Research On Influencing Factors Of Electronic Archives Management In Colleges And Universities

The fifth chapter of the new Archives Law,"Information Construction of Archives",which came into effect in 2021,for the first time confirmed the legal effect of electronic archives in the form of legal provisions,and made clear provisions on the legal requirements of electronic archives,requiring electronic archives to have "reliable sources,standardized procedures and compliant elements".It is obvious that the development of China’s archives cause has entered the era of electronic archives.However,the pace of electronic archives management in Chinese universities is relatively slow,and the progress of the implementation of electronic archives management including electronic file filing is not very ideal.Therefore,it is beneficial to provide theoretical reference and guidance for the practical work to carry out the research on the influencing factors of electronic archives management in universities of our country.To explore the influencing factors on the implementation of electronic archives management of colleges and universities in our country,based on related research status at home and abroad and the present condition of the domestic practice,based on the life cycle theory of electronic records,the front-end control theory,the entire management theory,integrated management theory and the theory of TOE.Using a semi-structured interview way of collecting interview corpora,based on the grounded theory,this paper analyzes the factors affecting the management of electronic archives in colleges and universities through the analysis of open coding,axial coding and selective coding,finally got influencing factors model of electronic archives management in colleges.The influencing factors model obtained in this study includes three dimensions:technology,organization,and environment.Among them,technical factors play a supporting role in the management of electronic archives in colleges and universities.They are supporting factors,including the iteration of information technology,the development of long-term preservation technology,the detection technology,the system construction,and the construction of information infrastructure.Organizational factors are the fundamental factors for the implementation of electronic archives management in colleges and universities,which mainly include the overall layout and overall planning of informatization,management system and norms,departmental communication and cooperation,organizational structure setting,professional and positive talents,concept change and organizational characteristics.Environmental factors,including pilot promotion,policies,regulations and standards,peer behavior and financial support,are the driving forces for the work of electronic filing and electronic archives management.Based on the research conclusions,this study puts forward specific suggestions from three aspects of technology,organization,and environment: pay attention to the update of information technology,and complete the migration and backup of electronic archives in time;Regular attention should be paid to the loss of storage media and timely replacement of media;the technology to ensure the authenticity,integrality,security,and availability of electronic documents should be implemented as soon as possible,such as the popularization of electronic seal technology as soon as possible;a system for the full management of electronic documents and electronic archives should be in place as soon as possible;timely attention should be paid to the problem of old equipment and the problem of functional compatibility;in the overall planning of information construction,colleges and universities should take the specific needs of archives departments into consideration.Relevant management systems and norms applicable to the actual situation of the unit should be formulated,for example,electronic file filing should be included in the content of the evaluation of archivists;the archives department should fully communicate and cooperate with the electronic document forming department and the information department,so as to develop together on the basis of ensuring that their respective needs are met.In the division of responsibilities,the collection and sorting of electronic documents will be assigned to the electronic document forming a department to reduce the burden of the archiving department;the archivists in colleges and universities should change the traditional idea of distrusting information technology,strengthen their own application ability of information technology,and enhance their acceptance of information technology.Relevant pilot programs can be carried out in colleges and universities,and some electronic documents with a short storage period can be filed in a single system.We should speed up the construction of relevant policies,regulations,and standards.The innovation of this research mainly lies in the following aspects: excavating the current situation and influencing factors of electronic archives management from the perspective of archivists in colleges and universities by means of interviews;this paper applies the method of grounded theory to the research of electronic archives management and analyzes the influencing factors of its implementation.The research can provide a reference direction for the management of electronic archives in colleges and universities in China.