Administrative Measures For Confidentiality Of Electronic Documents Filing

With the increasing popularity of computer applications and the emergence of large numbers of electronic documents,

Clear the filing of electronic documents based on the principle of centralized and unified management

Who should manage the archived electronic products? There are two opinions in practice: one is the computer station (or the information center), the other two is the file department.

The reason for the former is that the computer department controls the host of the network server being the terminal system, and is conducive to the technical handling of archiving, electronic files, logon, dump, backup and work together. The technical department is equipped with experienced computer professionals, which is conducive to solving the complicated technical problems of computer application.

Therefore, some computer departments are not confident that this function can be handed over to the archives department. Because of the lack of computer professional equipment and computer professionals, the archives department is also doubtful about being competent for the work.

Therefore, in the formulation of management measures, we must first clarify this problem.

We believe that in accordance with the principle of centralized and centralized management of archives, the filing of electronic documents should be clear from the very beginning that archives departments should have unified management.

The reason is that archival electronic document management is highly technical, but it has the commonality of General Archives.

To do well in this management is not a technical problem, but a methodological problem. The archives department is short of technical terms at present. This problem needs to be solved and can be solved.

The unified management by the archives department has at least the following advantages: first, it is conducive to the overall planning of the management of all kinds of archived electronic documents from the perspective of archival profession, and to bring them into a standardized and specialized track; two, it is conducive to the accurate identification of the value of electronic records, and the collection, storage, storage and protection of electronic records, ensuring the safety of archiving electronic documents. Three, it is conducive to the scientific collation of archived electronic documents, the establishment of archived electronic documents, and the natural links between archived electronic documents and other carriers, so as to conduct unified and standardized indexing and indexing, so as to facilitate the search and utilization of archival systems.

Compared with traditional archives management, the management of archived electronic documents has a strong move forward. That is to say, it is necessary to extend the tentacles of standardized management to the whole process of the formation, collection, collation and custody of electronic documents before filing. Otherwise, it is impossible to ensure the authenticity, effectiveness and completeness of archiving electronic documents.

To this end, we have made clear the following two contents in the management method: first, we should clear the requirements of file management for the purchase, updating, design, application and management of the computer system of our unit. In the design and operation of the system, we should consider the collection of electronic files, storage format, location, backup mode, classified classification, permission setting and other electronic documents, which can be stored in the computer servers controlled by the technical departments, but we should take the technical measures to meet the above requirements according to the requirements of the file management, and clarify the scope of any work responsibility.

Two, the various business departments that form electronic documents should have clear management standards, including filing categories, cataloguing contents, registration methods, safekeeping measures, filing time and filing requirements of electronic documents, etc., and incorporate these requirements into the scope of work of each business department and the responsibilities of relevant personnel.

The management method also makes clear that the archival departments have the responsibilities of supervision, inspection and guidance for the above two tasks, which is also an important aspect of centralized and unified management of archived electronic documents.

Centralized and unified management is also reflected in the control mode of archival departments to archive electronic documents, which involves the filing of electronic documents.

There are two ways to archive electronic documents: physical filing and logical filing.

The so-called physical filing refers to the pfer of electronic documents to the off-line storage carrier to pfer to the archives department or through the computer network to dump the electronic files to the storage controlled by the archives department. The so-called logical filing is only to inform the archival departments of the logical addresses of the archived electronic files, so that the archival departments can directly access the electronic files through the network.

Although logical filing is conducive to the advantage of computer information sharing, physical archiving should be emphasized in the initial stage of management.

The reason is that the archived electronic files are for archival departments.

Under the condition that the technical conditions and norms of management are not yet mature, it is difficult for the archives department to effectively monitor its safe custody and legitimate access.

Therefore, in the current management system, we should not only use logical filing mode, but also adopt physical filing management method.

For the purpose of completeness and completeness, the filing scope of archived electronic documents shall be delineated comprehensively.

1, according to the type of file, it includes eight categories: word list processing file, image file, graphics file, image file, sound file, multimedia file, database file and computer class file.

2. According to the function of file, it includes main file and tool class, auxiliary class file. For example, every data class file has a specific software environment. The main database files are often attached with a number of auxiliary databases or index files, memo files and so on. Computer program files often contain a number of auxiliary design documents, graphics files, etc. if there is no software and auxiliary class files supporting the operation of electronic files, the main electronic files can not be used normally, or even can not be opened.

3, according to the formation process of documents, including drafts, finalized documents, finalization may also have a number of versions. Currently, the final finalized documents and important revision versions are mainly filed.

4. According to the contents of the document, it includes all electronic documents with the value of archival preservation.

This is a problem that needs to be solved urgently and not easy to solve at the moment.

Our practice is to refer to the filing scope of traditional paper documents, and in principle, all electronic documents with traditional filing scope are included in the filing scope.

The duration of custody is also referred to the duration of the custody of traditional documents.

In addition, according to the characteristics of electronic documents, we should appropriately expand the filing scope, such as the database reflecting the dynamic information of official documents, and the directory database of archives management.

The two is to study and analyze the current situation of computer application in this unit. The archival department, together with the computer center and various business departments, specifically determines the filing categories of electronic documents of various departments according to the scope of computer application of this unit.

With the continuous expansion of computer application in this unit, the archive category is gradually revised and supplemented until it is more perfect.

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Taking the description and group of electronic documents as the main contents, filing electronic files.

Because the information of archived electronic files can be easily dumped to different carriers by copy, and copy can not be out of shape. The files and their carriers are not as permanent as the paper documents.

Therefore, the sorting of electronic documents can not be like the traditional filing.

Because electronic documents or archives can not be directly identified by the naked eye, their utilization must rely on specific technical equipment and supporting software. The search and utilization of them depend in particular on complete and accurate description information. Therefore, the description of electronic documents is more important than the paper archives.

The functions of traditional archives management are mainly the management of archival entities and archival information, and tend to place emphasis on the former, while archived electronic documents emphasize on the latter. This is also a brand-new topic in archival electronic document management practice.

In order to facilitate the management and utilization of electronic documents, the main task of sorting out traditional files is to organize files.

The so-called group disk is a combination of relevant documents to a unified disk, disc or tape carrier on a regular basis.

As long as there are perfect cataloging and indexing in electronic documents, it is convenient for us to use computers to check on me. Therefore, the six characteristics of the so-called documents can not be taken into account. Our practice is to make a group according to the storage period and filing department.

The reason is that the documents of different storage periods are kept in a separate custody, so that they can be periodically copied at different time intervals to extend the storage life of archived electronic documents. Centralized documents of unified filing departments can be used to facilitate the replication of archives.

In order to ensure the unified specification of the electronic file group, this work is completed by the archival department when it receives the archiving documents.

After the group, the files should be named in a unified database structure and specification, and the file catalog table should be set up in the disc to help the computer look up the files in the disk.

The traditional rules for the description of documents or archives can not be completely used for archiving electronic documents. For this reason, we have made clear the cataloguing rules according to the characteristics of electronic documents in the management method, mainly making clear the description items and definitions.

The description of electronic documents includes two categories: the description of the carrier and the description of the document.

The description of the carrier includes: "carrier type", which is divided into three types: disk, CD and tape. "Disk number" is compiled according to the three types of carriers. The duration of storage is recorded, the storage period of the electronic documents in the carrier is recorded, the archival department is recorded, and the archival Office (section) is recorded; the notes are recorded, and the general contents of the documents in the carrier and other related instructions are recorded.

The "nomination of documents", namely the naming of electronic documents, consists of two parts: the correct name and the extension two. According to the types of documents signed, it is divided into 8 types, namely, the vocabulary of each application specification; the "technical environment", that is, the software name, type, series and version of the electronic document; the "responsible person", that is, the functional department making the document; the "preparation date", that is, the completion date of the document; the "filing date", that is, the date of pferring the file to the archival department; the "relevant file number" is the number of other carrier documents identical to the content of the document; "file source", that is, which file is recorded from the memory directory of which computer. The description of the document includes: the "symbol", that is, the unique identification number of the archived electronic document, consisting of 8 digits, the first 4 being a serial number per year.

Ensure the quality inspection of archived electronic documents for the purpose of truthfulness and effectiveness.

In view of the nature of electronic documents, the following three points must be clearly defined in the formulation of management measures: first, the entry gate, that is, when the archives department receives electronic documents, it is necessary to check whether each file can be read, opened or run normally; whether there is a computer virus infected, whether the content is complete, whether it is consistent with the archiving pfer list or the file machine reading directory.

The two is to make use of "shut down", that is to say, during normal use, if any document is damaged or infected, all files in the memory should be checked immediately, and measures should be taken to repair the damaged documents.

In the use of electronic documents, we should specially prevent the original electronic files from being damaged due to computer failures and viruses.

The three is to check the customs regularly, that is, to set up regular inspection system for electronic documents after archiving.

Can the inspection of data class electronic documents be read normally, and can the inspection of electronic documents be run normally?

Strengthening the protection of archived electronic documents with emphasis on offline carriers

Since our standpoint is to save archived electronic files offline, a large number of electronic files are still stored in floppy disk.

As a new type of storage carrier, CD has better anti-interference ability and structural stability than the disk, and is conducive to archiving the long-term storage of electronic documents. Therefore, we advocate the archival department equipped with CD recorder to dump the archived electronic files onto the disc.

But it is difficult to popularize the recorder at the moment. According to the actual situation, we use the floppy disk as a pitional preservation carrier.

Therefore, the protection of floppy disks and optical discs is still the focus of current archival electronic document carrier protection. For this reason, the following initial protection measures are specified in the management measures.

1. Protection of floppy disk

(1) unifying the specifications of floppy disks.

At present, although the 3.5 storage high density disk is widely used, there are still many electronic files reported in the early stage, which are stored on 5 low density disks. With the updating of computers, the files in such disks can not be read by computers. Therefore, it is necessary to dump the early formed electronic files as soon as possible to the 3.5 stored high density disk.

(2) choose the floppy disk seriously.

The quality of floppy disks directly affects the lifetime of information stored in disks. High quality floppy disks can be kept in good storage conditions for nearly 10 years, while low quality floppy disks often do not read data in less than a year.

At present, there are many fake and inferior products in the market, so we must take good care of quality when purchasing floppy disks.

(3) standardize storage conditions.

It is required to store the floppy disk in the environment without strong magnetic field interference, no vibration, no dust, no corrosive gas and moderate temperature and humidity. The relative humidity of ambient air is controlled at 40%-50%.

The temperature is controlled at 14-24 degrees Celsius.

(4) strengthen virus prevention.

It is required that each business department strengthen the virus detection of the computer, ensure that the disk of the electronic file is saved without virus, and the disk is often placed in write protected state.

(5) management of encrypted disk.

Some electronic files have been encrypted or hidden in storage. If the password or file name is forgotten, the electronic files will be hard to open.

So declassified and displayed the name of the file after archiving.

(6) when conditions permit, the floppy disk carrier for storing electronic files can be changed to other CD-ROM and other carriers which are more conducive to long-term preservation.

2. Protection of optical disk

(1) regulate emissions and use.

The storage of optical discs should be placed in the middle and upright, avoiding stacking to prevent the disc from warping. During the use process, friction and scratches should be avoided to cause damage to the disc.

(2) maintain good temperature and humidity environment.

High temperature will oxidize, deform or aging the optical disc. Humidity will make the optical disc base mildew. For this reason, the temperature of CD storage should be controlled at 14-24 degrees Celsius, and the relative humidity is 45%-65%.

(3) avoid light.

The plastic protective layer of optical disc material is extremely sensitive to ultraviolet light, and the direct sunlight will make the optical disc premature aging.

Therefore, CD-ROM should pay great attention to avoiding light.

Whether disk or disc, regular replication is an effective measure to extend the electronic files of archives at present. We stipulate that disk will be dumped once every 5 years every 2 years, and the carrier will be saved as same as the original carrier.