Analysis on how to improve the level of archives management under the condition of informationization

With the development of information technology, the traditional file management mode can no longer meet the needs of digital file management, and electronic files have been widely used in file management. This development trend poses a new challenge to archives management. Facing the new opportunities, the archives management department must focus on how to transform the original records such as documents, drawings, photos, audio and video recordings into usable information, and provide it to the relevant information demanders accurately and efficiently. First, change the traditional file management mode and change the entity management into the traditional file management of information management, that is, the file management process of collecting, sorting, cataloging, identifying, keeping, compiling, counting and providing files mainly through manual operation, which is huge in workload and cumbersome in steps. Due to the large storage capacity, the archives management department cannot extract and process the archived archives information, and a large number of archives information resources are idle or even wasted. With the introduction of modern management technology and equipment, especially the development of computer, CD-ROM, microform and multimedia technology, it provides a good objective environment for the modernization of archives management, and modern technology makes the traditional archives management model face new challenges. At present, the focus of archives management should also adapt to the needs of digital management, change from entity archives management to information resource management, take information as the management object, digitize all kinds of archives, and manage archives information resources by modern technical means. Informatization archives resources are reusable and cross-platform information resources. Only through information-based archival resources can we truly realize the value and use value of archival information resources and provide more comprehensive, more efficient and faster services for economic development, scientific and technological progress, social prosperity and many other fields. It can create the best social and economic benefits and is a valuable strategic resource for the national economy and social development in the future information society. Second, establish an effective information system and make full, reasonable and safe use of electronic documents. In order to realize the informatization of archives, it is necessary to establish an effective computer information system for archives management. Therefore, the archives management department should do the following work well: First, under the condition of applying computers, improve and standardize the workflow of archives management to meet the needs of archives information management; Secondly, according to the file processing flow, the software function design of the file information system is carried out; Third, establish a perfect internal control system in the information system to ensure the safety of documents. In the process of using electronic documents, we should first pay attention to the security of electronic documents. Due to the rapid development of computer network, the scope and quantity of electronic archives have expanded rapidly, especially the rapid development of computer network. The following problem is how to prevent the attacks of computer viruses and hackers under the network and ensure the safety of electronic files. Secondly, the authenticity of electronic documents. In practical work, due to the lack of a programmed management system for electronic files from generation to archiving, direct links between systems cannot be realized, and the metadata of electronic files cannot be completely archived at present, and a unified management method has not been established between most electronic files and their corresponding paper files; The durability of the carrier used to store electronic files affects the integrity and reliability of files, thus affecting the authenticity of files. Third, the legal effect of electronic files. Usually, the legal effect of archives is determined by its carrier. Because electronic archives have no fixed carrier, it is difficult to formulate corresponding legal recognition clauses, which is why electronic archives with CD-ROM, tape, disk and other carriers have not been legally recognized. Thirdly, we must rethink the principles, theories and methods of archives management in the process of archives informatization construction. Due to the application of modern information technology in archives management, new theories, methods and principles of archives management are constantly emerging, and a series of new problems that the basic theory of archives science has never encountered are put forward. For example, the functions of archives management institutions and the changes of archives work system, the professional quality of archives managers, the identification of electronic archives, the management of electronic archives, the construction of digital archives (rooms), and the participation of archives work in the construction of information superhighway. The archives management department must think rationally and scientifically about these theoretical problems caused by the application of new technologies in the construction of archives informatization.