic foundation, the goals and tasks we set for archives informatization construction are realistic, concrete and relatively stable. Under the background of dynamic changes, it is impossible to achieve the goal of archives informatization construction in one step.
2.4 Archives informatization involves two levels: information technology and humanistic environment, with rich connotations.
As mentioned above, file informatization is the support of modern information technology for management objectives. Therefore, technology, management and humanistic environment as its social foundation are always intertwined in the process of archives informatization, which makes archives informatization construction have new connotations different from traditional archives work, which can be seen from the above definition of archives informatization.
Geological science and technology archives information contains important information of mineral data, and is also the result of people's exploration and research on mineral distribution and crustal movement. It is an important information resource and has an important strategic position. In today's society, whoever has more information will have the initiative. As a carrier of rich mineral energy information, geological science and technology archives information has attracted worldwide attention.
The information society has pushed the archives management of geological departments to a new development period. And the challenge of information technology, archives management should be truly informationized. In short, as long as we establish a firm sense of service and strengthen the development and utilization of geological archives information resources, we can better serve the society.
3 requirements for the information-based geological archives department
Geological archives are important achievements made by predecessors through continuous exploration and sweat. Each geological prospecting unit has different investment costs in archives, and most of the archives of exploration departments don't even have computers, let alone digital retrieval and management. This is incompatible with the current era of rapid computer development. At present, geological reports, including surveying, geophysical prospecting, hydrology, engineering, geology, minerals, etc., are submitted in digital form for review in accordance with the regulations of higher authorities, otherwise they will not be accepted. However, after obtaining the evaluation record certificate, the geological prospecting units did not archive the electronic documents of relevant reports, but only archived the copied digital reports and original geological data. This is not normal, there should be no disconnection, and it is also a loophole in the current file management.
3. 1 Strengthen management and increase capital investment.
Due to the lack of understanding of geological science and technology archives by relevant departments and management workers, the importance of data is not fully realized, and it is not included in the daily work process, which makes the management of geological archives lag behind. Relatively speaking, the management funds are also insufficient, which seriously affects the smooth implementation of modern management. While strengthening management, relevant leaders should raise awareness and formulate feasible rules and regulations to ensure the smooth progress of management. It is necessary to increase capital investment, equip with modern technical equipment, equip a certain proportion of computers according to archivists, and carry out training with the times to realize the electronization of geological archives in this unit.
3.2 Improve the professional skills and quality of geological data archivists.
The quality of geological data archivists directly determines their professional ability. Improving the professional quality and professional ethics of managers requires them to have higher legal and policy concepts, professional knowledge and good professional ethics. Improving the quality of geological data archivists is the key to accelerate the scientific and technological progress of geological data archives and promote the development of geological data archives. In the information age, the archivists of geological data should renew their service concept ideologically, keep up with the pace of social development, establish a sense of competition, study hard, broaden their horizons, understand the present situation and development trend of the work fields involved, improve their own quality, and use new theories and technologies of geological data archives to guide and improve the work of geological data archives. Efforts should be made to cultivate compound talents who can adapt to the digitalization and modernization of geological data files, so that they can not only learn theory and knowledge scientifically, but also skillfully apply digital technology.
3.3 Establish a retrieval system
For massive geological data, it is faster and more convenient to establish a retrieval system. The retrieval contents include: the classification of data specialty, working methods, different minerals, exploration time limit, regional classification, filing time classification, etc.
3.4 Establishment of electronic database
Both new and old materials should be included in the general electronic database, which is an important content of archives information management. Including the original materials of all professional reports, report approval documents, drawings, forms and filing certificates and other attachments. The original data can be archived in the form of scanned copies, and each data must be carved into a complete CD to prevent data loss and damage caused by computer viruses.
3.5 Confidentiality of electronic documents
Geological data of exploration units, including electronic documents, need to be kept confidential. Therefore, the security of electronic database must be strengthened. A special person shall be responsible for the preparation of the computer. Others shall access files according to the instructions and shall not enter the main computer. The computer master database has compiled a "double key code", which allows people to turn on and off their mobile phones, and the confidentiality is in place.
Four ways to realize information management of geological archives
4. 1 Innovative working methods
4. 1. 1 Building a network system
With the development of science and technology, social and economic construction is increasingly inseparable from geological information services. With the development and application of modern computer network technology, the means, approaches, scope and retrieval efficiency of geological data archives information retrieval have undergone fundamental changes, which requires us geological data archivists to establish the concept of serving the vast number of users, strengthen service publicity, strengthen the construction of network facilities and improve the environment of service places. The establishment of local area network (LAN) for geological data files and access to external network or Internet are the basic conditions for information construction.
4. 1.2 Establish a geological data file service website and provide online services.
This will become an important form of geological data file management service. Geological data file management service should be based on the website, and further accelerate the construction of geological data file information resource database, especially the full-text database of electronic documents; Realize the real-time management and utilization of electronic documents on the website, realize the digitalization of geological data archives information resources and the networking of geological data archives information services.
4.2 Expand the service field
With the development of science and technology, people's scientific research and production construction are increasingly inseparable from the geological data file information service. Actively promote the socialization of geological data archives information service, from mainly serving geological exploration to serving the society in all directions.
Actively serve, strictly standardize management, strengthen service awareness, improve work efficiency, strengthen projects that stimulate domestic demand, and provide services more timely and proactively. Take the initiative to investigate and study the relevant project authorities, construction units and design units to understand the needs of users and provide targeted services. Actively communicate with relevant departments and project undertakers, and actively provide geological data services for various environmental protection projects.
4.3 Electronic document information and digital paper documents
The so-called electronization of archival information is the process of collecting, screening and processing paper or machine-readable archives and transforming them into secondary archival information in the form of microcomputer software. It is not only the practical requirement of geological work, but also the inevitable trend of file management to archive geological data electronically, make full use of computers and scanners to digitize paper files and establish a full-text database to facilitate storage, retrieval and utilization. Therefore, geological prospecting units must quickly update their concepts, quickly realize the networking of archives work, serve geological prospecting work and promote the modernization process of other work.