Design And Implementation Of The Function Of Electronic Archives Management System

Electronic computers, communications technology, network technology andother modern equipment and technology have penetrated into every corner of sociallife, accompanied by a lot of people can not directly read the information in theform of code. This information in the field of Archives known as electronic records,a large number of electronic documents have asked the agency to build anelectronic document management system for these electronic documents to becollated, so the electronic archives / records management system came into being.After analysis the content of the electronic archives / records management system,we can find the electronic archives / records management system have twoconcepts, one is narrow concept, and the other is broad concept. The narrowconcept means use of software development technology and the theory of archivesto generate a records and archives integration management system. This system canmanage the electronic records through the software which is advance design toensure that electronic records in an orderly manner, integrity, security, etc.Compared to the broad conception of the electronic archives/ records managementsystems, the narrow conception just is an element of the broad one. According tothe size difference between the broad conception and narrow conception of themanagement system, we can call the broad conception system as large-scale systemand call the narrow conception system as small systems.After summing up past experience in the development of the system, theauthor found to successful implementation an electronic archives managementsystem (EAMS) we have to follow the following conditions:1. The state should give financial support2. Great attention to the human factor3. A step-by-step implementation plan4. System integration5. Attention to the role of consulting firmsApart from the above five external factors, the principles of systemdevelopment must consider three internal factors—basic theory, the current level oftechnology and process optimization, and balance the Reality and technologyleadership. The core of the theoretical foundation of the system including the fondtheory, the source principle and the life-cycle reasons, and combined the electronicrecords theory, the electronic archives theory, records and archives integrationtheory, records management systems theory, archives management systems theory and so on. In the process of the theory constructing, this paper is not only theapplication and accumulation of the original theory, but to set out the ownunderstanding of"the view of new source principle","conception fond"and theprinciple of the life cycle. EAMS not only bring the technical refreshing to thepeople, but to give people a new view of conception.The design of the system strictly observes the principle of good open which isto adapt to the continuous development of technology and the continuouslyenhance of the application requirements. The Analysis of the system functionrequirements reference the world's most famous three major electronic archives /records management system requirements standard-- U.S. "Design CriteriaStandard for Electronic Records Management Software Applications", EU's "Model Requirements for the Management of Electronic Records" and British"Functional requirements for Electronic Records Management Systems ", and alsoreference the Chinese "Archives management software function requests InterimProvisions". Reference to these mature functional requirements standard canenhance the adaptability of the software, and also can avoid being eliminated. Theprocess designs of the system follow the principle of strengthening the maturefunctions, exploring the practical functions and introducing the popular functions.At the same time use the computer language interpret the archives theories. Theauthor divided the functions of the whole system into 10 modules: recordsmanagement, archives management, integrated search, forums, the vetting ofapplications / work plan, control panel, role management, user management, datamanagement and description management.Records management, archives management, integrated search, rolemanagement and data management belong to mature functions strengthen, archivesand records will be managed as closely linked objects, and be divided into archivesmanagement module and records management module to treated. The authorthought the theory of archives and records integration should be regarded as a basicattribute of electronic archives management system, because this attribute cangreatly prominent the superiority in strengthening the internal relations betweenarchives and records. This article highlighted the roles management model, byanalyzing the three functional standards and the past management systems, theauthor found that the roles management functions not only greatly improves thework efficiency, optimizes business processes, but also can improve the security ofthe system. Therefore, roles management module should be the one of themust-have functions of each ESMS. The integrated search and data managementfunctions'development direction is mainly embodied in the optimization of formsand technology. From the perspective of process optimization to study those functions have little significance. Description management module is belongs tothe practical functions exploration. The building of a database in the pastmanagement system is very passive. The design of Fond and description item oftenhas been completed in the system design process. The author studied the Fond anddescription item dynamically generated in the description model, trying to makethe fond and description management become a more initiative act. The controlpanel and the vetting of applications / work plan models belongs to the popularfunction introduction. Control Panel module embodies the conception ofpersonalized, in today's society personalized has become a important factor insoftware development. If the EAMS can timely application of new concepts, thepracticality and usability of the software will greatly improved. Strictly, the vettingof applications / work plan module should belong to Office Automation System.The original intention of introduces this module into the system is trying to studythe modular development idea as a conventional demand, but in the researchprocess the author found some ideas and functions in the Office AutomationSystem and the Customer Relationship Management System also can be used bythe EAMS. This kind of software development idea can save a lot of resources, andalso can maximum the extent possible to meet the requirement of the archive.Although in the system's design and implementation process author hasencountered many problems, but basically achieved the expected goals. Throughthe system design, the author preliminary study and compare the functionalrequirements standards. After comparative analysis many functional requirementsstandards, the author select the important and valuable functions to implement. Dueto lack of time, the study of EAMS functional requirements standards did notreceive in-depth, but still access to some experience in the system design andcomparative analysis of the standards. After analysis the process of thedevelopment and the'Archives management software function requests InterimProvisions', the author found that from a standard form to maturity is a long andtortuous process. Even formed a relatively complete system also needs to accordingto the reality of the situation be improved continuously. China's functionalrequirements standards for the EAMS still in the initial stage of development, butas the arrival of the digital archives times and People's increasingly strong demandfor archives, China's electronic archives management software, functionalrequirements standards will better development.