Introduction: In the modernization of social development, archive management work has diversity, convenience, extensive and service characteristics, people for archive management work put forward more and more high requirements, whether it is the archives preservation or management concept of the choice of aspects, have taken a qualitative leap, with the development of the society and the improvement of the economic level, the informationization is the development of the archive management work Inevitable trend.
How to carry out the file information management First, equipped with unified management equipment to achieve full coverage of the computer in the archives department. To provide fast, accurate, full archival information for the development of institutional archives, the computer provides us with a powerful tool. The use of computer file management system can be realized: automatic cataloging and retrieval of files, files automatically full-text storage and retrieval, archives business work management, computer-aided volume, automatic indexing of archives, as well as document integration management. Therefore, only the realization of a unified model, unified specifications of the computer comprehensive coverage, in order to achieve information technology for the organization's archives management to provide hardware protection. The use of high-capacity storage carrier. With the increase in the number of institutional archives, the archives department is faced with heavy pressure on the warehouse, as well as the natural aging of the archives and the problem of man-made damage, which requires the use of high-capacity archive storage carriers. The use of computer disk storage system and optical disk storage system, especially the optical disk storage system, can solve the problem of difficult to store archival information. The use of high-capacity storage carriers can not only reduce the workload of managers, but also improve the efficiency of the archives. Second, the establishment of a standardized management mechanism in the archives of the information technology construction process, in order to clarify the relevant responsibilities, to ensure the safe operation of the network and data, but also need to establish a standardized management mechanism from a practical point of view. Innovative file management system. The relevant archive management department should be based on the requirements of the "electronic document filing and electronic archive management methods", to develop the archive management system adapted to the construction of information technology. First, improve and perfect the business process and technical specifications of archive management, and refine the working links and steps of electronic archives; The second is to develop the necessary security measures, especially for electronic documents and electronic archives, to ensure the security and integrity of electronic archives. Unified archive management standards. Standardization of standards is one of the important foundations of the construction of archives information technology. Archives management standardization includes: Archives finishing standards, statistical standards, service standards, various technical standards, etc., which is a measure of efficiency. If there is no such standards, the archives database information resources can not be established; if the relevant archives department is not according to a unified standard to do, each engaged in a set, self-contained system, then the archives information network can not be smooth, resources **** enjoyment is difficult to achieve. Three, the construction of a composite management team to improve the information technology awareness of archive managers. The information age document automatic registration, auxiliary volume, filing, recording, retrieval, information network transmission and safe use are realized on the computer. This requires file managers not only to be familiar with the characteristics of electronic documents and electronic files throughout the standardized management, but also to master the computer system and network security protection knowledge to ensure the integrity of the file information and information security. Archives management personnel should also be based on their own work, strengthen the sense of self-learning, and actively participate in information technology education and training, and constantly update their professional knowledge to improve their own business quality and work level. Improve the informationization skills of archive management personnel. As soon as possible to realize the traditional archives management mode to the modern management mode of change, the government departments should be planned for the system of archives management personnel to carry out information technology skills training, training content covers the computer, network, information engineering and other aspects of knowledge. The relevant archive management departments should also create the necessary conditions for archive managers to keep abreast of the development trend of archives and the application of modern science and technology in the archive work, and constantly improve their work skills.
How to carry out the file information management
First, the transformation of the traditional file management mode, the entity management into information management
The traditional `file management, that is, paper, photographs, audio, video, and other carriers as the entity of the archives management to manual operation to complete the collection of archives, organizing, cataloguing, appraisal, storage, Compilation and research, statistics and the provision of utilization and other aspects of the archives management process, its workload is huge, the cumbersome steps. Because of the large storage capacity, the archive management department can't refine and process the information of the archive materials that have been filed, and the archive information resources are to a large extent unused or even wasted. With the introduction of modern management techniques and equipment, especially computers, CD-ROMs, microfilm, multimedia and other technology development for the modernization of archives management provides a good objective environment, modern technology to promote the traditional archives management model is facing new challenges. At present, the focus of the archives management work should also adapt to the needs of digital management, from the entity archives management into the management of information resources, information as the object of management, the formation of a variety of categories of archives for digital processing, the use of modern technology means of management of archival information resources. After informatization of archival resources is repeatable, multi-platform use of information resources, archival resources only through informatization, in order to truly realize the value of archival resources and the value of the use of information, which can provide more comprehensive, more efficient, more efficient services for the economic development, scientific and technological progress, social prosperity, and many other areas; it can create optimal social and economic benefits, so that it can become a truly valuable strategic resource for the development of the information society, the national economy and society in the future. The new technology is a new way of thinking about the future of the information society and the development of society.
Second, should establish an effective document file management computer information system, full, reasonable, safe use of electronic archives
To realize the file informatization, it is necessary to establish an effective document file management computer information system, for this reason, people have to do the following work: First, improve and standardize the application of computer conditions in the First, improve and standardize the application of computer conditions in the file file management workflow, so that it adapts to the needs of the file melting management; second, based on the file processing process to carry out the file informatization system software functional design; again, in the information system to establish a perfect internal control system to ensure the safety of the file. In addition, in the process of using electronic archives, we should also note that one is the electronic archives security issues. Because of the rapid development of computer networking, electronic archives involved in the rapid expansion of the scope, the number also increased dramatically, especially the rapid development of computer networking, the ensuing problem is how to prevent computer viruses under the network as well as hacker attacks, to ensure the security of electronic archives. Second, the authenticity of electronic files. In practice, due to the lack of standardization and procedural management from the generation of electronic documents to the archives; a considerable number of draft electronic documents in the self-generated situation, most of the electronic archives and their corresponding paper archives have not been established between the unified management method; storage of electronic archives selection of the carrier is not durable, etc., affecting the integrity of the archives, the reliability of the archives, thus affecting the authenticity of the archives. Third, the legal effect of electronic files, usually the legal effect of the file is related to its carrier to determine the electronic file because there is no fixed carrier, so the development of the corresponding legal recognition of the provisions of a certain degree of difficulty, which is the CD-ROM, tape, disk and other carriers of the electronic file is not recognized by the law of the reasons.
Three, improve the quality of archive management personnel to achieve scientific archive management
Modern equipment requires people to operate, archive work information needs to be realized. Archives management personnel must have a diversified knowledge background to adapt to the requirements of the modernization of knowledge will become an element of the knowledge of each archive workers, at the same time, also profoundly affect the structure of the archives workforce and the knowledge structure of archives management personnel.
Therefore, the establishment of a modern scientific and technological knowledge and business knowledge of the professional team is essential:
First of all, the archivist must have a diversified knowledge structure, the results of modern science in the management of the archives in the large number of applications in the archives forced archive staff to support the learning and mastering of the theory, culture and management and other relevant knowledge, which is particularly important is the computer, culture and management.
Secondly, a comprehensive grasp of professional knowledge of archives, such as archives, archives management, paperwork, cataloging, automated management of archives, as well as archival records, citation, retrieval, research, reproduction, framing and other related archival expertise and basic skills.
Again, from the development trend of modernization of archives management, archives staff must have the ability to master the modernization of archives management technology, archival information analysis and research, to provide high-level archival information services and consulting and other aspects of the ability. Archives management staff must learn, learn, learn again, the higher archives management department to actively create conditions, planned selection of archives management staff for further study, off-the-job training, but also can take the old with the new, strong with the weak approach, mutual help and learning to establish a composite group of talents and echelon type talent structure.