Study On Government Electronic Records Management

With the advent of the development of electronic government affairs, there are multiple government electronic records in the course of the government affairs. And the government electronic records will be the main flow of all the records. Government electronic records are the major tools of the activities of the electronic government affairs and truly records. Government electronic records are the information source core of electronic government. If we don't manage electronic records properly, the functions of the electronic government affairs will be reduced and won't play its roles. The activities of government won't be recorded. The dissertation mainly discusses the management of government electronic records. It analyzes the government electronic records'definition, characteristic, management and the challenges that we will face and find out the solutions that accords with the conditions of China.The whole dissertation consists of three parts:Part 1 Expounds the management of government electronic records.First, make the definitions of government electronic records and its management. Government electronic records is a kind of records that formed during government's daily activities. Government electronic records management is to manage the records that are worth preserving. Then analyze the special characteristics of government electronic records. On the one hand, it has the characteristics of government electronic records, such as political nature, administrative nature and authoritative nature. On the other hand, it has the general technical characteristics of electronic records. On the basis of this, I definite the direction of management and the importance of strengthening management.Part 2 Analyze the challenges that we are facing during managing government electronic records.Our country studied to manage government electronic records early. But because of there is no united program, the gap between developed countries and us is becoming farther and farther. We only realize and analyze our challenges that we face during managing government electronic records. We can charge and manage government electronic records scientifically and can compete with others. Through analysis, the main problems of challenges as following;1. Government electronic records have fewer overall planning of nation. We are in a "free exploration" stage. The most understanding of the value of electronic document management is very simple and we can't share the resources.2. The standard of the government electronic records management is not prefect yet. At present, our standards are most on information technology, information security, rarely on electronic records. There are the lacks of standards in management of electronic records. We can't share the resources.3. The development of government electronic records management should be improved. Many departments are just as before. They also use traditional ways to manage electronic records, which leads to confusing management before archiving and the quality of archiving is not good.4. The technical environment is not mature. The method of management is not correspond to the method of preserving. It's difficult to ensure the authenticity, integrity, and effectiveness of electronic records.5.The professional personnel of government electronic records management are very poor. Government electronic records management has a feature to know how to file paper record management theory, principles, methods and also to know the information techniques well.Part 3 Put forward some strategies to overcome the challenges that we are facing.we should draw up the schemes as a whole to accord with the conditions of China. We should arrange the strategies step by step in the aspects of nation's profits and government's responsibility. We should strengthen the management ability of government electronic records from two aspects of nation and local departments.1.From the view of nation, we should use the experiences of other countries for reference. The United Kingdom, the United States and Australia did better in this aspect. They managed the government electronic records from the macro-aspect, which avoid developing in a low level and avoid isolated islands of information. Thus ensured the government electronic records could be managed effectively and preserved for a long time. At the same time, realize coordinated growth of the government electronic records management. According to our condition, we should draw up macro-planning of government electronic records that gives due consideration to both center and local organs, at the same time, we should take into account of the differences of information level in different areas. Set up and improve the government electronic records management policy and legal framework. For the policy framework, government should put government electronic records management into national e-government affairs construction. And from the aspects of institutions and staff responsibilities to support this. For the legal framework, government should draw up the specific implementation in details and regulations to achieve this improvement.2. Perfect the standard system of government electronic records management and start the ISO project. We should give full consideration to the function of government electronic records management. The standard system of electronic government affairs should include complete standards in the aspects of government electronic records management. Start the ISO project in order to be as a basis of management system of national government electronic records.3. Rationalize the management system of government electronic records. Promote internal government electronic records and files management. According to the formation of electronic records, combine with the paper records'management ways to achieve the whole process management of government electronic records. We can't follow the former ways to manage the files. Archive department should manage the files in advance and supervise, guide during the whole process.4.Improve the technical environment, ensure the government electronic records really and truly and preserve the government electronic records for long. Focus on strengthening the management of computer hardware and software equipment which government electronic records depend on.5. Pay more attention and speed up the training staff to manage government electronic records scientifically. On the one hand, we should attract professional personnel to fulfill public servants. On the other hand, we must invest more in education to improve the level of staff.