What are the advantages of paper archives and electronic archives?
Archives have historical reproducibility, knowledge, information, politics, culture, society, education and value. and other characteristics, among which historical reproducibility is its essential attribute and other characteristics are its general attributes. Therefore, the definition of archives can be briefly stated as: archives are original documents that reproduce the true appearance of history. The following is the content I have compiled for you on the advantages of paper files and electronic files. It is for reference only. I hope it can help you!
1. Analysis of the advantages of electronic archives compared with paper archives
(1) Shareability of electronic archives. Paper archives generally only have one or a few copies, which are very small in number and can only be viewed at the same location. This is very detrimental to file transfer. If another person in a distant place needs to know about this paper document, there are only two ways: one is for the distant person to take transportation to the location of the paper document, and the other is to mail the paper document. Obviously this will waste a lot of time, manpower and material resources. Moreover, a large portion of paper top-secret files are not allowed to be mailed. Documents may be damaged or lost during mailing. But electronic documents can be viewed by many people at different times and in different places at the same time. On the one hand, it can break the limit of the number of people and be seen by many people at the same time, which invisibly increases the utilization value and efficiency of the archives. On the other hand, it breaks the restriction that paper archives can only be viewed in the same place. Viewers can watch from a distance in a variety of ways. Our country’s previous cultural relic archives were all in the form of paper, and people could only see the cultural relics by going to museums. There are museums in almost every region of our country, and with a history of five thousand years, there are countless cultural relics. Long distance and limited time limit many people who have a strong interest in cultural relics and history. So now more museums are beginning to use electronic archives and online viewing and inquiry. The development of high technology allows resources to be shared more effectively.
(2) Electronic files are not easily distorted and are economical and environmentally friendly. Paper files will be damaged to varying degrees with the increase of time and the number of readings, and the handwriting will become increasingly aging, making it difficult to preserve them for a long time. Environmental factors such as high temperature and humidity can promote the hydrolysis of paper, and can also cause the writing material to spread and bleed. Moreover, the occurrence of unexpected events is very likely to destroy precious archival materials, such as fire. However, electronic files can be backed up multiple times, and digital files will not become invalid due to repeated use. We can print, download and transmit them countless times. Paper archives require a large amount of paper, and archival staff need to spend a lot of time and energy untangling, binding and transporting paper archives. Although our country has a vast territory and many trees, it does not have many resources per capita. This is common sense that each of us knows. The amount of paper consumed to preserve archives every year is very large, which is obviously not in line with the establishment of a resource-saving and environmentally friendly society. Increasing the use of electronic files can greatly reduce the use of paper files and protect the environment. When a document needs to be sent to multiple people, it only needs to be sent through emails, documents, etc., instead of a large number of copies.
(3) Diversity and interest of electronic documents. The form of paper documents is relatively simple and can only be expressed through text description. It's easy to make mistakes while writing. When viewing documents, we often see scrawled handwriting that is difficult to read. If a long period of time passes, it will be difficult to verify. Compared with paper files, the entry of electronic files is faster, the handwriting is neat, and it is easy to correct mistakes. Electronic documents are entered in various forms, not just in a single text form. You can also use a variety of graphics such as bar charts, pie charts, bar charts, etc. to perform statistics. In addition, electronic files can put pictures of related items into the file to achieve the unification of graphics and text.
With electronic files, file information can be classified, counted, summarized, printed, copied, etc. more conveniently and quickly to better meet the various needs of users. When compiling files around a topic, electronic files are faster and easier to process than manual editing.
2. Comparative analysis of the advantages of paper archives and electronic archives
(1) Paper archives are not easy to be tampered with and lost. Electronic files are extremely easy for computer experts or relevant personnel with access to the files to invade and tamper with. Moreover, electronic files leave no traces after being tampered with, making them very difficult to detect and identify. Paper files are not easily tampered with. If they are tampered with, they will leave corresponding traces and are very easy to detect and identify. Moreover, paper files are unique and can be identified accordingly through handwriting, etc. Similarly, the longer a file goes through, the more precious it becomes. The instability of electronic files is even more obvious. When encountering computer viruses or computer failures, it will be very serious if there is no timely backup. Once U disks, optical disks, and magnetic disks that store electronic files are subject to strong magnetic interference from the outside, or due to changes in temperature and humidity in the storage warehouse, the file contents will be lost and damaged. Reviewing electronic files requires computers and other related equipment and knowledge, while paper files are convenient and fast. At the same time, the ease of tampering and copying of electronic files makes their authenticity easily questionable, making them more convincing than paper files.
(2) Security of paper files. Some files are top secret, some files are related to national security, and some files are related to personal privacy of citizens. However, electronic records are far less secure than paper records. It is not impossible for some experts on the Internet to hack into computers of various systems. Computer technology is changing with each passing day, and every country is making rapid progress. If we want to ensure the security of electronic archives, we must continuously improve related technologies to prevent the leakage of state secrets.
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Strengthen the management of electronic files and make good use of electronic files
Electronic files refer to archived electronic files and files that have preservation value. its relevant information. Currently, in daily work, the number of electronic files is increasing year by year, and the management of electronic files has become an important issue faced by the archives management department. With the rapid development of information technology, although the electronic level of archives management has improved, problems have become increasingly apparent due to differences in management concepts, management methods, and management means. The purpose of strengthening and doing a good job in electronic archives management is to use electronic archives more accurately, more completely, and more reliably. This article starts from the management of electronic archives, analyzes the main ways of utilizing electronic archives, and points out several measures for good electronic archive management.
1. The main ways to use electronic files
Electronic files are fast and convenient. Compared with traditional paper files, their recall and accuracy rates are higher than those of paper files. The quality of the files is incomparable. However, the use of electronic archives must be based on corresponding information technology, and the soft functions of management must be exerted to fully demonstrate its advantages. Currently, there are three main ways to utilize electronic archives: providing copies, communication and transmission, and direct utilization.
1. Provide copies. Copying is the first way to use electronic files. The purpose is to provide users with the original state of the files and ensure the authority during their use. As an archive department, when providing carrier copies to users, the files should be converted into a universal standard document storage format, and the users should provide their own software and hardware platforms for recovery and display. When users do not have the software or hardware platform to use electronic documents, printouts or microforms can also be provided to these users.
2. Communication transmission. Communication transmission can solve the problem of users being unable to reach the location of files, and can save time and financial resources. It is an important way in the use of electronic files.
The so-called communication transmission refers to using the network to transmit electronic files. It can realize the exchange of archival resources between different libraries and provide archival information to relatively fixed archival units. This can be achieved through point-to-point conversion of digital communication or the Internet.
3. Direct use. Direct use refers to using the computer of the archives department or another search agency to directly query on the archives department's network. The characteristic of direct use is that it can provide technical support to users and enable more readers to use the same electronic file at the same time. The possibility of this approach depends on the number of information resources available for direct use in the archives network system.
2. The importance of strengthening electronic archives management
Electronic archives are still a new thing for most units and departments, and strengthening the management of electronic archives is of great significance. As archives management workers, the management of electronic archives requires us to complete the transformation from the traditional management model to the modern management model. Below, we will analyze the importance of strengthening electronic archives management.
1. Strengthening electronic file management will help save manpower and material resources. ? In traditional archives management, due to the particularity of archives work, especially some fragile archives, it generally requires a large amount of human, financial and material resources to be better preserved, and there is inevitably the risk of damage. However, the emergence of computers and their networks not only provides fast management methods for archiving, but also provides a fast way to utilize information, eliminating the difficulties of filing and retrieval, reducing the labor intensity of staff and improving the efficiency of archiving. The quality and retrieval speed are beneficial to saving a lot of manpower and material resources. After the electronic file management work is realized, files can be filed according to "volume" instead of filed according to "piece", which greatly improves the efficiency of file management. ?
2. Strengthening electronic file management will help improve service quality. ? The purpose of file management is to improve convenient and efficient services for users, strengthen electronic file management, and realize electronic resource information, which is conducive to improving the service quality of file management. The characteristic of electronic archives is the informatization of physical materials. A large number of original archives can be concentrated in computer storage media and disseminated through the Internet, which allows users to quickly filter massive amounts of information when consulting. Strengthening the management of electronic archives and improving high-quality services for readers requires us to broaden our knowledge, work hard to learn new technologies, increase our skills, and improve our ability to control modern technologies, so that archives management can exert its due social and economic benefits. .
3. Strengthen electronic file management to help meet diverse needs. With the progress of society, more and more users have put forward requirements for the diversity of archives. They not only want to see original text materials, but also original images, videos and other materials, and the traditional archive model can no longer satisfy this demand. Due to the diversity of information preservation, electronic archives have gradually become the main solution to meet the diverse needs of users. The diversity of archives utilization needs is closely related to the level of social development and the degree of civilization of people's lives. With the development of society and the advancement of science and technology, the service objects of archives work and the needs for archives utilization will change, showing certain dynamics. sex, strengthening the management of electronic archives is conducive to meeting this diverse demand.
3. Main measures for the management and utilization of electronic archives
Due to the diversification of the utilization methods of electronic archives and the diversification of the technologies they rely on, the utilization work is complicated. Therefore, strengthening the utilization and management of electronic archives is a very important task, which requires close cooperation from many aspects and work from multiple angles.
1. Establish an archive utilization system and integrate various archive resources.
It is necessary to establish an archives utilization approval system. When relevant personnel need to access and use archives, they must obtain the approval of the archives supervisor. An archives utilization management system must also be established. Archives collection departments can use network technology to carry out archives collection and management activities to make archives collection more efficient. In order to ensure timely updates of electronic archives, better meet the needs of electronic archive users, and achieve complementary use of electronic archives and paper archives, integrate archive resources to innovate archives management models, and achieve quality utilization of electronic archives. leap.
2. Standardize the use of files to avoid irreparable losses. The use of electronic files cannot be unprincipled. It should be based on the user's situation and be effectively managed according to the confidentiality level of the electronic file content. Under normal circumstances, electronic files whose content is not completely open should not be provided for use in the form of copies. The process of browsing such files must be carried out under effective supervision. When using the network to provide utilization, confidential information content should be encrypted, and the "key" used should be changed regularly or irregularly to avoid irreparable losses caused by misoperation.
3. Establish a "dual system" model to ensure the integrity of important information. The so-called "dual system" refers to the submission of electronic files and paper files for storage and archiving at the same time. The "dual system" management model poses new challenges to archivists, requiring them to keep up with the times, master modern information technology, and be proficient in the use of computers and modern communication technologies. Otherwise, they will be unable to intervene in the formation and preservation of documents. In addition, the problems faced by the "double set system" are mainly which files should be subject to the "double set system" and which files should not be subject to the "double set system". Only by adopting appropriate management methods based on the content characteristics of each archive and selectively implementing "dual-system" management can we avoid wasting human, financial, and material resources and achieve the complete preservation of important information.
4. Strengthen staff management and improve archives protection awareness. Due to the diversification of utilization methods and the multiple technologies relied on, the utilization of electronic archives has become complicated. Therefore, it is necessary to strengthen the management of archives management staff, recognize the importance of archives management ideologically, and ensure the safety of archives management technically, so as to maximize the utilization of electronic archive information and ensure So that these resources can be protected reliably, safely and effectively. In short, the sense of responsibility of the producers and managers of electronic documents must be improved so that they can develop a work attitude of being loyal to their duties, serious and responsible, and striving for excellence. This is a fundamental measure to ensure the originality and authenticity of electronic documents.
Modern society is entering the "information age", and the extensive use of network technology will produce more and more electronic files. The archiving, storage and utilization of electronic files is an extremely important and complex task. In order to adapt to the needs of electronic archive work and the development of the archives industry, the management and utilization of electronic archives must have a high-level focus and a solid footing. It must conform to the objective reality of the unit, comply with its laws, strengthen scientific management, and ensure that electronic archives can be safely and reliably maintained. In a state that can be accurately utilized, it can play a greater role in social life. ;