How to archive and manage electronic documents

The essential attribute of archives is original records, which are manifested in the content of archives on the one hand and the form of archives on the other, such as the manuscripts of the parties and the autographs of the leaders, all of which show real originality. It is also the original records of archives that make archives have the function of legal documents. However, in OA office automation system, the originality of electronic documents is difficult to be reflected. How to determine the original record and voucher function of electronic documents, whether electronic documents can be used as files and whether they have legal voucher function, etc. , has become a new topic in the archival field. According to the relevant national standards, combined with the actual situation of our unit, starting from the basic laws of file management and the characteristics of computer technology, it is imperative to formulate the management methods of electronic file filing. Formulate management methods including the formation, accumulation, sorting, identification, archiving, utilization, statistics and protection of electronic files, ensure the quality inspection of archived electronic files truly and effectively, and develop the software of archived electronic files management system based on the characteristics of archived electronic files. Problems needing attention in formulating management measures: storage carrier of electronic documents. There are many kinds of storage carriers for electronic documents, such as magnetic tape, magnetic disk and optical disk. Compared with magnetic tape and magnetic disk, optical disk has the following characteristics: high recording density and large storage capacity; Non-contact recording and information reading; High data transmission rate; Fast access speed; Easy to preserve. Because of the protective layer, information reading is non-contact and there is no reading wear, so the disk is not easy to be damaged. According to these characteristics, it is more appropriate to use CD-ROM as the carrier of electronic file archiving at present. Although its standards are not perfect, with the development of technology, I believe that in the near future, CD-related standards will be introduced one after another. Therefore, at present, it is most appropriate to choose CD as the storage carrier of electronic archives. Disable floppy disk as a carrier for long-term preservation of archived electronic files. When conditions permit, floppy disks should be replaced with CD carriers in time for long-term storage. Paper files and electronic files have long been consistent. The characteristics of two different carrier files can be summarized in two sentences: paper files are convenient for long-term permanent preservation, but they are not convenient to use; Electronic files are easy to use, but difficult to keep forever. In view of this situation, in a certain period of time, the two carrier files will coexist for a long time. The common practice is "double copy system", that is, when saving electronic files, the electronic files are output in hard copy form to form paper files for preservation. When two kinds of carrier files coexist, we should pay special attention to the consistency of the two kinds of files. When recording, numbering, signing, changing and updating electronic files, we should pay more attention to ensuring the correspondence between electronic files and paper files. Security problems of electronic documents. First, when filing electronic files, the general electronic files should be converted into text file formats that can be used by various platforms, so as to constantly change and eliminate the influence brought by technological evolution. Electronic files with special formats should be stored with corresponding browsing software in the storage carrier. The second is to archive the original by means of "one-time CD burning and endorsement" to confirm the originality of its content information. Archivists are responsible for the originality of electronic documents before filing, and archives are responsible for the originality after filing. In order to distinguish the responsibilities, the ideal way is for both parties to sign on the unchangeable carrier, and the same recording track of this CD can only be written once, that is, "write the CD once and endorse it". You can also use CD-ROM, electronic signature, digital watermark, invisible bar code, digital timestamp and other methods to confirm the originality of electronic file content information. Thirdly, in the network environment, a "public key digital signature technology" can be adopted, which can not only confirm the identity of the sender, but also keep it confidential and safe. Firewall technology, network security detection, public identity authentication system and data encryption technology can also be used to ensure network security. Of course, it is difficult to be completely safe. 4. Security measures in use: Set the password of hierarchical inquiry authority and change it regularly or irregularly, and strictly control the copying of confidential information. The system effectively tracks and monitors the whole process of use, and automatically makes relevant records as the basis for verifying the use. Moreover, the utilization system should have strong fault tolerance to avoid irreparable losses caused by misoperation. Identification of electronic documents. First, the entrance clearance, that is, the acceptance of electronic files by the archives department, is to test whether each file can be read, opened or operated normally; Whether there is computer virus infection; Whether the content is complete, whether it is consistent with the filing transfer list or the file machine-readable directory, etc. The second is regular inspection, that is, to establish a regular inspection system for archived electronic files, whether the data electronic files can be read normally and whether the program electronic files can operate normally. Generally, magnetic carriers should be sampled for machine-readable inspection every two years, and optical discs should be sampled for inspection every four years. The sampling rate should be no less than 10%. Magnetic carriers should be copied once every four years, and an electronic document inspection, maintenance and copy registration system should be established to avoid human misoperation or repeated work. The unloaded vehicle is stored with the same number as the original vehicle. Third, the use of customs, that is, when providing use at ordinary times, once files are found to be damaged or infected with computer viruses, all files stored in the carrier should be checked immediately and measures should be taken to repair the damaged files in time. Also pay attention to updating antivirus software. At the same time, the development of computer system software and the cooperation of hardware needed for electronic file archiving and electronic file management should be included in the construction plan of the file management system in the next stage, so as to make material and spiritual preparations for accepting electronic files.