Analysis paper on deficiencies and solutions in archives management

Archives management is a policy-based, confidential, and professional job among various tasks. In today's era, due to the gradual development of my country's economy and society, in archives management, there are Quite a leap. However, if we want the sustainable development of archival work, we need continuous innovation and keeping pace with the times. Since the promulgation and implementation of the Archives Law, the archives administrative department has played a relatively important role in the management of archives and the development of archives in accordance with the law. At the same time, it has promulgated relevant regulations, methods, regulations and other laws and regulations on archives work based on reality. Various normative documents urge and guide each unit to do a good job in archival work in different categories, so that the management of archives in accordance with the law is widely publicized, and the archives industry gradually moves towards the track of standardization, standardization and scientificization, laying a better foundation for the smooth development of the archives industry. the basis of.

1. Problems in archives management

(1) The awareness of archives work is weak and the concept of archives legal system is not strong.

In recent years, the archives department has made full use of the "March Legal Publicity Month" activities, slogans, websites, knowledge competitions and other forms to strengthen the promotion of the "Archives Law" and its supporting archives-related laws and regulations. Liaise with departments to carry out archives administrative law enforcement inspections. Despite this, the leaders of some units feel that the Archives Law is a soft law with weak restrictions and is inconsistent with the functions of their units. It is only a matter for the archives administration department and they have little or no knowledge of archives and archives work. 》, so there is insufficient attention and support for archival work.

(2) The utilization rate of file management is low, the quality is poor, and the retrieval efficiency is not high.

In official surveys in recent years, there is a gap in the quality and utilization of archives management, which is shown as follows: 1. The classification of archives in some units is obviously not rational enough, and the division of storage periods is not accurate enough. Some units focus on archiving documents but do not pay enough attention to the archiving of materials. There are also some units that do not archive materials that should be archived in a timely manner. 2. The level of informatization of archives is not high. Currently, there is no unified archives management software in the city, and the archives retrieval tool is single, which seriously affects the quality of archives management, especially the improvement of archives utilization efficiency. 3. There are two retrieval methods for archives: manual retrieval and computer retrieval. Today, traditional manual retrieval accounts for a large proportion. On the path of manual retrieval, various archives departments have compiled different forms of retrieval tools. There is a phenomenon that there are too many search tools but not too many. It is mistakenly believed that the more search tools that are compiled, the higher the quality of archival service will be.

(3) Due to insufficient funds, the archival hardware invested cannot meet the needs and there is a lack of archival work records.

In recent years, with the continuous development of science and technology, computer and network technology have been widely used in management, and management methods have also been continuously improved. There are relatively few units that use computer and network technology to manage files. The construction of the archives room is not standard and standardized, the filing cabinets are old and aging, and the file storage conditions are poor. The records of archival work are mainly reflected in the following conditions: First, there is a lack of planning and summary of archival work. It is relatively rarely included in the work plans and summaries of agencies or competent departments, and the archival work of full-time archivists rarely has formal annual plans and summaries. Second, there is a lack of file handover procedures; the second type of procedure is obviously lacking and even irregular. Third, the usual management work of the archives lacks specific records. Fourth, there is a lack of records of archival publicity work.

(4) The archives management system is not perfect, the professional quality of archives professionals is not high, and the standardization of archives management is insufficient.

Irregular file management problems are common in some large enterprises, institutions and professional archives, mainly reflected in the following aspects: 1. Irregular file numbers. 2. The title of the case file is not rigorous. 3. Some case files lack a table of contents. 4. The formation of papers is quite confusing. Although the country has established some archives management systems, the implementation process is just a formality. The system is also imperfect in terms of archive collection, storage, protection, borrowing, and confidentiality. The uneven professional quality of archives management personnel also limits the improvement of archives management methods.

2. The management response measures for archives are as follows:

(1) Establish and innovate a knowledge resource management system.

The collection, identification, and management of archival entities are all traditional archival management methods. Time and space can limit the flow of archival information, which has a negative impact on the sharing and value-added of information. The operation mode of archives information management institutions is inefficient and the management form is relatively backward. Compared with the rigid service mechanism, the closed management function informatization is contrary to the current social status quo and is not in line with the full utilization of the knowledge economy society. The principle of developing archival information resources is not conducive to the transformation of open knowledge-based archival management functions. While focusing on the management of archival entities, archival management will pay more attention to the management of archival information, and regard the flow of archival information and the use of archival information as a To give full play to the influence of knowledge resources, in order to form a complete knowledge management system, we focus on integrating a series of processes from source, production, storage, flow, dissemination, exchange, to learning and sharing of knowledge.

(2) Promote innovation in archives management methods.

Archives are rich in information resources, but compared to the diverse requirements of users, people still feel that the library resources are insufficient. This is partly due to the limited amount of archival resources, and also due to the low utilization efficiency caused by backward management methods. Therefore, on the basis of enriching the content of the library and improving the quality of the library, we must purposefully collect the archival resources needed by users, and continuously optimize the archival document resources to make them systematic and standardized, so as to provide users with timely and accurate services. .

(3) Enhance the quality of archives management personnel.

In the cause of socialist construction, archival work is an indispensable and important component, which affects the past of society. Developments today and tomorrow. Continuously improve the management efficiency of archives in the process of development, so that the role of archives can be fully exerted and have profound significance to society. However, in the large amount of complicated and boring work in archives management, the responsibility of the workers is reflected. It is not just about harvesting intuitive material wealth and economic benefits from the services, which requires the staff themselves to be responsible and proactive. Upward energy and good qualities of dedication. The service needs to be proactive and enthusiastic; the service tone needs to be polite and thoughtful; the service method needs to be proactive and proactive. To satisfy users is the basic criterion for the professional ethics of archivists.

(4) Archives managers should broaden their horizons and strengthen the comprehensive utilization of existing resources.

Due to the gradual deepening of reform, there are some problems that need to be solved in archives management. For example, the increasing number of archives brings difficulties in storage and is not conducive to extraction and utilization. Outdated management methods have a direct impact on the quality of archives. Only by realizing modern archives management can we effectively solve the problems that arise under the new situation. Therefore, archives managers need to: First, enhance their sense of responsibility and improve their management capabilities. Archives management is a highly professional job. Therefore, archives management workers need to learn a wide range of professional knowledge, enhance experience, optimize knowledge structure, and improve overall quality; second, continue to strengthen learning, improve learning ability, and enhance their own management capabilities. In today's society, archives management tends to be digital and information-based, which is also the future development direction of archives work. Therefore, archivists need to combine their positions, pay more attention to learning at work, improve their professional quality, pay attention to proficiency in computer operations and understanding of information development, and strive to develop into comprehensive archives management talents; thirdly, in the existing Organize files based on resources. Archives are carriers of information records and therefore a rich resource. However, the files are too numerous and classified, which is not conducive to sorting. The workload during sorting is too large. Therefore, using computers and other means to sort files will improve work efficiency and enhance the standardization of information sorting. When filing files manually, the classification of documents generally relies on the manager's own understanding of the documents. Although the standards are unified, everyone's understanding is different, so the classification will be inconsistent, which will affect the case files. The quality of the files is affected, and it also brings inconvenience to the use and organization. Therefore, it is necessary to give full play to the management advantages of computers and reduce manual operations, so as to improve work efficiency.