Abstract: Archives management from entity management development to computer management, and then to the information resource management and knowledge management direction. Archives contain a number of documents involving state secrets, scientific and technological achievements, economic data, etc., in mining archives information, knowledge management work, to give full attention to the confidentiality of the archives. How to do a good job in the process of archive storage, utilization process and information technology construction process of archive security and confidentiality is an important work.
Keywords: archive knowledge management; security and confidentiality
The development of archive management, from entity management, computer management, information resource management development to the stage of knowledge management, the archives are faced with security risks due to changes in the management mode, preservation conditions, technology. The security and confidentiality of the archives is an important basic work, the archives contain some documents and information involving state secrets, scientific and technological achievements, economic data, etc., the improper management of the archives as well as the leakage of classified archives will cause harm to a certain extent. In this paper, from the file storage process of security and confidentiality, file utilization process of security and confidentiality, file information construction in the security and confidentiality of several aspects of the construction of security and confidentiality, to talk about the security and confidentiality of file knowledge management.
1, do a good job in the process of file storage security and confidentiality
1, the archives of the management of security and confidentiality in the treasury. Archives of the Treasury management is the focus of the security of the archives. Treasury to have "eight defense" requirements, not any office can be used as a library, from the point of view of archives confidentiality, it is not appropriate to be located in the library of the office building of the lowest level, the library doors and windows should be specially reinforced, in order to prevent theft. Should also try to do storage, office, reading room, "three separate rooms". Archives should be equipped with a strict library management system, and by the archives management staff responsible for the management, no special circumstances shall not enter the archives of personnel.
2, distinguish between the period of custody of the archives and confidentiality period. The duration of custody of the archives is set as permanent, long-term and short-term three. Custody period is determined in accordance with the "People's Republic of China *** and the State Archives Law" and other relevant provisions, so that the preservation of the archives can reflect and maintain a unit of the main functions of the activities and historical appearance, but also to facilitate the custody and utilization. The period of confidentiality is determined in accordance with the "Law of the People's Republic of China on the Preservation of State Secrets" (referred to as the "Secrecy Law"), and it is pointed out in the "Provisions on the Period of Confidentiality of State Secrets" formulated by the State Secrecy Bureau that all units should determine the period of confidentiality at the same time when determining the secret level of state secret matters, and that the period of confidentiality, in addition to the special provisions, should not be more than 30 years for the top-secret level, no more than 20 years for the classified level, and no more than 10 years for the secret level. More than ten years.
3, emphasizing the responsibilities of file managers. Archivists have an incumbent responsibility for the security and confidentiality of the archives. File security and confidentiality of good or bad, the quality of file managers is a key. Duties of the archives management personnel is to maintain the integrity of the archives and security. File storage work is a detailed, arduous work, file managers should be based on the provisions, adhere to the principle, in accordance with the rules and regulations of archives management, strict work, always pay attention to prevent the leakage of archival information and archival entity damage, to ensure the safety of the archives.
2, do a good job of security and confidentiality in the process of file utilization services
Correctly handle the relationship between file utilization and confidentiality. Archives department should emancipate the mind, change the traditional concepts, under the premise of strict confidentiality, proactive open files, maximize the value of the archives. Confidentiality and utilization of both are very important, the correct handling of the relationship between the two, not biased, can be safeguarded from the following aspects.
1, management system construction. Archives need to develop a reading system, lending system, copying system and other utilization rules and regulations. According to the actual situation, the use of different personnel to determine the use of different open range, the provisions of different approval procedures, so that the use of archives can be followed, in vigorously carrying out the work of archives utilization, to ensure that the document information is not lost, not leakage of confidentiality and document entity intact. The rules and regulations of archive management should be simple and strict, easy to implement in the work, and in the actual work of continuous improvement.
2, personnel team building. Archives management personnel must have a high quality, the safety of the archives have a direct key responsibility. First of all, we must have good political quality, a high degree of responsibility and dedication, love of archives; then we must have a strong business quality and cultural quality, solid theoretical knowledge of archives, familiar with archival laws and regulations, familiar with the contents of the archives collection, but also a strong working ability to deal with the use of some of the problems that arise in a timely manner.
3, the implementation of supervision measures. File utilization supervision is a good file utilization process is an important measure, it can effectively find and stop correcting the file utilization process is not conducive to file security and confidentiality of all kinds of malpractice, so as to achieve both the use of archives, but also to ensure the integrity of the archives and security. File users must comply with the provisions of the archives management, in the designated place in accordance with the provisions of the archives, is strictly prohibited marking, folding, extracting, withdrawing and replacing files. Records management staff should be utilized before the departure of the person, and then carefully check the files being utilized, found that the problem is handled in a timely manner into the warehouse. There are l pieces of the archives (room) can also be installed camera monitor.
3, archive information construction in the security of confidentiality
With the rapid development of information technology, the network to provide archival information services and exchange of information on archival work has become an important feature of the development of the archival cause of the modern information society. Relying on the Internet, the establishment of social and public service-oriented archive website, and gradually build archive information public service platform. The network of **** enjoyment, openness characteristics determine the vulnerability of its system, must take strong 'measures to ensure the security and confidentiality of the archives.
1, physical protection. Archives construction to meet the quality standards, area in line with the perfect functional facilities, storage of hardware conditions safe and standardized, equipped with monitors, alarms, automatic fire extinguishers, temperature and humidity control and other security protection facilities and equipment.
2, technical defense. Mainly from the network security technology, virus protection, access control, data encryption, network isolation and other aspects of protection.
(1) network security technology, the use of firewalls to protect the unit's internal network and Internet access, firewalls can control which file information can be accessed by the outside world, as well as the outside world, which users can access which some of the unit's internal services.
(2) virus protection, the main means of virus protection is the full deployment of antivirus software, the stand-alone can be used on a stand-alone version of the antivirus software, such as 360, Norton, Rising, etc., for the archive network can be used to deploy the corresponding network version of the antivirus software, such as Rising network version.
(3) access control, access to the archive network for query users, access to archive resources for strict control and authentication. For example, the password encryption, authentication of the user's identity, through the setting of user access to the directory or full-text permissions, control of the archive network of equipment configuration permissions and so on.
(4) data encryption, data encryption by encrypting the archive data transmitted in the network, the transmission reaches the destination and then decrypted, restored to the original archive data, the purpose is to prevent illegal invasion of the user to steal the archive information.
(5) network isolation, network isolation is mainly through two ways, one is to use the isolation card to realize, isolation card is mainly applied to the isolation of a single machine; the other is to use the isolation of the network gate to realize, the gate is mainly applied to isolate the entire network. In addition, it is also necessary to regularly carry out security checks on servers, workstations and so on.
3, management system. The establishment of archive information security management system, such as "archive data security and confidentiality system", "archive data online release review system", "archive data transfer management system", "electronic documents and digital archives registration and backup system", "archive staff duties", etc., to properly deal with the relationship between the opening of the archives and archive information security, and clear archive security responsibility for the system to the person. Hardware security tools and technical means in the field of network information security is only an auxiliary means, without a strong sense of responsibility, good business quality of the archives management personnel and perfect management system, is unable to ensure network information security. Very often, the security of the file or not lies in the archive managers of a thought, the archive staff to use the responsibility and action to defend the security of the file.
4, heterogeneous preservation. Digital scanning of paper archives, on the one hand, in the use of the archives through the use of digital archives, the protection of the original archives, on the other hand, can be archived archives to the corresponding archives management department for data backup. Important files can be used heterogeneous heterogeneous backup preservation, archives due to the impact of the carrier, as well as the impact of the objective natural environment, heterogeneous preservation is a double security guarantee for the archives.
References
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