Safety management; Archivist; Archival work; Archives security
The safe custody of archives is one of the most important daily work in archives management, which is of great significance for protecting archives, prolonging their natural life and ensuring their safety. In recent years, through the evaluation of archives management objectives and the determination of grades, the collection, arrangement, cataloging and utilization of archives in grass-roots archives have been greatly improved. However, there are still some problems that cannot be ignored in the safe custody of archives. Now let me talk about some common problems.
First, fully understand the importance of safe custody of archives.
Archival work has always emphasized the safe custody of archives since ancient times. From Tianfu in the Zhou Dynasty, Jiage Library in the Song Dynasty to Huangshi Pavilion in the Ming Dynasty, they all pursue the durability, waterproof and moisture-proof of warehouse buildings. In the long-term historical accumulation, a series of advanced and practical paper file protection technologies have been formed, such as file paper requirements, pest control technology, mounting and restoration technology, drying and moisture-proof methods, warehouse protection system, warehouse construction technology and so on. These concepts and technologies of file protection all reflect the importance that ancient archivists attached to file security.
After the founding of New China, especially since the reform and opening up, the state has attached great importance to the safe custody of archives, which has been clearly stipulated in the archives law and local regulations. The archives law aims at "effective protection and utilization of archives" (Article 1); It is clearly stipulated that "all state organs, armed forces, political parties, social organizations, enterprises, institutions and citizens have the obligation to protect archives" (Article 3); And "maintaining the integrity and safety of archives is the principle requirement of archives work" (article 5); Among the 25 articles of Archives Law, there are as many as 13 articles concerning the protection and safety of archives. In the past ten years, the National Archives Bureau has issued nearly 20 notices and decrees specifically aimed at file safety, covering file safety in flood season, file protection after disasters, file fire prevention, file data safety management, and key file rescue. 20 10 on the basis of the leading idea of "two systems" construction in 2008, the National Archives Bureau further put forward the new task of "building archives security system to ensure the safety and confidentiality of archives", and the construction of archives security system rose to the national strategy of social stability, economic security and sustainable development of archives. In the development of archival undertaking, it is undoubtedly a top priority to establish a perfect, solid and efficient archival security system.
Grass-roots archives are the most basic organization and important base for centralized custody of archives, and are the foundation of national archives. Although archives are not the final destination of archives, they should be kept in archives of all units for 10-20 years before being handed over to archives. If the archives are not kept properly during this period, it will directly affect the preservation life of the archives and aggravate the prevention and control tasks of the archives. Therefore, doing a good job in the safe custody of archives is of great significance for maintaining the integrity and safety of archives and prolonging the service life of archives.
Second, face up to the current situation and reasons of file security.
Judging from the archives safety accidents in recent years, many archives still have security loopholes of one kind or another. For example, some doors and windows are not anti-theft, fire extinguishers have failed for a long time, the warehouse is leaking, the archives warehouse is crowded, and the equipment is insufficient, so it is impossible to keep archives in a unified way; Some files are infected with worms, moldy and damaged, and they are not repaired in time, which poses a threat to file security; Some original files were stolen by users in the process of use, and some files were lost or misplaced, resulting in missing files; Some files have been lent out by managers for a long time and put in their own offices, which is out of management and supervision; Although some files have various copies, they are still provided as originals, which aggravates the damage of files.
Analysis of the above problems, I think the main reasons are:
1. The awareness of custody is not strong. As a result, it is common in many grass-roots units that archival work cannot develop synchronously with other work plans, which affects the development of safe custody work; Archivists in some units have insufficient understanding of the importance of doing a good job in safe custody of archives and are biased. It is believed that the work of the archives room should only be to collect and sort out files in time and find them in time when they are used. It is believed that archives can be kept in archives for a short time and will not be damaged, so it is not necessary to be responsible for the safe custody of archives.
2. Insufficient attention and support from leaders. As a result, the necessary funds, equipment, warehouses, etc. in the safe custody work have not been solved, and the archivists are unable to do so; Some units' archives are not equipped with archivists, or there are few auxiliary personnel, which are not fixed and change frequently. The archivists who took over did not understand the safe custody of archives, and some were transferred as soon as they became familiar with the safe custody of archives, which caused great difficulties for the safe custody of archives.
3. The management system is not in place. In the assessment of archives work objectives, all units have established a set of archives management system, including archives safety management system. However, in the practice of archival work, many units have not strictly implemented it. For example, few people can observe, record, control or adjust the temperature and humidity every day, some only take measures in the hot and humid season, some suddenly record before the target evaluation, and some simply don't do it. When adjusting the temperature and humidity of the archives warehouse, some people use air conditioners to cool down or dehumidify, instead of turning on the machine at any time when problems are found and stopping immediately after the temperature and humidity are adapted, they blindly turn on the machine every few days, and the temperature and humidity in the warehouse change dramatically, which is not conducive to the extension of the life of archives; Others do not seriously analyze the temperature and humidity inside and outside the warehouse when carrying out natural ventilation, but judge whether ventilation can be carried out according to the four principles, and only rely on the manager's feeling; Some units did not put pesticides and fungicides on time; Some units have other items in the archives warehouse, which becomes a utility room. The warehouse is in a poor environment and has not been cleaned for a long time. There is a lot of dust and the warehouse is not clean, which directly affects the safety of files.
Third, improve the measures for the safe custody of archives.
To solve the existing problems and do a good job in the safe custody of archives, we must do the following three things.
1. Strengthen the safe keeping of archives. The requirement of file secrecy should run through the work of file preservation. The first is to get the attention and support of the unit leaders. Doing a good job in archives preservation is inseparable from the investment of people, money and materials. Archives can't get the support of national and local finance like comprehensive archives, and all the funds for safe custody of archives come from the budget expenditure within the unit. Therefore, the premise and key of safe custody of archives is to get the attention and support of unit leaders. Only when the leaders' understanding of archives work is improved and the importance and urgency of archives safe keeping are realized, the people, money and materials needed for archives safe keeping are naturally guaranteed. Secondly, strengthen the environmental control of archives warehouse, create a good preservation environment and extend the natural life of archives. In accordance with the technical standards for protection formulated by the state and the specific requirements for safe storage of archives, we should always ensure that the temperature and humidity of the warehouse meet the national standards, ensure that the warehouse is clean and dust-free, use light sources that meet the requirements, and control the electromagnetic radiation of the special warehouse below the safety standards.
2. Ensure the security of file utilization. The promulgation and implementation of the Regulations on the Openness of Government Information has aroused the public's awareness and enthusiasm for consulting archival information. However, archival information is different from general information, and a considerable part of it contains sensitive contents in politics, economy, science and technology and military affairs. , may involve state secrets. Once these archives are leaked or illegally stolen, it will threaten national security and the consequences will be unimaginable. Therefore, it must be strictly identified, classified and controlled, and restricted and opened under the framework of laws and policies. Files that have not been approved or that do not meet the requirements after approval, especially those that are detrimental to national security and interests, national unity and citizens' rights and interests, shall not be made public. Documents that are temporarily uncertain whether they are suitable for disclosure should be suspended. In accordance with the principle of "scientific management, standardized procedures and strict examination and approval", standardize file access procedures and strictly manage file access. In accordance with the relevant regulations, the inspection sites should be monitored throughout the whole process, and the unauthorized copying, reprinting, damage or even theft of files should be discovered and stopped in time. When returning the files, the inspectors should carefully count them one by one to ensure that the files are intact.
3. Strengthen supervision and management. It is necessary to improve the regular inventory and inspection of archives. When the archivist changes, he should go through the handover procedures and check the files stored indoors for handover. Archives should regularly organize personnel to conduct a comprehensive inspection of the file storage status and make records. If problems are found, such as mildew and moth-eaten files, failure to perform the procedures of file handover and return, and long-term use of unreturned files, they should report to the leaders in time and take active and effective measures to protect the safety of files. It is necessary to check, supervise and guide the safe keeping of archives as an important work. The archives administration department should not only listen to the report carefully, but also go deep into the archives warehouse to check and verify one by one, and put forward solutions or suggestions in time when problems are found. It is necessary to regularly train certified archivists and strictly implement the system of certified archivists; From time to time, some advanced, research-oriented, cutting-edge continuing education training courses and seminars are held to constantly update the knowledge of archivists and improve the professional ability of archival safe keeping.
In a word, the safe custody of grassroots archives is a meticulous and arduous task. Archivists should strengthen their sense of responsibility, adjust measures to local conditions and take all feasible and effective measures to ensure the safe custody of archives. As Yang Dongquan, director of the National Archives Bureau, pointed out in his speech at the national conference on the construction of archives security system, "Archives security has always been the lifeline and bottom line of archives work, and it is the basic task and top priority of archives departments. Ensuring the safety of archives is the basic requirement of the party and the people for archivists, and it is also the basic duty and great responsibility of archivists. For archival departments and archivists, safety is always the first, safety is more important than Mount Tai, and safety is above everything else. Ensuring file security is a person's duty, obligation and ability. Failure to grasp the safety of archives is dereliction of duty, dereliction of duty and incompetence. Failure to grasp the safety of archives is incompetence, and you must take full responsibility and be dismissed. "