How To Simplify Traditional And Complex Ways Of Filing

The traditional methods of collation of archival documents are more complicated and difficult to master. Generally there are three difficulties: first, the difficulty of classification. The classification system is often not very scientific. There are often different classification standards, cross categories, violation of logic and instability of classification system and so on. In actual classification work, it involves two or more institutions, involving more than two problems, problems crossed or comprehensive documents, and difficult to categorize. The two is the difficulty of generating papers. There are six or seven characteristics of documents. They should be combined according to the common characteristics of documents. However, the common characteristics of documents are not easy to find, and they are also difficult to combine organically and flexibly. After classifying, it is also necessary to divide the author, the correspondent, the sub level, the sub region, the sub issue, the sub carrier, the sub name, the sub character, the sub custodial deadline, etc., seven points and eight points, often take account of this loss or even contradict each other, that is, "four points" is not easy to achieve "four attention", and sometimes even some files can be classified without category and no volume can be entered. Many small units have a small number of files, so they can't do the test papers at all. Now, a disk records dozens of documents, and a CD can be stored in dozens or even hundreds of documents. How can we disassemble a disk or a disc in question according to the characteristics of the problem? It is difficult to prepare the title of the file. Three. One or twenty documents in the volume have one or twenty different headlines, some have subheadings, so many headings should be made up of a file headline, which is like making many single eyes an accurate and bright compound eye. It is very difficult, especially when the category is mixed, the character of the marking is not clear and the problem is not specific, it is more difficult to prepare the title of the file. Many titles with different contents are difficult to summarize an accurate title of the file, which is difficult to achieve an organic combination and a high degree of generalization. The reasons for the three difficulties in classifying papers are as follows: first, the complexity of the archives itself, the characteristics, the complicated contents, the different periods of custody, and the various forms. Two, the level of knowledge, the educational level and the professional quality of the archivists are different. The same files will sort out different categories and files, and draw up different titles of the files. Of course, the traditional collation method has its scientific nature and practicability. It has a positive historical role in the development of archival science management. It makes archives categorized, one volume, one volume, one volume, one case, one volume, one question and one volume. The categories are clear, the problems are outstanding, the storage period is clear, and it is convenient for management and utilization. But it takes time, trouble, and costs a lot of manpower and energy to organize documents for a year. It usually takes one or two months or even more time. *

Computer in file management The application of this method brings infinite vitality to the simplification of archives arrangement. It makes the storage and retrieval of file directory convenient and fast, and makes machine examination gradually replace manual inspection. At the same time, the emergence of electronic documents has also brought new topics to archives management. This has caused the transformation of the traditional way of archives management, and put forward the problem of simplifying and sorting out and deepening the retrieval. In this paper, two simplest methods are put forward.

First, the theory and principle of collation.

1, sorting out the theory. In the consolidation of archives, some comrades believe that the theory of the whole family can be abolish. We think this is wrong and we should stick to the theory of the whole family. In order to maintain the integrity and independence of a complete archives, we should maintain the maximum integrity of the historical connections between the archives in a whole family, thereby maintaining the authenticity and integrity of the historical status of the archives. This reflects the historical materialism viewpoint and method in archival work. Therefore, in the entity arrangement of archives, both traditional methods and new methods need to adhere to the theory of the whole family and the principle of origin, and can not break the boundaries of the whole family. Chinese Archives Classification "To gather all the documents and materials related to the topics in the whole family. In reform, we should not confuse archival entity classification with archival information classification.

2, the principles of collation. We think that there are two basic principles for archival arrangement: first, to maintain the historical link between the records and files to the maximum extent, so as to reflect the historical appearance of the archival units; two, it is easy to maintain and utilize. In particular, this is the fundamental purpose of archives management. As long as we can quickly and accurately retrieve the required archival documents and maintain a complete historical connection, it is a good method.

　 Two. Classification method

In the whole family archives According to the historical connections between sources, time, contents and forms of documents, several basic classification methods, such as organization, year, problem and carrier, are adopted accordingly. In these classification methods, organization classification seems easy and difficult to grasp, because some organizations have overlapping functions or unclear responsibilities, and some documents are formed and dealt with more than two institutions. When filing, documents are difficult to understand. Because some organizations form and undertake less documents, they can not be organized according to the organization. The problem classification is more difficult to operate, because the contents of many documents are complex, and there are more problems and even cross problems. Moreover, the scope of the problems can be large and small, and the scalability is large. This will inevitably lead to difficulties in setting up classes and difficult problems in classification.

Which classification is the most simple? We think the annual classification is the most simple. According to the written date of the document, it is classified as the year in which it belongs. The annual classification not only keeps the historical links between the documents of the whole year, but also maintains the historical links between the documents in the past years, reflecting the establishment of a standing unit and the historical appearance of its development. This method is also a little difficult, and it is difficult to classify the documents across the year. However, because the annual classification keeps the historical links between the documents over the years, at the same time, because of the use of computerized archives, the classification of archival information can be used to make up for the deficiency of archival entity classification in maintaining historical links. Therefore, it is not necessary to consider the annual and file contents of the documents for the annual issue, and only file the written date into their respective years. Therefore, it becomes the most simple and natural classification.

Three. Method of composing papers

The traditional method of composing papers is composed of six or seven common features, such as author, correspondent, time, region, question, name and character. There are "one thing one volume method", "four points and four attention methods" and so on. This has its rationality and scientificity. However, it does have its complexity. The common characteristics of documents are not well grasped, which are neither good organic combination nor flexible grasp. Because of the professional quality and knowledge level of archivists, they often separate the historical links between documents. In the era of computerized archives management, we think that the method of generating test papers on the computer with the file number or file is the most simple way to locate and access files.

The first method is to test the volume with the symbol number. According to the order number of the document, the volume and thickness of the document shall be measured in a box of ten or twenty pieces. The box number is first compiled, and the box number is compiled. The box number is similar to the previous file number. On the top left corner of each document, a filing chapter is placed in the box, so that the document can be returned to the home, and a box can be hidden. The items are: full number, year, box number, part number and storage period. The contents of the archived file are printed in the box. The items are: item number, responsible person, symbol number, title, date, page number and duration of storage. The cover and box ridges of the box are filled in the name of the whole family, the name of the year, the name of the issuing organ, its starting and ending number, the total number and the box number. The name of the issuing organ and the starting and ending number written on the box are actually the titles of the previous files, which are now called box names. If there are not many or incomplete documents at all levels, some of them are not allowed to be made according to the issuing number of the incoming organs. The name of the box is changed to the name of the receipt organ plus the beginning and ending number of the receipt.

The second method is to input the number of the test paper. Take the entry number of the file entry on the computer in order of test paper. In the era of computer managed documents, the files and files of a staging unit will log on to the file directory on the computer, which naturally generates the file bar directory into the serial number on the computer. According to the entry sequence number of the file directory, combined with the number and thickness of the file, each ten or twenty pieces are made up of one box, the number of each box is sequentially packed, each cover is archived, and the files and catalogues are filled in. The specific item is the same as the first method, but the box name is different. The box name should be the name of the stall unit and the start and stop entry number of the file. Some comrades also put forward another method of generating test papers, that is, according to the time sequence of papers. Rewrite the document of the year in a written order, and then compile the volume according to the order of the item number. This method also has its merits, but the recomposition number is more troublesome. It is better to test the volume according to the natural number of the document or the entry number. The sign number and the file accession number are actually part numbers, and do not need to be recompiled according to the time sequence.

　 Four. The issue of filing separately without different storage periods.

In the collation, only the unit is used as a unit to delineate and mark the storage period of the document. Because of the sequence of boxes for sending and receiving document numbers or computer entry numbers, all kinds of terms in the box are mixed together and can not be delineated and marked in the volume. In accordance with the regulations of the state on the implementation of archival law, the archival units have transferred the archives to the archives after ten or twenty years of formation. At this time, the stalls organized the identification, and identified the results in the box catalogue clearly, short-term elimination, long-term retention of the record room of the unit, permanent transfer to the library. This ensures that the historical and functional important documents of the unit and the pertinent documents for their units at all levels are kept permanently, reducing the pressure on the archives kept by the archives, and keeping the permanent archives of the whole family with the best storage conditions.

The above collation principles and methods not only maintain the historical links between documents in each year, but also find files in terms of the whole family, the year, the title of the document, the entry number or the symbol. If the entry and receipt of a vertical file are compiled separately, the two methods are combined. It solves the three major problems of sorting, composing and writing titles in file sorting. In fact, this is the specific application of the past number based on the number of documents. Because of the function of computer checking, this simple method has become feasible and fast. In general, 35 days can complete the task of sorting out the files formed in one year. Clerical archivists can be liberated from heavy and complicated classification and filing. They are put into the standardization of daily documents formation and the standardized management of their files, and put into the collection, storage, retrieval, compilation and utilization of archival documents. On the basis of the catalogues of electronic computers (or the contents of the files in the boxes), a number of thematic words can be put forward, and they can be automatically compiled into various thematic catalogues, so that the contents of an event, a meeting or a related document of a problem can be gathered together. At the same time, on the basis of each file directory, one by one plus the file information classification number, we can break the whole family and automatically compile classified catalogues, so that we can form a retrieval system and network. From the classification system of archival information, we can make up for the deficiency of archival entity classification and the maintenance of historical links in the test paper, so that it can be checked and checked manually.