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Kailing Comprehensive Archive Management System drives the transformation of enterprise archive managementPublished: 2024-08-20 17:34 1. Current state of archive managementQuestion：Paper archive management struggles to escape the sea of paper, and physical archive management has usability problems. Whether electronic archive management can help companies reduce costs and increase efficiency, tap greater data value, and how to quickly and compliantly achieve electronic archive management are all issues that need to be solved. Requirements:Compliant management, efficient organization, convenient utilization, achieving green archives,Enable enterprise managementSave money, save time, save worry, save effort。 2. Policy-DrivenInterpretation of the newly revised Archives Law of 2020: the Standing Committee of the National People's Congress deliberated and passed the newly revised Archives Law on June 20, 2020, which came into effect on January 1, 2021. It added two chapters, "Archives Informatization Construction" and "Supervision and Inspection," explicitly encouraging and supporting archives and relevant organizations to advance the digitalization of archives on traditional carriers, and clarifying that electronic archives have the same effect as archives on traditional carriers. "14th Five-Year Plan" policy background and interpretation: The "14th Five-Year Plan National Archives Development Plan" proposes the development goals and main tasks of archival informatization construction, including deeply advancing the construction of the archival resource system, accelerating the digital transformation of archival resources, and accelerating digital archive (room) construction. It also emphasizes the role of the carbon peaking and carbon neutrality "dual carbon" goals in promoting the digitalization process, as well as the core position of technological innovation in high-quality development. 3. Kailing Comprehensive Archive Management System SolutionProduct Functions Includes functions such as user management, identity authentication, physical archive management, archive utilization, archive statistics, and system configuration, as well as security safeguards such as dynamic watermarking, four-property testing, classification management, permission control, and log management.
KailingOverall architecture of the archive system Connected to the enterprise's internal systems via API, it enables full-process management of electronic archives, including collection, organization, archiving, viewing and retrieval, appraisal and destruction, while providing security safeguards and paper-electronic matching functions.
Full lifecycle archive management Supports custom archive categories and classifications, flexibly defining metadata, achieving full lifecycle management of electronic archives from collection to destruction, including electronic materials received from internal and external enterprise systems, as well as image-based copy management of paper archives.
Overall process Meet enterprises' needs for digital archive management and cost reduction and efficiency improvement, realizing full lifecycle management of electronic archives from collection, organization, archiving, retrieval, borrowing, transfer, appraisal, to destruction.
Image management process illustration: throughKailingImage service capabilities convert physical documents such as official documents, requests for instructions, contracts, and personnel archives into electronic images, realize image-based copy utilization of paper archives, and combine OCR recognition and other capabilities to achieve closed-loop business management processes.
Multi-terminal image capture Supports multiple image entry methods such as batch scanner scanning, document camera capture, and local import to adapt to various scenarios of group business.
Security of electronic files and archive data Blockchain technology can be used to store metadata and file HASH values on the blockchain, strengthening the authenticity, integrity, and security of electronic archives; Use RSA/SM2 digital signature algorithms and MD5 encryption algorithms to prevent data and files from being tampered with; Provide comprehensive operation log records at the functional level, helping with operation traceability and rapid problem resolution; Paired with load balancing strategies to ensure high availability of the application system and improve response efficiency; Supports same-city, remote, and cloud disaster recovery and rapid recovery, with permanent archive preservation. Electronic Archives System Development Goals Achieve automatic archiving of archive materials, efficient retrieval and utilization, ensure system and data security, and support archive audit trails and long-term preservation.
4. Typical business scenariosCustom archive categories Supports custom flexible configuration of archive categories and archive classifications, meeting personalized business management requirements; Supports flexible custom metadata to meet different archive entry needs. Flexible authorization Supports flexible permission control, enabling enterprises to perform multi-organization, multi-role, and custom settings and permission management during electronic archive operations and management; Permissions can be assigned to users, controlling operations such as archiving, retrieval, viewing, and downloading. Online preview Supports online viewing of 95%+ mainstream file formats, such as text files, image files, layout files, spreadsheet files, audio files, and multimedia files. Within the scope of permissions, they can be previewed online directly, with no download or printing required。 Metadata management + four-property detection tool Supports metadata definition and metadata management for all archive categories and classifications; Supports the definition of four-property detection items for the archiving stage, transfer stage, and long-term preservation stage, with automatic generation, viewing, and re-detection of four-property detection reports. Paper archives and digital archive rooms Supports routine operations such as paper archive boxing, shelving, and archive transfer, enabling effective associated indexing between electronic archives and offline paper archives; The product is compatible with and supports both single-set and dual-set electronic archive management models. Online management of physical archives completes the digital construction of enterprise archive rooms。 Archive borrowing The system supports full-process online borrowing management for electronic and paper archives, supporting dynamic watermarks, secure viewing, and permission-based downloads; Electronic archives support management of borrowing time limits, requiring no manual intervention, with access permissions automatically expiring upon expiration; Paper archives support due-date return reminders via mobile phone and email; Supports custom approval strategies or integration with existing enterprise approval workflows. Full-text search Supports multiple search methods such as full-text search, combined search, and fuzzy search for electronic archives and paper archives, conducting multi-dimensional searches on archive content and descriptive information Retrieval to improve retrieval speed and efficiency and realize online information sharing; Supports internal search of queried archives and linked query of associated attachments; Provides format conversion services and OCR recognition services。 Overview of enterprise archive management Can view archive operation status of different categories, keeping timely awareness of archive management status; Can view archive storage trends to assist management decisions. 5. Application valueThrough the construction and use of the electronic archive system, it can effectively reduce enterprise archive management costs, improve work efficiency, ensure data security, and improve the quality and efficiency of archive utilization; it lays a solid foundation for the automation, intelligence, and digitalization of enterprise archive management, accumulates enterprise data assets, and realizes the transformation of archives toward data-driven and intelligent operations in the digital era. Achieve enterprise cost reduction and efficiency improvement Convert physical management methods to electronic archive processing; Achieve storage, retrieval, and sharing of archives across all categories; Break information silos and share data and information in real time. Improve the business efficiency of archive management Apply for borrowing online, standardize archive management, and improve processing efficiency; Save operating costs and optimize workforce efficiency. Support digital transformation and accumulate enterprise data assets Build an enterprise electronic archives resource database; Accumulate data assets to provide important data insights for business management decisions and support digital transformation. Be an action taker for carbon peaking and carbon neutrality Green office work rides the fast track of the Internet, realizes electronization, reduces carbon emissions caused by paper waste, practices green office work, and assumes social responsibility for energy conservation and emission reduction. Kailing Technology provides enterprise business-finance-tax digital product lines according to enterprise needs: Solutions for businesses including sales contract management system, procurement contract management system, fully digitalized Leqi interface project, output automatic invoicing system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, image OCR recognition system, automatic financial bookkeeping system, and electronic accounting archives system, professionally and efficiently supporting the transformation and upgrading of enterprise business-finance-tax digital management. If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.
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