The archives book scanner book2net kiosk helps the rapid development of information technology in colleges and universities. The digitalization of archives is a new type of archive information generated with the development of digital technologies such as computer technology, scanning technology, digital photography technology, database technology and multimedia technology. Scientific computing, data processing, real-time control, auxiliary design, intelligent simulation, word processing and other functions.
First, file digitization and digital file management
(1) Digitalization of archives
The digitization of archives is the most basic work in the construction of digital archives. The archives of traditional carriers are processed into digital archives through high-tech processing. Computers are searched and read electronic files through local area networks, government networks and the Internet, in order to meet the challenges of the new environment for archival information services. Efficiency, improve the service level of the file business department, and provide efficient and comprehensive services for internal file management and customer service. In short, the digitization of archives is a new measure and new requirement that conforms to the trend and adapts to the development of the times. As a kind of native information resource, the importance of archives is increasingly prominent. Gradually relying on information technology to make archives work more effectively serve the socialist economic construction and serve the socialist spiritual civilization construction has become an inevitable trend of archives development in the coming period.
(2) Digital files
Digital file management is an innovation in the traditional file management work. It can realize the digital management of daily work such as collection, identification, sorting, storage, transfer, statistics and inspection of archives and archive materials, and can realize the file through the organization system private network. Online browsing and remote access check lending features. The characteristics of digital archives mainly include the following aspects.
1. Digital files exist depending on digital devices. Digital files depend on the computer's hardware and software and the database and network system. Without the computer and the corresponding software, the digital file cannot survive, transmit, and recognize.
2. The instability of digital files. The instability of digital files determines the instability of digital files.
3. Text, graphics, sound, and video multimedia information can be combined with each other to form the content of a digital file, making the composition and structure of the digital file much more complicated than the paper file.
Second, the advantages and requirements of file digitalization and digital file management
(1) Advantages of file digitization and digital file management
The essence of file digitization is the transformation of information recording methods and carrier forms, which lays a solid material foundation for sharing online resources. Its advantages include the following aspects:
1. Expand economic benefits. The digital management file converts the traditional paper-based archive information object into machine-readable file, which not only saves the storage cost, saves the space occupied, but also is very convenient and quick to check, thus avoiding the paper caused by the anti-copy data. And the waste of manpower.
2. Improve office efficiency. Digital file management enables data to be archived in a timely manner and made available as soon as possible. At the same time, the digital file management makes the query data very simple, and really allows the office staff to know the world's events without leaving the house.
In short, the digitization of archives is the general trend. The digitization of the files is carried out on the computer from drafting, modification to printing. It has the characteristics of easy modification and easy copying. This feature makes the file open and retrievable, enabling the file to better serve all levels of society.
(2) Requirements for file digitization and digital file management
The digitalization of archives is to provide high-quality and efficient services for economic construction and social development. Its main objectives are: first, to solve the storage problem of traditional archives; second, to create its own network platform, so that effective dynamic links become possible; The third is to speed up the transmission of information so that the file can provide the maximum value of use on a larger scale. Its main requirements are:
1. Scientific. The digitization of archival information resources should be scientific. From the actual situation, through the analysis and screening of files, the scope of digitization is determined. The files are divided into priorities, stages, and levels. Priority is given to digitizing files with professional characteristics and local characteristics, and users with high user utilization.
2. Systematic. When digitizing archival information resources, the effectiveness of archival information resources can be fully utilized only by systematically and continuously digitizing archival information resources. Regardless of the source of the archives or the inherent logic of the archives, the external, coherent, complete and intrinsic organic links of the archives should be maintained.
Third, the promotion of file digitization and digital file management countermeasures
Digital file management must rely on high-tech support in the process of specific facilities. Digital archives are not generated within the traditional file system. Its distinctive feature is the management and work that is completely dependent on the modern communication network foundation. The author believes that in the promotion of digital archiving and digital file management, we can start from the following aspects.
(1) Scientific planning
The digitization of archives is a systematic project. It must be based on long-term scientific planning. To this end, it is necessary to draw up personnel from the departments of archives and information to form a planning group to study the near- and long-term goals of digitizing archives. It is necessary to identify which files need to be digitized and which files need to be Priority digitization, which files need to be digitized for a long time, and then implemented in a step-by-step manner.
(2) Carrying out cost accounting
At present, the traditional carrier is more expensive to digitize, and after the traditional file is digitized, it must pay a certain fee, such as managing and maintaining a large number of digital files. After digitization, the preservation of electronic files requires continuous management. Economic input, so we must think about input and output performance. If the accounting is not strengthened, it may cause the digital results to be completely unusable after several years, resulting in unnecessary waste.
(3) Establishing a dual-system management mechanism
Since the file management foundation of the traditional carrier is relatively weak, there are many problems to be solved in the digitization process. Therefore, for a long period of time, the file preservation of the enterprise must adhere to the dual-system management mechanism. While saving the electronic file, the corresponding traditional carrier file is also saved to ensure the security, integrity and authenticity of the file information content, and to maximize the supporting role of the file information.
(4) Improve the quality of employees
In the management of digital archives, it is necessary to focus on improving the capabilities and quality of existing archival staff, including professional knowledge, technical knowledge, and management capabilities. Therefore, it is necessary to carry out interdisciplinary and cross-disciplinary talent training, so that the archivists can become a compound talent who understands both file management and modern information technology. This will meet the requirements of the information age.
In summary, file management is a management and service work in terms of its basic nature and main role. As a trend and trend of file management, information networking will be unstoppable and avoidable. The archives department should take a positive attitude, do a good job in digital file management, improve in innovation, and constantly innovate in the process of improvement. It is necessary to correctly handle the relationship between active services and passive services, to make regular use and development services to take care of each other, to seek development in services, and to make archives work to provide better and more efficient services for the whole society.
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