CN113268451A - Digital file management system and method - Google Patents
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- CN113268451A CN113268451A CN202110565391.1A CN202110565391A CN113268451A CN 113268451 A CN113268451 A CN 113268451A CN 202110565391 A CN202110565391 A CN 202110565391A CN 113268451 A CN113268451 A CN 113268451A
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- G06F16/10—File systems; File servers
- G06F16/11—File system administration, e.g. details of archiving or snapshots
- G06F16/113—Details of archiving
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Abstract
The invention discloses a digital archive management system and a digital archive management method, and relates to the field of information management. The invention comprises a workbench module, a file management module, a file classification module, a file management module and a file identification module; the file management module is in signal connection with the file classification module, and the file classification module is electrically connected with the file management module; the file identification module is electrically connected with the file management module; the workbench module is in signal connection with the file management module, the file classification module, the file management module and the file identification module respectively. The invention can improve the efficiency of file and file management.
Description
Technical Field
The invention relates to the technical information management field, in particular to a digital archive management system.
Background
Today, the information technology is comprehensively and rapidly developed, the file management means is comprehensively innovated and optimized, and the method is based on an information management system. Archive management enables a transition from the traditional manual management mode to information management. The digital archive management can optimize the efficiency and quality of archive management to a great extent, and meanwhile, the utilization value of the archive can be integrally optimized. Traditional file management is great to people, demand such as space, needs to consume great manpower, materials and financial resources. But the digitalized archive management realizes man-machine combination, and people can quickly realize various treatments to the archives by relying on a computer system, and meanwhile, the utilization rate of the archives can be integrally improved. But the digital file management has a more outstanding problem, which directly affects the security benefit of the file management. Therefore, to promote the development and application of digital archive management, scientific coping strategies should be adopted.
Disclosure of Invention
In view of the foregoing, the present invention provides a digital file management system.
In order to achieve the purpose, the invention adopts the following technical scheme:
a digital file management system comprises a workbench module, a file management module, a file classification module, a file management module and a file identification module; the file management module is in signal connection with the file classification module, and the file classification module is electrically connected with the file management module; the file identification module is electrically connected with the file management module; the workbench module is in signal connection with the file management module, the file classification module, the file management module and the file identification module respectively; the workbench module is used for retrieving the files, reminding the messages and counting the files; the file management module is used for managing the transfer-in and transfer-out of the files and filing and approval; the archive classification module is used for pre-archiving the archives and finely classifying the archives; the file identification module is used for identifying and recording the secret grade and the file date of the file; and the file management module is used for examining, approving and recording files according to the authority.
Preferably, the archive identification module comprises an archive identification recording module and an archive destroying module; the file identification module is in signal connection with the file destroying module; the file destroying module is used for destroying the abandoned files.
Preferably, a dictionary management module and a file approval pre-filing module are arranged in the file classification module, and the file approval pre-filing module is in signal connection with the dictionary management module; the file approval pre-filing module is used for approving whether the files are qualified or not, and the dictionary management module is used for filing the qualified files into corresponding file doors.
Preferably, the dictionary management module is further configured to add a subclass of the archive, archive management of a specific unit, and configure a block number of the corresponding unit.
Preferably, the file management module comprises a borrowing module and an approval module, and the borrowing module is in signal connection with the approval module; the borrowing module is used for lending the physical file, the electronic file and inquiring the borrowing file; the examination and approval module is used for examining and approving whether the borrowing is legal or not.
Preferably, the file management module comprises a filing approval module and a file transfer-in and transfer-out module, and the file approval module is in signal connection with the file transfer-in and transfer-out module.
Preferably, the examination and approval pre-filing module, the examination and approval module and the filing and approval module are all used for sending examination and approval messages to corresponding approvers when the process nodes are reached.
A digital archive management method comprises the following steps:
the working table acquires a file, generates a file transfer record and pre-archives the file;
if the file does not pass the examination and approval of the workbench, transferring the file out and generating a transfer-out record;
if the file passes the examination and approval of the workbench, the file is classified;
and after the files are classified, managing the files and updating the files in real time.
Preferably, the method further comprises a process of identifying the archive by the workbench, and if the workbench fails to approve, the archive is destroyed.
Preferably, the examination and approval message information is checked through the workbench, and the current information is processed.
Compared with the prior art, the technical scheme of the invention has the following advantages that:
the invention realizes the high-efficiency operation of file and archive management, improves the administrative management level and the service management capability, and is oriented to the file creation and file processing processes. The archive management is a continuation of the file processing link to a certain extent, further manages the archived files, and plays an important role in the aspects of long-term storage, value mining and information development of valuable documents.
Drawings
In order to more clearly illustrate the embodiments of the present invention or the technical solutions in the prior art, the drawings used in the description of the embodiments or the prior art will be briefly described below, it is obvious that the drawings in the following description are only embodiments of the present invention, and for those skilled in the art, other drawings can be obtained according to the provided drawings without creative efforts.
FIG. 1 is a schematic diagram of the present invention.
Detailed Description
The technical solutions in the embodiments of the present invention will be clearly and completely described below with reference to the drawings in the embodiments of the present invention, and it is obvious that the described embodiments are only a part of the embodiments of the present invention, and not all of the embodiments. All other embodiments, which can be derived by a person skilled in the art from the embodiments given herein without making any creative effort, shall fall within the protection scope of the present invention.
The embodiment of the invention discloses a digital archive management system, which is shown in figure 1.
Specifically, the digital file management system comprises a workbench module, a file management module, a file classification module, a file management module and a file identification module; the file management module is in signal connection with the file classification module, and the file classification module is electrically connected with the file management module; the file identification module is electrically connected with the file management module; the workbench module is in signal connection with the file management module, the file classification module, the file management module and the file identification module respectively; the workbench module is used for retrieving the files, reminding the messages and counting the files; the file management module is used for managing the transfer-in and transfer-out of the files and the filing examination and approval; the file classification module is used for pre-filing of files and fine classification of file door types; the file identification module is used for identifying and recording the secret grade and the file date of the file; the file management module is used for examining and recording files according to the authority.
The workbench comprises six parts of my message, my project, archive statistics, digital statistics and utilization statistics. Specifically, the method comprises the following steps of message reminding: a personal application and approval related message list; file retrieval: the home page provides a convenient entry for full-text retrieval; and (3) file statistics: a pie chart showing the proportion of the number of files of all files in the system; digital statistics: displaying a pie chart comparing the number of the non-original documents with the number of the original documents; using statistics: a bar chart of all archive utilizations is displayed.
The file identification module comprises a file identification recording module and a file destroying module; the file identification module is in signal connection with the file destroying module; the file destroying module is used for destroying the abandoned files.
The module automatically checks expired archives, judges the expired archives through the filing year and the storage period, generates a list of the expired archives, and submits an application operation of re-authentication or destruction. Every day, the files in the system are scanned by a timed task, whether the files are overdue or not is judged according to two dimensions of a storage period and a filing year, and due file information is generated only if the two fields are complete and are lost and overdue after being compared with the current time. While this profile is not displayed in the profile management. The expired files can be identified and destroyed, the storage period can be modified during file identification, the examination and approval process is entered after the form is submitted, and meanwhile, a record is generated in the identification condition list. After approval, the identified files appear in the file management list and disappear in the expired file list. If the destruction is selected, after the destruction form is submitted, a record is generated in the destruction condition list, and meanwhile, the record enters the destruction approval process, and after the approval is finished, the file is destroyed and cannot be found in the system.
All the files which have been authenticated are stored, and the function of the authentication application can be submitted again for the files which fail. Data such as 'storage period' to be modified are input, an identification application is submitted to an 'identification condition' module, and the examination and approval are waited.
Wherein, the operation of the files to be approved is approval and deletion; if the file fails, the operation is checking, destroying again and deleting; the operation is checking and deleting after the file passes; destroying information: filling in information when the identification is displayed back; list of accreditation files: displaying the file information in a return way; and (4) approval recording: and displaying the examination and approval conditions of each approver according to the examination and approval flow.
A dictionary management module and a file approval pre-filing module are arranged in the file classification module, and the file approval pre-filing module is in signal connection with the dictionary management module; the file approval pre-filing module is used for approving whether the files are qualified or not, and the dictionary management module is used for filing the qualified files into corresponding file doors.
The dictionary management module is also used for adding subclasses of files, file management of specific units and configuration of full numbers of corresponding units.
The file management module comprises a borrowing module and an approval module, and the borrowing module is in signal connection with the approval module; the borrowing module is used for borrowing the physical file, the electronic file and externally inquiring the borrowing file; the examination and approval module is used for examining and approving whether the borrowing is legal or not.
The file management module comprises a filing approval module and a file transfer-in and transfer-out module, and the file approval module is in signal connection with the file transfer-in and transfer-out module. File categories are established, which are the fundamental properties of files, under which the data fields of the file categories are configured (flexible configuration), so that the fields of the files under each file category are flexible, deterministic, and can be different. Under the file management, files can be newly added, recorded, modified and deleted by selecting different file categories, so that the digital management of the files is realized. Under the file management, the pre-filing examination and approval of the file can be initiated, the file can be changed into the pre-filed file through the pre-filing examination and approval, and the file can be initiated again after failure.
The approval pre-filing module, the approval module and the filing approval module are all used for sending approval messages to corresponding approvers when the process nodes are reached.
In the present embodiment, it is preferred that,
1 for files
1.1 establishing file categories, a file category being the fundamental property of a file, under a file category, configuring data fields of the file category (flexible configuration), so that the fields of the file under each file category are flexible, deterministic, and can be different.
1.2 under the file management, files can be newly added, recorded, modified and deleted by selecting different file categories, so that the digital management of the files is realized.
1.3 under the file management, the pre-filing examination and approval of the file can be initiated, the file can be changed into the pre-filing file through the pre-filing examination and approval, and the file is reinitiated after failure.
1.4 in the pre-filing list, the operations of adding, deleting, modifying and checking the pre-filing file can be carried out, and filing examination and approval can also be initiated. After success, the file becomes an archive, and exists in an archive list, and the archive list disappears, and the file needs to be reinitiated after failure.
2 for files
2.1 establish the door class of the file, the door class is the basic property of a file, under the door class, the corresponding data field is configured (flexible configuration), thus, the field of the file under each door class is flexible, definite and can be different.
2.2 in the archive management, the operations of adding, recording, modifying, deleting and the like can be carried out on the archives in the system, thereby realizing the digital management of the archives.
2.3 in archive management, single or multiple archives can be utilized, namely physical borrowing, electronic borrowing and external inquiry borrowing. And each borrowing needs to go through an examination and approval process, and after the borrowing passes, the borrowing is effective and does not pass and is initiated again. The object borrowing and external query borrowing have borrowing states, and the object can be borrowed again after return is needed. The electronic borrowing can simultaneously apply for borrowing.
2.4 the system will automatically scan and calculate the archive file every day, compare the date obtained according to the storage period and storage date in the archive with the current day, if the date is out of date, enter the archive identification procedure. The files can be destroyed through the operation of destroying, and after the files are destroyed, the files do not exist in the system. The authentication operation and the destruction operation both have approval processes, and the corresponding operation is effective, and the failure needs to be initiated again.
And 2.5 sending an approval message to the corresponding approvers when all the approvals reach the process node.
The embodiments in the present description are described in a progressive manner, each embodiment focuses on differences from other embodiments, and the same and similar parts among the embodiments are referred to each other. The device disclosed by the embodiment corresponds to the method disclosed by the embodiment, so that the description is simple, and the relevant points can be referred to the method part for description.
The previous description of the disclosed embodiments is provided to enable any person skilled in the art to make or use the present invention. Various modifications to these embodiments will be readily apparent to those skilled in the art, and the generic principles defined herein may be applied to other embodiments without departing from the spirit or scope of the invention. Thus, the present invention is not intended to be limited to the embodiments shown herein but is to be accorded the widest scope consistent with the principles and novel features disclosed herein.
Claims (10)
1. A digital file management system is characterized by comprising a workbench module, a file management module, a file classification module, a file management module and a file identification module; the file management module is in signal connection with the file classification module, and the file classification module is electrically connected with the file management module; the file identification module is electrically connected with the file management module; the workbench module is in signal connection with the file management module, the file classification module, the file management module and the file identification module respectively; the workbench module is used for retrieving the files, reminding the messages and counting the files; the file management module is used for managing the transfer-in and transfer-out of the files and filing and approval; the archive classification module is used for pre-archiving the archives and finely classifying the archives; the file identification module is used for identifying and recording the secret grade and the file date of the file; and the file management module is used for examining, approving and recording files according to the authority.
2. A digital archive management system according to claim 1, wherein the archive identification module comprises an archive identification recording module, an archive destroying module; the file identification module is in signal connection with the file destroying module; the file destroying module is used for destroying the abandoned files.
3. The digital archive management system according to claim 1, wherein a dictionary management module and an archive approval pre-filing module are arranged in the archive classification module, and the archive approval pre-filing module is in signal connection with the dictionary management module; the file approval pre-filing module is used for approving whether the files are qualified or not, and the dictionary management module is used for filing the qualified files into corresponding file doors.
4. A digital archive management system according to claim 3, wherein said dictionary management module is further adapted to add a subclass of an archive, archive management of a particular unit and configure a block number of the corresponding unit.
5. A digital archive management system according to claim 3, characterized in that said archive management module comprises a borrowing module and an approval module, said borrowing module being in signal connection with said approval module; the borrowing module is used for lending the physical file, the electronic file and inquiring the borrowing file; the examination and approval module is used for examining and approving whether the borrowing is legal or not.
6. A digital archive management system according to claim 5, wherein the file management module comprises a filing approval module and a file transfer-in and transfer-out module, the archive approval module being in signal connection with the file transfer-in and transfer-out module.
7. The system of claim 6, wherein the approval pre-archiving module, the approval module and the archiving and approval module are configured to send an approval message to the corresponding approver when the process node is reached.
8. A digital archive management method is characterized by comprising the following steps:
the working table acquires a file, generates a file transfer record and pre-archives the file;
if the file does not pass the examination and approval of the workbench, transferring the file out and generating a transfer-out record;
if the file passes the examination and approval of the workbench, the file is classified;
and after the files are classified, managing the files and updating the files in real time.
9. The method of claim 8, further comprising the step of the workstation authenticating the archive, wherein if the workstation fails to approve the archive, the archive is destroyed.
10. A method for digital archive management according to claim 8, characterized in that the current information is processed by the workstation viewing the approval message information.
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| CN202110565391.1A CN113268451A (en) | 2021-05-24 | 2021-05-24 | Digital file management system and method |
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| CN202110565391.1A CN113268451A (en) | 2021-05-24 | 2021-05-24 | Digital file management system and method |
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Cited By (1)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| CN113761584A (en) * | 2021-11-09 | 2021-12-07 | 深圳市知酷信息技术有限公司 | Archive information management system based on Internet platform |
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| CN102368273A (en) * | 2011-11-29 | 2012-03-07 | 神华集团有限责任公司 | Archive management system and method |
| CN102955822A (en) * | 2011-08-31 | 2013-03-06 | 河南新创元信息网络有限公司 | Classification-type secretarial document management system and method |
| CN107862181A (en) * | 2017-12-15 | 2018-03-30 | 定远县网萌电子商务有限公司 | Archival digitalization stores safe disaster recovery and backup systems |
| CN108053127A (en) * | 2017-12-22 | 2018-05-18 | 广西电网有限责任公司 | A kind of electronic file management system |
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- 2021-05-24 CN CN202110565391.1A patent/CN113268451A/en active Pending
Patent Citations (4)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| CN102955822A (en) * | 2011-08-31 | 2013-03-06 | 河南新创元信息网络有限公司 | Classification-type secretarial document management system and method |
| CN102368273A (en) * | 2011-11-29 | 2012-03-07 | 神华集团有限责任公司 | Archive management system and method |
| CN107862181A (en) * | 2017-12-15 | 2018-03-30 | 定远县网萌电子商务有限公司 | Archival digitalization stores safe disaster recovery and backup systems |
| CN108053127A (en) * | 2017-12-22 | 2018-05-18 | 广西电网有限责任公司 | A kind of electronic file management system |
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| Publication number | Priority date | Publication date | Assignee | Title |
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| CN113761584A (en) * | 2021-11-09 | 2021-12-07 | 深圳市知酷信息技术有限公司 | Archive information management system based on Internet platform |
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