Preservation And Maintenance Of Electronic Files

The characteristics of electronic archives are different from that of paper, which determines the complexity of their preservation and maintenance.

How to preserve and maintain electronic files to make them safe, reliable and permanently in the state of being able to provide accurate utilization is an urgent problem for archivists.

First, ensure the physical safety of the electronic file carrier.

In general, electronic files are stored off-line in magnetic and optical media. Therefore, it is necessary to establish a suitable environment for magnetic and optical media preservation, such as temperature and humidity control, storage of cabinets, shelves and storehouses. The carriers should be erected vertically and meet the requirements of avoiding light, dust and deformation, away from strong magnetic fields and harmful gases.

Second, we must ensure that the contents of the electronic files are logically accurate.

The contents of electronic files are stored in various forms in digital form. In future use, we must rely on the hardware and software platform of dry computers to restore the contents of electronic files to the format that adults can read directly.

This is a complicated process for electronic archives.

Because electronic files come from all sides, often formed on different computer systems, and in the format layout of the content. This difference in technology and form will inevitably lead to different technologies and methods in the future.

The technology that electronic files rely on when they are formed is often outdated technology, which is the inevitable result of technological progress.

Therefore, in addition to the good preservation of the electronic case itself, we must also preserve the technology and data structure and related definition parameters that are dependent on it, or adopt other methods and technical forces to pform it.

Third, we must ensure the primordial nature of electronic archives.

For some special electronic files, it must be restored in the original form.

The following three methods can be adopted: the preservation of the relevant supporting software of electronic records, that is, the preservation of electronic files, the preservation of electronic files related to the software and the entire application system, and the storage of electronic files from the beginning to the resumption, so that they can be displayed according to their original appearance; two, the preservation of electronic images of the original files; three, the preservation of electronic files, or the manufacture of microfilms, because this is the most reliable method of permanent preservation.

Fourth, we must ensure the comprehensibility of electronic archives.

For an electronic file, there is often a situation that is not fully understood.

In order to enable people to fully understand an electronic archive, it is necessary to preserve information related to the content of the archives.

These information should include: metadata; the relationship between physical structure and logical structure; related electronic file names, storage locations and relationships; background information related to the content of electronic files.

Fifth, we need to effectively detect and maintain the electronic archives carriers.

Electronic archives carriers, especially magnetic carriers, are very vulnerable to the preservation of the environment.

Therefore, the stored electronic files must be regularly checked and copied to ensure the reliability of electronic archives information.

Regular inspection should be done once a year, using equal sampling or random sampling. The number of samples should be no less than 10%, with a logical volume as the unit.

First, a visual inspection was conducted to confirm whether the surface of the carrier was physically damaged or deformed, whether the exterior coating was clean and whether there were mildew spots.

Then, the logic detection is carried out, and the information on the carrier is read and written by special or self compiled testing software.

Through testing, we found that the carrier with errors should be amended or updated effectively.

It should be copied every four years, and the original carrier will continue to keep for many years for four years.

For the detection and maintenance of electronic files, strict management must be carried out, because any wrong operation can cause the electronic archives to be damaged by human beings, or even cause irreparable damage.

It is necessary to establish corresponding maintenance management files, record the operation process of electronic files such as inspection, maintenance and copying, so as to avoid artificial misoperation or unnecessary duplication of labor.

The effective preservation and maintenance of electronic files is extremely important and complex work.

Therefore, in the process of preservation and maintenance of electronic records, we should give full consideration to the comprehensive conditions such as environment, equipment, technology, personnel and electronic archives to formulate technical plans and working modes, and take effective measures to ensure the safety and reliability of electronic files, and to be permanently in the state of accurately providing and utilizing them so as to make them play a greater role in social life.