Methods of doing a good job in archives management

Lead: Archives management is an important part of the daily work of enterprises and institutions, and management departments at all levels should reasonably understand the importance of this management. It is necessary to strengthen the daily file management and effectively solve the problems encountered in the work.

First, strengthen the awareness of archives and fully understand the importance of doing a good job in archives management.

For a long time, due to various reasons, the relevant institutions have not carried out enough effective publicity on archives and archival work, and the public has relatively little understanding of archives, an important subject, and has not realized the importance of archival work to social development. As a traditional archivist who has mastered a large number of public information resources, he often positions himself as a passive server, thinking that his greatest responsibility is to manage the archives well, without paying attention to the compilation and development of the archives.

? Value storage over use, confidentiality over publicity, and quality over service? At present, the phenomenon of ""is widespread in archival work, which leads to the single content and incomplete categories, and the archives information resources can not be effectively developed and utilized.

In fact, doing a good job in file management is the need of a unit's healthy development. Archives management is a part of unit management, a necessary condition to improve the quality and efficiency of unit work, and an important task to maintain the true face of history. Scientific and standardized management files are an important measure of a unit's performance and management level.

The unit file records the outstanding achievements in the development history of the unit, provides first-hand information for studying the operating performance and scientific development of the unit, and is a good teaching material for scientific analysis, fostering strengths and avoiding weaknesses, and formulating the development direction. [1] Therefore, to do a good job in archives management, we must increase publicity and strengthen people's archives awareness.

Two, the use of various resources to promote the construction of archives information, realize the modernization of archives management.

With the development of the times and society, file management is facing many problems that need to be solved urgently, such as the increasing number of files, which brings difficulties to storage and utilization. Therefore, the construction of archives informatization is the objective requirement to realize the modernization of archives management, the only way to improve the level of archives service and the inevitable trend of the development of the times.

1. Archives departments should be equipped with corresponding modern archives management equipment.

? If a worker wants to do a good job, he must sharpen his tools first? . The modern management of archives must be based on the support of computers and modern communication equipment, otherwise it will only be empty talk. With the sharp increase in the amount of archives information, people need to use advanced computer technology to realize all-round, multi-level and multi-functional modern management of archives, especially to use multimedia technology to convert traditional paper archives into full-text, full-picture and full-sound CD storage, and realize full-screen automatic retrieval. Therefore, computers and their supporting facilities must keep up to meet the minimum requirements of modernization of archives management.

Using computer to retrieve archives, archives will develop from a base for preserving historical materials into a veritable center for scientific research and all-round utilization of archival information, which will greatly shorten the time for processing and transmitting archival information, save users' time for consulting archives, effectively improve the recall rate and improve the service quality.

In addition, the extensive application of microfilm technology and computer will bring great convenience to the storage of archives, and the volume of archives will be greatly reduced. Providing archival materials in the form of microfilm (film) output by computer can ensure that the original files are not destroyed and make them? Longevity Leave it to future generations. A computer retrieval terminal is established to provide fast copying and copying services, so that users can quickly find the required archival materials from the display screen and obtain the required copies, which creates extremely convenient conditions for the use of archives.

2. Design scientific and advanced archives management software and establish archives information network system.

Archives modernization is a systematic project, including a whole set of software and hardware systems such as overall design, equipment selection, software development, file arrangement, scanning input, system management, CD backup, query management and security measures. Due to the daily work of various organs and units, a large number of text files need to be entered and saved, so the system should adopt the solution of double servers, disk array storage, high-speed scanner centralized scanning, and double backup of CD and tape.

At the same time, in order to improve the utilization rate, an appropriate file query system should be set up to achieve the purpose of resource sharing through touch screen query and file transmission on the network.

In addition, electronic file management should be subdivided into operation management, system environment management, file classification management and in-volume directory management, so as to improve the information enjoyment ability of institutions from the mechanism, let more people enjoy the convenience of modern high technology, obtain the required file information accurately, comprehensively and quickly, and also give users more opportunities to contact and understand files and enhance file awareness.

3. Do a good job in the effective development of archival information.

The archives department should focus on the needs of practical work, do a good job in the collection of archives according to the scope of filing, sort out, file and archive in time, and actively enrich the collection. The value of archives lies in the use and service to the public and social organizations, which is the eternal theme and fundamental purpose of archives work, and the nature of archives also determines the service of archives work.

Therefore, we should change the traditional concept of attaching importance to storage and neglecting utilization, and increase the development of archival information. In addition to developing various retrieval tools, we should also actively develop secondary and tertiary archival information materials and compile various research materials, and at the same time pay attention to the timeliness of compiling research materials, such as timely revision of memorabilia, school history, school history and thematic compilation. , and do a good job of active service.

Only in this way can the value of archives be most effectively developed and utilized, the utilization rate of archives can be improved, and people's dependence on archives can be enhanced. It is also necessary to carry out propaganda work on the modern management of archives. Carrying out propaganda work is an important means to optimize the soft environment of archives network construction. The essence of propaganda is a kind of information dissemination. Through effective information exchange and transmission, network builders and organization managers can achieve the same idea and pace, and create a good humanistic environment for engineering construction.

Third, strengthen the cultivation of comprehensive quality of archives management talents.

Archivists are information workers and should have certain information ability to meet the needs of information resource management. In order to meet the demand of archives management for information resources, archivists must improve their ability of information collection and management, give full play to their subjective initiative and creativity, and strive to improve their knowledge level and management ability. Due to the modernization of equipment and the diversification of file types and carriers, the management methods should be continuously reformed. [2] Therefore, there are several ways to improve the comprehensive quality of archivists.

First of all, educate archivists on professional ethics, cultivate their professionalism and high sense of responsibility, and increase their awareness of archival laws and regulations; Do a good job in the continuing education of archivists in combination with the actual situation, and improve their professional ability and operational skills; In addition, archivists can't ignore the study and reference of other disciplines, such as the application of public relations and psychology in their work. They should take the initiative to go deep into all kinds of work, understand the situation, communicate ideas, master users' psychology, improve the methods and means of updating services, comprehensively expand the social functions of archival departments, and establish a good image of archival departments and staff, so as to promote the construction of archival consciousness, promote the all-round development of archival work and make archival work more.

Secondly, archivists should not only be familiar with the process and basic requirements of archives management system, but also master certain computer foundation and basic skills, strive to realize the organic combination of the two, and skillfully use information technology to deal with and solve problems in information resource management.

Third, modern society is a complex society, which is in constant development and change. The integration of archival information resource management requires archivists to have keen observation ability and quick response ability. Observation is the first step to obtain information, collect, collect and dig valuable files.

Archivists should be good at observation and analysis, not only to find valuable archives that can retain history, but also to find valuable information that can activate history and serve the display. Analysis and synthesis is an important method to explore information and develop high-level archival information.

Through careful observation, careful analysis, judgment and synthesis, archivists can find valuable information from complicated appearances and do a good job in collecting, sorting out and appraising archives. Look at the essence through the phenomenon, and dig out the information that clarifies the problem, puts forward reasonable suggestions and has reference and guiding significance from the archives information resources.

Finally, archivists must have certain investigation and research ability and organization and coordination ability, and master the basic methods of practical work. To truly and comprehensively preserve history, we must go deep into actual investigation and study to fully understand the true face of social history.

Under the guidance of objective, comprehensive and scientific principles, we must constantly improve our investigation and research ability, understand and master social needs, and meet the growing information needs of society and people. In practice, archivists often face a region or a system to carry out their work. They need to organize and establish working networks, manage the construction of archival information resources, and train and guide the work of archivists.

To do these jobs well, archivists should learn and master the relevant principles of organization and coordination, have certain ability of organization and coordination, and through their own efforts, establish a relationship of mutual understanding, mutual support, mutual cooperation and mutual cooperation in the work network, form a joint effort, and conduct education and training in different positions, levels, channels and forms.

Archives are the memory tools and knowledge crystallization of human society, an important part of national information resources and an important position in the structure of economic and social resources. They have social functions such as preserving human cultural heritage, maintaining historical features, assisting government affairs, and publicizing and educating. Archivists should use Scientific Outlook on Development to be strict with themselves, constantly improve their archival management ability, do a good job in archival work, promote cultural exchange and development, and make contributions to social and economic development and social stability.