1. This system realizes the digital management, storage, retrieval and sharing of file information by converting traditional paper files into electronic format. Digital file system can effectively improve the efficiency and convenience of file management and provide more functions and services, such as full-text retrieval, multidimensional query, authority control, file sharing and collaboration.
2. Digital file system can also provide data backup and disaster recovery functions to improve the security and reliability of file information. Through the digital file system, institutions and organizations can better manage and use their own file resources to meet the file management needs in the information age.
3, the archives collection, sorting, storage, identification, statistics and utilization activities. The contents of archives include: archives collection, archives arrangement, archives input, archives digitization, archives system, archives software customization, archives value appraisal, archives preservation, archives cataloging and archives retrieval, archives statistics, archives compilation (see archives literature compilation), archives provision and utilization, and archives destruction.
4. The division of these tasks is relatively stable rather than absolute, some of them are divided into eight links, and some are divided into two parts: basic work and utilization work. Because modern file management has become a complex system, there are also methods to divide it according to multiple levels. The first level is divided into two subsystems: archival entity management and archival information development, and each subsystem is divided into several subsystems.
5. Archives entity management is divided into collection, sorting, identification, storage and statistics. The development of archives informatization is divided into two parts: information processing and information output. Information processing includes cataloging, editing literature compilation and compiling reference materials, while information output includes providing reading, copying, consulting, communication, borrowing, publishing, exhibition and other service activities.
The Significance of Archives Information System
1. Improve management efficiency: Archives information system can realize the digital management of archives, convert a large number of paper archives into electronic format, and classify, sort, store and retrieve them through the system. This can improve the efficiency of file management and save manpower and space resources.
2. Protect file security: The file information system can control and back up file information to ensure the security and reliability of file data. The system can set the access rights of different users, and only authorized personnel can view and modify the corresponding file information.
3. Provide accurate retrieval: The archive information system can realize full-text retrieval, multi-dimensional query and advanced search functions, and help users quickly and accurately retrieve the required archive information. Users can search according to keywords, date range, file type and other conditions, which improves the accuracy and speed of information search.
4. Support decision-making and research: The archival information system can provide necessary archival information support for decision makers and researchers. Through this system, historical archives data and trend analysis can be obtained to help decision makers make accurate decisions, and researchers can conduct related research.
5. Realize * * * sharing and cooperation: The archives information system can realize the sharing and cooperation of archives and promote the information sharing and cooperation between different institutions or departments. Users can enjoy file information according to the authority * * *, improving work efficiency and information exchange.
6. Long-term preservation and inheritance: through the archives information system, long-term preservation and inheritance of archives can be realized. Electronic archives can ensure the safety of data through backup and disaster recovery measures, and can also be digitally saved to ensure the continuity of archival information.