On the records management process in the application of electronic documents

Abstract: In the file management in the application of modern information technology, the new era of archival work is the basic requirements, electronic document records management in the hospital's application, is the embodiment of modern file management. Before the archive for scientific electronic documents collected into , to give authenticity, integrity, validity of the initial identification, and then separately for text, audio and video archiving and other electronic documents, the final audit into the file.

Keywords: electronic documents, hospital records management; application

In the file management in the application of modern information technology, the new era of archival work is the basic requirements, but also the inevitable trend of Development of archives. With Health care reform to the deepening, but also the work of Medical units of new records management requirements, from a file storage and use of physical focus turned to file storage and digital information services for the center of gravity, so that further archival work toward standardization, digitization, networking and socialization.

Office environment of digital popularity, the file information resources as they must rely on the carrier, the file information resources, digital management and utilization, is file management model. In order to better serve the Medical work, the file digitization of information resources into Health care career management and Development of an important tool.

First, the accumulation of the archive collection of electronic documents
Face a variety of types of electronic documents, the first division of the scientific classification. Collection of electronic documents in real time, its scope should refer to the archive archiving paper documents the scope, instruments and Medical operations, including electronic documents, with attention to the electronic file storage of electronic documents generated by the carrier and the external environment and metadata stored together to form an organic combination, to ensure that electronic files are not missing, not lost.

Second, the initial identification of archiving electronic documents
To the usual collection of electronic filing, you must carefully identify the authenticity, integrity, validity, to ensure archiving electronic documents meet the requirements.

First, is to ensure the authenticity and legal validity of electronic documents evidence of the administrative basis for the authenticity of electronic documents is content, structure and background information was identified during the formation of its original condition with consistent authenticity of electronic documents difficult to determine and confirm the traditional paper-based files can be content, carrier, forms, and it can be depending on the font, imprinting or handwriting, the paper analyzes its originality, and production of electronic documents into a virtual state by the solid-state, has Without this original state. electronic document is a product of high technology, we can through technical measures such as encryption, signing technique, message authentication, authentication, firewall and anti-written measures to effectively improve the reliability can be establish a sound management system, strengthen the management of electronic document production and management, improve the quality of professional ethics and the establishment of records management systems and other initiatives to ensure authenticity.

Second, the integrity of the value of electronic documents is an important guarantee for the integrity of the number of required documents is complete, each electronic document content, structure and background information and metadata without defects, electronic document complex structures, storage methods and diverse, easy to defects caused by the information, the establishment of collection accumulation system, the establishment of an electronic file temporary space, no time to save the archive file set up to prepare for appraisal filed in the processing of the necessary background information to the standardization of the project at the request registration to develop electronic document metadata management standards in the electronic filing and transfer, the time required for landing and description metadata to better safeguard the integrity of electronic documents.

Third, the effectiveness of its existence and preservation value of the foundation. The validity of electronic documents should have understood and can be used, including information that can identify, storage, system reliability, integrity and compatibility of the carrier sex, if the file can not be successfully read, and then also lost something of value there is meaning we usually respond to the computer system to generate these files and software related to data collection code, and take measures to keep, save time migration data to prevent the storage media obsolete.

Third, the text-based electronic document archiving
Archives of the Health system is an important part of the work unit file one application of the instrument to the computer files produced early, that file will be generated from the electronic computer file, the majority of archives in the form of a text file with word processing software (such as WPS, Word, etc. generated by the word, words, numbers or symbols to express the document, therefore, documents and archives of electronic filing has become the highlight.

First, the logic of electronic documents filed in the computer's hard drive, select a non-OS partition (such as D, etc., to establish a general folder, name it "× × hospital archiving electronic documents." Folder in the total established under the several sub-folders are used to store the archived electronic documents in different years, respectively renamed the folder "× × × × annual hospital archive electronic documents." limit the use of custody classification, set up three folders, respectively, folder renamed as "permanent", "long", "short-term." refer to the classification of paper files to their corresponding electronic text file to the appropriate folder. need to store the "Documentation", "category table file "," the recorded file "information. Links to free download http://www.hi138.com
At the same time generate text-based electronic document archive directory marked instruments registration number, document title, file number, category code, etc., is an important tool for retrieving files, help files quickly and easily retrieve specific electronic content to make access more convenient.

Then the physical archive. Electronic documents according to requirements for identification, classification, number, will focus on electronic documents archived, copied to the durability carrier, a type 3 sets, a set of sealed storage, a use for inspection , a set of ex situ conservation.

Fourth, the audio-visual and other types of electronic document archiving
Audio and video files are audio, image, etc. all kinds of information recorded by special carrier's electronic files. Medical units in the management and business activities often generate graphics and appearance of the audio-visual materials, it has an intuitive sense of realism, more persuasive. will save the value of audio-visual and other types of electronic documents and reasonable classification, according to the classification of different types of carriers test paper, and then separate the different retention period, belong to a class of time by filing the order number, and Juanneimulu and text description with reference to paper files and see the corresponding number. preparing electronic documents archive directory, registered the established procedures.

Fifth, electronic document archiving audit
The archive project archive units in accordance with its corresponding identification and examination, identify problems and take timely remedial measures, all tests are filed by the management in charge of the leadership to sign audit opinions, inspection and audit results fill <<archive electronic documents transfer receiving test registration form>>.

Hospital records management era of digital Development followed the tide of history of information technology, digital file management can achieve the liberation and Development productivity, improve the efficiency of the use of file management, and fully utilize the advantages of archival information resources, construction and Medical career Development plays a vital role.

References:
1, including Mansfield. Health Archives Guide [M]. Chinese Literature and History Press, 2006.

2, Zhang Jing. Archives Guide [M]. Academy Press, 2006.

3, Tang Yi, He Zhang. Of the hospital archives of the modern management thinking [J]. Chinese Hospital Management, 2004 (6) Links to free download http://www.hi138.com