[Abstract]
The fundamental purpose of archival work is to develop archival information resources and serve economic construction.
Archives utilization is the direct way to achieve this goal. Therefore, the utilization of archives is the central link of archival business and occupies an extremely important position in the whole archival work.
[Keywords:]
Archives; Provide use; Requirements; path
The provision and utilization of archives is the work of archives (rooms) to provide archives for users to use and serve various socialist undertakings through certain ways and methods, also known as archives utilization.
Its content basically includes two parts: first, prepare the file retrieval tool, introduce and report the contents and composition of the files stored in the archives (rooms), and make preparations for providing and using them.
Second, providing archives services to all social work through various ways and means is the core of archives utilization at present.
First, the requirements of archives utilization work
1. Have correct service concept and good service attitude.
Service is one of the basic attributes of archival work and the fundamental reason for its survival and development.
Therefore, archivists should establish the service concept and change the passive situation of archival service.
Change the passive service of your door-to-door service into the active service of actively seeking information, and strive to improve the service level at the same time; Correct service attitude, enthusiasm, initiative and responsibility, familiar with their clients, based on their own service market, in-depth understanding of user needs, timely, accurate and effective to provide users with valuable file information.
2, fully study and understand the social needs, familiar with the library (room) files.
(1) Requirements for office staff of functional institutions
Adapt to its business tasks.
They often need to use documents with business guidance, and their use needs are often specific to a specific document.
Because the specific work is very complicated, the needs of such users are often obviously random and have strict requirements on the utilization time.
(2) The demand for the staff of the Central Secretariat.
It is very systematic and comprehensive.
Because such users want to help leaders make plans, make decisions, organize production and coordinate work, they must master a large number of systematic retrospective archives information.
(3) Leadership guides demand.
Showing the following two outstanding characteristics:
① Their demand for the utilization of archival information has the characteristics of concentration.
For example, when reporting to the superior, you need to check the basic figures of the past years and the information materials to deal with some important problems.
This demand can't be met directly with the original files, but needs the archivist or secretary to process and refine the file information;
(2) The leader's demand for documents is indirect.
Influenced by the limitation of working hours and the scattered information about archives, most leaders often can't go to archives in person, but indirectly realize their needs through secretarial staff.
Therefore, archives staff should actively understand and master the demand dynamics of relevant leaders, and provide timely, accurate and systematic archives information services for such users in combination with their work or production plans and tasks.
(4) The demand of grass-roots managers for archival information.
Grass-roots managers are mainly engaged in business management and transactional work.
Its utilization features are as follows:
(1) needs specific, detailed and practical information, which can help the specific work.
Archivists should compile detailed retrieval tools to facilitate the inquiry.
(2) The related information of the object to be managed has a relatively fixed scope, such as accounting files used by accountants and sales files used by salespeople.
③ The internal information of enterprises is mainly used frequently, and archivists should pay attention to its utilization law and carry out their work in a targeted manner.
(5) the demand for scientific research personnel files
① Willing to use original materials; (2) The recall rate is relatively high; ③ Time is relatively loose.
(6) Engineering and technical personnel file requirements
From the nature of archival information, it requires archives to have strong pertinence and specific content, such as finding a specific chart, data and report. From the information content of archives, it pays more attention to patent documents and standardized materials, and requires the latest information of similar topics, similar projects or the same industry; In the use of time, it is required to be quick and timely.
Familiarity with the collection is the basic skill of archivists, and it is also the premise of developing good service.
Being familiar with the collection means being familiar with the contents, composition, quantity and warehouse location of the files kept by the archives (rooms); Familiar with the formation and arrangement of all the files and the organic connection between all the files and groups; Be familiar with the use value of each case file.
In particular, those key cases and precious files should be "like a few treasures".
3. Correctly handle the relationship between basic work and utilization work.
The collection, arrangement, identification, storage, statistics and retrieval of archives are the basis of the whole archives work, and the utilization work is the link to provide archives services for the society on this basis.
Basic work provides material guarantee for the use of work and creates working conditions.
Without grassroots work, it is impossible to carry out utilization work.
The utilization work directly reflects the purpose and direction of archival work.
It embodies the achievements of basic work and also puts forward requirements for basic work. Without the use of work, the basic work will lose its meaning of existence and work objectives.
Therefore, we must properly handle the relationship between them. We should not only pay attention to basic work, but also pay attention to the application of information technology. We can neither attach importance to its use nor reuse it easily.
4. Correctly handle the relationship between utilization and confidentiality.
Fundamentally speaking, the provision, utilization and confidentiality of archives are to give full play to the positive role of archives in society and society.
The purpose of secrecy is also to make better use of archival information resources.
Secrecy only restricts the use of archives to a certain extent, and with the development of society and the change of environmental conditions, the level, scope and object of archives secrecy are constantly changing; In order to properly handle the relationship between the two, we should first clear up our thinking and eliminate the long-standing popular "Left" erroneous idea of "taking advantage of people's danger and keeping insurance confidential"; On the contrary, the ideological tendency of "no secrets to protect" after the opening of archives is also very harmful.
Secondly, it is necessary to study and review the contents of archives in time, carry out the work of file decryption and secret reduction according to law, reduce the cumbersome procedures of utilization and audit, and facilitate the normal utilization of archives users.
When archives can be used and when they need to be kept secret and controlled, they must obey the fundamental interests of the party, the state and the people. Under this premise, the two should be organically unified.
Second, the way of providing and using archives
1. By providing original files, we can meet the needs of file users and open a reading room for file users to consult the original files they need. However, relatively precious original files and easily damaged historical files should not be directly provided to relevant file users in this way.
Archives are generally not lent to the library.
However, in some special circumstances, in order to take care of the convenience of party and government leaders or when it is necessary to use the original to testify, it can also be lent temporarily.
The borrowing and utilization of archives should have a strict system and go through certain examination and approval procedures. The lending period should not be too long, and the quantity should be controlled if necessary.
Borrowing files should be carefully counted, and borrowing units should be responsible for the confidentiality and safety of files to ensure timely return.
When the file is recovered, it should be carefully counted and checked, and recorded and signed.
2. File replication service.
File copy production and distribution service refers to a service mode that archives provide file copies by copying and extracting based on the original files or existing file copies according to the reasonable needs of file users.
When making copies of files, we should strictly control the copying of precious and vulnerable files; Copying should go through certain examination and approval procedures, and after copying, it should be carefully proofread against the original; If necessary, it should also indicate the source of the copy of the file and affix the seal of the archives.
In addition, the archives should clearly define the scope and approval authority of making and distributing copies.
3. By providing archival information processing products, the utilization needs of archival users can be met.
Compilation of memorabilia, organizational evolution, collection of basic figures, conference introduction, special summary, yearbook, atlas, introduction of scientific and technological achievements, issuance of archives certificates, and compilation of various archives and history books.
4. Archives exhibition and display
Archives exhibition service refers to a specific service mode in which the archives collection department systematically reveals and introduces the contents and components of archives in the archives collection by displaying the originals or copies of archives according to a certain theme.
5. Provide file certification service.
File certification refers to the written certification materials extracted and compiled by the archives according to the inquiries and applications of relevant file users to check the records of some facts in the archives.
Making and issuing archives certificates is one of the ways for archives collection departments to provide archives utilization services.
In order to solve, deal with or study some problems in practical work, some units and citizens often need the archives to provide them with relevant archival information, so as to verify and verify the original records of relevant matters in the archives.
In this case, the archives (offices) can provide them with certification services for issuing and distributing files according to their legal applications or inquiries.
6, file directory information service
Archives catalogue is an important bridge between archives users and archives (rooms)
Only with the help of certain file directory information can file users successfully realize their utilization needs.
Due to the particularity of archival information, many collections must adopt certain service methods in archives (rooms) to eliminate the demand obstacles of archival users and promote the generation and realization of their utilization needs.
Practice shows that printing, publishing and exchanging archives catalogue is an effective service way to solve problems and improve the utilization rate of archives in collection.
In archival work, archivists can publish archival information materials such as archives catalogue, index and guide in a planned way on the basis of understanding the characteristics and development trend of social utilization demand, which can effectively help archival users to understand the status of archival information resources in the collection and guide archival users to find archives smoothly.
References:
[1] sheets. The second revolution of archives utilization [J]. Bulletin of Archives Science, 2005,01.