How to manage the archives?

(1) Archives storeroom provides the most basic material conditions for archives protection, and the quality of warehouse buildings directly affects the conditions for archives protection and the effect of warehouse management measures. Warehouse construction is also a long-term role in file preservation, because the built warehouse is difficult to change and will cause great waste, so it should be carefully designed and built.

1. Principles of archive warehouse construction

The construction of archives warehouse should follow the principles of applicability, economy and beauty. The so-called applicability means that warehouse buildings should meet the requirements of keeping files in terms of moisture, heat, light, dust, fire, theft and harmful gases. The so-called economic technology pays attention to economic benefits and saves money and expenses on the premise of considering its application. The so-called beauty means that no matter the overall layout, single shape, appearance or interior decoration, it should give people a harmonious, beautiful and generous impression and a feeling full of cultural atmosphere, which fully reflects the cultural institution nature of archives.

2. Types of archive warehouses

At present, the types of archives in China mainly include comprehensive archives, specialized archives and archives database.

(1) comprehensive archives. The comprehensive archives is the main part of the archives. It keeps various categories and forms of archives formed by various organs, units and celebrities in various historical periods in China. In the case of a large number of files, sub-database management can be implemented.

(2) Special files. Special files are mainly set up to meet the characteristics of special files and the special requirements of management, such as files with material or form characteristics. There are obvious boundaries between professional archives and comprehensive archives in content and form. Professional archives, especially those with special materials, have some special requirements in management and cannot be confused with general archives.

(3) File database. The archive warehouse specializes in collecting and saving books and materials related to archives. Conditional archives should be equipped with books and databases to supplement and facilitate the provision and utilization of archives.

(2) Archives fittings

Archives fittings are essential basic equipment for archives and rooms. There are many kinds of archives fittings, each with its own advantages. Reasonable selection and flexible allocation should be made according to the characteristics of warehouses and the different values and regulations of archives. At present, the main file accessories used in China are file racks, file boxes, filing cabinets and so on.

1. File rack

File racks are generally made of metal products, which have the advantages of making full use of the warehouse area and space, low cost, convenient access and providing better storage conditions. The installation and discharge of the file rack should make maximum use of the area and space of the file warehouse, and ensure the intact and convenient use of the files. There are many kinds of document shelves, mainly including fixed document shelves, movable dense shelves and stacked shelves.

2 file boxes

File boxes are mostly metal products, and five file boxes are a set. Boxes are usually used instead of cabinets and stacked. Compared with file racks and filing cabinets, it is convenient to move and can be used in peacetime and wartime. At the same time, it can prevent fire, avoid light, dust and theft. It is widely used at present. However, it is expensive to handle the file boxes one by one.

3. filing cabinets

A set of five file boxes is about the same height, about 2m high and 1.5m wide, with four layers of grids, which is equivalent to five file boxes. Most of them are metal structures, which have the advantages of firmness, fire prevention, moisture prevention, light protection and good anti-theft performance. However, the filing cabinet is inconvenient to move and the cost is slightly higher. There are two kinds of document containers: metal and wood. Generally speaking, metal is better than wood, that is, it is fireproof and durable, easy to use and process, and can be made into composite components, adjustable and convenient to transport and install. In some places, wood with strong water absorption can also be used as file accessories.

(3) Document packaging materials

The packaging of archives is very important, which can prevent the direct damage of light, dust and harmful gases to archives and reduce mechanical wear. At present, there are generally three kinds of packaging materials and methods for paper archives in China: rolled skin, rolled box and wrapping paper.

1. Juanpi

Roll paper is the basic material for packaging archives. It can not only protect files, but also serve as the cover of the case file itself, which is very convenient to find and use. The use of coils shall meet the following requirements:

The length and width are 300mm×220mm or 280x2 10mm, and the thickness is10mm, 15mm and 20mm3. In addition, there is a kind of soft roll skin which is matched with the roll and put into the roll box, and the specification is 297×2 10mm or 260 mm× 185 mm.

Rolling box

At present, it is a good equipment to save files by using the volume box. It can not only avoid light and dust, but also reduce mechanical wear, and it is also convenient for management, neat and beautiful. However, the volume box occupies a large warehouse area and the cost of making the volume box is also high. According to the needs and possibilities of archives and rooms, the form of rolling boxes should be adopted appropriately. According to the national standard, the specifications of the rolling box are 300mm×220mm, and the thickness is 30mm, 40mm and 50mm3. For some special files, you can also use a roll sleeve, which is more economical than a roll box and convenient for file access.

3. wrapping paper

For some documents that are not often used, neither suitable for binding nor convenient for box storage, they can be packed with strong paper, which is an emergency measure to save the documents.