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