0 Preface
The efficiency of traditional personnel file data collection and management is generally low, and personnel file data retrieval is not convenient, so it is difficult to effectively serve the practical work of personnel management. If we keep this status quo, it will inevitably lead to the gradual marginalization of personnel file management, and it is more difficult to attract attention from all aspects. Based on this, we must comply with the development trend of the information age, strengthen the information construction of personnel file management, reasonably innovate the management concept and mode, and promote the efficient development of personnel management.
1. Practical significance of informatization construction of personnel archives management
1.1 It is conducive to improving the effectiveness of personnel files and highlighting the value of personnel files
First, in personnel file management, the use of information technology can optimize service methods, improve the efficiency of personnel file access, effectively protect the original files, change passive services, and provide active services; Second, the unit follows the pace of development of the times, strictly implements the requirements of personnel files, and carries out work on this basis. In order to improve the information development of personnel files, improve all aspects of the system, and provide security for personnel files; Third, optimize and improve the personnel file management mechanism of the unit. When managing and using personnel file resources, try to use scientific, information-based and standardized methods to provide services for the personnel management of the unit. Through the online mode, the personnel department of the company can know the personnel file information in time, so as to provide personnel decisions as soon as possible.
1.2 It is conducive to reducing the cost of personnel file management and ensuring the sustainable development of the work
First, personnel files are processed through the information mode, and personnel files are stored in hard disks, cloud storage terminals or other digital terminals to improve space utilization and reduce management and utilization links, so as to achieve the goal of online one-stop management, achieve the goal of online one-stop service, and reduce management costs; Second, there is a large amount of information related to personnel in the personnel files of the unit, which is of high social value. In the management of archives, information technology can be used to extend the preservation time, prevent its destruction, and provide guarantee for the follow-up work; Third, in the future, the amount of personnel file information will be more and more, and the pressure of personnel file managers will increase, as will the workload. In addition, the traditional paper management mode will inevitably affect the work efficiency. According to the current era background, it is necessary to introduce information technology in this field.
1.2.1 Information construction content of personnel files
(1) Digitization of paper, film and other personnel files
For information on carriers such as personnel files, the process of converting analog data into binary code that can be read and written by computer or represented by 0 and 1 is digitalization. Through digital processing, the digital information of personnel files is stored in the storage medium or transmitted through the network. After digitization, it can also be further systematized, organized into a digital information database of personnel files with an orderly structure, and play a role in computer aided management. The digitalization of personnel files has many contents, mainly including two parts, one of which is the file retrieval tool, the other is the full text of the files. In some cases, it is also possible to digitize the physical archives of cadres and workers or digitize some of their contents on the basis of the current "cadre archives digitization software";
(2) Digitalization of digital archives
After hand digitization of personnel files, they can be converted into images with higher definition or other multimedia data, so that they can be stored on digital information carriers, such as disk, solid state disk and magnetic tape, and become digital file files. Whether it is to process, count and analyze the information in personnel files, if computers are to be used, first of all, the digitized digital file information, mainly based on images, should be transformed into content data, which is called personnel file datalization. After digitization, for the generated digitized personnel files, computers can be used for statistical analysis of data, so as to achieve knowledge services, realize knowledge sharing, and promote the informatization development of personnel files;
(3) Establish personnel file database
After the content is digitized, it is also necessary to extract and integrate multi-source heterogeneous multi-source data, define structured data, and determine unstructured data. Next, it is necessary to clean all the data, and finally establish and improve the personnel file database based on the selected database;
(4) Establish the personnel file data directory
The establishment of the root directory refers to the restoration of the original personnel file retrieval tools by referring to the description rules and cataloging rules of the personnel file, and at the same time referring to the Chinese Document Cataloging Rules formulated by our country. The principle of convenient retrieval and query is followed to finally obtain a detailed, simplified and complete personnel file data-driven directory.
2. Common deficiencies in informatization construction of personnel file management
2.1 The digitization process of personnel files is slow
In China, the application of information technology to personnel file management started late, which makes the development process of personnel file informatization in many units relatively backward, and the application of information technology software is also relatively backward. On the one hand, the lack of available digital and information software and hardware has led to difficulties in the transformation of personnel file management from traditional mode to modern information mode. Some units are not equipped with software and hardware facilities and equipment for information management of personnel files, which makes it difficult to quickly and effectively convert traditional paper personnel files into digital electronic files; On the other hand, there is a serious shortage of talents in personnel file information management. In recent years, the number of personnel files has been increasing with the development of the unit, so how to deal with these increasing files efficiently is also an important issue that modern personnel file managers need to think about and study;
2.2 Inadequate personnel file information construction system
At this stage, some units have not established sound and reasonable norms and systems for the informatization management of personnel files, and there are many problems in the implementation of specific work, such as unclear work process, unreasonable work content and responsibility arrangement, which lead to the inability to move forward the informatization construction of personnel file management rapidly and efficiently. From the perspective of specific analysis, first of all, because the top-level design is not perfect and the specific planning and ideas for information management are not clear, the management personnel did not establish a correct and scientific thinking and understanding in order to carry out information file management. For example, in which format should personnel files in different forms such as pictures, audio and video be saved; How to carry out effective division of duties in the informatization construction of personnel archives management; What standards should be achieved in the informatization construction of personnel archives management has not been fully reflected in the system specifications; Secondly, there are loopholes in the security of personnel file management, which makes the security risk of file management rise, and is not conducive to the promotion of information management. At the current stage, the unit pays more attention to the utilization of personnel file resources, but neglects the safety management, so the file safety management can not be guaranteed. Security technology means and archive management measures are lack of scientificity, and encryption management measures have not been implemented for personnel archive information database. At the same time, digital watermarking and key technologies have not been used to do encryption management well. Personnel files were not backed up in a timely manner, resulting in some files could not be recovered due to the impact of illegal encryption;
2.3 The filing of digital personnel files is not scientific
The value of personnel files is very important. The comprehensive, systematic, complete and accurate personnel files will have a direct impact on their use. However, at present, the organization of the collection, sorting and archiving of personnel files in some units is not scientific, which is not conducive to the improvement of the efficiency and quality of personnel file information construction. On the one hand, the personnel management system is not directly associated with the personnel file information management system, and the data cannot be exchanged in real time. Many personnel information cannot be synchronized, which makes the update of personnel file information data sluggish. Moreover, there are certain barriers between systems, which leads to the failure of personnel archive administrators to timely supplement and upload relevant data; On the other hand, the personnel department did not connect with the personnel archives information management department in time for the newly received various archives information, which affected the digital conversion of archives and the system entry, which was not conducive to the effective construction of personnel archives management information;
2.4 Backward archive management means and insufficient informatization development
According to the current situation of personnel file administrators, their personnel file management skills are not professional enough, their professional knowledge is also relatively lacking, and they have not participated in professional training, which causes their work effect in the practice process to be unsatisfactory. In some units, there is still a lack of advanced personnel file management equipment. In terms of personnel file management, there is also no clear safeguard measures, such as fire prevention and moisture-proof. Their personnel file management level is too poor. Not only that, in the development of personnel file information, the unit is not active enough. Most management workers lack initiative awareness. They will only query when necessary, and the information involved is very simple, such as personal resume. Personnel files are not used for talent selection and mining.
3. Innovative path of informatization construction of personnel archives management
3.1 Deeply promote the construction of personnel digitalization to achieve the goal of high efficiency
At present, with the rapid development of social economy and the continuous improvement of information technology, the informatization construction of personnel archives management is the general trend. Therefore, the unit should actively strengthen the digital construction of personnel file management to lay a good foundation for future file management and file utilization. First of all, we should pay attention to strengthening the investment and configuration of relevant software equipment and facilities, and constantly improve the environmental conditions for personnel file information management. Purchase corresponding software and hardware facilities and equipment in combination with its own development reality and the workload and difficulty of personnel archives management, fully promote the efficient conversion of paper personnel archives into digital electronic archives, and provide favorable conditions for the improvement of personnel archives information database; Secondly, by employing professional part-time talents, we can promote the efficient development of the digital transformation of personnel file information. We can also establish a cooperative relationship with professional institutions, sign confidentiality agreements, and promote the efficiency and quality of the digital processing of personnel file management by virtue of multiple modes such as service outsourcing;
3.2 Improve the personnel file management system to achieve the goal of standardization
To effectively carry out and implement the informatization construction of personnel file management, it is necessary to grasp the key points, refine the work content, process and responsibilities, and prevent blindness and confusion. We should strengthen the optimization and improvement of top-level design and strengthen the construction of supporting systems. According to the requirements of laws and regulations on file management and the actual development of the unit, a sound personnel file management system should be established. In the process of system construction, we should pay attention to the key points. On the one hand, we should actively promote the standardization and standardized development of personnel archives management, and unify the format of information preservation for different forms of archives. It is also necessary to strengthen the division of rights and responsibilities between personnel archives management departments and other departments of the unit, cooperate with each other, and establish a harmonious and orderly archives management mechanism. Specific standards must be unified for archive filing and archiving to prevent duplication of labor due to different standards in the later period. Deeply strengthen the security guarantee construction of archive information management, set up security management system, and scientifically respond to potential security risks in the network. With the help of digital keys, watermarks and other security technologies, we can strengthen the security management of personnel file data information, timely backup the data, do a good job of prevention and control after the event, and ensure that the files are safe;
3.3 Innovate the concept of information archives management
It is necessary to innovate the concept of information file management, lay an important conceptual foundation for the innovative development of personnel file management in the information age, and guide personnel file management towards digitalization, modernization and quality. In the process of personnel file management, relevant managers should take the scientific concept of development as the guiding ideology and attach great importance to the information management of personnel files; At the same time, the archives management personnel should establish the sense of innovation, dare to work hard and research and development, keep pace with the times, improve the effectiveness of management, so as to solve many problems in personnel archives management as much as possible;
3.4 Implement dynamic archives management mechanism
Although the informatization management of personnel files has related requirements, it is not limited to a fixed model. In principle, it requires that the file management should comprehensively reflect various comprehensive situations and dynamic changes within the organization. Therefore, it is necessary to build a dynamic information mechanism for archive management. The information platform shall be used to update and share personnel files synchronously, so as to ensure that personnel file information truly reflects various data required by the organization. For enterprises, the management of personnel files should organize their original materials in detail, build exclusive files, increase attention to personnel file management, and promote the continuous updating of file materials by means of informatization;
3.5 Strictly file to achieve the goal of refinement
In order to effectively maintain the mechanism of personnel archives and strengthen the management efficiency, we must pay attention to the filing and archiving of personnel archives. Collect and sort out scattered and disordered personnel information in a timely manner, and improve the specific content of personnel files. Correlate the relevant data of the personnel management system and personnel file system by means of modern information technology, promote the generation, synchronization and input of data information to achieve one-stop energy saving, and effectively improve the efficiency and effect of personnel file information sorting and archiving; At the same time, we should also pay attention to improving the work consciousness of the management personnel in the filing of personnel files, so as to ensure that the files can be timely and effectively entered into the information database, and promote the personnel files to be more comprehensive, systematic, complete and accurate. Therefore, the requirements and standards for specific work links must be detailed and clear, with clear division of power and responsibility, to prevent buck passing and other problems. In the process of daily work, we should actively implement the construction of digital content of personnel archives. We should not only guarantee the construction, but also pay attention to strengthening the effective use of archives. We should fully ensure that the complete process of filing, archiving and utilization of personnel archives can be timely, effective, accurate, complete, standardized and orderly;
3.6 Improve the level of information archive management system
In the process of personnel file management, the main carrier is the information file management system. The main advantages of the information archives management system include two aspects: first, helping people reduce the time cost of obtaining information; Secondly, information will not be confused, but can be integrated and improved at any time. To play the role of the system, first of all, basic hardware equipment should be prepared, and at the same time, perfect software facilities should be provided, so as to improve the convenience of system operation; In addition, in order to further improve the level of the information file management system, it is also necessary to reasonably classify personnel files, timely input information data, and lay a good foundation for the storage, retrieval, reference, analysis, etc. of the required information;
3.7 Build a high-quality personnel file management team
In today's era, human resource management is developing rapidly towards modernization. It is a general trend to improve the quality of personnel file management. To effectively ensure the improvement of personnel file management quality, it is necessary to rely on the continuous enhancement of the comprehensive quality of file management personnel. After all, the informatization of archive management depends on the good comprehensive quality of archive management personnel;
3.8 Strengthening the personnel file management under the network security informatization of the personnel file management informatization system will inevitably involve network security issues, which requires strengthening the work of network security while building the personnel file informatization. First, strengthen network security monitoring, install intrusion detection systems on shared network devices, and conduct statistical analysis of data interaction at any time. Once security risks are found, immediately send an alarm and start emergency measures; Secondly, it is necessary to classify the security levels of different information types, set access restrictions, and realize identity confirmation through one-to-one account and password to prevent the disclosure of personnel files; Finally, set up access restrictions for software systems, and control access behavior through firewalls. Use the above methods to strengthen the network security of the personnel file management information system.
The development trend of personnel file management is to realize the digitalization of personnel file management information. This is a time-consuming, systematic and highly complex work, which requires the active participation of the staff of the file management department and the active cooperation of all the staff of each department. We should attach great importance to the problems that arise in the process of informatization construction of the archives management department, take timely targeted measures to promote the construction of personnel archives informatization and adapt to the rapid development of modern social economy.
4 Conclusion
Under the background of the new era, the main direction of the development of personnel file management at this stage is to give full play to the advantages of information technology, promote the efficient development of personnel file management, and innovate the path of personnel file management. Personnel archives management personnel must correctly understand the importance of informatization construction of personnel archives management from the ideological level, play the important role of informatization and digital technology, promote personnel archives management to better serve personnel management, deeply promote the scientific construction and improvement of information management system of personnel archives, strengthen the construction of digital management of personnel archives, and improve the mechanism and system of personnel archives management, Strengthen the standardization of filing and archiving, and ensure the overall improvement of the efficiency and effect of personnel file management.