Discussion On Collation And Protection Of Electronic Archives

Set up the annual, organizational and storage periods.

First, according to the different ages, organization and duration of custody, second sets of documents will be kept in different periods, organizations, and periods of storage, so that they can be regularly copied according to different ages and different periods, so as to extend the storage life of archived electronic documents.

The files of the same filing department are concentrated on the same disk for easy use.

In order to ensure the unified specification of the electronic document set, the archives department should concentrate on the receipt of the archiving documents. After the group is set up, the archivists should set up a unified database structure and standardize the proposition, and set up the file catalogue of the document files, so that the files can be searched and searched by computers.

The two is foreign documents.

Through document processing, scanning into image files into the network, all kinds of official documents pfer, batch operation and supervision are all operated on the Internet.

The filing of electronic documents is handled by the business department. The documents processed are determined by the undertaking department according to the importance of documents, and classified according to the archival key and pferred to the archives department. After filing the files, the archival management information is added, such as the classification number, the grade number and so on, and then the archives database is entered.

If you want to query, it can be queried by each network terminal within the scope of its authority.

The formation of infrastructure files is usually done by computer printing using standardized paper output. Therefore, when data information is compiled, it is input according to the requirements of archives management, the entities of the paper files are scanned, and the files are linked up according to the file number, map number and serial number, so that the end users can directly retrieve every drawing information.

When the enterprises introduce technology and purchase various equipment, the carrier form of foreign information and drawings gradually develops towards the direction of electronic documents. The products designed by the domestic design institutes have been gradually implemented with CAD design, and the general layout management of enterprises has also been electronically applied.

Therefore, when importing equipment, the necessary conditions for electronic documents must be clearly stated in the contract, such as system environment, work platform, file format, microfilm and so on.

In the pfer of electronic documents floppy disks, compact discs or other carriers, the contents and notes of electronic documents should be attached.

When paying in the form of CD-ROM, the wage should be accompanied by a monthly wage summary sheet, which lists units, names, codes, numbers, detailed wages and so on. At the same time, the handover list should also be attached as the voucher for the pfer of Finance and archives departments.

The contents of enterprise accounting books have entered the computer management system. The objects that we see now are actually printed parts of computers. The format of computer accounts is relatively uniform, and its contents can also be saved in the form of compact discs.

But when the CD-ROM is archived, the account handover form must be opened, and the full name of the organization, the name of the account book, the number of the account books, the number of pages and the date of opening will be filled out. The person in charge, the accountant in charge, the audits, and the bookkeeping personnel must sign it to enhance the authenticity and credential function of the account book.

As a new type of memory carrier, CD has better anti-interference ability and structural stability than disk, and is conducive to the long-term storage of archived electronic documents. Therefore, the archival department is equipped with a CD recorder, and the archived electronic files are dumped to the disc.

However, it is difficult to popularize the recorder at the moment. Therefore, the protection of floppy disks and optical discs is still the focus of the protection of archived electronic document carriers, and protection measures must be made.

The quality of floppy disks directly affects the storage life of disk information. High quality floppy disks can be kept in good storage conditions for nearly 10 years, while low quality floppy disks often fail to get data in less than a year.

At present, there are many poor quality products in the market, so we must take good care of quality when purchasing floppy disks.

It is required that the floppy disk should be stored in an environment without strong magnetic field interference, no vibration, no dust, no corrosive gas and moderate temperature and humidity. The relative humidity of ambient air is controlled at 40% to 50%, and the temperature is controlled at 14-24 degrees Celsius.

It is required that each business department strengthen the virus detection of the computer, ensure that the disk of the electronic file is saved without virus, and the disk is often placed in the protection state.

Some electronic files have been encrypted or hidden in storage. If the password or file name is forgotten, the electronic files will be hard to open.

Therefore, such files should be decrypted or displayed after the name of the file is archived.

The storage of optical discs should be placed vertically in the box to avoid stacking to prevent the disc from warping. During the use process, friction and scratches should be avoided to cause damage to the disc.

High temperature will oxidize, deform or aging the optical disc. Humidity will make the substrate of the optical disk mildew.

For this reason, the temperature of CD storage should be controlled at 14-24 C, relative humidity 40%-65%.

The plastic protective layer of optical disc material is extremely sensitive to ultraviolet light, and the direct sunlight will make the optical disc premature aging.

Therefore, CD-ROM should pay great attention to avoiding light.

Regular disk replication is an effective measure to extend the lifetime of electronic files, whether disk or disc. Disk is dumped once every 5 years every 2 years. The carrier after dump is also kept as same as the original carrier.