Eight Relationships Of Electronic Documents

One of the eight relationships: electronic documents and paper documents

Electronic documents are the digital products processed, transmitted and stored through computers. Compared with paper documents, electronic documents have the advantages of small storage volume, fast retrieval speed, fast long-distance transmission and multi-user sharing at the same time. With the popularization of computer and network information technology, more and more official documents are directly generated and transmitted on computers, and more and more electronic documents will be produced. However, compared with paper documents, electronic documents also have their own limitations which can not be overcome. For example, separation of information from carrier and direct reading must rely on software and hardware to identify and make use of. Electronic documents are easily modified, copied, and hardly left behind after modification. They are hard to recognize in terms of authenticity, integrity and credentials. Therefore, at present or even for a considerable period of time, it is impossible to replace paper documents with electronic documents, and electronic documents will coexist with paper documents.
　　
We should correctly understand the essential functions of official documents - convey information, understand the relationship between electronic documents and paper documents, break away from the habit psychology of public documents, and establish a new concept of digital documents. For electronic documents, appropriate management methods should be worked out according to their characteristics so as to complement the advantages of paper documents.

Two of the eight relationships: electronic seal and electronic authentication

For paper documents, seals are important signs for official documents to take effect. For electronic documents, whether seals need to be taken as effective signs is questionable. The electronic seal is generated by special software and needs more expensive color laser printers to print red chapters. On the one hand, because of the reasons of color and printing, the printed electronic seal and the seal used in paper documents are not exactly the same, so there will be two seals in the same issuing organ. If sending electronic documents and printing paper documents, two seals will appear in the same official document. On the other hand, the electronic seal is generated through technical means, so it is easy to be stolen or copied by people through technical means.
　　
In fact, the key to the problem lies in how to authenticate the authenticity and validity of the electronic document, that is, how the receiving organ confirms whether the electronic document received is the real issuing organ. If the electronic identity authentication is done well, the function of the electronic seal is to satisfy people's customary psychological requirements for red chapters and red headed documents. Electronic documents do not necessarily have to be deliberately made of red electronic seals, but should have electronic certification marks.

Three of the eight relationships: Internet media and traditional media

Network media is known as the fourth media after the three major traditional media: newspapers, radio and television. Compared with traditional media, network media has the advantages of convenient retrieval, high timeliness, wide dissemination of information and accurate statistics of audiences. On the one hand, we should give full play to the characteristics of the Internet media and enrich the information forms of electronic documents. For example, we can try "multimedia documents". In electronic documents, we not only use characters, but also adopt voice, image, animation and other forms, which will greatly improve the effectiveness of official documents. On the other hand, we should use the network media to issue official document information, or even publish the official documents of the network media as the standard texts. For example, on the government website, we need to set up a special management electronic document publishing center. Once the official documents are released, it can not be changed or deleted as a formal text. At this stage, it is possible to try to implement it on an internal network, and say goodbye to the traditional work method of "copy, circulate, copy", and gradually realize paperless office.

Four of the eight relationships: electronic documents and electronic archives

Electronic documents with the value of archival preservation must be filed and protected. Electronic files will be formed after archiving. The filing management of electronic documents should not be one size fits all. The first step is to double archive paper documents and electronic documents. The method is to backup the electronic documents with the carrier that can be saved offline, and make duplex backup between paper and disk (CD or tape), archive and manage them separately, but keep in touch with each other. In this way, the contents of electronic documents can be fixed by using paper documents to solve the problem that electronic documents are easy to be modified, to ensure their legal effectiveness, and to record and index electronic document classifications, and to retain the advantages of electronic documents in retrieval and storage, so that they can efficiently and conveniently utilize electronic documents and protect electronic documents. The second step is to gradually realize the integration of documents. This method is to advance the management of archives into the operation and management of electronic documents in advance, establish the life cycle table of electronic documents in the process of the formation and processing of electronic documents, and integrate the electronic documents and electronic records management, which is beneficial to the whole process management of the storage and utilization of electronic documents, such as the formation, collection, accumulation, identification, archiving and archiving of electronic documents, so as to ensure the authenticity, integrity and validity of electronic documents.

Five of the eight relationships: paperless and document integration
　　
Official paperless remote transmission (electronic document transmission) is actually sending and receiving encrypted e-mail safely on a dedicated communication platform. Electronic document transmission can achieve a "dot" to "multi point" transceiver function, simplifies complicated work procedures and procedures, and promotes effective and quick transmission of government decrees. This is not only a change in the traditional way of publishing, but also brings about changes in the way of office work.

At present, electronic document transmission management usually requires receiving units to receive electronic documents, print them into paper documents through color printers, and then enter the process of writing documents. In fact, the transmission of electronic documents should directly enter the electronic document operation management system of the organization, realize the conversion of official document elements, and at the same time realize the integration of documents. After the completion of the electronic documents, the basic information of the official documents will be directly transferred to the archives management system, thus greatly reducing manual operation and duplication of labor and avoiding human errors.

Electronic document processing must truly achieve the goal of improving office efficiency and reducing office cost. We must realize the electronic and paperless processing of official documents on the computer network, and realize interconnection between the upper (central, state organs), the lower (cities, counties and districts) and the left and right sides (Party committees, governments, people's congresses, CPPCC departments and directly affiliated units). To realize the paperless process of official document processing, we must recognize the legal effect of electronic document transmission, electronic approval, trace modification, and electronic signature. At present, before solving the legal effect of electronic document, the more feasible way is to print out the draft and final document in the process of electronic document operation, and turn it into paper document, which will be signed for the author, the author and the issuer, so as to solve its legal effect temporarily.

Six of the eight relationships: normalization and individuation of official documents processing

Official document processing includes the process of entering, processing, forming, transferring, storing and filing official documents. The electronic document processing system can help office personnel grasp the relevant information of the official documents in time, and provide functions such as inquiry, statistics, printing, pressing, leading, marking, filing and so on, so as to improve the efficiency and quality of office work. In the process of transformation from manual to electronic mode, the process needs to be changed, and the change of organization and management mode will also affect the official document flow. In the design of official document software, more attention should be paid to the reengineering and integration of software development and business process, and information technology should be used to standardize document processing. In order to prevent the long handling of official documents, the paper documents should be cancelled and processed by computers instead of computerized documents. While strengthening the examination and control of official documents, we should simplify the process of streamlining the documents as much as possible, streamline the operation links and improve the efficiency of official documents.

Seven of the eight relationships: automation and standardization of document processing
　　
The automation and intelligence of electronic document processing can not be separated from the standardization of document processing, such as official document format standard, electronic document processing standard, electronic document interchange format standard, and electronic document processing system software design technology standard. According to the standard of official document format of the State Administration, the format of all kinds of administrative organs can be automatically generated in the electronic document processing system, which can automatically generate the location, font and font size of the document format elements, automatically index the key words, and automatically arrange the main sending and copying units in the order of standardization.

According to the standard of official document processing, in the electronic document processing system, we can set up time limit for handling official documents, prompting, prompting, prompting, warning and so on. In the text, we can read relevant information and documents, assist in writing official documents, and realize automatic proofreading and automatic compiling of official documents.

Eight of the eight relationships: sharing of official documents and security
　
Sharing and secrecy have always been a contradiction. To solve this problem, we must strengthen the work of security and confidentiality. Electronic documents can satisfy the requirement of multi-user sharing at the same time, but the sharing of documents is not limited, but can only be used by authorized personnel. In the electronic document processing system, we should establish a safe and reliable encryption mechanism and hierarchical permissions control, and track and register all the working hours, objects and operation processes, draft and modify contents of all the people who are logged in. In addition, regardless of any official document data, the system must ensure its safety in order to prevent data loss due to accidental and artificial damage to the hardware. In order to ensure data security, data backup is also very important.