8. 1.2 enterprise file informatization should adhere to the principle of paying equal attention to technology and management and coordinating with enterprise informatization.
8. 1.3 The development and implementation of enterprise information system should fully consider the requirements of document management. 8.2. 1 The filing requirements and functions of electronic documents shall be embedded in the document generation system. The filing scope of electronic documents such as text, graphics, images and data generated by various information systems of enterprises should be determined with reference to the filing scope of paper documents. The filing scope of audio, video, multimedia and other electronic files and databases shall be determined according to relevant regulations and needs.
8.2.2 The metadata and background information of electronic files formed by various information systems of enterprises, as well as the software for generating non-universal electronic file formats, shall be filed together with electronic files.
8.2.3 The data format of archived electronic files shall be easy to read and migrate. See chapter 6 of GB/T 18894 for the general format of electronic documents.
8.2.4 Electronic documents shall be filed after identification, sorting and auditing. See GB/T 17678. 1 and GB/T 18894 for the requirements of sorting, marking and filing electronic documents.
8.2.5 Encrypted electronic files should generally be decrypted when filed, and electronic files that must be encrypted and filed should be filed together with decryption software and description files.
8.2.6 The document forming department is responsible for ensuring the authenticity, reliability, integrity and availability of the archived electronic documents. 8.3. 1 Enterprises can selectively digitize traditional carrier archives according to the actual needs of archives preservation and utilization.
8.3.2 Digitization of paper documents shall meet the requirements of DA/T 3 1 and that of microfilm shall meet the requirements of DA/T 43.
8.3.3 See Appendix B of DA/T 32 for the format of photo archives and audio-visual archives digital files.
The file number of the digitally generated file copy should correspond to the original file. 8.4. 1 Electronic documents shall be classified according to the paper document classification scheme.
8.4.2 Electronic files shall be stored on offline carriers. See appendix c of DA/T 32 for its storage carrier and GB/T 18894 9.4 for its storage requirements.
8.4.3 The carrier or accessories for offline storage of electronic documents shall be marked with carrier serial number, electronic document number, classification, storage period, storage date, etc. And the electronic file carrier should be set to a state where writing operation is prohibited.
8.4.4 The electronic documents stored on the offline carrier are in triplicate, one set is sealed, one set is kept in different places, and the other set is provided for use.
8.4.5 The identification and destruction of electronic documents beyond the storage period shall be carried out in accordance with the relevant provisions of paper documents, and their deletion and destruction shall comply with the relevant provisions of 9.8 in GB/T 18894. Confirm that the destroyed electronic files should be kept in the directory of destroyed files. 8.5. 1 Enterprises should establish a library (room) file catalog database to gradually realize full-text retrieval of files.
8.5.2 For digital files and electronic files filed by various information systems, the archives department shall provide timely and effective network services according to the set access rights.
8.5.3 The confidential file management system should be physically disconnected from the Internet, and the non-confidential file management system can be logically isolated from the Internet.
8.5.4 The document management system shall adopt security and confidentiality measures such as identity authentication, authority control and firewall installation.
8.5.5 The file management server shall take reliable backup and recovery measures.
8.5.6 Each information system shall have a module or interface that can generate the automatic filing function of electronic documents. 8.6. 1 The configuration of file management system software should meet the actual work needs of enterprises and the development needs of enterprise information construction.
8.6.2 The file management system should have the basic functions of collection, data management, retrieval and browsing, borrowing management, statistical summary, permission setting, security and confidentiality, system maintenance, etc. , which can assist entity file management and expand other corresponding functions as needed.
8.6.3 The file management system shall be connected with various information systems, and can receive and be compatible with electronic files generated by various information systems. See chapter 8 of ISO 15489. 1 and ISO 15489.2 for the design and implementation of file management system.