电子文件的管理方法

电子文件的管理方法

Electronic document management methods

摘要：电子计算机的普遍应用，给档案工作者提出了新问题：如何建立一个与办公自动化系统和电子文件管理相适应，并与之同步发展的电子文件管理体系?笔者认为，要实现时电子文件的科学管理，必须做好以下几方面工作。首先是提高电子文件管理意识，其次是加强制度建设，三是做好电子文件的收集，四是把好电子文件的签定、归档关，五是加强电子文件的管理和安全防护工作，六是加强对电子文件的电子档案管理知识的培训，提高档案工作人员的业务素质。只有这样，才能较好地解决我院多个网络系统无法链接、不能兼容，多数职能科室只是使用计算机单机办公时所形成的电子文件未能进行统一管理等问题。Abstract: the computer widespread application, has posed new challenges to archivists: how to set up an office automation system and electronic document management, and the synchronous development of electronic document management system? The author thinks that, in order to realize the scientific management of electronic documents, must be to do a good job of the following aspects. First is to improve the consciousness of electronic document management, the second is to strengthen the system construction, 3 is the complete collection of electronic documents, the fourth is locked well electronic document signing, filing, five is to strengthen electronic file management and safety work, six is to strengthen the electronic archives of electronic file management knowledge training, improve the business quality of archivists. Only in this way, can better solve our multiple network can't link, can't compatible, most department functions is formed by using computer LAN office failed to undertake unity management problems, such as electronic documents.

关键词：办公自动化；电子文件；管理

Key words: office automation; Electronic files; Management

电子计算机的普遍应用，促进了办公自动化的迅速发展。随之产生的电子文件与传统纸介质文件汇集成浩大的信息流，成为社会改革与发展的宝贵资源。同时，也给档案工作者提出了新问题：如何建立一个与办公自动化系统和电子文件管理相适应，并与之同步发展的电子文件管理体系? 以我院为例，在办公自动化方面起步虽然较晚，但逐步实行和全面铺开办公自动化是必然趋势。现阶段我院只部分使用各主管部门设计的计算机网络系统，多个网络系统无法链接，也不能兼容。多数职能科室只是使用计算机单机办公，对所形成的电子文件未进行统一管理，主要存在以下问题。

Computer widespread application, promoted the rapid development of office automation. The resulting flow of electronic file with the traditional paper media files together into a huge flow of information, become a valuable resource for social reform and development. At the same

time, also gave archivists new problem: how to build a office automation system and electronic document management, and the synchronous development of electronic document management system? In our hospital, for instance, in terms of office automation start although late, but gradually carried out practice and office automation is the inevitable trend. At this stage our part only use each department responsible for the design of computer network system, many network can't link, not compatible. Most just use computer LAN office, department functions to make unified management of electronic documents, which is formed by the mainly exist the following problems.

1、对电子文件的重要性认识不足，未对电子文件进行归档及统一管理。

Insufficient understanding of the importance of the electronic file, not the electronic file archiving and unified management.

电子文件是近几年才出现的新生事物，对它的意义和作用，人们还未充分认识，没能引起足够的重视。使用计算机网络系统的科室，仅是把电子文件存储在硬盘、磁盘或光盘内，没有进行规范整理、鉴定和归档。

Electronic document is a new phenomenon appeared in recent years, the significance and function of it, people haven't fully understand, can't cause enough attention. Using computer network system of department, only is to put the electronic files stored on the hard disk, disk, or cd-rom, hasn't tidied up for specification, identification and archiving.

信息科作为计算机网络系统的管理部门。也只是对全院的局域网进行技术支持和指导，网络升级和更新前后的备份电子文件没进行规范科学的整理和归档。这样。即使不会造成电子文件丢失，日积月累，也会使电子文件堆积成灾，无法检索和利用。

Information section as the computer network system management. Is technical support and guidance to local area network (LAN) and partial, network backup before and after the upgrade and update electronic file specification scientific sorting and archiving. Like this. Even if it doesn't lead to electronic file is missing, accumulate over a long period, also can make accumulation by electronic file, unable to retrieve and use.

未使用计算机网络系统的科室，仅用计算机进行办公和事务性管理。多数科室使用计算机起草文件，一旦打印出纸介质正式文件，作为草稿性的电子文件绝大多数不作保留，不是因存储载体用于其它信息的存储而被清洗，就是被新起草的电子文件不断覆盖。一些部门在文件办结之后，则把相同内容的纸介质文件和电子文件两种类型的文件同时保存，造成人力、物力、财力的浪费。

Did not use the computer network system of departments, only use a computer to office management and transactional. Most departments use computer drafting documents, once printed out paper media official documents, electronic files as the draft of the vast majority don't reserved, not for information storage carrier used for other storage cleaning, is covered by electronic file new draft. Some departments after the file is transferred to the same media content of the paper files and electronic files of two types of files stored at the same time, a waste

of manpower, material and financial resources.

2、办公自动化系统与档案管理系统不兼容，给电子文件归档造成困难。我院使用的计算机网络系统多是本单位或上级主管部门设计的软件，而档案室使用的档案管理系统，是档案行政管理部门为了使档案管理达到现代化、标准化、规范化要求。实现资源共享而推广的档案计算机管理软件。由于我院计算机网络系统和档案管理系统设计单位不同，不同软件环境下形成的数据难以转换，难以进行电子文件归档。

Office automation system and archive management system is not compatible, for electronic document archiving. Our hospital use computer network system is the unit or the competent department of software design, and archives use archives management system, is in order to make the archives administration department to fulfill the requirements of modernization, standardization and normalization of archives management. Achieve resources sharing and promoting archives of computer management software. Because of our computer network system and file management system design unit is different, different software environment form data is difficult to convert, to electronic document archiving.

3、电子文件的不安全性，影响了对它的归档管理和长期保存。电子文件具有复制和传递时的高保真性、设备的依赖性、载体的非直读性、信息与载体的相分离性、信息的共享性、信息内容的易改性等特点，这些特点给电子文件的安全保管和长期保存带来了很大困难，也给档案工作者提出了新的挑战。如果上述问题得不到解决，电子文件无法进行规范管理和检索利用而失去其共享的重要作用，阻碍了办公自动化的进程。因此，对电子文件进行规范科学的管理，这时时代赋予档案工作者不可推卸的责任。

The electronic file of insecurity, affected the archive management and long-term preservation of it. Electronic file has the replication and transmission of high fidelity, the dependence of the device, carrier of non direct reading, information and carrier phase separation, information sharing, easy modification of information content and other characteristics, these characteristics for safe keeping and long-term preservation of electronic records has brought great difficulties, also puts forward new challenges to archivists. If the problem is not solved, the electronic file to standardize management and retrieval using lost its important role sharing, hindered the process of office automation. Specification on electronic files, therefore, the scientific management, when the era have entrusted to archives workers unshirkable responsibility.

电子文件归档及电子档案管理都要依靠技术条件实现。电子档案的保管期限是由电子档案内容来定，而实现电子档案保管期限，取决于载体的寿命、电子计算机的软硬件生存周期和载体所载档案与电子计算机软研件平台的一致性等。实现对电子文件的科学管理首先要做好以下几方面工作。

Electronic filing and electronic archives management relies on technical conditions. Duration of electronic files are to be decided by the electronic file content, and realization of electronic archives,

depends on the life of the vehicle, the electronic computer hardware and software life cycle and the carrier carries the files with electronic computer software research platform, consistency, etc. Implementation of scientific management of electronic records must first do a good job. The following aspects

3．1 提高电子文件管理意识。

电子文件与纸介质文件一样，涉及保密、安全、管理、归档、利用等问题，与纸介质文件具有同等的法律凭证作用。医院各级领导要把对电子文件的管理摆上议事日程，把这项工作纳入档案管理范畴，通过各种方式和手段，大力宣传电子文件的重要性，提高全院职工的电子文件管理意识。

3.1 improve the consciousness of electronic document management. Electronic files and paper media, involves the confidentiality, security, management, archive, use and other issues, and paper media files have the same legal vouchers. Hospital leaders at all levels to put on the agenda for the management of the electronic file, included in the job file management category, through a variety of ways and means of publicity of the importance of electronic files, improve the whole staff's consciousness of electronic document management.

3．2 加强制度建设。目前电子文件管理不善，与没有一套完善的电子文件管理制度有着重要关系。因此，做到依法管理电子文件，逐步形成一套完善的电子文件管理体制，建立健全相应的规章制度是电子文件管理的一个重要前提：一是医院综合档案室应会同有关部门联合制定电子文件管理办法。确定电子文件的归档和不归档范围，依法管理电子文件。二是逐步制定和完善电子文件全过程管理制度，做到有章可循，使电子文件的管理达到标准化、规范化、制度化。

3.2 to strengthen the system construction. Current poor management of electronic documents, electronic files and didn't have a set of perfect management system has important relationship. Therefore, electronic document management according to law, gradually formed a set of perfect electronic document management system, establish and improve relevant rules and regulations is an important premise of electronic documents management: one is comprehensive hospital archives should jointly with the relevant departments jointly formulate measures for the management of electronic documents. Determine the scope of the electronic document filing and archiving, management of electronic documents in accordance with the law. Second is to gradually develop and improve the system of electronic document the whole process of management, to do systematic, make electronic file management standardization, standardization and institutionalization.

3．3 做好电子文件的收集。电子文件的收集范围尽可能广一些，将分为几大类，为每一类文件确定收集范围。为了确保电子档案信息的“原始记录性”，档案工作者要参与制定电子文件生成和办理的流程，对电子文件的形成、收集、积累、归档、管理等环节进行把关和交接，保证电子文件生成过程各环节的真实性、完整性和有效性。为电子文件的鉴定打好基础。

3.3 collection of electronic documents. Wide scope of collection of electronic documents as soon as possible some, will be divided into several categories, determine the scope of the collection for each file. In order to ensure the electronic archive information "records", archives workers should participate in the electronic document generation and conduction process, for the formation of electronic documents, collection, accumulation, filing, management control and handover, ensure the authenticity of electronic files are generated process each link, integrity, and availability. As a basis for identification of electronic documents.

3．4 把好电子文件的鉴定、归档关。电子文件的鉴定工作除了包括纸介质文件的密级、保管期限等内容，还应包括真实性、完整性和有效性的鉴定。其中，真实性鉴定是检查电子文件的内容、结构、背景信息等是否与其形成的原始状态一致；完整性鉴定是检查电子文件的内容、结构、背景信息等相关信息是否完整无缺；有效性鉴定是检查电子文件是否具有可读性和可利用性。

3.4 the good appraisal, the file of electronic documents. Identification of electronic documents in addition to including paper media file categories, duration, etc, should also include the authenticity, integrity and effectiveness of the appraisal. Authenticity identification is checks the file's content, structure, background information is consistent with formation of the original state; Integrity evaluation is checks the file content, structure, background information and other relevant information is complete; Effectiveness evaluation is check the electronic files are readable and availability.

3．5 加强电子文件的管理和安全防护工作。采取有效的管理措施和技术手段，一是保证归档电子档案的安全性，二是防止电子档案的遗失和被非法删改，三是加强管理，保持电子档案的长期有效性。电子档案读取和处理设备更新、系统扩充时，要及时进行载体转换和迁移操作，并做好记录，原载体继续保存一段时间}对磁性载体和光盘上的电子档案定期抽样机读检验，发现问题及时采取措施进行恢复；磁性载体上保存的电子档案要定期转存，防止因磁介质破坏而造成信息丢失。四是保证计算机网络系统的运行安全，可设定登录限制、使用文件权限和文件属性等，在一定范围内对服务器文件与数据提供保护。五是在计算机系统上安装防毒软件，使用外来磁盘、光盘前必须进行严格的病毒检测，或不允许随便使用外来磁盘、光盘等，在不需要读写文件的地方使用“无盘工作站”，防止网络系统遭受电脑病毒的侵害。

3.5 to strengthen the management of electronic documents and safety protection work. Take effective management measures and technical means, a file is to guarantee the security of electronic archives, the second is to prevent loss of electronic files and illegal deleted, three is to strengthen management, maintain the long-term effectiveness of electronic archives. Electronic file read and process equipment updates, system expansion, to timely to vector conversion and migration, and make records, the original carrier continue to save for a period of time} and electronic files on the disc of magnetic carrier regular sampling

machine-readable inspection, found that the problem take timely measures to restore; Magnetic carrier on preservation of electronic files archived, regularly to prevent information loss caused by magnetic dielectric breakdown. Four is to guarantee the safety operation of the computer network system, to set the login limit, use file permissions, and file attributes, etc., within a certain range of server files and data to provide protection. Five is anti-virus software installed on the computer system, using external disk, cd-rom must be strictly virus detection, or not allowed to use external disk, cd-rom, etc., where does not need to read and write files using the diskless workstation, prevent the violation of the network system suffered from computer virus.

4、加强对电子文件和电子档案管理知识的培训，提高档案工作人员的业务素质。随着办公自动化在我院的逐步开展，电子文件大量出现，档案人员只懂得纸介质档案管理知识是远远不够的，必须学习电子文件和电子档案管理知识，才能跟上时代步伐。

Strengthen the electronic documents and electronic file management knowledge training, improve the business quality of archivists. With gradually carried out in our office automation, electronic files, file personnel understand only paper medium file management knowledge is not enough, must learn to electronic files and archives management knowledge, in order to keep up with The Times.