Background technique
File administration includes the activity that collection, arrangement, keeping, identification, statistics and the offer of archives utilize.It is specifically wrapped
Include: the collection of documents, archive arrangement, appraising the value of files, achive keeping, the cataloguing of file and file retrieval, archival statistics, archives are compiled
It collects and research, archives provides utilization.The division of this 8 work is only relatively stable rather than absolute, also has and is divided into 6 links
, also have and is divided into element task and utilizes work two large divisions's.
Since Archive management work has become complicated system, therefore also have by the method divided at many levels.Its
First level stepping case entity management and archives information development two subsystems, each subsystem again under be divided into several layers time mini system.
The working links such as profile entity management point collection, arrangement, identification, keeping, statistics;Archives information development divides Information procession and letter again
Breath output two parts, Information procession by scheduling, edit documentation and write reference and constitute, information is exported by providing
The multinomial service activity such as reading, duplication, consulting, letter tune, public use and publication, exhibition is constituted.Entire archive management system and its
Subsystem all forms feedback mechanism in operation.With the development of Archives Management Modernization, also by the knot to file management work
Structure generates new influence.It is social practice service that the final purpose of file administration, which is to provide archive information, archive management system
Structure is arranged according to this purpose.Wherein each work is all essential, and has certain procedures.They form one it is organic
It is whole, respective effect is played to realize archive management system allomeric function, while also interrelated, mutual restriction.Such as
Work of appraisal value carries out in conjunction with collection and arrangement sometimes, or even just carries out Preliminary Identification in volume-making filing.
The object of file administration is archives, service object is File use person, and basic contradiction to be solved is archives
Dispersion, the situations such as messy, matter is miscellaneous, amount is big, only existing copy and society using archives require concentrations, system, it is high-quality, refer exclusively to, it is extensive it
Between contradiction.Society depends on the continuous improvement of Levels of Archive Management to the satisfaction degree of archives demand, and Levels of Archive Management is then
Adapt to ever-increasing social demand.The two is in during the continuous contradiction for never adapting to adaptation, to push archives
Management work advances.From the point of view of the history of file administration in thousands of years, file administration be by cooperative system to autonomous system,
By simple management to complex management, by experience management to scientific management, by manual management to computer management, by closed system to
Open system and develop.
File administration is a managerial job, service work, political affairs for its fundamental property and main function
The work for the property controlled.File management work does not produce material wealth, and archives are not mainly also by file administration mechanism and archives work people
Member generates and utilizes, it is a kind of profession for being responsible for the history file that management each department is formed specially, so being managerial work
Make.But archive management system is not isolated, indispensable component part in every social management system.By mentioning
It is social practice service for archive information, is one of the characteristics of file management work is different from other work.Although files department
The activities such as archives are also studied, compile, but its purpose is still in order to better adapt to needs that utilize of society, still with servicing
Property.In each stage of social history, file management work is all necessarily certain economy, politics, Cultural Services, otherwise just not
Can exist, it is also difficult to develop.In class society, file management work embodies certain class relations and class interests, is one
Fixed ruling class is grasped, and is economy, politics and the Cultural Services of certain class, this service orientation is file management work
Political concentrated expression.Since the content relation of archives is to national political interest and economic interests, so any state, China and foreign countries
Family has certain security requirements to file administration, and a part of archives are not opened to the outside world, and most archives will then expire in regulation
It just opens afterwards.This confidential property is also a kind of property of file management work.
Carry out file management work, to follow centralized and unified management National archives, safeguard archives it is complete with it is safe, be convenient for
The principle utilized.It is centralized and unified to refer to that the whole archives of country concentrate respectively guarantor by all types achive keeping mechanism that country sets up
It deposits, and formulates unified regulation and be managed.Maintenance completely has both sides meaning: first is that guarantee that archives are neat in quantity
It entirely, will not be incomplete deficient;First is that keep the organic connections of archives in quality, it cannot artificially isolate dispersion or messy pile up.
Maintenance safety also have of both meaning: first is that making every effort to that archives itself are not damaged, extend the service life of archives as far as possible;First is that protection
For archives from destroying purposely, archives secret is not stolen.It is the movable final purpose of whole file administration convenient for utilizing, and inspection
Test a standard of file management work.Archives are the witnesses of history, all reflect certain historical facts, do not allow arbitrarily to distort
Or amendment, so maintenance archives authenticity, the principle for keeping the original appearance of archives and file management work must comply with it
One.
Archive management system is one of the component part of entire national bibliographic information system, in the science for constituting entire society
It is occupied an important position in ability, becomes the foundation stone of social information system.File administration is not only to the work of local unit and production
It is significant, it is also significant to entire society, not only there is current, real meaning, it may have long-range, history meaning.
With advances in technology, archives electronic management slowly mature, still, for some important archives,
File, it is still desirable to which paper achieves, such as personal file etc.;For another example, house file administration, property ownership certificate etc. are anticipated with great economy
The file of justice, quantity is big, and importance is high, and paper is needed to achieve, and still can not be substituted completely using electronic record at present.
However, paper there is a problem of difficult looking for, being easily random.
Summary of the invention
Based on this, it is necessary to a kind of archive management method is provided, solves the problems, such as that paper achieves existing difficulty and looks for, is easily random,
It also solves the problems, such as that paper archive is existing arbitrarily pick and place, be easily lost.
A kind of archive management method comprising following steps: the file for examining each memory block on the server picks and places application;
It is encoded for each memory block, shows the light conduction state of each memory block by encoding array on management screen;Any institute
When stating the light conduction state of memory block and changing, judges whether it passes through the file and pick and place application, be to be recorded, it is no
Then alert.
For example, when carrying out file pick-and-place, by opening memory block after authentication;Wherein, it is tested using swiping the card as identity
The mode of card;Alternatively, mode of the input username and password as authentication;Alternatively, the mobile terminal of authorization uses the side NFC
Mode of the formula as authentication.
For example, any memory block when not being turned on by authentication, sends exception information to server, server
When receiving exception information, alert.
In one of the embodiments, in each memory block setting optical transmitting set and optical receiver.
Optical transmitting set and optical receiver is arranged in the opening in each memory block in one of the embodiments,.
Optical transmitting set and optical receiver are set at the cabinet door of each memory block in one of the embodiments,.
When the light conduction state of any memory block is in occlusion state and is more than one default in one of the embodiments,
Between threshold value when, alert.
Warning message is sent to administrative staff in one of the embodiments,.
The warning message includes alarm sound in one of the embodiments,.
The warning message includes that alarm lamp dodges in one of the embodiments,.
Traditional archive management is combined with the present computer technology, solves paper archive by above-mentioned archive management method
Existing difficulty looks for, easily random problem, judges automatically file and is removed or is put into memory block, records in time, when being abnormal situation into
Row alert process;It also achieves computer and effectively carries out rights management, after manager's examination & approval pick and place application by file, working people
The problems such as member could pick and place file, lose or misplace so as to avoid random pick-and-place, file, is particularly suitable for archives of house property management.
Specific embodiment
In order to make the foregoing objectives, features and advantages of the present invention clearer and more comprehensible, with reference to the accompanying drawing to the present invention
Specific embodiment be described in detail.Many details are explained in the following description in order to fully understand this hair
It is bright.But the invention can be embodied in many other ways as described herein, those skilled in the art can be not
Similar improvement is done in the case where violating intension of the present invention, therefore the present invention is not limited by the specific embodiments disclosed below.
It should be noted that it can be directly another when element is referred to as " being fixed on " or " being set to " another element
On one element or there may also be elements placed in the middle.When an element is considered as " connection " another element, it can be with
It is directly to another element or may be simultaneously present centering elements.Term as used herein " vertically ", " level
", "left", "right" and similar statement for illustrative purposes only, be not meant to be the only embodiment.
Unless otherwise defined, all technical and scientific terms used herein and belong to technical field of the invention
The normally understood meaning of technical staff is identical.Term as used herein in the specification of the present invention is intended merely to description tool
The purpose of the embodiment of body, it is not intended that in the limitation present invention.Term as used herein "and/or" includes one or more
Any and all combinations of relevant listed item.
As shown in Figure 1, a kind of archive management method comprising following steps: examining the text of each memory block on the server
Part picks and places application;It is encoded for each memory block, shows the light conduction of each memory block by encoding array on management screen
State;When the light conduction state of any memory block changes, judge whether it passes through the file and pick and place application, is then
It is recorded, otherwise alert.
For example, the file for examining each memory block is concentrated to pick and place application on the server.For example, light is arranged in each memory block
Transmitter and optical receiver.For example, optical transmitting set and light-receiving is respectively set at the opening or cabinet door of each memory block
Device forms the optical path of a conducting, and when picking and placing archives therein or file, optical path is blocked, for example, it is of short duration block or
It blocks for a long time, i.e. light conduction state changes.Preferably, it is more than one that the light conduction state of any memory block, which is in occlusion state,
When preset time threshold, alert.
For example, alert, including alarm lamp dodge, alarm sound is issued, sends warning message to administrative staff,
And/or to sending warning message etc. at monitoring.It preferably, further include being dressed to the computer or mobile phone or intelligence of administrative staff
Equipment etc. sends warning message, notifies administrative staff to handle in time.
For example, certain archiving is in a certain memory block, user first presents a paper pick-and-place to server before taking the archives
Application after examination & approval, then goes to take the archives;Alternatively, a certain memory block is stored in certain archives plan, user put the archives it
Before, it first presents a paper to server and picks and places application, after examination & approval, then go to put the archives.After server examination & approval pass through, to storage
Area sends a safety signal, it is preferred that term of validity, such as 60 seconds or 120 seconds etc., expired mistake is arranged in the safety signal
Effect, in this way, operator, operating time and associated profiles can be specified, it is out of joint to be conducive to call to account;Take or put archives
When, the optical path of conducting originally has been blocked, memory block judges at this time due to picking and placing the movement of archives in corresponding memory block position
Whether by examination & approval, such as, if having the safety signal, or whether have the safety signal and its be in validity period
Within limit, recorded when passing through examination & approval, otherwise alert.
For example, when carrying out file pick-and-place, by opening memory block after authentication;Wherein, it is tested using swiping the card as identity
The mode of card, for example, brush worker card or job card etc., it is preferred that memory block also records the identity information of operator;Or
Person inputs mode of the username and password as authentication;Alternatively, the mobile terminal of authorization is using NFC mode as identity
The mode of verifying.For example, first carrying out authentication, such as input user name, password and refer to when operator carries out file pick-and-place
Line etc., by opening memory block after authentication;For another example multiple authentication mistake, then do alert process, alert.
For example, certain archiving, in a certain memory block, user first presents a paper to server before taking the archives and picks and places application, lead to
It after crossing examination & approval, then goes to take the archives, when carrying out file pick-and-place, by opening memory block after authentication;The two is indispensable,
It is refused to respond for example, perhaps not failing to open memory block or memory block then not over authentication by examination & approval, preferably
, when memory block refuses to respond, feedback prompts information is gone back, for example, the prompt information includes not passing through not by examination & approval and/or
Authentication etc..Preferably, the prompt information further includes display service chaining, for example, service chaining is a telephone number
Or a network address, memory block is opened for prompting the user on how;For example, service chaining is a two dimensional code, after user's barcode scanning,
Into a service page, illustrates how that memory block can be opened, shown for example including unlocking condition, image.In this way, especially
It is suitable for the Self-Services such as books collection, archive files;For example, user obtains authentication after information desk examination & approval pass through
Key, such as it is the string number for including term of validity, then within the term of validity of the key, opens phase with the key
The memory block answered.
For example, any memory block when not being turned on by authentication, sends exception information to server, server
When receiving exception information, alert.For example, memory block is provided with cabinet door, and when cabinet door is by unnormal unlocking, memory block
Exception information is sent to server, server is when receiving exception information, alert.For example, a certain memory block is disliked
When meaning is opened or pried open, exception information is sent to server, server alert.Preferably, an alarm is set
Device connects memory block;Warning device judges that any memory block when not being turned on by authentication, then sends exception
Information is to server.Preferably, the alarm circuit in each memory block is arranged in series.In this manner it is achieved that effectively supervision storage
The unlatching situation in area saves human resources to realize unmanned guard.
Preferably, it is encoded for each memory block.For example, in the server, the corresponding specific coding in each memory block, such as
It is a numeric string, such as 12345678910, wherein numeric string is respectively set according to administration, place, department, memory block position
Digit and number, for another example, the specific coding are the character string that a letter is mixed with number, such as a1b2c3d4e5f6g7.It is preferred that
, the location information of corresponding memory block is shown by handheld terminal also according to the specific coding.For example, passing through examination & approval
Afterwards, the specific coding of corresponding memory block is sent to handheld terminal, also, handheld terminal is deposited according to specific coding display correspondence
The location information of storage area;And/or handheld terminal shows the situational map of corresponding memory block according to the specific coding, in order to
It searches.In this way, being suitable for magnanimity file administration, it is included in library or archives of house property management uses.
In order to solve the problems, such as how administrative staff understand the working condition of each memory block, it is preferred that on management screen
The light conduction state of each memory block is shown by encoding array;For example, the light guide of each memory block is shown using color lump by encoding array
Logical state;Preferably, each memory block is also shown using number.In this way, can know at a glance whether each memory block works
Normally, management is facilitated.Preferably, when showing the light conduction state of each memory block on management screen by encoding array, when appoint
When the light conduction state of meaning memory block occurs abnormal, prompt is also provided on management screen;For example, using different with normal condition
Color be marked;Preferably, also the abnormal time of occurrence of display is being marked.It is asked in this way, facilitating administrative staff and understanding
The generation of topic and its duration.
Preferably, every text document also sets up label;For example, the label is attached on file, alternatively, the label sandwiched
In file internal.Preferably, when carrying out file pick-and-place, the label of the file is read in memory block, judges that it belongs to and is put into or takes
It does well, sends and pick and place information to server.For example, the label is bar code or two dimensional code, it is preferred that the label is
RFID label tag.For example, every text document also sets up RFID label tag.Preferably, when carrying out file pick-and-place, the text is read in memory block
The FRID label information of part judges that it belongs to and is put into or takes out state, sends and picks and places information to server.For another example, the label
For NFC label.In this manner it is achieved that orderly monitoring, will not fasten one person's story upon another person and arbitrarily pick and place or pick and place the problem of mistake, or
Person, having occurred can be handled after picking and placing wrong problem in time.Preferably, server records the pick-and-place information.Preferably,
Server compares the pick-and-place information and the file picks and places and applies, judges that the two is to issue alarm signal with the presence or absence of difference
Breath.Preferably, server compares the pick-and-place information and the file picks and places and applies, judges that the two is then with the presence or absence of difference
Continue to judge whether the difference belongs to preset range, otherwise makes label;For example, preset range includes acceptable difference;
Such as file name difference as caused by clerical mistake, such as " application " and " stretch and ask " or " deep feeling ", " 200 " and " 200 ", " penta
The eleventh of the twelve Earthly Branches " and " defending the eleventh of the twelve Earthly Branches ", " the Sino-Japanese War " and " Shen ox " etc.;For another example reference number of a document difference as caused by clerical mistake, such as
" 123456.789.X " and " 123456.789.Y " etc.;The for another example literary style difference of the patent No., for example, " 201420142014 " with
" 201420142014.X ", " CN101012341 " and " CN101012341A " etc.;The for another example difference etc. of tag format;Wherein, institute
It states preset range and is configured and adjusts according to industrial nature and use experience.Preferably, alarm signal is also issued after making label
Breath.In this way, can discover whether to occur to pick and place mistake and alarm in time.Preferably, when alert, also described
Memory block prompts user, for example, issuing voice prompt, such as " you pick and place file error " or bright light flash etc..Preferably, it sends out
Out when warning message, also make a mark in memory block and cloud server.
Preferably, its applicant of application record, the file information picked and placed according to the file, pick and place the time and memory block letter
Breath.For example, safeguard on the server a file pick and place application record table, wherein record applicant, the file information, pick and place the time with
And memory block information.Preferably, the file pick and place application record table be set as can only additions and deletions list item therein, it cannot be modified
In list item;Preferably, when increasing or deleting the list item in the file pick-and-place application record table, an additions and deletions are also safeguarded
Table, for record operator and its operation information and its increase or delete the file and pick and place in application record table
List item.In this way, can be with long-term storage history data.Preferably, safeguard that the file picks and places application record table by FIFO mode.
In this way, a certain number of historical datas can be saved.For another example, for the information of the operation, application note is picked and placed in the file
Multiple servers in cloud are uploaded directly into after record table record, cloud content is only increased, can not be modified.In this way, can keep away
Exempt from file operation to be tampered, safeguards the seriousness of file administration.
It should be noted that other embodiments of the invention further include, the mutually group of the technical characteristic in the various embodiments described above
Close the archive management method that is formed by, can implement.
Each technical characteristic of embodiment described above can be combined arbitrarily, for simplicity of description, not to above-mentioned reality
It applies all possible combination of each technical characteristic in example to be all described, as long as however, the combination of these technical characteristics is not deposited
In contradiction, all should be considered as described in this specification.
The embodiments described above only express several embodiments of the present invention, and the description thereof is more specific and detailed, but simultaneously
It cannot therefore be construed as limiting the scope of the patent.It should be pointed out that coming for those of ordinary skill in the art
It says, without departing from the inventive concept of the premise, various modifications and improvements can be made, these belong to protection of the invention
Range.Therefore, the scope of protection of the patent of the invention shall be subject to the appended claims.