Study On E-Commerce Records Filing

With the popularization of the information technology and the develop- ment of E-commerce, network economy is gradually under way of changing the style of customer's consumption,the way of intercommunion,the mode of corporate production as well as the manner of business affairs. At the same time, the electronic records filing management is also challenged by the network economy. First of all, electronic bill of documents have already replaced the former paper documents. Since the electronic records are produced, transmitted and made use of in the network circumstance, they are required to be pigeonholed and stored through network, only in which way their authenticity and integrality could be ensured. In the second place, the legal status of electronic records has not been authorized, so at present"double-set system"is also required to pigeonhole the important records. In the third place, the electronic records adopt online filing in the network environment, while the paper records make use of off-line filing. In this way, the same records in different medium are appraised according to different standard, which would undoubtedly make the results of appraisal inconsistent.In the middle of last century, the archivists of occident committed themselves to explore the mode of filing. But the filing mode of paper records is not applicable to electronic records, we need to find the new filing mode which could meet the electronic records'characteristics. At present, the archivists in china also pay much attention to the filing of electronic records, and they have put forward some filing fashions and modes which instructed the electronic records'filing practice.The author holds that the corporate cross-area and diversified development is the trend of coming network economy, at the same time the corporation pay more attention to the information share. In order to ensure the high efficiency of the E-commerce operation, the filing and storage of electronic records must be effective, integrate and trustable. So they could provide potent decision-making gist for the conductor as well as provide reference information for the business personnel. Till now, there are more and more archivists who begin to introduce the theory of distributed database to archives management and have put forth distributed the theory of archives management. Since the distributed system is characterized by autonomy, resource-share, openness, mutual operation, fault tolerance and concurrence as well, this kind of system would just be accommodated with the company's current characteristic of distributing sections. The distributed system could enhance the efficiency of archives management and its utilization. As far as the study of the filing theory and methods of the corporate electronic records is concerned, it is sure that the introduction of distributed system to electronic record filing theory has instructive meaning.This thesis consists of four main parts: In the first part, the author analyzed the background of the study of electronic records filing management. The existent filing mode of electronic records is challenged by the changed way of communication by E-commerce, the appearance of E-commerce records and the altered corporate management style. Then the author concluded the current research of electronic records across home and abroad. At last, the author puts forward that the study of E-commerce records filing mode meet the new demands of E-commerce to electronic records management. The purpose of the study is to meet the requirements of the development of network economy to information share, information cost-benefits and the efficiency of information utility.In the second part, the characteristics and types of E-commerce records is concluded by the author. On the basis of the three basic principles: principle of provenance, principle of integral management and head control, the following conclusions are drawn: First, once the E- commerce records are produced even when the electronic record- keeping system is designed, the principle of provenance should be highly regarded; Second, the integral management of electronic must depend on the initiative and advance intervention of the archives staff and business personnel. Before the electronic records come to being, the related information of metadata and context should be controlled. Head control emphasizes that at the concept stage, the function of archives management should be set in the information system, in which way the electronic records could be controlled in advance; Third, before being filed ,record appraisal must be done, the scope of the electronic records which need filing and the way to filing must be ascertained. From the author's view, as far as the record appraisal is concerned, the content appraisal should give way to the technique appraisal. The archives office should stipulate the filing scope according to the criterion and the traits of the electronic records. The best way to pigeonhole the electronic records is on-line real time filing, at the same time mutual appraisal, which is between databases of the description of paper documents and that of the corresponding electronic records, is adopted. This method integrates the electronic records and the paper documents in two_ case model effectively. Then the Hierarchical Storage Scheme of E-commerce records is put forward based on the theory of Hierarchical Storage Management. At last, the following points are made clear: the main task and work of E-commerce records keeping as well as the efficient measures to make the electronic archives safe.In the third part, the author reviews the filing models in existence——handwork operation model, unity management model of records and archives filing model, integrated interface system filing model, etc and appraises the background,process and merits and weak points of the four filing models.In the forth part, according to the experience of the already existed filing models and the principle of integrity,disassembly _harmony,optimized aim,developing, and then combining the development trend of the current network economy and the rigorous demand of the information sharing, the author brings the theory of distributed system and that of the active archive into the filing management of the electronic records to construct the distributed active filing model. The archiving workflow of the distributed active filing model and its speciality is analyzed in detail. Through stipulation of the filing normal, the construction of filing modules, the training of staff, the new filing model could come true in the company. The author concluded the merits and weak points in the electronic records filing of R&D Company (LTD.) through investigation. This filing model was put into practice in R&D Company. The effects were concluded from the implementation of this model. In the end, the following conclusions are arrived: The distributed active filing model meets the requirements of information storage and the efficiency of archival exploitage. The new filing model could not only contribute to improve the electronic management but also help to preserve the valuable integral information resources.New view and perspective are brought out in this thesis, and the author commits herself to solve some practical matters and advances some solutions. But concerning the author's knowledge structure and capability, the research is still rested on the basic issues. Although the distributed active filing model has not solved the contradiction between the security of electronic records and distributed information sharing for the moment, the best way is that the archives office cooperates with the technical department and the business department to find the balance point between the security of the electronic records and information sharing. In this way, the outflow of important information and giveaway of the business secret could be successfully avoided. The author hopes that the research of E-commerce records filing management could promote the development of corporate archives management, and enhance the archives management to a higher level, so that it could give drive to the archivistics in the whole society as a result.