(Development Research Center of China Geological Survey, Beijing 100083)
Abroad, archivists have long declared: "Archives are built for use. To some extent, our professional reputation and social status depend on the use of archives. " This understanding urges them to actively provide convenient and efficient services to the public. The legislation and regulations on the use of archives in European countries all regard the timely use of administrative documents produced by institutions by individual citizens as an important principle. In order to make the management of administrative organs open and transparent, the documents of administrative organs must be available for consultation after they are made and handed over to the archives. These experiences have important reference significance for promoting the socialized service of geological data in China.
1 developing external archives service
With the continuous progress of society, the socialized service of foreign archives has gone through a long process from closed to conditional opening. In ancient times, archives only provided services for a few privileged people. 15 ~16th century, with the rise and development of the European Renaissance, European historians began to attach importance to original documents, thus constantly demanding that archives serve the outside world. 18th century, after the victory of the French bourgeois revolution, the French National Assembly promulgated the world's first national archives regulation in 1790, which clearly pointed out that archives should be open to the society and stipulated that French citizens could consult archives during opening hours. Since the 1960s, with the rapid development of information technology, the digitalization of archives and the sharing of network information have become its remarkable features. At present, the public's access to government archives is generally guaranteed by the constitution abroad, and it has become a basic human right and freedom, which is called "information right". For example, the Council of Ministers of Council of Europe announced the proposal R(2000) 13 on the archives utilization policies of member States. It is pointed out that the laws formulated by member States should adhere to the following principles: (1) Public archives are open to the society except for special restrictions; (2) Limited closure period.
2. Restrictions on foreign archival services
The socialized service of archives abroad is not comprehensive. Usually, the socialized service of archives is restricted by delaying the opening and setting a closed period to protect the interests of individuals, government organizations, enterprises or countries. There are four main restrictions on foreign archival services.
2. 1 Personal privacy protection
Personal privacy is protected by prohibiting the use of files for a certain period of time.
2.2 Protection of government and public security interests
Restrict the use of documents containing national security, important financial and economic interests of the government, protection of public order and safety, investigation and litigation information related to criminal activities, and documents or documents containing financial, economic and political information or conducting commercial negotiations with foreign governments. The protection period of file utilization is generally 30 ~ 60 years from the date of file generation.
2.3 protect the economic interests of enterprises and individuals
In the EU, archives law or special law (industrial property protection law, patent law, economic espionage law) usually has strict regulations on this, and the average term of use restriction is 30 ~ 60 years.
2.4 Copyright protection
Copyright is protected abroad. Copyright issues are usually clearly defined, and the most common limitation period is 70 years from the date of publication of documents, but everything depends on major changes.
3 Typical practices of foreign archival services
3. 1 USA
By improving the degree of informatization, digitalization and networking, American archives take the initiative to provide services and improve their service level.
3. 1. 1 Archives management is highly informatized.
Main manifestations: ① Information leakage. ② Provide online services. (3) Realize resource sharing. (4) realize the electronic internal office.
3. 1.2 The level of active service has been greatly improved.
All kinds of files are not only open to government workers, but also directly face the public and serve the public. Archives distribute instructions on the use of retrieval tools, collections, reference materials, service guides, etc. to the society through various channels, and try their best to let the public know the functions and contents of archives and stimulate public interest and demand for archives.
3. 1.3 diversification of archive carriers
With the continuous development of information technology, more and more archive files are scanned by computers, converted into PDF or other electronic formats, stored in computers or burned into CDs. With a considerable number of electronic documents, it greatly facilitates the establishment of archives database, the computer query of materials and the in-depth development and utilization of archives.
3. 1.4 Pay attention to the protection of paper files
Although organizations at all levels in the United States have basically realized electronic office work, they still use traditional paper documents and written signatures when dealing with some important affairs. At the same time, paper documents are still the key protection objects of archives because of their legal uniqueness.
3.2 Spain
Spanish law stipulates that the use of archives is free and unrestricted. Users have the right to use the archives in the reading room and the right to know the archives information in the collection.
3.2. 1 First-class information technology services
The necessary power supply is installed in the reading rooms of archives at all levels, and users can bring computers into the reading rooms. In the archives utilization room, there are generally readers and printers for microfilm and microfilm. If necessary, you can print out the relevant content immediately.
3.2.2 Strict file service quality standards
Archives at all levels pay more attention to the evaluation of archives service, and formulate the quality standard of archives service composed of many indicators. Taking the National Historical Archives as an example, there are 13 items in this standard, including the conditions for providing services, the conditions for reading documents, and the information of archives service items.
3.2.3 Pay attention to information feedback and complaints about the use of archives.
Archives at all levels attach great importance to user information feedback. The ways to get users' opinions are as follows: ① Encourage users to put forward opinions and suggestions on the service of archives; (2) hold a user association; (3) Encourage users to write letters of recommendation to the director of archives; (4) conducting a questionnaire survey; ⑤ Encourage file users to submit research reports written by their files to the archives.
3.3 Germany
German archives regard the interaction with the public as an important aspect of archives service. Through street publicity, archives exhibition, publication of archives publicity album, holding academic lectures, archives open days and other forms, the society can learn more about archives, and the public can often enter archives to achieve the purpose of serving the society.
3.3. 1 Open day for setting up archives
On the opening day, users can visit the archives room, catalogue room and technical room as long as they hold their ID cards. It is also equipped with special personnel to explain and detailed reading materials, so that visitors can experience the archives comprehensively and deeply.
3.3.2 Introduction of Novel and Featured Services
For example, Heidelberg Archives provides birthday newspaper service for readers.
3.3.3 Actively serve the urban economy.
For example, Heidelberg Archives, combined with the characteristics of tourist cities, has carried out publicity activities around the world in various ways, which has promoted the development of tourism in this city.
3.4 Netherlands
The Netherlands mainly improves the service level through the construction of the standard system.
3.4. 1 Establish a quality standard system.
Archives have detailed regulations on opening hours, prices, products and services, time limit for handling letters and orders, spacious reading room, good lighting, normal reading equipment, reasonable waiting time for obtaining documents, and professional staff. , and has been printed into a booklet and handed over to the public for social supervision.
3.4.2 Establish an "image library" on the website.
Picture service is an important part of modern service. Some websites have more than 200,000 pictures in their media libraries. With the development of database, computer equipment can find all the file lists from important search engines, such as Google's text index.
3.4.3 Establish a "text bank"
The Netherlands is developing a document bank (text bank) to facilitate users to find documents. Establishing an on-demand scanning system allows visitors to select files or materials they want to digitize. In this way, the archives will establish a digital warehouse, and first digitize those files or materials that are in great demand.
4. The new trend of archives service abroad
4. 1 Services are increasingly standardized.
The International Council on Archives (ICA) has drafted a guide ISAD(G) on describing the whole family and its components and a guide ISAAR(CPF) on the real information of the creators of archival materials. A working group of ICA has recently formulated a new international standard to describe file depository institutions, so as to input information about file depository institutions into traditional online search engines. Users can have more opportunities to access online catalogs and archive information systems that describe archives kept by different archive preservation institutions through the Internet.
4.2 Electronic information has become the focus of services.
Information technology makes archives develop towards digitalization, informationization, networked storage and service while completing traditional work. The director of the National Archives and CEO of Generation Network signed and announced a five-year agreement to digitize documents selected from the huge collection of the National Archives. Electronic document archives will make documents enter the digital space from filing cabinets, improve the way of organization, storage and retrieval of government documents, and make it easier for the public to find and use government documents. Britain has also established the National Digital Archives Center (NODA) to promote the coordinated management of archives digitization and information services.
4.3 Services are more people-oriented.
Recently, the Family Documentation Center of the British National Archives moved into the British National Archives Building in the suburbs of London. The British National Archives Building is undergoing all-round transformation and improvement. After the completion of the whole project, visitors will be provided with more seats, microfilm readers and computer terminals, and the provision and utilization of original documents, research resources and more and more network materials will be improved; Two new lecture rooms will be built to provide educational programs ranging from family history to military history.
4.4 Pay more attention to public leisure services.
"The Role of Archives in Leisure Society" is the theme of 14 International Archives Conference. Britain is unique in the leisure use of archives. In the newly-built Kew Botanical Garden in the west of London, the public can browse all public government information online and enjoy fast and professional information service, which is also called development service. This service includes oral consultation, written consultation, letter consultation and active reporting of file information to potential users.
4.5 Pay more attention to network services
Archives all over the world have generally opened up a new service mode-network service, and users can freely search all kinds of information provided by public archives websites anywhere. The British public archives show the archives catalogue to users through the integrated network system, which provides detailed information about the former public archives and the Royal Historical Manuscripts Committee for users at home and abroad, and also provides detailed archives for the study of family history, the theoretical study of electronic documents and the general preservation principles of archives.
4.6 Electronic archives have become one of the important parts of modern archives management.
With the development of e-government, the collection and management of electronic documents have been put on the agenda. In 2003, the International Archives Council (ICA) called on the delegates to protect the memory of the information society and make full use of information technology to improve the transparency of administrative management.
4.7 file management is becoming more and more legal.
Managing archives according to law is the general trend of archives management in all countries of the world. Britain promulgated the first Law on Public Archives in 1838, the Law on Information Openness in 2000, the Law on Freedom of Information in 2005, and other laws, such as the Company Law and the Contract Law, which stipulated the development of archives, archival work and archival undertakings, as well as the archival work of various departments, enterprises, institutions and even individuals. In addition, British archival institutions at all levels and local governments at all levels have formulated corresponding rules and regulations according to the needs of their work. It also promotes mutual understanding and communication among archivists and promotes the implementation of archival laws and regulations by holding regular professional meetings and publishing professional publications.
4.8 Pay close attention to file decryption.
In order to facilitate network services and do a good job in document decryption, the National Archives and Documentation Bureau of the United States recently established a decryption information management office, which is responsible for document decryption.
5 Experience that can be used for reference
5. 1 Establishment of digital geological archives
On the basis of data collection, build a unified geological data technology and standard system, speed up the process of geological data digitization, build relevant databases, establish a * * * * service platform, and improve service capacity.
5.2 Promote networking and proactive services
In addition to the traditional borrowing service of geological data collection, online data retrieval system, network map query system, one-stop service system and e-commerce service should also be provided. So that readers can download through the network, buy in designated stores, or obtain information by telephone, e-mail, fax and other forms; We should also actively carry out services through periodicals, annual reports and other forms.
5.3 Strengthen the development and utilization of geological data
In addition to professional geological data services, we should also carry out management such as data processing, application software, consultation, decision-making, technical support and training, popular science and comprehensive geological data services, involving all aspects of geological data, such as regional geological survey, geochemistry, geophysics, hydrogeology, geological disasters, mineral resources, water resources, energy, environment and geological science knowledge. Do a good job in decryption research of classified geological data and carry out decryption service.
5.4 Promote cluster services
On the basis of traditional geological archives service, give full play to the role of Geological Survey, Geological Survey Institute and Geosphere Monitoring Institute, and carry out professional geological data services. It is also necessary to invite other geoscience research institutions and universities to participate in the team of geological data providers through cooperation mechanisms.
Note: This paper refers to a large number of papers published by the National Archives Bureau, the website of the National Archives Research Institute and the CNKI database, so I won't list them here.