(Sichuan Provincial Land and Resources Archives)
Based on the geological data management information system developed and constructed by Sichuan National Library, according to the actual situation of the library, the function settings of the system are improved, and the specific functions of receiving, checking, online browsing and providing utilization services of geological data that meet the requirements of Sichuan Province are optimized.
Keywords: Optimization of Geological Data Management Information System in Sichuan Province
With the continuous upgrading of geological data collection system and the continuous development of geological data digitization, in order to supervise and manage geological data collection and online browsing more conveniently, Sichuan Provincial Museum has optimized the basic setup of geological data management information system developed by National Museum, and established a management information system suitable for the specific situation of archives. The system mainly aims at the management of geological data, which is embodied in the service of receiving, checking, transmitting, borrowing and utilizing geological data.
General situation of geological data management in Sichuan Museum 1
Before the establishment of geological data management information system, the management of geological data in Sichuan Museum was mainly reflected in the acceptance, transfer and service utilization of data.
1) Geological data shall be accepted. There are several employees in Sichuan Provincial Museum who are responsible for the acceptance of geological data (Figure 1). In this process, different staff members are responsible for the registration, acceptance, qualified review and handover of materials, and all records are kept in paper media, which leads to unclear division of labor, unclear responsibilities and inability to achieve effective information supervision and management.
Figure 1 Flowchart of previous geological data collection in Sichuan Province.
2) Utilization of geological data service. In the past, the lending room of Sichuan Library used the information catalog query function in the catalog entry subsystem, but there was no online browsing function of geological data, graphics and text electronic information. Users can only view the contents of the geological data directory on the server on the computer and fill in the borrowing application. After the review, the staff will extract paper materials from the collection for users to consult. After users determine the materials to be used, they will fill in the processing application again. After the review, the provincial museum will arrange personnel to record the electronic information or copy the paper content. In the use of information services, the process is complicated, and the multiple warehousing of paper collection materials has caused a great workload for staff, which is not conducive to the preservation of precious old materials, and it is even more inconvenient for users to borrow and use them.
3) Department business cooperation. For many years, different departments have been responsible for the reception of geological data and the service and utilization of geological data in Sichuan Library. At ordinary times, they basically do their own work and manage their own affairs. The business cooperation time between departments is short and the contact is not close, which is not conducive to the requirements of the integration of geological data management in Sichuan Library.
In order to standardize the acceptance process of geological data, realize the supervision function of geological data in each stage of reception, acceptance, transfer and service utilization, and further improve the service utilization level of geological data in provincial libraries, Sichuan Library has specially established the geological data management information system.
2 the specific work of system optimization
The geological data management information system developed by the National Pavilion is different from the actual situation of the geological data management of the Sichuan Provincial Pavilion in basic functions, and cannot be fully applied to the geological data management of the Sichuan Provincial Pavilion. Therefore, the Sichuan Provincial Library has optimized the basic functions of the system to make it more in line with the data management requirements of the Sichuan Provincial Library, and mainly carried out the following work:
1) define the responsibilities and divide the work among people, standardize the data receiving and acceptance process according to the actual situation of data collection in provincial libraries, and put forward the requirements for system process transformation.
2) The digitized information of geological data is processed and uploaded to the server, and a local area network is established to realize the online browsing function of data and graphic information.
3) Integrate geological data management functions to realize data management integration. According to the actual business process of the provincial library, the design of the system is divided into four subsystems: collection, monitoring and borrowing, which mainly meet the management needs of the provincial library in receiving and accepting geological data, data storage and service utilization of geological data. In the system, geological data information can be transmitted in the four subsystems, as shown in Figure 2.
Fig. 2 Data information transfer diagram of geological data
4) Test many times to ensure the normal operation of the system. After repeated running tests, various problems existing in the system are found in time, and modification requirements are put forward to improve and optimize the system functions:
3 system function optimization content
According to the requirements of the four subsystems of the geological data management information system of Sichuan Museum, the following aspects are optimized on the original geological data management information system:
1) optimizes the form management module. In the original system, there were few information and data columns in some tables, so the data content could not be entered manually. Now a variety of manual entry methods of form field information and content have been added to improve the data information.
2) Optimized data receiving function. The original system can't import DBF data files, but now the import mode of DBF electronic data in the original "data recording system" is added, which realizes the data docking with the recording system.
3) Optimized data update and statistical query functions. The original system cannot be updated again after importing geological data information. After optimization, the modified electronic file of reported data can be updated in the system acceptance results. According to the actual situation, the statistical functions such as the number of geological data registered and imported, the number of tasks issued, the number of accepted, the number of qualified and the number of warehousing have also been added.
4) Optimized the generation function of file number. The original system is set to generate the provincial document number after the preliminary examination of geological data. Now, according to the requirements of the provincial museum, it is set to automatically or manually generate the provincial file number after the geological data has passed the administrator's audit.
5) Optimize the function of geological data acceptance process. In the original system, the acceptance of geological data was divided into three parts: results, originals and objects. In the new system, the acceptance process of geological data was set as a general process (Figure 3), which greatly simplified the acceptance process of geological data and improved work efficiency.
6) Optimized data transmission and storage functions. In the original system setting, the contents of paper/electronic data transfer receipt are supplemented, which supports the warehousing of geological data and the input and editing of warehousing information, and also supports the synchronous import of catalog information of geological data into the lending system.
7) Optimized the digital online browsing function of geological data. Added the watermark processing function of confidential content.
8) Optimized the price setting function. The original system price setting needs to set a single quotation, but now it is modified to fill in the price directly on the borrowing form and cancel the single quotation.
Fig. 3 Flowchart of Geological Data Collection and Acceptance
4 system use effect
The optimized system not only meets the requirements of geological data management of provincial libraries, but also brings great changes to the geological data management of provincial libraries, mainly in the following three aspects.
1) changes in management concepts. The user operation of the system is completely realized on the Web server, and the reception, transfer, storage and service of geological data information are integrated, so that administrators can master the business development and completion of various departments in the LAN, creating a management concept of real-time supervision and comprehensive supervision.
2) Changes in management methods. The management of geological data collection and service utilization has always been based on paper media, and the process of signing and approving by leaders in each link is also complicated. The construction and optimization of the system can realize the filling, submission and audit of electronic data information of geological data. Administrators review and approve information through local area network, which reduces the review process of users and completely changes the management mode of geological data in provincial libraries.
3) the change of service mode. In the past, the service utilization of geological data was that users inquired about the catalogue on the website of the provincial library or the local area network of the borrowing room, submitted the borrowing requirements, and extracted the paper collection materials to users after the administrator approved them. Now, users can browse full-text electronic information online through approval, which greatly simplifies the borrowing process and completely changes the data service mode. The reduction of the number of paper materials in and out of the library not only lightens the workload of the staff in the lending window, but also facilitates the borrowing and utilization of materials by users, and is also very beneficial to the long-term preservation of paper materials in the collection.
5. Ideas for the next step.
At present, the geological data information management system of Sichuan Museum has been running normally. The next step is to sort out and improve all kinds of geological data, strengthen the construction and maintenance of the system platform, constantly supplement, modify and improve the system functions, enrich and update the graphic information of the data at any time, and ensure that the data service level keeps pace with the times and meets the requirements of users.
6 conclusion
With the further development of digitalization of geological data, great changes have taken place in the geological data management and service system. At present, the main functional modules of the system have been put into use, which has realized the integrated functions of receiving, handing over, storing and service utilization of geological data information in Sichuan Library, adapted to the new situation, changed the service concept of provincial library, promoted the coordination of various departments and businesses, and improved the work efficiency of employees, thus improving the geological data service and management level of provincial library.