Although colleges and universities in the use of computer management files, whether it is file information storage, directory retrieval, or file review, have achieved many results, and effectively promote the process of file management information construction. However, how to carry out effective reforms in the concept of archives management, methods and means, so that it not only conforms to the current reality of college archives management, but also adapts to the development and construction of future archives management, realizes the modernization of archives management, and has become the archives management of colleges and universities. Issues of common concern to personnel.
First, the main content of college archives management information
University archives mainly include party affairs, administration, teaching, scientific research, teachers, students, publications, accounting, infrastructure, equipment, and documents of superior management departments. They are basically composed of documents, original records, documents, and physical objects. The decision support of the leading departments is the reference basis for discipline construction and scientific research; it is the information and resources of resource allocation and capital construction; it is also the basic basis for teaching reform and quality control. Therefore, file management is an important basic work. The informationization of archives includes three aspects:
(1) Data information informatization
Application scanners, computers, and networks record files, materials, and information that should be archived into a computer in a uniform, standardized data format for processing.
(2) Workflow informationization
The classification, cataloging and sorting of files are carried out through dedicated software. To this end, it is necessary to standardize the management process, determine the work standards of the post employees, reduce human regulation and intervention, and ensure the consistency of the documents. The school office automation system should be compatible with the file management system.
(3) Information retrieval of archives retrieval
Under the premise of implementing the hierarchical search system, the required archive files, materials, original records, and documents can be retrieved in real time and accurately through the campus network and the Internet.
Second, the main problems of the current informationization of college archives work
The informationization of college archives work has brought unprecedented development prospects to college archives work. However, there are very few college archives departments that realize the informationization of archives work in the country, and analyze the reasons. The constraints are as follows:
(1) Conceptual issues
The traditional work of the closed work management mode of “sitting on the door†and “you check me†has been deeply rooted in the minds of archivists, and the idea of ​​“heavy custody and light service†has made some colleges and universities The archives department lacks a sense of time and urgency, is conservative in its thinking, is comfortable with the status quo, follows the old management model, and waits passively.
(2) Funding issues
Informatization of college archives work, equipment, hardware, software systems, personnel technology and other aspects of the support, you need to invest a lot of money. The archives department of colleges and universities is not the first line of school work. The funds of the school are mainly invested in teaching and scientific research. They have no time to take into account the informationization and modernization of archives work, and the lack of funds is invested, which restricts the construction of informationization of archives work.
(3) Network security issues
Archive information has its own particularity and needs to correctly handle the relationship between openness and confidentiality, file utilization and intellectual property protection. The informatization of college archives has strengthened the connection between the archives department and the outside, but it has also brought about security problems caused by computer viruses, computer hackers, and illegal access. This is also an important reason why many college archives departments are reluctant to go online and reject the archives department in the planning of the campus network.
(4) Personnel quality issues
The quality of college archives is the key to the informationization of college archives. At present, the overall quality of college archives staff is low, the knowledge structure is irrational, and the computer talents are scarce. Most people cannot use modern new technology tools and lack information development and application. A keen sense. In particular, the lack of compound talents who understand archival expertise and understand computer technology, communication technology, and network technology have affected the development of informationization in college archives.
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