Abstract: the opinion is the guide to improve the archives work in the new situation, the opinions learning opportunity, closely combined with the planning practice of archives, under the new situation, planning archives resource utilization and safe construction of three systems to strengthen and improve measures, exchange of learning and thinking.
关键词：规划档案 三个体系 建设思考
Key words: planning archives three system construction ponder
This year, the office of the CPC Central Committee and the State Council issued the opinions on strengthening and improving the archives work under the new situation (hereinafter referred to as the opinions), the text is divided into 5 parts, the 3 themes, namely the perfect work system, perfect three system and increase the support strength. Opinions of the overall situation, rich in content, and put forward the main objectives and tasks of the archives work in the new situation, pointed out a new direction for the archives of the scientific development, is to guide the current and future periods of archival work, programmatic guidance of important documents, the guide to improve the archives work is under the new situation. The people’s sound coverage of archives resources system, system to facilitate the people’s utilization of archives, to ensure the security of archive security system files, namely three system strategy, is the reference to the 2010 National Archives, the CPC Central Committee and the State Council level and a more comprehensive, fully embodies the party and the the National Archives attaches great importance to the work and support force. At present, in all localities and departments to study and implement the spirit of the opinions of the boom, according to the opinions learning as an opportunity, through the Hangzhou city planning archives work practice, to strengthen the planning and construction of archives of three systems to improve under the new situation, to better play its role in deepening the construction of in the city, some exchange of learning.
1, improve the coverage of the people’s file resources system
Archives are a kind of important social resources which can produce all kinds of effects and influences on the society. Covering people’s archives resources system is to expand the original collection scope, into the museum collection involves the vital interests of archival resources, further enrich the content, structure and content of archives collection resources, ensure that covers all aspects of society. With the rapid development of city construction, city planning, city planning and design for archives in city infrastructure construction, real estate disputes and other aspects of the reference, certificate status and role, has attracted more and more attention by the masses. In this process, the archives resources system of city planning is facing some new challenges, mainly include: Archives total lack of a single category, only in the planning and approval of archives, unreasonable structure, management mechanism to be further perfected. To improve the coverage of people’s archives resources system, responsible for the history, reality, for the future, pay attention to all people involved in the archives value, adapt to the diversification of economic and social development needs, should work from three aspects:
1.1, to further improve the construction of archives work mechanism
Opinions to guide us, uphold and improve the party and government leaders, the archives department will be responsible, the participation of the archives management system, to ensure a clear division of their duties, to more effectively promote the coordinated development of archives. In Hangzhou city planning archives for example, planning, planning archives information center is a team of two brands, belonging to a self-supporting institutions under the Hangzhou municipal planning bureau. Hangzhou City Planning Bureau is the functional departments of the municipal government in charge of city planning, overall by the Bureau of organs, seven branch offices and five affiliated institutions. The Bureau set up comprehensive record room, personnel from the archives network member units subordinate departments, consisting of. Bureau of archives work is actually responsible for the urban planning archives, the overall management of the overall planning and approval documents and documents. From a global perspective, the archives management of their respective units are lack of coordination, has not formed a unified organic whole resources. Therefore, to improve the mechanism of archival work, clear all the files involved in global work by planning archives is responsible for the overall management, promote the archives collection of global resources orderly, complete system, as planning archives is the provincial level professional archives.
1.2, increase the intensity of archives collection, improve the filing system, optimize the collection structure
In order to establish a rich collection, reasonable structure, content rich characteristics of the information resource system, better to provide the society with service, first of all to expand the file collection and into the museum’s scope, improve the filing system. Planning file in the end how much file resources? In addition to the office of the Ministry of planning and approval documents and files, as well as urban basic surveying and mapping, urban planning and design and urban planning and other information resources. Therefore, the value of resources related to urban planning work should be included in the scope of the collection, especially to reflect the functions of the unit, major activities and the livelihood of the people involved in the document should all be included in the scope of the document. Such as the Planning Bureau of the annual work report of the white paper, from the planning center; the Hangzhou plan is a good platform for the planning of academic research, from planning and Design Institute; in recent years, the Bureau and bureau of units scattered in some valuable planning results printed or published, such as Hangzhou city planning Atlas of Hangzhou city image atlas old rhyme and so on, there is not a specialized unit in the unified collection archive, which is not conducive to the construction of archives resources system. These valuable information resources, should be collected by the planning archives, and into the archive.
1.3, scientific integration of archival resources, speed up the construction of digital archives, and promote the planning of file resources sharing
It is the basic work of the construction of resources to integrate all kinds of archival information. Archives departments should strengthen the construction of basic business, in the Department of archives formed part will do business supervision and guidance, ensure quality; at the receiving museum to identify, to ensure that the file collection is complete, the quality meet the standard requirements. The collection file ref is correct, orderly, statistical ledger accounts. Archives should be standardized to the planning approval dossier requirements alone can reflect the book two cards (the construction project site selection, construction land planning permits and construction planning permits) part of the process of information, so in the paper archives to make corresponding adjustment, which should refer to the Ministry of construction construction project document specification and technology files required. There is no specific corresponding test paper requirements, you can refer to the North Canton Shenzhen file department of the standard test paper, and strive to organize science, practical and standardized. Not only a simple stage to sort, so that scientific norms.
With the rapid development of network and communication technology, the form and quantity of people’s access to file information in the big data environment are no longer limited by the specific time and space. Therefore, the development and utilization of digital information resources, the traditional carrier archives digitization is an important way to the construction of digital archives resources. It is the direction of archival information construction and the requirement of the construction of archives resources system to realize the digitization of the resource stock, the increment of the electronic and the standardization of the digital archives. The use of modern technology, the establishment of units and departments, archives and social information resources between the channels, and ultimately realize the sharing of resources.
2, improve the convenience of the people’s archives utilization system
Service is the eternal theme of the archives department, the purpose of collecting and keeping the archives resources is to facilitate the use of archives. There are many ways to use the archives service, such as the reception, the compilation and research of the archives, the social education (holding exhibitions, cultural lectures), network services and so on. Improve the convenience of the people’s archives utilization system is to improve the capacity of the use of file services, to meet the needs of the community to maximize the use of archives. From the archives of the existing system by planning, mainly has the following problems: single form of service, active service awareness is not enough, keep the light of the heavy thoughts seriously, this work is not well carried out, did not establish the archives compilation room and diversity using network, not really achieve the sharing of resources. To meet the people’s demand for the use of archives, the establishment of a good system to facilitate the use of the masses, you can work hard from the following aspects:
2.1, establish and use the reception window image, improve the quality of service
Adhere to the people-oriented concept, to create a comfortable working environment for the reception window. On the use of processes, matters such as notice on the wall, let people know. The fundamental purpose of serving the people is reflected in the specific use of services for the work of the file, hospitality, courteous, first asked responsibility system. There are some people who are welcome to the planning archives, such as telephone booking, online booking, file delivery, etc.. But also innovative services, to provide people with more thoughtful, convenient and efficient use of inquiry services.
2.2, strengthen the compilation of archives, multi form development and utilization of archival information resources
Compilation and research work is a specialized research work for the unit to communicate with the outside world, and to provide scientific and systematic archives information service to the general public. It is an effective way to make full use of the function and value of archives to develop the information resources of archives, make good use of archives, and serve the society. Research and development work can be carried out from the low-end, high-end two head. The low-end compilation is the basis of compilation, writing that meet the demand for all kinds of statistics, meeting the introduction and research. The high-end compilation, which is combined with social needs, in-depth excavation of archival information resources, carry out deep professional research, write out the social demand for compilation of archives will be fine, dead file to live, to think tank into the compilation. Strengthen the compilation of archives work, in-depth excavation of the file resources, grasp the social needs, strengthen the planning of topics, expand the social impact of research works. There is no planning archives archives guidance room, there is no research archives room, only has the general function of the record room, worthy of the provincial level professional archives of the title, the sound system is not conducive to the effective utilization of archives and utilization.
2.3, the use of advanced science and technology, the use of online services to promote the sharing of file resources
In the era of big data, the service of archives on the Internet is the inevitable trend of archives work and the development of network science and technology. The archives on the Internet have the characteristics of wide audience and high efficiency, which will greatly facilitate the use of archives of the masses and speed up the circulation of archives information. At the same time, in the digital archives to carry out the archives exhibition, organized lectures and other cultural archives, the file literacy culture can be widely spread to improve social awareness of archives. After more than ten years of information construction, planning archives have the ability of digital archives, and should try their best to carry out a variety of online archival services.
In recent years, the construction units for the Hangzhou city housing security and the Housing Authority property licensing requirements of Surveying and Mapping Archives, planning to copy planning completion and acceptance of engineering drawings, which greatly increases the working intensity of planning archives. The Planning Bureau and the housing authority is the two departments of the municipal government, do not have to talk about real estate ownership planning drawings that are archives, archives on large machines frequently copy itself is on the rolling paper files great damage, but also caused a great waste of resources. This problem can be done by providing electronic archives are, two units through the archives and archives network sharing platform, online or by electronic map to finish proofreading completed, can save resources, reduce work intensity, improve efficiency, and can greatly facilitate the construction units in the utilization of archives this is the best benefit, people-oriented service initiatives, not empty to serve the people.
3, improve the file security system to ensure the security and confidentiality of Archives
The original record of the archive is doomed to be a non renewable resource, and the archive will be destroyed if it is destroyed. File security is always the lifeline and the bottom line of the archives work, is the basic task of the archives department and the first priority. The core of the file security system is the file entity security and file information security. File security problems mainly are: the need to strengthen the safety awareness of archives, collecting materials complete responsibility in daily work, and the use of safety protection of the archives preservation, prolong the life of awareness of the need to enhance the utilization; reception area and finishing area without reasonable separation, and the influence caused by human cross, the safety of the archives and electronic construction; information system maintenance, network security etc.. File security system is a system engineering. From all aspects of the archives work, all aspects of grab.
3.1, improve the safety rules and regulations to build a strong defense system
To amend and improve the safety management system, refinement, implementation, covering all aspects of the work of the archives, the post. For all aspects of the archives work to develop a file security management system, clear tasks, responsibility to the people. Nip in the bud, the safety inspection work routine and institutionalized. Highlight the focus of supervision, the archives will be included in the safety of the archives of the leadership of the agenda, the deployment of regular file security checks. Adhere to the leadership of a major section of the overall level of safety supervision and inspection work, the return of the archives, warehouse entities and equipment safety supervision, security and confidentiality of the archives information.
3.2, strengthen the daily work of the file security awareness, for the history of service
Safety awareness should be implemented to the usual work, files in the collection to ensure that materials are complete, in custody and provide practical use of services, to ensure maximum safety of the archives, prolong its life history, this is the best service for history. File borrowing registration, the provisions of the time to return and return of the inspection work does not relax. In recent years, the construction unit for real estate licensing mapping needs, planning archives to copy a large number of completed planning graph, security and protection of the archives is extremely unfavorable, the large amount of copies of the paper archives itself is not normal. This problem is not resolved, will always cause damage to the paper files, file security protection is extremely unfavorable.
3.3, warehouse management standards, pay attention to environmental safety
Strictly abide by the safety management regulations of archives, and ensure the basic equipment of the archives. Daily working environment, the file query reception, reading room and file sorting area should be separated to ensure the security of the file entity. Planning archives at reception area, reading area archives and archival arrangement area in a large room, will cause the archives and outsiders finishing query by using the cross file, causing many human unsafe factors caused by unsafe physical file. We should pay attention to the safety of the archives in the daily work, and follow the principle that the archives should be separated from the sorting area.
3.4, the use of modern scientific and technological means to build network information technology security line of Defense
To make full use of modern scientific and technological means, such as digital archives, such as technical protection, as far as possible to extend the existence of file information, improve the electronic safety factor. Strengthen the file information system security maintenance, firmly build network security line of defense, to prevent the loss of leakage phenomenon, improve network security and confidentiality. Physical isolation between the network and the network, the Internet information and strengthen the examination, all kinds of mobile storage medium strict management of security of network information, planning archives through efforts to practice these years, is a lot of achievements, but also need to strengthen efforts, not to be let down. According to the opinions of the guidelines, using a variety of ways to remote storage and remote backup files, stored on the original file has a variety of copy, to ensure maximum security of archival entity and archival information, there are a lot of work to do planning archives.
Author: Wang Tianshui, Hangzhou urban planning information center, urban planning archives
Lin Hangshun, Hangzhou Municipal Archives Bureau
(from the Zhejiang Archives Network Society website)
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