Utilization And Management Of Electronic Archives

Compared with paper archives, the utilization of electronic records is much faster and more convenient.

But this must be based on the branch of electronic archives, and must meet the necessary prerequisites and take corresponding management measures to achieve it.

1, electronic archives provide methods of utilization.

For archival departments, there are usually three ways to make use of Electronic Archives: providing copies, pmitting communications, and making direct use.

(1) provide copies.

When the file department provides a copy of the carrier to the user, the file should be converted into a general standard document storage format, and the software and hardware platform for the user to solve the recovery and display by himself.

When users do not have the software and hardware platform of electronic files, they can also provide printed or microfilm to these users.

(2) communication pmission.

That is, the pmission of electronic files on the Internet.

This method is more suitable for exchanging information resources between libraries and providing archival information to relatively fixed archival units, which can be realized through point to point conversion of digital communication or Internet.

(3) direct use.

It is a way for users to query directly through the archives department or the computer of another retrieval institution on the network of archival departments.

Its characteristics are: it can provide technical support for the users; compared with the communication pmission, it reduces a lot of management work, and enables more readers to use the same electronic file at the same time.

The possibility of this method depends on how much information resources can be directly utilized in the archives network system. This is a problem that can be solved.

2, the utilization and management of electronic archives.

Due to the diversification of the way of utilizing electronic archives and the diversification of technologies they rely on, the complexity of using work is caused.

Therefore, it is particularly important to strengthen the utilization and management of electronic records.

The connotation of management is very rich. From the point of view of information security, there are mainly management of users and users, management of the utilization of carriers and security measures in use.

(1) audit of permissions.

The personnel involved in the utilization of electronic archives include: the custodian of archival carrier; the administrator of data system; the user and maintenance operator.

Because of their different nature and responsibilities, it is necessary to examine their permissions.

Audits should be carried out by decision makers who make use of them.

First of all, it is necessary to identify the use rights according to personnel level and level, and register with the system based on this.

In use, the system automatically determines the legality of the current user's identity and the scope of its functions, and automatically tracks and records the path of various functions using the system automatically.

In response to the use of unauthorized functions, it should be able to reject responses and give warning prompts.

Secondly, in the use of electronic file storage carrier, we must determine the degree of control of its use according to the content and openness of the electronic archives, and decide on the authorization according to the background and the purpose of the users.

The supply and recovery of copies (2).

To provide copies of electronic files is a main way of utilization, but it will inevitably lead to the decentralization of time and place of use. If the management is not good, it will lead to the unprincipled loss of archival information.

Therefore, effective measures and methods must be taken to strictly manage them.

Copying should be made according to the needs of the users and the confirmation of their permissions.

In principle, we should try not to copy all the electronic archive information stored on the carrier, and prevent duplication of copies by technical means.

In addition to electronic publications published by editors, copies of the available copies must be recycled.

To provide perfect copy procedures, both the supplier and the user should confirm the contents of the copy provided, and register the type, quantity, usage time, final recovery period and the responsible parties of the carrier.

For the recovered copies, the contents of the information should be eliminated.

(3) take advantage of safety measures.

The confidentiality and safety of electronic archives in utilization is very important, and it is more difficult to control compared with paper archives.

Therefore, in the utilization of electronic records, we should pay special attention to the following points: first, the utilization mode should be determined according to the circumstances of the users, and can not be used to make full use of all the users without principle. Two, effective management is based on the classified level of the content of the electronic archives.

Under normal circumstances, the content is not completely open electronic files, it is not suitable to provide the use of copies. The production of copies must be effectively monitored. Three, when using the means of communication pmission or direct utilization, the contents of encrypted information should be encrypted, and the keys used will be changed periodically or irregularly. Four, the system should effectively track and monitor the whole process of utilization, and automatically carry out relevant records as the basis for the verification of the work. Five, the system should have a strong tolerance to avoid mistakes caused by misoperation.

The management and utilization of electronic archives is a new topic we encounter. To do this job well, we can provide users with various ways of service accurately, quickly, safely and integrally to meet the needs of users.