Electronic accounting archives lead the new trend in digital resource management. Have you taken action?

In the era of the digital economy, with the revision and improvement of the Archives Law of the People's Republic of China and the successive issuance of a series of important related documents such as the 14th Five-Year Plan for the Development of National Archives Undertakings, the state's attention to archival work has reached a new height, pointing out that archival management should transform toward digitalization and intelligence, improve the quality and efficiency of archival services, better meet the needs of all sectors of society for archival information, and provide strong support for the country's development and progress.

So,What safeguard policies has the National Archives Administration issued for advancing the digitization of traditional carrier archives? And how are various industries carrying out electronic archives management practices?

（1.）Quick overview of policies related to digital archive resources

I. National Archives Administration science and technology project plan

On June 27, 2024, the National Archives Administration issued the "2024 National Archives Administration Science and Technology Project Plan". Among the 108 projects,Digital archive resource management receives high attention, covering electronic file archiving and management, archive data governance and utilization, archive digital transformation, and the application of artificial intelligence and other technologies in archive management. The National Archives Administration actively promotes research and practice related to digital archive resource management, indicating that the importance of digital archive resources in archival work is increasingly prominent.

II. Industry Standards for Archive Digital Resources

On August 22, 2024, the National Archives Administration issuedSix industry standards: Implementation Specifications for Backup of Digital Archive Resources, Specifications for Digitization of Film Archives, Construction and Quality Acceptance Specifications for Air Conditioning Engineering in Constant-Temperature and Constant-Humidity Archive Repositories, Specifications for Archive Exhibition Work, Specifications for Archiving Electronic Documents of Bidding and Tendering, and Specifications for Archiving Electronic Documents and Electronic Archives Management of ERP Systems, effective from February 1, 2025. The release of these standards will play an important role in enterprises' digital transformation, helping enterprises establish a complete digital archive management system, improve the comprehensive utilization efficiency of enterprise information resources, and provide reliable data support for business operations and management decisions.

III. Construction industry practices for electronic archives management

On July 26, 2024, Beijing local standardManagement Regulations for Electronic Documents and Electronic Archives of Construction ProjectsThe first publicity and implementation meeting was successfully held, and participating experts and scholars believe that the importance of electronic document and electronic archive management in construction projects is increasingly prominent. In promoting the industry's informatization and intelligent development, the "Regulations" strengthen the industry's data collection and analysis capabilities, effectively promoting the establishment of industry databases, and providing strong guarantees for the industry's quality and efficiency improvement, green development, and transparent and traceable management of project quality.

（II）Electronic accounting archives lead the new trend in digital archive resource management

As a specific type of digital archive resource, electronic accounting archives include enterprise financial statements, ledgers, and vouchers, recording in detailKey financial data such as an enterprise's economic business transactions and income and expenditure status. This information is important economic data in digital archive resources and has significant value for enterprise management, decision-making, and auditing. As part of digital archive resources, electronic accounting archives also share the common characteristics of digital archive resources, such as digitalization, convenient storage, quick retrieval, and shareability.

Compared with traditional paper accounting archives,Electronic accounting archivesEquipped with many obvious advantages:

① More convenient in terms of storage.Electronic accounting archives are stored in digital form on media such as hard drives, optical discs, and cloud space, without occupying large amounts of physical space like traditional paper archives. They can not only easily handle the continuous growth of archive volume but also effectively avoid damage to archives caused by environmental factors.

② Faster retrieval.With the help of information technology, electronic accounting archives enable fast and efficient retrieval. Using functions such as keyword search and category filtering, users can accurately find the required archive content without spending large amounts of time and effort like flipping through paper archives, and can also perform overlay printing, export, and other operations to meet usage needs in different scenarios.

③ More convenient in terms of sharing.Electronic accounting archives break the limitations of traditional paper archives in sharing and collaboration. Personnel from different departments and regions can access and use electronic archives simultaneously, achieving rapid information transfer and sharing and effectively reducing communication costs and time delays. At the same time, electronic archives management systems can set permissions and confidentiality levels to ensure the security and confidentiality of archives, making internal management and control more standardized and efficient.

④ More accurate data.During data entry and management, electronic accounting archives can perform four-property testing of data security, authenticity, usability, and integrity through automated verification functions. Compared with problems easily occurring in paper archives such as filling errors and unclear handwriting, electronic archives can effectively avoid errors caused by human factors.

(3) Kailing Technology electronic accounting archivesTechnology-enabled

Smart classification and archiving.Private deployment, self-trainable, able to recognize multiple document types, extract key information, and achieve information exchange and structured output.CanAccording to preset classification standards and rules, accurately classify and archive different types of accounting documents. For example, it can distinguish different types of documents such as invoices, vouchers, and reports and store them in corresponding folders. This greatly improves the efficiency and accuracy of archive organization and reduces errors that may occur in manual classification.

II. Intelligent retrieval and query.You can use full-text search, category search, period search, archivist search, and other conditions for cross-search to obtain the final result, optimizing the user experience. By applying full-text search technology, you can query without knowing the field in which the search keyword is located。Through permission control, ensure the security of document borrowing and quickly provide information required for audits. After testing, among billion-level data, filtering specific data content generally takes no more than 1000ms。

III.Paper-electronic collaborative management。Electronic materials generate an electronic file list; after matching, they are automatically bound into volumes (electronic archives) to complete archiving; the box spine and location code are printed and affixed to the archive box; physical archives are put into storage and shelved in batches. Financial archives that have completed volume binding/box compilation can be transferred in batches, and a transfer list is generated. The corresponding document receiving position receives a pending archive receipt task, and scanning the barcode completes the receipt.

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