First, the role of information system construction in file management
1. Easy to manage, saving materials and manpower. Building the archives management information system, using modern information technology to classify archives, manage them in different regions, departments and stages, and giving full play to the advantages of information technology are conducive to achieving the construction goal of the archives management information system. In enterprises, the file management information system, as a new management method, saves material resources and manpower, makes management more convenient and improves the efficiency of file management.
2. Realize the goal of warehouse informatization and management automation. First, it has realized the automation of cataloging and classification, sorted and classified the files and optimized the file management system. Second, archive information and file statistics are more automated. Computer technology can accurately and quickly count the number of files and other data, and count different types of data, which speeds up the progress of file statistics. Thirdly, the retrieval is more automatic and comprehensive and accurate.
Second, the deficiencies in the construction of archives management information system.
1. Insufficient talent construction. Influenced by archivists' knowledge literacy, technical ability and professional background, there are misunderstandings about the functions of computer information system and users' needs in the process of work, which affects the in-depth development of information system construction, and it is impossible to analyze users' needs, resulting in low user participation, communication between the two sides, and many users' needs cannot be realized during system construction. The emergence of this problem is mainly due to the lack of talents in enterprises, the lack of professional compound talents in enterprises, and the lack of re-education and training for existing talents, which has affected the information construction of archives in enterprises.
2. The professional ability of archivists is insufficient. Archivists in enterprises can't master and apply modern technologies well, such as digital image scanning method, copier application technology, CD-ROM and network technology, multimedia technology, etc., which makes them unable to adapt to the construction of archives information system in their work, thus affecting information processing and information processing. At the same time, archivists lack the ability to master retrieval technology and cannot establish contact with various libraries, which seriously affects the practical application of the system.
Three, several problems should be paid attention to in the construction of archives management information system
1. Pay attention to personnel training and construction, and reserve talents for system construction. Archives management is a post with strict professional requirements, which requires staff to love their jobs, clarify their responsibilities, be loyal to their duties, love their jobs and be dedicated, and also requires file managers to have solid theoretical and scientific knowledge, practical operation ability and management ability. In order to better apply information technology to file management and build a file management information system, enterprises should attach importance to personnel training and construction, clarify the objectives of education and training, and train employees in scientific knowledge, professional knowledge, moral literacy and professional ability, so as to improve their knowledge and skills, constantly improve themselves and better devote themselves to file management. The staff themselves should also raise their requirements, keep learning during their work, find the gap and catch up. Staff should be good at observing and summarizing, constantly enrich their cultural knowledge, master the advanced technology needed for their work as soon as possible, and make their abilities meet the post requirements.
2. Explore and improve the methods of archives information management. Digital image scanning method, copier application technology, CD-ROM and network technology and multimedia technology are all things that enterprise file managers should master. On the basis of mastering these different technologies, system builders can boldly explore the construction methods and brand-new management modes of archives management, master advanced technologies of archives information dissemination, processing and retrieval, construct electronic documents and electronic archives, and define new standards of electronic archives management. Strengthen contact and communication with other archives, establish cooperative relations, and all archives cooperate with each other, and establish a resource sharing platform such as archival information with * * *.
3. Achieve the goal of standardization and standardized management. The standardization of archives management is the main index to measure the management level and performance of an enterprise. Realizing the standardization and normalization of archives work is the basis of ensuring archives management and integrity. Therefore, in the process of file management informatization construction, it is necessary to advocate standardized and standardized management objectives, file information files in time after filing, clarify the key points of filing, and then rationally divide the work, and realize the goal of standardized and standardized management of documents and materials in this unit according to the principle of file management based on this unit.