How to realize the informatization of archives management

Archives are historical records in the form and carrier of words, charts and other forms with preservation value directly formed by organs, groups and individuals in social activities. It is an information resource and the unity of information and carrier. However, with the emergence of problems such as redundant files, poor storage conditions, low search utilization rate and single knowledge of managers. The best way to solve these problems is to realize the informationization of archives management. How to realize the informatization of archives management? The author thinks that we must start from three aspects: equipping unified management equipment, establishing standardized management mechanism and building compound management team. First, it is equipped with unified management equipment to achieve full computer coverage of the archives department. In order to provide fast, accurate and complete file information for the development of government archives, computers provide us with a powerful tool. Using computer archives management system can realize: automatic cataloging and retrieval of archives, automatic full-text storage and retrieval of archives, management of archives business, computer-aided archiving, automatic indexing of archives and comprehensive management of documents. Therefore, only by realizing the comprehensive coverage of computers with uniform models and specifications can we provide hardware guarantee for the informationization of government archives management. Use mass storage bays. With the increase of the number of government archives, the archives department is faced with heavy warehouse pressure, as well as the problems of natural aging and man-made damage of archives, which requires the use of large-capacity archives storage carriers. Using computer disk storage system and optical disk storage system, especially optical disk storage system, can solve the problem of difficult file information storage. Using mass storage carrier can not only reduce the workload of managers, but also improve the efficiency of archival work. Second, establish a standardized management mechanism In the process of archives informatization construction, in order to clarify the relevant responsibilities and ensure the safe operation of the network and data, it is necessary to set out from reality and establish a standardized management mechanism. Innovate the archives management system. The relevant archives management departments shall, in accordance with the requirements of the Measures for the Administration of Electronic Archives Archiving, formulate a file management system that is suitable for information construction. First, improve and perfect the business process and technical specifications of archives management, and refine the links and steps of electronic archives work; The second is to formulate necessary security measures, especially for electronic documents and files, to ensure the safety and integrity of electronic files. Unified document management standards. Standardization of standards is one of the important foundations of archives informatization construction. The standardization of file management includes: file arrangement standard, statistical standard, service standard, technical standard, etc. This is a measure of work efficiency. Without these standards, the information resources in the archives database cannot be established; If the relevant archives departments do not follow the unified standards, each has its own set and its own system, then the archives information network will not be smooth and resource sharing will be difficult to achieve. Third, build a compound management team to improve the information awareness of file managers. The automatic registration, auxiliary filing, filing, description, retrieval, information network transmission and safe utilization of documents in the information age are all realized on the computer. This requires archivists not only to be familiar with the characteristics of electronic archives and the whole process of standardized management of electronic archives, but also to master the knowledge of computer system and network security protection to ensure the integrity and security of archival information. Archivists should also base themselves on their own jobs, strengthen their awareness of self-learning, actively participate in information education and training, constantly update their professional knowledge, and improve their professional quality and work level. Improve the information work skills of archivists. In order to realize the transformation from the traditional file management mode to the modern management mode as soon as possible, the government departments should train the file managers of this system in information technology skills in a planned way, covering the knowledge of computer, network and information engineering. Relevant archives management departments should also create the necessary conditions for archives managers, keep abreast of the development trend of archives and the application of modern science and technology in archives work, and constantly improve their working skills.