Electronic archives integrated management system, a new "one-stop" archive management model helping enterprises improve quality and efficiency

As is well known, archives are the knowledge wealth and intellectual resources of any enterprise or institution. In the past, all departments used paper materials to preserve archives, which not only consumed a large amount of manpower and material resources, but also was highly prone to archive loss due to personnel turnover and environmental changes, making it difficult to preserve them completely and long-term.

With the continuous development of modern information technology, scientific and effective means and tools have been provided for the preservation and efficient use of archive materials—the "digital archive management system." The digital archive comprehensive management system integrates computer technology, network technology, massive image data management technology, full-text retrieval technology, and security control technology. By establishing large image databases, electronic catalog databases, and full-text information databases, and using archive catalog information, electronic image information, electronic file information, and full-text information as management content, it realizes many functions such as data collection, physical management, security management, security control, and log management, building a computer management system capable of completing the entire process from archive receipt, digital processing, electronic file archiving, arrangement and cataloging, information release, archive utilization, warehouse management, to archive transfer.

01 Main functions of a digital archive management system

Archive Transfer Function

Archive sources are rich and diverse. Archives may be exchanged or transferred between different archive management institutions, and such situations may also exist between multiple archive management institutions within the same organization. With an archive management system, archive information can be located quickly and accurately, ensuring the rigor and completeness of archive information.

Archive Correction Function

After archives are filed, archive information is usually not allowed to be easily modified or changed. However, in the actual activities of archive management, for various reasons, archive information may need to be corrected. Using an archive management system, archive materials can be corrected efficiently and accurately, saving time and improving efficiency.

Archive Appraisal Function

During the custody and use of archives, archives may be damaged, lost, have their retention period adjusted after expiration, have their confidentiality level adjusted, or be opened. The archive management system automatically verifies archive retention periods, and for archives approaching or past their retention period, the system automatically prompts the relevant business personnel.

Archive Preservation Function

Because it is strongly supported by high-end information database technology, data in the archive management system can be automatically and securely saved. Even if problems occur during the process, the archive information before the error can be restored through the backup database, making it both safe and practical.

Archive Destruction Function

During the preservation and use of archives, for various reasons, some archives need to be destroyed. The destruction of archives must be subject to strict permission control and carried out under a strict approval process.

02 Benefits gained from using archive management

Promote the sharing of archive resources among enterprises and institutions

Control over archive resources breaks through time and space limitations, allowing archive administrators to view, modify, and upload archives anytime and anywhere.

Strengthen archive security

Multi-level and multi-faceted security controls ensure secure sharing, preservation, and use of archives.

Time-saving and effort-saving

No need to worry about the complexity of archive management work anymore, because the archive management system provides clear classification, instant retrieval, saving time and effort, convenient and fast.

03 Characteristics of a digital archive management system

1.Comprehensive, centralized management of all types of archives;

2.Browser-based management window;

3.Automatically create various indexes for easy searching;

4.Ensure the security of archives through permission settings; 5. Various user operations and archive updates all have detailed records.

04 Applicable Industries

Government departments: scan and manage government archives, personnel archives, official documents, meeting minutes, approval documents, etc.

Manufacturing: scan and manage various production work orders, purchase orders, supplier materials, ISO archives, etc. in the production process.

Logistics industry: scan and manage courier receipts signed by customers, cash-on-delivery receipts, customs declaration documents, customer information, etc.

Financial services industry: scan and manage large volumes of business vouchers, business records, credit materials, detailed customer information, etc.

Schools: scan and manage school teacher and student information as well as various routine archives and official documents.

Hospitals: scan and manage archives and materials of departments such as hospital patient information and pharmacy information. 

... ...

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.