With the advancement of urban construction, the government departments and related municipal administrative departments are taking the lead in moving out. Archives relocation is related to the safety and continuity of the work units, is an important part of the overall relocation work. This article starts from the basic principle of archives preservation, discusses five points on archives protection and management in the relocation of archives room.

I. prominent "independent" warehouse location

Unique requirements. There are strict requirements for the architectural design and safety management of the archives warehouse. When building an office building, the archives management department should communicate with the project construction supervisor in advance to clarify the special requirements on the bearing capacity, seismic capacity, anti-theft and fire prevention, temperature and humidity control of the archives warehouse floor. According to the "eight defense" security requirements with file security equipment. Such as archives warehouse door should be class a fire door, firm, heat preservation, fire prevention. The arrangement of the archives installation should be perpendicular to the wall with Windows, and the passage between the archives installation should be corresponding to the external wall lighting window for ventilation and cooling. Air conditioners in archives are best installed on the equipment level to reduce the probability of non-archivists entering and leaving the warehouse, reduce the impact of temperature and humidity on the archives warehouse, and so on. Location independent. The archive room should be located independently, separate from the office area, or in the middle floor area of natural ventilation, in case the high temperature on the top floor, damp on the bottom floor and other adverse factors affect the safe storage of archives. Different categories of archives in the storeroom should also be properly planned and managed in different regions for document files, scientific and technological files, audio and video files and material files.

Two, before the move to highlight the "whole"

Make a thorough account check. Before relocation, a comprehensive inventory should be made of the files, identification and registration, destruction of the destruction, restoration of the restoration. Careful identification, error correction, replacement and inventory of the storage of non-standard files. The archives and data that have passed the preservation period or have lost their preservation value shall be recorded and destroyed at designated places in accordance with regulations and procedures. Timely repair or reproduction of files that have been damaged or faded. Document files, scientific and technological files, audio and video files and physical files and other types of files, carefully inventory, classification of the ledger, registration statistics, so that the archival records directory and archival entities one by one correspondence, really do know the family background, know, prepare for the relocation of files. The sealing case should be complete. In archives sealing, packing work, according to the thin and thick degree of archives files to determine the number of files in each box, can not be too full or space, too full easy to make archives caused by compression deformation damage, space is a waste of space, increase the cost. The starting and ending card shall be placed in each box of archives. If there is any shortage of rolls in the middle, the substitute roll card shall be placed. The reason for the shortage of rolls shall be indicated on the substitute roll card, and the tracking and verification situation shall be indicated. For audio and video files, the files of different materials should be classified and packed, so as to avoid damage caused by the interaction between different materials. Attention should be paid to the release of archives, temperature changes should not be too large, to avoid the film fracture. For important object files to use digital camera electronic, and the formation of digital photos by electronic archives. The material objects such as flags, plaques, trophies, etc. should be packed separately according to the carrier of the material, and protected with auxiliary materials, properly preserved, when necessary, they can be loaded into customized boxes and then into boxes, to prevent mutual wear and collision causing damage to the files. To do a good job of file carton numbering, numbering rules can be prepared in accordance with the "department - new room number - file data - public - serial number", serial number and file cabinet number to keep consistent, so as to count the files. The files packed in boxes should be stored centrally. To ensure file catalogue and material object correspondence one by one, facilitate search check, want to protect the code on archives ark, can use adhesive tape to stick firm or undertake secure consolidate. Can also be stored in the original archives of the warehouse video, so that the later period of archives for reference. The vacated file cabinet should be locked and sealed with adhesive tape, keeping the key and preventing the file cabinet from opening in the process of handling. In addition, the selection of auxiliary materials in the packing process is also very important, generally using shock absorbing materials, moisture-proof strips, isolation boards, various binding bands and printed labels. System data should be secure. For the transfer of electronic files such as file management system, business system, management software of all kinds of database system and other special software to ensure that electronic files can be read, it is necessary to fully communicate with system developers and check one by one to form a list of file system assets. In order to ensure the safety of the archival system data before and after the relocation, it is recommended to backup the data in the form of no less than two complete backups, one week and one day before the relocation. In addition, it is necessary to conduct system switching test. After data backup is completed, the system is shut down and the equipment is started. After confirming that it can be started normally, the equipment is shut down and then removed from the shelves. If the equipment cannot be started after shutdown, please contact relevant personnel to solve the problem at the first time.

Three, relocation organization prominent "fine"

Relocation plan to be careful. To ensure the safety and order of the whole relocation process, it is necessary to formulate a detailed work plan scientifically and systematically, and to plan and deploy the objectives, tasks, schedule, personnel security and work flow of the relocation work in advance. In order to prevent emergencies, emergency plans should be made to deal with emergencies actively. The law of archives work determines the dynamics of archives safety management, the complexity of safe operation and the frequent occurrence of accidents. Due to the wide scope and complex personnel involved in relocation work, it is necessary to strengthen analysis and judgment of possible problems in relocation work, formulate emergency plan for relocation work, and prevent them from happening in the first place. The contingency plan shall include the scope of application, implementation principles, starting standards, command system, command and coordination responsibilities and reporting system. To establish an emergency response mechanism, improve the emergency handling capacity, to ensure the rapid response and disposal of problems in the emergency, timely report, timely treatment, to avoid endangering the safety of archives. Was established at the same time to strengthen the leadership, the relocation work leading group, and in group under the overall coordination of relocation plan and emergency plan, carry out the problems that should be paid attention to in the process of moving, including file security and protection, encountered in the process of handling emergencies reporting and processing, etc., all want to carefully plan, implementation, ensuring the safety of archives relocation work orderly. Attention to details of the relocation process. In the process of archives relocation, safety is the first priority. In order to ensure that the relocation process of files without damage, omission, no loss, organization work must be fine and fine. It is necessary to strengthen the knowledge education of archives protection for the personnel involved in the relocation to minimize the threat of human factors to the security of archives. Must make the route choice and the key archives security protection, establishes the security guard, the transportation, the weather, the archives and so on departments to participate in the coordination linkage safeguard mechanism, formulates the archives transportation plan, to assume the archives transportation task the unit to put forward the strict request, and according to the stipulation line transportation. On the basis of raising the awareness of the importance of archives relocation work, we should obtain the support and cooperation of relevant departments. Such as the joint security department to assist archivists throughout the process of tracking the relocation of archives can play a positive role in the security of archives. Must pay attention to the relocation time control, such as the archives warehouse to ventilation and dry, remove building moisture can be moved. In the specific implementation of the relocation process, the journey time to and from the old and new archives room should be controlled within a safe range, such as the need for many times of handling, to reasonably formulate the handling times and the number of each handling, to prevent the occurrence of file security risks.

Iv. Highlight "specialty" in the handling process

Key files escorted by special personnel. In the transport link, the sealed file box must be escorted by a special person, not mixed with other office supplies, not mixed with inflammable and explosive and other dangerous goods, resolutely implement fire prevention and corrosion prevention measures, to ensure the integrity of the file handling process. Key files to ensure that the escort, do point - to - point handover. Handling process involving more personnel, the environment is more chaotic, to take anti-theft measures, to prevent miscellaneous personnel taking advantage of the security, endangering the safety of archives. Special guidance at important places. The archives management personnel should supervise and guide the whole process to participate in the relocation of archives. Guidance personnel should also be set up in the old and new archives rooms and important places during the transportation to ensure the safety of archives and accurate storage. Strictly guarding against leaks reflects professionalism. Before handling, the clearance of confidential documents should be timely clearance, registration, filing. To need to move confidential files, to counter custody. In the process of transport, the personnel concerned shall strictly abide by the state provisions on the confidentiality of archival work, and special personnel and vehicles escort.

Five, after the move to clean up prominent "qing"

Incoming inventory should be timely. Archives moved to the new warehouse, the first to all the archives inventory, inspection, disinfection, in order to shelves. If the files are missing, damaged or stained due to accidents, the archivists should take all kinds of effective measures to repair or duplicate them. For those who can not be reorganized files, to carry out rescue protection, such as copying the original for reference, input the computer to save and copy, maximize the preservation of the original file information. After dust removal, cleaning and drying, the material archive shall be stored in a special material archive cabinet. Warehouse management to clear. The new archives warehouse should establish scientific management system and strictly implement the "eight prevention" requirements of archives management. According to different categories of archives, various effective means such as physics, chemistry and biology are adopted to prevent and control harmful substances from harming the safety of archives and extend the life of archives to the maximum extent. For example, the archives are sterilized by microwave device before being put into storage, which can effectively prevent the occurrence of mildew, and the harmful microorganisms and pests can be prevented and controlled by using ray to kill insects. Other "rat, light, dust" and other work should also take corresponding measures to eliminate harmful substances and unsafe factors endanger the safety of archives. In addition, but also to strengthen the power supply, water source, doors and Windows and storehouse key management, and often maintain the air circulation in the storehouse, clean sanitation, ensure the safe management of archives. We should make full use of technical means to carry out daily operation and maintenance work, strengthen user behavior management and monitoring through network security software, and do a good job in the daily operation and maintenance of system and network security in accordance with the principle of network monitoring as the main and on-site monitoring as the auxiliary. Running system to clean up. After the relocation of the archives room, it is necessary to do a good job in the operation and management of the archives system, to ensure the success of the system migration and long-term stable operation. To the archives system database to clean up again, improve the database backup, further strengthen the database management, database version and users, stored procedures, timing tasks and other confirmation and cleaning work. To do a good job of data migration, the common data is mainly archival system related data (spreadsheet and document data and database), to restore its availability and integrity in the new system. To the firewall and anti-virus software cleaning and upgrading, and in accordance with the level of protection of the requirements of security reinforcement, set up security barriers to prevent computer virus invasion. In short, it is an important task for the relocation of Beijing sub-center to promote the safe and orderly relocation of archives and ensure the safe and complete transfer of archives. We must pay attention to relocation preparation, organization, storage and other important links, to the overall situation, pay attention to details, seek innovation, do a good job in archives room relocation, and take this as an opportunity to strengthen archives protection and management, promote the unit archives work to achieve a qualitative leap.

Keywords： Protection and management of archives in relocation