With the increase of the information content of archives, higher requirements are put forward for the storage capacity of archives in many units at present. But the archives warehouse relocation is not a simple storage location, space conversion changes, but related to the archives in charge of collection, preservation, registration and ultimately all archives back to the complex, systematic continuity of the project. This paper will talk about the problems faced by the archives warehouse relocation and the corresponding countermeasures.

As a kind of historical record, archives record the most valuable moments in the basic structure of a country, every level of society and even personal experience. The collection of archives, scientific classification and sorting is an important link in the archival preservation work. With the increase of the archival information capacity, the old archives warehouse can no longer meet the demand, so the pressure of the new warehouse is urgently needed. And the most need to consider in the process of moving the archives warehouse is the archives text and information security guarantee problem, the warehouse is the storage of archives file information, is the most basic entity basis for keeping information, so the security of the warehouse location is also directly related to the security of archives text and information. The correct choice of moving location is beneficial to eliminate the hidden danger of safety and realize the successful completion of the moving of archives warehouse from the fundamental point of view. Apart from safety issues, there are still many problems to be solved in the process of relocation.

1. Problems facing the relocation of archives warehouse at the present stage

1.1 specific sequence and time arrangement for the relocation of archival entities

1. Consideration of specific sequence of relocation

The classification of different archival entities in the old archives is extensive, and the size and storage time are different, so the difficulty of handling is different. Therefore, the order of relocation should be carefully considered according to the specific situation of the facts.

2. Relocation schedule

Consideration should be given to transportation after all archival entities have been packaged and accepted, to grasp the right time and prevent the omission or missing of important documents.

1.2 consider the main needs of moving archival entities

That is, the specific planning of human, material and financial resources needed by the archives moving entity, such as the archives moving tool, how many related department staff are required to participate in the archives packaging in the process of transportation; Transportation vehicles, what kind of vehicle is more reasonable to use, at the same time, the corresponding number of thermohygrometers, fire extinguishers, etc., can transport the archive entity intact and undamaged to the new archive room.

1.3 specific classification and arrangement of various files

Need to move the file type is numerous, the new warehouse need to consider in advance planning archives of the entity type is put in different warehouse, have a clear purpose, according to the investigation of preserved value, file specific forms, such as sending and receiving documents, conference documents, diagrams, pictures, video, etc., in a formal move need to immediately after finishing save, put in the subordinate position, convenient for storage and for use in the future.

1.4 archival entity and information security

Ensure archives warehouse planning and design is reasonable, strengthen transportation process and move to a new warehouse file security measures to maintain, maintain complete archives of an entity type and quality, considering the company secrets and state secrets and maintenance, to prevent leakage in the process of moving new warehouse information for use, damage the interests of individuals, businesses and even national.

Basic countermeasures for the relocation of archives warehouse

2.1 specific time arrangement for the relocation of archival entities

Batch transfer can be arranged according to the time sequence of the original warehouse archive entities and information, such as the first batch transfer of meeting materials, photos, videos near the end of the year and the estimated relocation time; Secondly, all kinds of catalogs and archives, such as precious documents and materials with a long time to date, will be transferred. Due to the great difficulty, it can be considered to slow down the speed and extend the relocation time.

2.2 requirements arrangement for moving archive entities

1. Archive entity relocation tool

Before the relocation, prepare a certain number of metal cabinets or plastic storage boxes loaded with archives and the equipment needed for the packaging of archives entities. Arrange and place the archives neatly before transportation to avoid damage to the archives.

2. Configuration of transportation personnel and vehicles

Staff of relevant departments are equipped to assist the loading of files, such as porters and relevant security staff. A number of large vans are selected for transportation to ensure that the archives are kept in a safe and closed space, avoid paper books, documents, photos and other water sources, prevent rain and theft, and the overall safety is relatively high.

3. Keep files during transportation

In the process of van transportation, desiccant, temperature and humidity meter (test the environment of the file at any time so as to maintain the file entity in the first time) and fire extinguisher and vacuum cleaner needed in emergency should be equipped to ensure the integrity of the file.

2.3 confidentiality of files during relocation

1. Pay attention to the inspection and acceptance of the moved archival entities

Complete all the planning work before moving the archives, including counting the quantity of the archive entity information, numbering it, packaging, etc., indicate the serial number of the archives outside the corresponding archives packing, open the boxes for acceptance and unified storage when officially arriving at the new warehouse, to prevent the problem of wrong packing.

2. Strictly check the staff involved in file relocation

To participate in the archives of the relocation of staff strictly check, ensure that staff in strict accordance with instructions to complete the task, improve vigilance, in order to prevent the loss of important documents, at the same time is strictly forbidden to be near the need to move the archives, fish in troubled waters into the archives of the relocation team; The whole process of relocation needs to be monitored in real time, and the corresponding number of security personnel and main persons in charge should be configured in the process of transportation. After the completion of all relocation tasks, the chief person in charge shall report the main situation and problems encountered in the relocation to the superior in a timely manner, and the superior leader shall summarize and archive all the work.

2.4 new warehouse planning and file safety maintenance

1. Standard design of new warehouse

<1> location of new warehouse

According to the relevant construction standards prescribed by the state planning new warehouse, first of all for the new warehouse location, to adjust measures to local conditions, choose the less safe hidden trouble, strict public security area, away from the nearby river, low-lying, poor drainage area, should be far away from the parking lot, gas station etc is easy to cause a fire area to maintain maximum information security.

<2> improve the construction of new warehouse archives security facilities

Ensure the quality of archives equipment, mainly fire prevention and waterproof, ensure the appropriate temperature and moderation in the warehouse, improve the basic performance of the warehouse heat preservation and insulation, select special materials according to the actual situation, to prevent damage to paper archives; The warehouse should be reasonable distribution, distribution lines need to have a metal duct protection, air conditioning and other lines and water pipe separation, to prevent leakage caused by greater losses; Equipped with the corresponding fire and anti-theft alarm system and fire extinguisher, to prevent emergencies, file security maintenance.

<3> improve the safety management system of the new warehouse, regularly check the storage of documents in the warehouse, fire prevention and theft alarm system whether there is damage; Strict in and out of the warehouse system, the staff to strengthen the archives security awareness, strictly in accordance with the provisions of the completion of work, is not allowed to pile up in the warehouse, the staff to carry random people into the warehouse, to avoid the theft of archives and leakage of information.

2. Basic arrangement and design of new warehouse files

File entity move smoothly in order to make the old warehouse, need to design new fundamental arrangement of archives warehouse in advance, convenient in the future of archives preservation and search, such as audio and video, video, audio classification for audio and video files, documents, articles, conference information classified as documents arrangement is the main standard of the s, throughout history, from far and near, from internal to external word alignment, with clear structure.

3. Keep confidential the confidential documents of the new warehouse

All files after the relocation, the relevant corporate secrets, national secrets of important files according to the file security standards formulated by the state of the hard and fast rules for information for the corresponding maintenance, for important picture file, audio video file, it contains important information of film preservation, according to the special treatment method for are not allowed to borrow. For the electronic file information should be more careful processing, the establishment of the overall network security protection system, encryption of documents, prohibit unauthorized personnel to browse the electronic information in the warehouse, do not give criminals any opportunity.

4.conclusion

Archives warehouse relocation is for archival entity provides a new and safe environment, but also obviously improve the archives of the entity safekeeping conditions, conducive to extend the archives preservation time, maintain the security and the basic information of the file, so the file the relocation process is very important, solve the related problem is the key factor to protect archives for preservation, we should pay attention to and concern archives of relocation, alleviate the pressure of the old warehouse, improve the utilization rate of the value of archives to the entity and to maximize the service for people, to achieve the biggest role archives warehouse relocation.