Information on the instrument the application of electronic records management

[Abstract] archives is an important part of archival work, it records the social history of the development process, and objectively reflect the deal with the problem, leadership decisions, infrastructure, research and development and other aspects of the process and results of this paper discusses the management of Information and electronic archives applications the advantages and problems and coping methods.

[Keywords:] the application of electronic Information archives there is a problem our approach

Archives are an important part of archival work, it records the social history of the development process, deal with the problem objectively reflect the leadership decision-making, infrastructure, research and development and other aspects of the process and results. With the development of the situation of reform, how to improve the archives management, timely, accurate, systematic and complete file of Information provided to meet various needs, adapt to the increasing development of the new situation, this is the work of a new topic archives, records management to clerical work automation files opened new chapter following the application of Information electronically archives management issues on a more superficial understanding.

First, the application of Information management of electronic archives of the advantages
1 a substantial increase office efficiency
Computer is powerful information processing capabilities of the correct use of information electronically biggest advantage in the past, file management, the staff too much reliance on manual operation, requiring a complete collection, complete, was omitted to avoid leakage copy, pen specifications , durable, neat handwriting, clear; classification, statistically accurate, the results of time-consuming and laborious in application of Computer software processing, the file data collection, storage, classification, statistics and access to other links become very convenient, there are Thus both the draft order or for delivery, are easier.

2 files, and full text information exchange and sharing
In the original manual management, enterprises and institutions to share information so as not to make large amounts of information in the file cabinet in idle, not only cause a waste of money and resources, find files and information also caused difficulties to use Computer Technology to manage the file After the file management level down to the file-level files by means of management development as a single system managed by the external characteristics of the file (directory) management to internal and external features (directories and content) merger control. With the Computer and network Technology the further development of archives information and the use of carrier separation can be established with other information systems were linked, horizontal and vertical information, records the history and reality, thus greatly improving the quality of the file utilization and efficiency, can be the privileged timely response to information resources and offline processing, can guarantee a high recall rate and precision, can be exempted from the restrictions of space. and through this broad platform network services, learn about other archives sector profiles, the focus and the latest, fastest file management information dynamically.

3 the stability of electronic file
Compared with the carrier paper files, electronic documents the life of the carrier materials to be much longer. The paper's durability depends on the nature of cellulose, cellulose under certain conditions, vulnerable to damage: such as high temperature, humidity, acids, enzymes , oxidants and other cases, hydrolysis and oxidation can occur in the process of archival work a little attention on the irreparable damage that may occur while the electronic file is different, with the ever-changing electronic Technology, storage, increasing the device to read electronic documents mature, we can according to different needs, choose a different electron carrier, such as VCD, DVD disc, small-capacity flash memory U disk, high-capacity mobile hard disk, etc. These are the general characteristics of the carrier storage, quick and easy read, easy-to- transmission, and storage for a long time, the external environment is small, difficult to damage, with strong stability.

4 improved file transfer speed and security
The daily process of handling documents, processing personnel files and personal survival in the transfer process occurs when the case is lost, the traditional means of file transfer is sent by the postal system limits the length of time by the distance the same time, the file may also be due to other causes lost or delayed, to archivists and others search the archive use caused great inconvenience in the application of Computer network Technology, the direct transmission through the network, greatly improving the file transfer security and timeliness.

Second, the application of information management of electronic archives Problems
1 electronic document confidentiality restrictions
The contents of electronic documents is not only easy to change, and loss of fixed form, making the document confidential weaker Electronic files are easy to modify and change can not leave any traces after, although there are some techniques to prevent forgery of electronic documents and in the "original "on the additions and deletions, but its content is always the possibility of change is much greater than in paper files, so that people feel difficult to grasp its content original. no longer has a specific electronic document writing, it can require a different font, size electronic file output, can not tell from the handwriting on the original, but not for each person a stamped or signed electronic documents, it can not be signed with the seal or handwriting to determine whether an original electronic document . All of the above questions the confidentiality of electronic documents has posed a severe test, with the online theft Technology continues to improve, access to any file in the network made it difficult to be absolutely confidential. Links to free download http:/ / www.hi138.com
(2) of the integrated management of personnel files for high
Of electronic documents, electronic filing and archiving of electronic records management to form, is not only know how to manage paper files theories, principles, methods and techniques of management can be handled. Not only to understand computer technology or data communications technical personnel can be handled. This quality of management skills and demanding higher levels. to achieve the file information electronically, we must first have a modern, managers have a high level of knowledge and advanced technology level, can not simply be satisfied with the general level of computer operations, for the moment, many files due to lack of modern high-tech personnel, including personnel files of information processing is even more acute shortage of the compound, most of the low level of modern technology, archivists, and even modern illiteracy Despite the introduction of modern equipment, still can not fully play its role, it would not file the information electronically.

Third, some way to deal with
Electronic information archives used in the development process both advantages and disadvantages, its contribution to the work of modern archives, the benefit is far greater than the disadvantages. For the practical application of some of the problems encountered in the process, I offer a few method.

1. Information systems inside and outside the network isolation
In the internal network and external network of information between the set physical isolation, in order to achieve internal and external network isolation is to protect the most important network security information, but also the most effective and economical measures of the first layer of isolation precautions are router, the router filter blocked IP addresses and services can be the first to block all the IP addresses, and then selectively release some of the information network address into the second layer of isolation precautions is a firewall Most firewalls have the authentication mechanism, No matter what type of firewall, on the whole, should have the following five basic functions: filtering incoming and outgoing network data, manage incoming and outgoing network access behavior, closure of certain prohibited business, record the information content through the firewall and activities of the network attack detection and alarm.

(2) improve the overall quality of the file
First, the hardware construction and the inputs from the efforts to continuously improve the hard environment, improve the business skills of archivists proved to increase only in the modern hardware investment, based on the personnel files to pass on these devices (applied) knowledge of learning until proficient skills to increase business, improve management effectiveness. Second, "self-oriented, training, supplemented by" mode and gradually form a sustainable life-long Education system, quality of personnel security files change with time and continues to increase. Access to knowledge through continuous learning is the fundamental way to improve the quality, to the personnel files of the unit to establish incentives to learn, to file business achievement as part of performance evaluation. Third, increase the file inter-regional cooperation between the systems work, and to expand their communication surface through exchange, study more units and brothers Branch (Room use of archival resources for the transformation of knowledge and innovation experience, the use of the network, other high-tech means of modern communication, increasing departmental archives and archivists of the sources of information and innovative thinking.

IV Conclusion
Electronic information archives used in the development process both advantages and disadvantages, its contribution to the work of modern archives, the benefit is far greater than the disadvantages, and we fully enjoy the convenience of electronic information network, efficient, it must also always pay attention to maintaining the security of information systems.


References:
[1] Xu Li: On the archives of the Computer Management [J]. Pingdingshan Teachers College, 2001,5
[2] Pei Chengzhi Otto: Office Automation and archives management [J]. China Metallurgical Education, 2002,2
[3] Yong Liu Jing: the integration of a number of archives knowledge [J]. University of Library and Information Science, 2003,3
[4] Zhou Hui Rong. Archives management, office automation applications [J]. Technology within the anus, 2006, (3 Links to free download http://www.hi138.com