File management and scientific authorities to promote the efficient management

Abstract: The efficient management of public institutions is inseparable from the scientific records management, records management must be based on scientific institutions to promote efficient management. Records management is a business unit management, an important part, do not recognize the file and records management the important role, to work hard in practice, full attention. This paper will analyze the current status of records management and institutions to start, file management and institutions that the great scientific significance, to explore ways to strengthen the authority of the file management unit, maintain records of integrity and security, effective use of archives.

Keywords: authority file management, meaning, problem, solution

Abstract: management of public institutions can not do efficiently without the archives management, must management of archives scientific institutions topromote the scientific management of efficiency.Archives management is the management institution is important one annulus, don \ 't recognize the files and theimportant role of archives management work, it will be difficult to work in practice.This paper will analyze the present status quo of management of archives inpublic institutions, discuss that scientific institutions of management of archives has great practical significance, How to strengthen the management of archiveswork, to maintain the integrity and security of archives, to achieve the effective use of the archives.

Keywords: management of archives in public institutions; Meaning; Question; countermeasures

File is a true record of all activities, which reflects the growth and development of all organs and units of course, is the wealth of valuable experience and important Information resources. Therefore, the file management is an important part of agency management, benefits have a major impact on the authority is authority improve performance, increase efficiency, scientific management is an important guarantee.

First, the file management and scientific necessity and urgency (a) of the file management is a basic link management departments and units disorderly scattered preservation of archival material, bound for some important files to take advantage of Information resources provide the holder of the machine, resulting in management the passive, causing confusion in the internal management of institutions. As the movement, the file is saved in the hands of individuals or by the care of their functions, the lack of effective supervision and management mechanism, in the event of key personnel leave or change jobs, ranging from the management level of fracture, work can not continue, while in lead agency secrets, intellectual property and proprietary Information loss, irreparable damage. file has its own unique original records, records are not open, or patent-pending technology is not confidential. possession of such Information is the possession of confidential technical or organs. Thus, departments and units to do file management, can effectively avoid the technology, intellectual property departments and units affected by the loss of the survival and development.

(B) file is an important credit management departments and units to ensure that the file is recognized as the core of the composition of credit Information resources. First of all, a sound records management unit of their own to show good faith as a window to reflect the various units and technological achievements, management, financial status and other important content. Secondly, the construction of social credit system, credit file construction has become the focus of the community. countries have proposed to accelerate the establishment of enterprises, intermediary agencies and individuals credit file, so that the poor who pay the price record, reputation sweeping, until brought to justice. see the file into the social credit system is the essential element.

(C) files are the lifeblood of organ culture organ culture from the organs extracted from the historical heritage, reflected in the archives of a complete system of organs. File is a cultural symbol of the true record of cultural development, cultural memory the main form. organ culture units should be based on the history and the status of organs and units, has its own characteristics, can not be divorced from the history and practice without the characteristics of a "pan-cultural." Looking at the Archives, can be a deep understanding of the unit characteristics and historical development of Law.

Second, the current records management institutions Problems (a) of the file management attention to the low level of attention to the financial importance of the units tend to emphasize organizational and other aspects of personnel management, but little attention to file management, file management does not know that unit management is an important organ ring. Many agencies ignore the file management unit to ignore the importance of archival material is the unit of information resource library. archives department is as a "cold sector", the object can easily be streamlined or merged, or even revocation of specialized archival institutions, only part-time archivists set . These staff positions are not fixed, file business knowledge is low, treatment of lower body together with the file organization system of the status of the unit is low, a direct impact on the development of archival work.

(B) of the file management mode backward

Although the current management of a certain size of the Archives, but the development of the internal management of out of touch with the departments and units, distributed file storage in the various functional departments, such as financial record-keeping in the financial, technical files saved in the technology department, archives kept in the office, although all departments files are saved, but they closed each other, on the whole in a fragmented state of disorder. most of the records managers and not through formal training, but not the file order, many archives in a simple "letter bag" management, inspection of files use.

(C) low levels of file management and scientific

With the development of information technology, office automation, electronic files, documents and integration of new things have appeared to make great changes in the way the file form. These file management and use of different methods and paper files, the current work of the traditional file mode and level of technology can not meet. because the file from the draft, issued through modifications to the computer running, it has the ease of replication, which makes the original record of the file that best reflects the content and form characteristics no longer exist. paper carrier files more stable and secure, while the poor stability of the carrier of electronic documents, easily damaged. so to use modern electronic document management tools to address the long-term preservation of information in the original problem long way to go.

Third, the file management a number of measures of scientific

Records management and scientific requirements of records management to the times, build a scientific archive management system, strengthening the perfect file management, file management and scientific institutions to promote efficient management. Records management is a system engineering and scientific work, including two : (a) national government policy level 1. actively improve the Laws and regulations and publicity files file administration department should strengthen the building of Law enforcement personnel file, the file shall supervise and direct the work. Local governments should make use of administrative Law enforcement inspection and the establishment of archives <"File Act" > Awareness Month, through television, newspapers and other media, and through putting up posters, holding seminars and other forms of file work, vigorously promote the file Laws and regulations, adhere to the "more publicity, more contact, more contact, multi-service" methods of work, promote the file Standardization of work. and with the relevant departments to strengthen communication and coordination, joint supervision, positive atmosphere to create a filing, so that more units recognize the importance of establishing a sound file, enhanced organs and units awareness of archival work to do.

2. To actively shape the typical play to point to an area effect with carefully selected a number of large-scale, style, have certain records management based on the unit as a pilot to focus on guidance, training, and establish a typical point to an area, to enhance the file management level. To learn to manage units after the filing of the unit led to a veteran lead novice, start with part of the demonstration unit, making it a "leader" so that newcomers can learn a model, precedent can learn.

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3. Active in professional training and guidance

Archives administration departments to take effective measures: First, training courses, taught basic business knowledge of archival work to improve the professional quality of the file to make it faster and better archival work independently. Second, in-depth organization units, on-site guidance and training. to make use of law enforcement and inspection time, in-depth units on-site guidance to various organs. Government departments need to active service, to help develop an appropriate system of archives, archives and records management network classification scheme for part-time training courses on personnel files, the authorities put on a standardized unit of archival work, standardized and scientific tracks.

4. Actively provide intermediary services file

Through the files in the form of social service archives on behalf of the custodian, custodian, agent, etc., file intermediary services to meet this need. To rely on the file you carry out the file sorting, storage, hosting business. Follow the market demand, local archives departments can set up a "consulting service center" for those understaffed, with poor storage conditions, authorities and institutions to provide the file order, hosting, hosting and other services, to provide scientific standard file management, which saves management costs, and promote file management and scientific.

(B) of the unit of their own level of authority

1. Strengthen the awareness of the file, firm notion of utility construction work in the file, the file must first raise awareness and establish the practical effectiveness of the concept of files, the only hard to collect, organize, storage, use of these archives are a good, good file management. Government Agency should seriously study <"File method >>,<<< Archives Law" Implementation Measures>> and belongs to file legislation to improve awareness of the importance of archival work, and consciously accept the archives department of the professional guidance and supervision, active grasping Good archives.

2. Construction of scientific records management system

As long as the national archives and regulations, the implementation of the principle of centralized management is conducive to archival work carried out to connect everything from reality. Create a file management mechanism, close
Key file to ensure the timely, complete collection, storage and delivery of effective use, and whether to meet the times reflected in the development, social development, conducive to the sustainable development of records management is not necessary to the pursuit of large and complete facilities. If the file is not saved complete integrity of the activities can not provide services, archives, and then luxury, facilities and then complete is of no use, the lack of value.

3. Scientific Use of Information Technologies

Information construction unit in the agency, the archives departments should make full use of computer data storage capacity, retrieval speed and other advantages and development for the computer to complete the file retrieval methods and storage mode. Archives departments should establish a strict management system, from a technical and management aspects, to ensure the safety of files entity and carrier, network transmission and file to ensure the security of data, the archiving of electronic documents and archiving paper documents a "dual track" sorting method, the two series for the same file number and the recorded information, conducive to inspection and management and make data backup. conditional units, step by step digital archives (room) building, scattered in different vectors, different geographic location information stored in digital form to a highly ordered consolidated file information resources to address the core, to provide various types of large-scale, large amount of information distributed digital information services, to achieve effective sharing of information resources file.

In short, the file is a valuable history of the state and society resources. Therefore, strengthening the scientific management of the file, the file is a common sector faces a new topic. All relevant departments, especially file management, from a strategic height to emphasize and strengthen organs and units file management to file management and scientific authorities to promote efficient management.

References:

[1] Zhang Xueyan. Records management and scientific exploration [J]. Lantai World, 2007 (6): 24.

[2] Liu Yali. Modern archives management work of [J]. Panzhihua University, 2007 (4) :35-37.

[3] Lin Xiuqiu. Records management and the office culture [J]. Electrical warships file, 2007 (3) :29-31.

[4] [5] were Pui Ling. File management of the operation system of [M]. Beijing: China Archives Press ,2006:45-56.

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