The Difference Between Electronic Document Management And Traditional Document Management

The way of searching and using electronic files is different from traditional archives.

Only when certain conditions are met, can the user be registered and registered as an electronic document center or an electronic archive member. Members can confirm their identity by the electronic document center through remote login and so on. After obtaining the permission of the access authority, they can inquire about the relevant electronic archives information, and have to borrow the registration and pay the inquiry fees.

The filing time of electronic files is different from that of traditional archives.

The electronic file can be archived at any time after the file is closed, or it can be uniformly archived at a certain time period. The document formation department can pmit it to the archives department through the network, and the digital signature will be used to seal and sign it. The file staff will receive the registration, and the file classification number will be given according to the principle of reason, and the access restriction level will be set up so that users can find and use it in the future.

Such archiving at any time, on the one hand, can avoid the leakage of documents, ensure the filing rate and integrity rate. On the other hand, it also conforms to the characteristics of the electronic files, and is fast and convenient. It can also avoid the loss of archives and the destruction of viruses.

The way of filing electronic files is different from traditional ones.

Electronic documents are used.

It can edit and modify without leaving traces, and the carrier can not be fixed. The key information of original documents of some identification documents can also be changed, which makes the identification of electronic documents original and voucher become complex and difficult.

Therefore, electronic documents should be carried out at any time in the course of formation.

Information authentication, authentication and encryption protection ensure no mistakes in the pmission and processing of documents, so as to ensure the original, authenticity and accuracy of the electronic documents received by the archives department, and ensure the status of legal documents of electronic documents.

There are differences between the way of keeping and the traditional archives.

The aging and deterioration of electronic document carriers and the emergence and development of information multimedia and new storage media will affect the long-term readability of electronic documents.

The archival department can print out a paper file for backup after receiving the electronic document, but the final solution still needs the coordination of the development of computer technology and the Department of document formation. After receiving the electronic files, the archives department will format the files and store the received electronic files in a unified and unified format, so that the files stored before can still be read after the development of computer technology in the future, so as to ensure the convenient utilization of information resources.

The classification and cataloguing of electronic documents are different from those of traditional archives.

Because the particularity of electronic documents can reach the management at the first level of the document, the file department can compile a single document number for each document at the same time, and give the corresponding classification number and file number. According to the relationship between the upstream and downstream texts, the relevant file number is given, and the indexing and description of the subject words are carried out at the same time.

When the technical conditions permit, a multi angle and all-round retrieval tool can be compiled to facilitate searching and querying information.

Users only need to give document classification numbers or subject words, that is, they can find out corresponding documents and relevant subordinate articles and attachments, thus greatly reducing the labor intensity of archival staff.