Business workflow of the archive management system

The business workflow of the archive management system mainly includes basic settings, archive import, archive storage, archive publication, archive borrowing, archive destruction, archive utilization, and other steps.

I. Basic Settings

Basic settings are the configuration of the basic parameters of archive management, clarifying the user unit of the archive management system, permissions of each person, archive types, warehouse locations, retention periods, etc. They are the prerequisite for the archive management system to carry out daily business work. Basic settings are generally determined jointly by the unit supervisor, the person responsible for archive work, and relevant leaders, and are carried out when the unit introduces the archive management system.

II. Archive Import

The first step in archive business work is the collection and organization of archives, which in an archive management system is the archive import task.

For paper archives, archive import work refers to the import of archive file information, which can be achieved through the archive import function of the archive collection module. If the paper archives have been digitized and have specific archive content files, the import work is the same as that for electronic archives.

Guidance of electronic archivesIn, first is still the import of archive file information. Download the template through the archive import interface of the archive collection module, enter the archive file information (including the file directory) according to the template, and then import it into the system to form the corresponding archive information. Second is the import of the full text of archives. Through file import in archive collection, import the full-text files of the materials into the system and correspond them to the corresponding archive files.

After archive import and file import, if archives with missing uploaded files or missing information are found, you can use "ArchiveCollection”archive processing module ofCarry out supplementary processing.

III. Archive publication

Archive publication refers to making archives that can be disclosed public after the retention period expires and appraisal by the archive responsible person.

IV. Archive storage

Archive storage refers to placing archives already imported into the system into the warehouse, mainly targeting archives with paper carriers. Because many places now implement a dual paper-and-electronic system, meaning both electronic archives and corresponding paper carriers exist, many electronic archives also have corresponding paper parts in addition to purely paper archives. Archive storage targets purely paper archives and the paper parts of electronic archives.

Archive storage operations are performed through the archive storage page in archive storage. In the pending storage list, check the archives to be stored, assign storage locations, and select the warehouse and location to store them. While completing storage in the archive system, the corresponding paper archives must be placed in the corresponding warehouse and location.

V. Archive borrowing

After archives are published, if a unit needs to view the archives, it can borrow the published archives through archive borrowing. Archive borrowing can involve borrowing both paper archives and electronic archives. Archive borrowing is mainly realized through the system's "BorrowingManagement" module, after finding the archive to be borrowed through full-text search in archive borrowing, directly click the borrowing application to borrow, or add it to the borrowing cart before applying to borrow.

Six, Archive destruction

Archive destruction refers to destroying archives that need to be destroyed after the retention period expires and after appraisal by the person in charge of archives. Archive destruction first involves determining the archives that need to be destroyed, and then destroying them. While destroying archives in the archive management system, the corresponding paper parts must also be handled, and dedicated personnel may be assigned to register the destruction.

Seven, Archive utilization

Archive utilization in an archive management system usually refers to viewing the usage of archives, generally through the system's "Archive Utilization"Module, to view the unit's utilization of archives.

The above introduces a series of functions generally essential to an electronic archives system.Kailing archives management systemOn the premise of fully covering the basic functions mentioned above, it further adds features such as an OCR recognition system,Highly practical functions such as data visualization analysis and voucher star-chain diagrams. Used in coordination with the Kailing tax invoice management platform, it can complete business-finance-tax integrated management in one step, making enterprise management especially worry-free and reassuring.

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