(Shijiazhuang Environmental Geological Exploration Institute, Hebei 05002 1)
With the development of the times, the requirements for geological archives information management are getting higher and higher, and it is urgent to establish geological archives information system. According to the construction of geological archives information system of Hebei Environmental Geological Exploration Institute, and how to analyze and classify the management mode of geological archives before the database construction, this paper puts forward the development direction of archives informatization in the future.
Keywords geological archives information system
Geological science and technology archives management is an important part of geological work, and it is a highly professional technical management and technical service work. It has experienced the hard work of generations of geologists, and provided basic information resources for safeguarding China's national economic and social development. Grasping the pulse of the times, strengthening the management of geological data, establishing and perfecting the working system of geological science and technology archives and carrying out the information management of geological science and technology archives can provide reliable basis for improving geological environment, preventing geological disasters and ensuring the sustainable development of social economy in time and accurately, which has important practical significance and far-reaching historical significance.
1 Grasp the pulse of the times and establish the concept of archives information management.
1. 1 Information management of geological archives is an inevitable trend of scientific development of geological work.
Archivists must break through discipline barriers and realize the perfect combination of humanities and technology, management and informatization in discipline research, which is a higher requirement for the development and utilization value of archival resources. Archivists should firmly grasp the pulse of the times and participate in the informatization construction of archives management with confidence.
First of all, the information management of geological archives is an indispensable part of modernization. At present, all our geological work achievement files have been formed into electronic documents. In this case, the information management of geological archives should be an inevitable development trend. Secondly, various units have accumulated a considerable number of geological archives over the years. With the increase of quantity, the workload of sorting, searching and consulting is heavy, which brings inconvenience to the filing and utilization of archives and affects the management of archives. If they are converted into digital information, it can not only provide users with accurate, fast and efficient services, but also alleviate the shortage of warehouses and equipment to a certain extent, greatly saving manpower and material resources.
Therefore, the realization of information management of archives can adapt to the development of science and technology today, and can greatly improve the management level and utilization degree of archives.
1.2 fully understand the file informationization and change the way of thinking.
The informatization of archives management requires us to establish a management information system by using computer technology and network technology to realize the intelligent information management of archives. The informatization mode of archives management is to make full use of the fast and efficient characteristics of information technology, give full play to the advantages of informatization management and improve the efficiency of archives management. The informatization of work purpose is to fully reflect and adapt to the essential attribute of information enjoyment, change the work purpose to the direction of paying attention to service utilization, make maximum use of the characteristics of information technology, and realize conditional enjoyment. Therefore, it is necessary to realize the transformation of the working mode, not only considering the continuation of the management system, but also fully embodying the advantages and values of the new working mode. The design of archives management information system should be carried out under the guidance of this thinking concept.
2 Classification of geological data
In order to establish a reasonable file information system, we must first make a thorough analysis and scientific classification of the existing file management models. Scientific classification can make data management organizations manage data scientifically and orderly, and then conduct comprehensive research based on the actual needs and characteristics of each unit, thus forming a set of information system management model.
2. 1 Classification by professional content
Archives can be divided into regional geological survey archives, solid mineral geological archives, petroleum geological archives, marine geological archives, hydrogeological archives, engineering geological archives, environmental geological archives, carbon geological archives, chemical geological archives, remote sensing geological archives, geological surveying and mapping archives, experimental test archives, prospecting engineering archives, geological scientific research archives, etc.
2.2 Classification according to the order of natural formation of geological data
Archives can be divided into physical geological data, original geological data and achievement geological data in order.
2.3 according to whether it involves state secrets.
Archives can be divided into classified geological data and non-classified geological data according to whether they involve state secrets; According to the interests of investors, it can be divided into protective geological data and non-protective geological data. The combination of the two forms four categories: confidential and protective geological data, confidential and unprotected geological data, non-confidential and unprotected geological data;
2.4 Classification according to the manifestations of geological data
Archives can be divided into printed geological data, digital geological data and physical geological data according to the form of geological data.
3. Classification of geological archives of the unit and construction of archives information system.
3. 1 data classification
Figure 1 Geological Environment Information System of Hebei Province
Hebei Institute of Environmental Geology has established a set of "Geological Environment Information System of Hebei Province" (figure 1) according to the fact that the files it manages are of many types, large quantity, detailed classification requirements, frequent borrowing and difficult query. According to the requirements of the Regulations on Geological Data Management and the needs of practical work, archives are divided into seven categories: technical archives, yearbooks, standards and specifications, books, original archives, topographic maps and reference materials (Figure 2); Among them, technical achievements are divided into eight categories: hydrogeology, engineering geology, environmental geology, geological disasters, environmental assessment, mine environment, water resources demonstration and others (Figure 3). All the materials have been entered into the database of the information system, which realizes the multi-directional query and adjustment according to the whole database, category, file number, report name, keywords, author, writing unit and writing date. , convenient to borrow and use, improve work efficiency, management work has therefore reached a new level.
Figure 2 Archives Directory of Geological Environment Information System in Hebei Province
Fig. 3 Directory of Technical Documents
3.2 Main functions and use effects
3.2. 1 main functions
The background database of the system is established according to the particularity of geological archives, which contains all geological data of Hebei Environmental Geological Survey Institute. This is a complete data file management system, which has the functions of input, editing, retrieval, borrowing, statistics and return.
3.2.2 Utilization effect
From the perspective of utilization, the development and utilization of information system has solved the problem of difficult query. After using the retrieval system, cross-category retrieval is no longer a problem. Just enter a few keywords to find the desired file directory. From the manager's point of view, the development and utilization of retrieval system provides a management platform for the archives management in our hospital, which initially realizes informatization and solves the problem of complicated and inaccurate manual statistics. It used to be a headache to count the annual report. Calculating the number of categories page by page is troublesome and error-prone. After using the information system, you can get accurate data as long as you input the content or time period required for statistics. The systematization of information promotes the standardization of archives and makes the informatization of archives management reach a new height.
Functionally, because the software is designed and developed according to the actual situation of the unit, modules can be added at any time, which has the characteristics of easy modification and simple operation and creates conditions for continuous improvement.
4 Conclusion and development direction
4. 1 Establish a full-text retrieval system for archives.
At present, only the database management of geological archives catalogue information system has been established, and the full-text retrieval system of geological archives has not been fully realized. The computer directory retrieval system is mainly realized by establishing a directory database, that is, inputting the file directory and the file directory in the volume into the database to realize the automatic management of the file directory. Computer full-text retrieval system combines retrieval and utilization. By establishing a full-text database, the collected full-text files (including words, images, data and codes) are digitized, and the full-text information of the files is input into the database. Users can find relevant file information more conveniently and quickly through search.
4.2 Establish a sound consulting service system
File retrieval tools can introduce everything about the database, but they can't understand the needs of users. No matter how advanced the technical equipment is, it can't replace the language communication between people. The file information that users want to obtain is the most targeted and relevant to the purpose of use. Therefore, it is necessary to establish a perfect consulting service system to help users understand the direct information and preservation of files, solve the problems encountered in the process of finding files, and enable users to find all the files they need as soon as possible.
4.3 Basic work is the foundation of development.
While recognizing the speed and convenience brought by the information system library, we also realize that the use of computer retrieval must first do a good job in the preliminary preparation of the basic data of archives. Without the collection, sorting, classification, entry and indexing of a large number of basic data, it is difficult to create a reasonable and efficient file information system, so it is both important and necessary to do a good job in the basic work of geological archives.
"Sometimes I ride the wind and waves, raise my muddy sails and sail in the deep sea." The surging tide of social informatization provides a historic opportunity for archivists in the new era to make waves and learn about the sea. As long as we firmly grasp the pulse of the times, conform to the needs of the development of the times, base ourselves on society and face the future, geological archives managers will certainly be able to draw a brilliant stroke on the grand plan of social informatization.
refer to
Department of Mineral Resources Reserve, Ministry of Land and Resources. Provisions on the administration of geological science and technology archives in geological industry. See: Geological Data Management Manual. Beijing: Geological Publishing House, 2003.