How to carry out the archival management of ued Department resources

Article Description: ued Department of Resources and archival management.

Objective

The current situation of UED Department resources Management

Our IT industry has a lot of resources to manage the way, the most important and most common is through the folder, the rights control of the shared letter to manage file resources. But as time goes on, we'll find more and more files and more difficult to maintain.

The SVN,VSS,CVS version control tools used by the development department are a good resource management tool that was later introduced into the UED department. However, these tools are intended for source version control, and in practical applications in the non-development sector, it is not so much a resource management for a large number of sources such as PSD, PNG, and Fla. The design department's source file type is many, the file is big and most is the binary file, in the application uses the version Control tool also to be difficult to manage (ued department's axure source file supports SVN to collaborate is still more convenient).

On the Internet so developed today, the surface of knowledge, reference only need index can be found, but in the Department of Management it is not a good way, because its index only stored in the individual. Departmental knowledge needs to be shared, departmental knowledge needs to accumulate, we need a knowledge base for new employees, and we need a reasonably constructed knowledge base for our next version of the design.

In view of the above, it technology is just a management tool, we need a theory to guide our resource management. Whether it's shared folder management or SVN management, none of this matters, and what really matters is how to put all of your resources together for integrated, integrated management.

We do not lack IT means, we lack methodology.

The Generation stage of UED Department resources

In the actual work of the UED department, each stage of work generates a large amount of information and resources:

now in the time period , that is, the ongoing project. There will be a lot of intermediate resources--lots of design drafts, lots of references, lots of documents, etc. Resources at this stage are the most difficult to manage because of their variability, especially in the case of multiple people collaborating.

The past time period , that is, the completed project. Usually completed projects, project resources are mostly stored in each employee's computer hard disk, they are dispersed, fragmented, personalized strong, it is difficult to complete and effective collection.

Because of the complexity and relevance of project products, these resources are difficult to classify effectively, because of the personalization of the project, it is difficult for us to unify the classification of all product items. after a long backlog, we found UED the historical resource stock is difficult to play its role.

Is there a theory or method to guide management?

—————————————————————————————

Ideas

For the management of resources, technology is only a means, only the necessary conditions for managing the resources, and the necessary and sufficient resources to find effective management methodology.

where is the feasible idea?

In fact, in real life, we have a set of theoretical methods of resource management--file management.

File management is the collection, collation, custody, identification, statistics and the provision of the use of archives activities. The object of archives management is file, the object of service is the file user, the basic contradiction that is to be solved is the contradiction between the file decentralization, clutter, mass, quantity, orphan and so on, which is centralized, systematic, high-quality, specifically and widely used by the social use archives.

This is exactly the same as our goal of managing ued resources, in practice we can use the idea of file management to manage the resources of ued department.

What is file management

There are many ways to manage resources, but we need to use these methods, and file management is a good theoretical guide.

To carry out archives management, we should follow the principle of centralized and unified management of resource files, maintaining the integrity and safety of resources and making use of them easily. Centralization means that the resource archives should be kept centrally by all kinds of custodians at all levels, and a unified regulation should be established. Maintenance integrity has two meanings: first, from the number of resources to ensure that the file is complete, not incomplete shortage, one is to maintain the quality of the archives of Organic relations, can not be artificially fragmented or messy piling. The maintenance of security also has two meanings: first, we strive to keep the archival resources from being artificially damaged, and protect the files from intentional destruction and the access rights of resources files. Easy to use is the final goal of all file management activities, but also a standard for the inspection of archives management work.

Archives Management of UED

For our ued design process resources is the witness of the work, is the next step of the development of product projects, we can through the past resource traceability design changes, traceability needs change, do not allow arbitrary tampering or correction, so maintain the effective integrity of resources, to maintain the rapid location of resources to find, It is also one of the principles to be followed in resource management management.

It is a basic work for ued department to set up a set of archival system which adapts to the department's business characteristics and embodies the standard of department and scientific management level. It creates the necessary conditions for the work of the Department and is essential for avoiding and defending against various risks. Historical resources are intangible assets of ued Department, and archives are the real records of departmental work. It not only records the historical process of the work activity, but also record the experience and lessons of its formation and accumulation, and it is the important knowledge resource of the department.

The final purpose of the UED department file management is to provide the archival information for the Department work Service:

1. Departmental work can be summed up and continued
2. Employee Business Training Materials
3. All employees can understand the department's work through the file
4. New employees can see the department, project, product life cycle, take a lot less detours.
5. Staff turnover, working documents can be kept to the maximum
6. ......

How to carry out the archival management of UED Department Resources

The effective file management can carry out needs to have the very many conditions, among them the most important is according to the department and the company business to the department information Resources Quanzong, the class target division as well as the effective management and the restriction.

FILE-building Unit

It is the most important part (Quanzong is the archival organic whole of an independent organ, organization or personage formed in the social activities) to reasonably divide the whole case of the archives for the different file-building units. In the traditional definition of archival science, independent exercise of authority, with accounting units or economic accounting units, with personnel management agencies or personnel is the definition of the whole case criteria. In our ued department can refer to individual resources as a whole, the group of resources called a whole, departmental resources called a whole, and because the UED department has a certain supply relationship, so we need to clarify the relationship between the resources of the whole case.

Classification of archives by category

On the Division of Class purpose, referring to the file management system of a party committee, the definition of the file level of the party committee is divided into seven categories: that is (1) Party archives (for the word: A); (2) Infrastructure archives (for the words: B); (3) Equipment, instrument files (for the word: C); (4) Accounting files (for the word: D) (5) The deceased person's file (in lieu of: E), (6) Audio-video files (in Braille: F), (7) special files (in Braille: G). The categories below the big class use Arabic numerals as the code number, from left to right call first class genus, two class genus.

Our ued Department archives management may refer to its classification method, and according to the question-year-organization way carries on the subordinate classification, respectively to the personal file Quanzong, the group file Quanzong, the department file entire case according to the specific business situation sets the classification standard, and produces the standard classification document.

In particular, according to the different units, the size of the classification is different, the lower the level of detail.

Maintenance personnel of the archives

On the management of the whole file, the management of personal files should have a group discussion and define the whole directory structure. By the individual maintenance management; Group files should be defined by the Department of the entire directory structure, by the leader of the unified management and maintenance; Department files should be the department of the upper level of the Organization to develop a complete directory structure, and the Department of Deputy Supervisor responsible for maintenance management.

Archive Cycle of Archives

About the archive cycle, that is, the time interval of two archives for the same unit. Any resource should have a clear archive cycle, and the archive cycle should vary depending on the size of the archive unit.

Personal profile: Can be archived in weeks as a unit of time.

Group files: You can organize and extract archives from personal files in months as a unit of time.

Department files: can be quarterly for the time unit from the group file to organize extraction archive.

The content of the archive is determined by the specific department business, and the parent unit should make the archive content of the subordinate units in the form of system.

The life cycle of archives

Because the General department resources Information Management lacks the system management method, causes the resource storage the spontaneous nature to be relatively strong, plus the long-term resources pressure, causes the resources to be difficult to be indexed to look for. In the maintenance of time, resources are generally individual according to the need to modify or even delete, so it is easy to lead to a single point of resource loss, and a large number of resources to maintain itself is a more difficult thing. So in theory we should define the life cycle for resources.

In archives management, the "life cycle of archives" refers to the whole movement process of archives being destroyed or permanently preserved because of the long history value from generation until loss of function. Once the resource is archived, it enters the archive lifecycle.

Similarly ued Department of resources can be archived after the definition, our archived resources can also be divided into:

active periods that are often queried (can be stored by hard disk);

inactive periods that are not frequently queried (can be stored via optical media);

permanently preserved or destroyed .

Different units can define the lifecycle of their resources according to their business.