Interpretation of the Measures for the Management of Electronic Archives (III): Responsibilities, Division of Work, Collaboration and Professionalization

Decree No. 22 of the National Archives Administration, the "Measures for the Management of Electronic Archives," officially took effect the day before yesterday. To help everyone deeply understand the specific intent of the provisions, the scope of implementation, and practical operations of the "Measures," we have specially prepared a series of short articles interpreting and analyzing the "Measures for the Management of Electronic Archives." Today, we continue to discuss "Chapter 2 of the Measures for the Management of Electronic Archives: responsibilities, division of labor, collaboration, and professionalization.

Chapter 2 mainly clarifies the division of responsibilities in electronic archive management from the national level to the local level and then to individual units and archives repositories, and emphasizes the importance of cross-departmental collaboration and personnel professionalization.

This institutional arrangement helps form a top-down management system, ensuring that electronic archives comply with regulatory requirements at every management stage and achieve the management goals of safety, standardization, and effectiveness.

Article 9 - Division of functions of archive authorities at all levels

Article 9 clearly divides the responsibilities of national and local archive authorities and township people's governments in electronic archive management.

National archives competent department: responsible for coordinating national electronic archives management, mainly including comprehensive functions such as planning, organization, coordination, and supervision. At the same time, this department is also responsible for formulating and implementing policies and standards, with particular attention to the security and effective use of electronic archives, promoting improvement of full-process management capabilities. Full-process management includes full coverage from the creation and collection of electronic documents to custody and use, ensuring that documents are properly managed at different stages of their lifecycle.

Local archives authorities: including local government archives authorities at or above the county level, mainly responsible for managing and supervising electronic archives in their region and ensuring the standardization of local units in electronic archives management. This not only strengthens local regulatory functions but also provides guarantees for the implementation of electronic archives management in each administrative region.

Township people's governments: It is clarified that township governments shall incorporate electronic archive management into the scope of archive work and assume the responsibility of guiding affiliated enterprises, institutions, and grassroots self-governing organizations. This provision ensures the unity and consistency of archive management work at the grassroots level with local and national policies.

Article 10 - Responsibilities of Government Agencies and Various Organizations

Article 10 sets out the specific responsibilities of various institutions in electronic archives management work under national archives management standards:

Determine the management body or personnel: relevant units are required to clarify the responsible entity for electronic archives management, incorporate it into the archives work responsibility system, and ensure that a dedicated person or specialized body is responsible. At the same time, electronic archives management should be integrated into the unit's informatization planning, and necessary informatization infrastructure should be configured to ensure effective management of electronic archives.

Collaboration among functional departments: electronic archive management is not only the responsibility of the archive department, but also requires the participation of multiple departments such as secretarial, business, informatization, and confidentiality to form synergy, especially strengthening the construction of system archiving functions. This cross-department collaboration ensures the close integration of archive management with other internal work of the unit and also avoids disconnection in links such as archive formation and archiving.

Responsibilities of the department that forms electronic files: the department responsible for generating electronic files is required to assume responsibility for collection, organization and archiving. This division of responsibilities ensures that files are managed in an orderly manner from the moment they are generated, reducing the difficulty of subsequent archiving and organization.

Responsibilities of archive management personnel: dedicated management personnel or management institutions for electronic archives are responsible for unified management of archive work within the unit, including supervising and guiding the collection, arrangement, and filing of electronic documents by each department. This ensures the overall and systematic nature of archive management work, especially that archive transfer meets the specified requirements.

Article 11 - Responsibilities of the archives repository

Archives are the place for long-term preservation of electronic archives, and Article 11 clarifies their duties:

Informatization infrastructure construction: archives need to build informatization facilities that meet the requirements for long-term preservation and security management of electronic archives. This provides technical support for the secure preservation and efficient management of electronic archives, ensuring that archives are not damaged during long-term preservation.

Collection, preservation, and utilization of electronic archives: archives are responsible for preserving electronic archives within their jurisdiction and providing utilization services as needed. This responsibility ensures that archives do not lose their utilization value during long-term preservation, while also safeguarding users' needs for archives.

System and standard development: archives repositories also need to improve their own electronic archives management systems and standards to ensure the standardization and effectiveness of management.

Article 12 - Cross-Departmental Collaboration

Article 12 emphasizes that the archives competent department should work closely with relevant departments in the region responsible for informatization, e-government, data, cryptography and confidentiality. This provision points out that electronic archives management is not isolated; it involves informatization construction, data management, confidentiality management and other fields, and needs to be advanced jointly with the competent departments in these fields. Such collaboration can not only improve the standardization of electronic archives management, but also effectively enhance the overall efficiency of management work.

Article 13 - Talent Development and Professional Requirements

Article 13 sets out the professional requirements and training support for electronic archives management personnel. Organizations should support archives management personnel in attending training so that they possess professional knowledge and skills. Electronic archives management is work that requires specialized technical knowledge, so personnel are required to receive systematic training to ensure they follow professional standards and norms in the management process.

Summary

Chapter 2 mainly clarifies the division of responsibilities in electronic archive management from the national level to the local level and then to individual units and archives repositories, and emphasizes the importance of cross-departmental collaboration and personnel professionalization. This institutional arrangement helps form a top-down management system, ensuring that electronic archives comply with regulatory requirements at every management stage and achieve the goals of safe, standardized, and effective management.

Source: internet

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