Academic Discussion Zhejiang Archives 2000.3 Electronic Documents Life Cycle Theory Questioned □ Yu Lijuan of China ’s College of Case Studies of the Chinese People ’s University does not now have any doubts about principles, but now he is always skeptical; he is not obsessed with the alleged axiom , And now on 7; do not want to take it for granted.
Gilbert. In recent years, the international archival community has put forward the theory of electronic file life cycle as a basic starting point for research and management of electronic files. However, this theory is still inadequate. Archivists in various countries are really necessary to advance the development and development direction of this theory. Rethinking that the traditional document life cycle theory and its theoretical foundation document life cycle theory originated in the 1950s. The research on it originated from the theoretical explanation of documents and document centers by foreign archivists, and later expanded to the entire movement process of documents and the whole theory of this passage. File ordering theory follows the entire movement process of researching the file from completion to final destruction or permanent preservation, and studies the relationship between the file attributes and the main behavior of the management personnel in the entire life process of the file.
The original purpose of this theory was specific and specific, but after the 1980s, this theory gradually went deeper, and scholars seem to want to use it to expose the objective laws of the development and change of documents, and to guide documents and archives. Management work. Argentine archivist Manuel. The selection of documents published by Vazquez in 1982 and the study of the document life cycle published in 1987 can be regarded as the representative of a comprehensive systematic discussion of the theory of document life cycle. In these two books, he deeply discussed the value attributes and The relationship between the storage place and the management method in the sports stage, it is proposed that the significance of studying the theory is not only to provide a theoretical basis for the document center, but also to find out what causes the document to transition from one stage to another stage, and Analyze the various factors we will encounter, so that you can get a variety of rest standards! Instructed 1 historical document stage, 1 enclosed period Hansaka. And avoid a kind of indistinguishable scale to summarize various file phenomena. 1 The basis of the theory of document life cycle theory is the changing law of the form of document value. In this regard, Schellenberg of the United States would have become the subordinate value of other institutions and non-governmental users of public archives. 2 According to this value theory, there are two schools of thought in the division of the file life cycle. The first is to divide it into stages, according to the nature of the documents. Document storage location The role of documents is described by different scholars as the current period of the document. The semi-current period and the non-current period. Canadian scholars Cutier and Rousseau; during the retention period of the undertaking unit, in the retention period of the document center, in the permanent preservation period of the archives, the Argentine scholar Anna . Shi Leiche; the document undertaker forms the administrative stage of the stage document and the historical stage of the Argentine scholar Vazquez. The first one is to divide it into three stages according to the document management procedures: document formation stage, document use and maintenance stage, document identification and selection stage, document archives management stage US1; learning film James 1 Rhodes, if traditional The life cycle theory is based on the value of documents and archives and the change law of their value form, and according to the different realization rules of different values ​​to guide the management activities of a specific stage, then we can call it from the inside to the outside Construction; this type of generation is a universal and consistent way of thinking that recognizes the basic laws of human cognition, that is, on the basis of recognizing the characteristics of things themselves, discussing some regular things in the development and change of things, and guiding our activity. However, the proposition of the life cycle theory of electronic files is contrary to this method of cognition. First let's take a look at the life cycle theory of electronic files.
The theory of electronic file life cycle and the basis of its argument The International Archives Council Electronic File Management Committee put forward in the 1997 report on electronic file management, before the file was produced. The life cycle of the electronic file 1 + letter 1 concept stage refers to the design, development and installation stage of the electronic system. At this stage, the internal information flow and information processing of the organization are completed to ensure that the content context and structure of the document can provide reliable credentials about the document creator, and to ensure that the electronic documents with archive value are selected and saved, and the functional requirements of electronic document management It must be formed at this stage of the design stage of the electronic information system and be detailed to be embedded in the system.
The generation stage refers to the stage where one electronic file is generated in the electrical environment of the company 7. At this stage, even if the system cannot guarantee that the file can always be obtained in the system completely and reliably, then this design is worthless. This stage is the stage where electronic documents are generated and kept as real documents. The maintenance stage refers to the entire process from the time the document is produced until it is destroyed or permanently saved. Over time, the role of the document will change. At the beginning, the document is used by the producer to support decision-making and business management; next, it will be needed by other activities within a certain period of time and meet the requirements of the certificate; finally, it It will be preserved for legal culture and other research purposes. For the maintenance of documents in the current period, Zhejiang Archives 2000.3 should be discussed academically. It should be noted that after the needs of the document creators are met, the future documents will be used for the protection and use of the broad case. The same archive storage stage should ensure that the documents can continue to provide reliable and original activities evidence.
The difference between the division of electronic file life cycle and the division of traditional file life cycle is very obvious. This is mainly due to the following aspects: the traditional document life cycle begins when the document is generated, but the electronic document life cycle begins before the document is generated. This is a summary of the functional requirements of the electronic document. Dahe Technology Realization was the beginning of the electronic file.
The first stage of the electronic file generation stage. It is almost a point in time. The process of generating and acquiring electronic files in a well-designed file storage system will be completed in an instant. What ’s more, this process is also likely to be completed in a batch process. For each For a single document, this process is even more understandable than words!
The first stage of the electronic file covers almost the entire traditional life cycle, because in fact the different values ​​of the file are realized in the maintenance stage. Can we say that the life cycle theory of electronic files has completely deviated from the different value forms of soil files grown by traditional life cycle theory and the conversion between different value forms? What is the root of electronic file life cycle theory? In theory, then, what is the source and direction of the electronic file life cycle theory? We may be able to glimpse the thinking traces proposed by the electronic file life cycle theory from the description of the software program life cycle in the software program. The software life cycle is divided into Phase, the first phase is the software planning phase, which is the initial phase of the entire software design. The main task of this phase is to give the scope of resources and development time of the software, and at the same time, after investigating the user needs, give the software Requirements analysis instructions to guide subsequent development and maintenance, so the instructions must be completed by the user and the designer.
The first stage is the software design stage. This stage analyzes the description files according to the requirements, forms various related documents in the middle stage of the design, and finally completes the software design work.
The first phase is the software maintenance phase, which mainly corrects the errors of the completed software, and also includes the addition of software functions and the perfect correction of the completed software. 3. Comparing the life cycle of electronic files and the life cycle of software, we can find that there are some similarities between the two. In fact, the theory of life cycle of electronic files is likely to be based on traditional file life cycle theory and software life cycle theory. mixture. The first two stages of the software life cycle can be said to constitute the first stage of the electronic file life cycle. All the stages of the traditional file life cycle and the first stage of the software life cycle constitute the first stage of the electronic file life cycle. Between these two stages, a critical time point for the generation and acquisition of electronic documents becomes the first stage of succession. The division of these stages does have significant design and implementation work for the automatic management of documents, which are currently underway. At the same stage, each of them has taken specific measures. However, can it be reversed that this is the life cycle of electronic documents. In terms of stages, it may be more appropriate for such products to be summarized as the entire process of the design and implementation of electronic document automation management.
The execution of the computer's automated programs was always the desire of people, but it was not until 1948 that Feng. Neumann proposed a computer model built into the program, and people saw the hope of automating it. No matter conscious or unconscious, people have a set of practices for doing things or solving problems. The management of documents and files is also the same. This approach is composed of a series of basic actions and specifications that have been finalized. The key to automation is to put this set of actions and specifications Sort it out, use a natural programming language to complete the program and enter the program into the computer. When you need to complete this work, the computer will automatically read the relevant instructions that have been compiled and execute them in sequence, so as to achieve automation. The life cycle described in the electronic file is such a process. The first stage is the design and installation of the system. After the formation of the management object, the first stage is the automated management according to the established procedures and other auxiliary systems. Then I have such a question. Can we call this automated process the life cycle of electronic files? Is it scientific to describe the internal laws of management objects from the perspective of human management activities? My thinking is not yet Very mature, but I think that the underlying reason for the establishment of such theories to construct the life cycle theory of electronic documents is that contemporary archivists have rejected the clear boundaries of document and archive management caused by the division of traditional document life cycle theory at different stages. They believe that In the management of electronic documents, there are many later stages of the traditional life cycle, that is, the work in the archive management stage should be completed in advance to the beginning or even before the document life cycle, because such management methods are somewhat similar to the traditional document life cycle theory. Consider reconstructing the life cycle theory of electronic files. Such ideas may be correct, but the construction of the theory should follow the objective and scientific laws.
After writing the article, I was fortunate enough to read American David. In some of Billman ’s articles, he believes that the so-called file life cycle is actually the life cycle of the file management system. The emergence of electronic files has intensified this contradiction. In fact, it is the traditional file life cycle theory that should reflect and improve 1 Han 1 Mei editor. Teaching instructions for the 31st generation of national archives management. Yamaguchi, 3,1 technique of the Minzu University Board. 125 can.
Translated by Huang Kunfang and others, Archive Press, 1983, 1st edition, 1560 pages.
Edited by Yue Lihua Ji Jinlong Huang Liusheng. Soft cow technology foundation. China University of Science and Technology Press. The first edition in September 1994. 410412 pages.
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