The editors established the Electronic Documents Committee in 1993 by the International Archives Council. Conducted extensive investigations and studies on electronic file management issues in countries around the world. By 1996, the committee had produced a report on electronic document management, the first of which was the electronic document management literature review, which synthesized and commented on the policies and ideas of electronic document management and related literature in countries around the world. Chapter 6 of this report is a comprehensive summary of the ideas reflected in the policies adopted by electronic document identification questions in countries with better electronic document management in the world. The methods of electronic file identification are divided into two types. One is the traditional method of the United States, and the other is the function identification method adopted by countries such as Canada, Germany, the Netherlands and Australia. This chapter focuses on commenting on the function of the function identification method and the principle of source in the identification of electronic documents. The following is the method of compiling electronic document identification based on this. Xu Yin, the China ’s historical archives, compiled the North American identification document and handled the document in the era of electronic documents. Is inappropriate. It was suggested that the identification of electronic documents should analyze the business functions and processes, rather than the analysis of individual file files or series. Some countries have reformed the method of archival appraisal, and the method adopted is the functional appraisal method rather than the content appraisal method, which has caused controversy among experts. Canadian archivist Trekuktin analyzed the theory and philosophy of this new era of the factory.
He believes that the concept of functional appraisal comes from the theory of Professor 6.1, the former director of the German Federal Archives, and the former chairman of the International Archives Council. Blooms pointed out that society, not historians or document creators, determine the value of archives, and therefore the importance of archives and the duration of archives. This requires that archivists must consider it from a social perspective when identifying documents. Blooms called out in 1991. The appraisal of the value of the archive 1 meeting is best not to pass the basic activities of the study 1. The public will come directly, but indirectly by understanding the functions of the main document forming agency. Archivists should effectively analyze the functions of the document forming department, so as to link the document needs with the document itself.
Cook said that Blooms ’theory strengthened the determination of the Canadian National Archives to decide to adopt a new macro identification strategy in 1989. In the past, archives identification focused on the content of documents, and reflected the public ’s intentions, user needs, and historical research trends. The focus is now on the more extensive or observable bamboo-view linkage of documents, which emerges through the document planning agency ’s functional planning activities. According to Boom's period Cook, the National Archives of Canada adopted the organizational function research model, and the focus of the appraisal was on the creators of the documents, because the creators of the documents and the organizations connected with them reflected the comprehensive functions and social activity. This is similar to what Blooms said from the abstract social function to the specific 44 Chinese Archives, 2000, Issue 5, 2000. The editor of this column is Fu Huachu. Based on content, centered on historical documentation workers.
Angelica, Dean of the Archives College of Marburg, Germany. Menika Harry AngelikaMenneHaritzSftlTIiciiJ13, the history of the development of the law. At a seminar on archive theory and source principles held in Stockholm, she outlined the German appraisal methods and political relations after the war and gave a comprehensive historical review of the criteria for selecting documents in the past.
She analyzed the difference between the value of intelligence and the value of evidence in the identification, and pointed out that there is a one-sided understanding of the intelligence value proposed by Schellenberg. She believes that the functional appraisal theory is not a new theory, nor is it a theory indispensable to electronic document appraisal.
The annual meeting of the German Archivists Association in 1957 pointed out that due to the expansion of administrative functions, archivists can no longer appraise documents according to the old methods, but should identify the custody documents according to the importance of the function. With this meeting as the hallmark, the German archives industry has formed the principle of classifying documents according to the origin of the documents, and identification is no longer just identification of the documents themselves. Due to the increasing number of documents. Archivists worry that 1 will become a pure Ding Zheng manager, and engaging in historical research will become their professional responsibility. Therefore, people want to determine the importance of document-forming institutions from the perspective of historical research, and reduce a large number of paper documents by disposing of all documents of less important institutions. Menne Haritz believes that the electronic office system makes us clearly realize that we do not have to worry about being drowned in a large number of paper documents, but if we do not develop a basic principle that guides daily work, then the documents that can be reserved for identification Very little. It is necessary for us to have a deep and detailed understanding of the traditional archive identification theory. Only in this way can we formulate principles suitable for the identification of electronic documents. Our experience in electronic document management has improved our understanding. The purpose of the appraisal is not to reduce the number of documents, but to make the archives more convincing and more conducive to research. Menneharitz emphasized that archivists should not limit document identification to evaluating documents that have been generated, but should focus on ensuring that important functional activities are documented. For the disputes about the theory of functional appraisal in the archives, Menne Haritz proposed to stop the debate and start to face the challenges. Archive work 6 must be actively involved. Document analysis and identification work. Archivists who are accustomed to following the traditional methods step by step are very unfit for such work, and must become competent and perform a comprehensive understanding. Like Cook, Menneharitz concluded that functional appraisal cannot completely replace the traditional source principle. She pointed out that people generally think that the source principle is a method and means for organizing the recorded documents, not the basis of the appraisal. effect. The functional appraisal method is different from the appraisal method based on the principle of source, but maintains close contact. Documents reflect the social activities of the creators of their functions, and different document producers have different impacts on social changes. Therefore, the evaluation of the function of document producers is actually the evaluation of the corresponding documents. Appraisal requires the source principle, but its extension must be greater than the archiving principle. The principle of research. We need the source principle as a tool to analyze and reflect the main social activities based on common functional sources. The document can only be used and understood after being described and identified. The intelligence value of the document will never, nor can it truly reflect or represent society. Under the new historical conditions, the role of archivists has fundamentally changed. Menne Haritz believes that archivists are just mastering certain theoretical or methodological tools and can accurately expose information industry personnel.
Archivists should not only pay attention to simple information, but should pay attention to information to recognize this point, then others who are incapable of this work inadvertently destroy the background connection between the files for their own sake. As a result, the continuity of history will be interrupted by the loss of evidence.
The National Archives of the United States has the world's largest database of first-generation information materials, and they use traditional electronic document identification methods.
In 1990, the National Archives distinguished the identification of electronic files from the identification of other types of files, and designated an electronic file center to be responsible for the identification of electronic files. The US National Archives does not mean that the identification of electronic documents in the same unit is different from the identification of other types of documents. On the contrary, the fact that the electronic file authentication work is handed over to the electronic file center is actually to hand over the authentication work to senior professionals. The simple reason is that the center has more professional and technical personnel than other places. The electronic document appraisal work is handed over to the electronic document center for sample preparation. During the appraisal, not only can you fully see the background contact information on the relevant documents formed by the institution and the legal basis organization and function of the document, but also from the agency Viewing electronic documents from a broader perspective between and across government activities. In doing so, the National Archives of the United States does not detract from the principles of source and respect for the patriarchal principles. It needs to be clear that the more it goes beyond the organizational boundaries, this transcendence may come from many aspects, including cooperation between institutions. The dependence of each agency on the expert resources and capabilities of another agency, the legal trusteeship of specific government functions and areas of shared responsibility, and certain special circumstances, such as natural disasters and armed conflicts.
In addition to the desire to authenticate electronic documents on a functional basis, many people have proposed that they should begin to authenticate electronic documents before they are actually produced. An Australian expert wrote that valuable documents require the China Archives to be identified at this stage in the 2000 issue in order to include procedures for managing and ensuring the preservation of these documents in the computer reading system. Grieg, an Australian archivist. O'Shea 1. believes that Wei Ding can intervene in the protection of archived documents before the beginning of the document life cycle. For electronic documents, the intervention document is no longer a negative audience at the beginning or during the life cycle. Emphasis on intervention to ensure that valuable electronic files are not lost is not only a strategic method for identifying documents, but also a strategic method for the entire archives work. The traditional thoughts and practices related to the intelligent control, storage, utilization and protection of documents all need to be reviewed thoroughly. It is also necessary for us to continue to play an important role in the information age. The Australian National Archives ’Stephen ’s shirts are in tons, and activities and related documents must be identified. Appraisal is not an assessment of the document itself, the document storage system reflecting the functional activities is an appraisal of the Dutch National Archives in favor of this appraisal method, that is, to determine the storage period and evaluate its value based on the role of the document in government activities . When evaluating electronic documents, you must first decide what process is critical to the duties and tasks they perform. Then, choose the information recorded and identified to work hard to reflect the essence of the duties and tasks. Generally speaking, the only thing that the organ needs to clear the function is 1; the file to be saved.
At the meeting on electronic documents, the theory of appraisal of documents according to functions was also agreed. In the field of file identification, the first question is the transfer to functional identification methods. As mentioned above, the ideal situation is that the archives have intervened from the time the electronic file was generated, or have intervened earlier in the planning and development of the information system. This means that the focus of the appraisal is the functions and activities of government agencies, not the electronic documents themselves. Electronic documents are developing. In other words, we are not concerned with the file itself, but with the background connection that produced the file.
The Netherlands has a project to appraise and transfer 500 kilometers of documents. Hoffman's colleague Peter. Hausmanns 6, such as Pan 3, summarized the project and said that if a function does not affect an activity, such as an activity worth documenting, the documents generated by it will have no preservation value. The document's evidence value is derived from the functional value. Hausmann said that the identification method of this project is based on the research of institutions, not on the analysis of documents.
The Australian Archives accepts this new concept and believes that it is a very important and important method to identify pieces based on their functions. Oshei said that Australian, Canadian and Dutch archivists jointly developed this theory, which is called the functional logic identification method.
The Department of Immigration and Ethnic Affairs of Australia has adopted a functional identification method. The computer system used by the Department to manage electronic documents is divided into two systems: functional and administrative. Document identification is limited to the functional system of the Ministry.
Use the function as the criterion for selecting documents, and record the documents to determine the storage period. In the case of function as the standard, through the improvement of the system and application software, you can continue to expand the time span of the system to collect electronic files. In a broad sense, functions are more stable and reliable than systems for managing documents. Looking at the organization and functions from a macro perspective, all the documents of the organization can be identified through the unique core functions of the organization, regardless of the form.
Billman. Heidestrom ’s view that 3 cents, such as 1 cent and 0, is different from that of other functional appraisalists. He believes that the traditional method of inspection and division of documents is no longer applicable. In the case where only 13 files have permanent preservation value, people have to inspect and appraise the files, which is time-consuming, labor-intensive, and not economical. People should only identify a small number of documents that need to be kept, and the focus of the assessment should be on the identification of the documents, not the activities of the organization. It is impossible for archivists to grasp the organizational structure and functional knowledge, and excessively careful handling of documents will leave the public with the impression that archivists are just cheap document senders rather than managers.
Australian corporate archivists also participated in the discussion. They proposed that the appraisal of archives should be based on the analysis of functions and work processes1 rather than on the basis of individual file series. Now electronic systems can perform complex tasks and form more complex files. It is necessary to deal with the files in more detail. Fortunately, the technical tools in system design in recent years can run more precise disposal procedures, which helps us keep those files that are necessary for long-term preservation.
For this kind of argument, Charles. Dallas, 0, 55 summarized. He believes that there are currently two main methods for the identification of electronic documents in the international archives, one is the method of the National Archives of the United States, the other is Canada, the Netherlands, Australia, and to some extent also includes the functional identification that German theorists say. school. The theoreticians' final controversy focused on these questions, whether the identification of documents by function should focus on the documents themselves or the contents of the documents. The American method chose the latter. The reason is that the main purpose of archives storage is to make it available to researchers. In this case, the content of information in the files is of greater importance. The American approach reflects the historical connection between the American archives and historiography circles, as well as the potential of archives value for scholars. On the contrary, the so-called school of functional appraisal based on the National Archives of Canada appraise the archives according to their functions. It uses a top-down approach to appraise important government functions first, and then the documents produced by these functions. Year 5
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