Design And Implementation Of Electronic Document Management System Based On The Integrated Management On Document And Achives

In recent years,with the acceleration of information construction and the wide application of office information system,the work efficiency and management level have been greatly improved.At the same time,the explosive growth of all kinds of electronic documents has also been caused.The management of all kinds of electronic documents is an important part of archives management.There are great differences between electronic documents and traditional paper documents in circulation and management methods.The archiving management of electronic documents is an important issue that needs to be solved urgently in current archives work..From the drafting stage,electronic documents have gone through more than ten stages,such as finalization,distribution,processing,completion to pre-filing,archiving,preservation or destruction.The whole life cycle of electronic documents can be divided into two stages: document operation stage and file management stage.The operation stage of electronic documents is under the responsibility of the business department that makes and distributes documents,and the management level of archives.The archives department is responsible for the section.Under the current management system,the connection between the two phases is insufficient,and the professional requirements of archives preservation are seldom taken into account in the operational system of the document operation phase,which leads to congenital defects in the quality of electronic documents,makes it difficult to guarantee the integrity of electronic documents,and makes it impossible to ensure that 100% of the content and background information of electronic documents can be obtained.It is difficult for the authenticity,reliability and long-term preservation of electronic documents to be handed over to the archives department for management.At the same time,at present,the main management object of each unit's archives management system is all kinds of paper documents.It is impossible to receive and manage the electronic documents generated by the office system(OA system).The data sharing and exchange between the archives management system and the office OA system can not be realized,which brings great numbness to the archiving work of the electronic documents in the OA system.The traditional and old way that leads to the final filing link is to print out the documents by the official document undertakers and then return them.The original intention of paperless office is in sharp contrast to the reality that paperless office must be filed.Based on the theory of document integration management and the OA system platform of the author's school,this paper studies and analyses the current management situation,existing problems and system construction needs of the school's existing electronic official documents,and determines the specific construction objectives.According to the requirement analysis,the paper puts forward the model of document integration construction,uses B/S development mode and cross-platform software technology,realizes the overall design of electronic official document management system,completes the system function module division,structure module division,logic design,database design and interface design.The data conversion function module is developed,and the data exchange interface between the office OA system and the information management network system 4.0 of an official document project is set up to realize the import and export of the electronic documents in the office OA system,which satisfies the whole life of the electronic documents from drafting,finalization,preparation and distribution to completion,pre-filing,archiving,preservation or destruction.The purpose of cycle management.According to the existing national and industry standards of electronic document metadata,combined with the actual situation of the unit,this paper studies and formulates the scheme of electronic document metadata.When encapsulating and transforming electronic document data,relevant metadata is extracted synchronously,and the requirement of complete,real,safe,reliable and long-term reading of electronic document archiving and preservation is realized.After functional testing and simulation operation,the system has completed the receiving and filing of electronic documents in OA system for many years.The operation results show that the system can achieve effective management of electronic official documents.The system design is scientific and reasonable,the function is perfect,and the flow is clear,and the research purpose is achieved.