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电子文件的特点及管理/于泽昕

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电子文件的特点及管理

于泽昕


  随着我国信息技术的迅猛发展,计算机越来越广泛地被应用于人类社会活动的方方面面,产生的电子文件也越来越多。电子文件是指能被计算机系统识别处理,按一定格式存储在磁带、磁盘或光盘等介质上,并可在网络上传输数字代码序列。由于电子文件的传输快捷性、可复制性等优点,使得无纸化办公成为现实,这就给档案管理工作提出了一个新的课题。档案管理如何适应信息化时代的步伐,做到与时俱进不断创新发展,已成为当前档案工作者需要不断加以关注和研究解决的新问题。

一、电子文件的特点

  1、操作方便,简单易行,自动分类组合,便于管理。传统的档案管理模式是,档案由文书处理部门立卷,档案业务部门接收,文件一年一归档。传统的档案管理十分注重档案的整理分类。因为是手工检索,需要整理清楚,分类精细,将每份文件归人相应的类别和合适的案卷,便于日后检索。分类和组卷花费了档案人员大量的时间和精力。在计算机管理信息系统中,文件与档案的界限已不复存在。文书处理人员、业务人员和档案管理人员共享一个办公信息管理系统,电子文件一旦形成,可以马上储存,随时归档。有关部门既可以将应归档的电子文件的最终版本经过整理,按档案部门归档,也可将在日常工作中形成的各种文件材料直接通过计算机网络系统随时传输到档案部门,档案部门再根据归档的要求,及时将有保存价值的电子文件信息下载或刻录到光盘等载体上记录下来,转化为电子档案。

  2、容量大,何种小,节省库房存储空间。传统的纸质档案需庞大的库房和装具来进行存放和保管,而电子文件载体所容纳的信息量是纸质档案所无法比拟的。在保管上,它可以大大节省档案装具和库房空间,降低保管成本。

  3、检索快捷,提高档案利用率。利用者要借阅纸质档案,必须到档案室或档案馆办理借阅手续,借阅后如需复制档案,还需办理审批手续。在办公造化系统中,储存电子文件的信息数据库是档案部门与办公业务部门共享的,用户可通过办公室的电脑在档案部门的网络上直接查找并选择档案信息,并可方便地复制存储方便快捷。

二、电子文件对档案管理的影响

  电子文件能在通信网络上迅速地进行传递;它的利用不受时间和距离的影响,可共享,但它不再具有纸质文件的直观性,需要借助计算机等数字设备才能阅读、处理,并且它的保管上对环境的温湿度、防磁性等要求也很高,使其在诸多方面对档案管理产生了影响。

  1、改变了原有的管理对象、流程和方法。电子文件材料由拟稿者直接输入磁盘,并可在磁盘上进行修改加工,一旦贮入办公信息数据之中,即由档案、技术人员所共享,这就使文件材料与档案之间不再有明显的界限。可随时产生,随时更改,归档时,必须以磁盘或光盘的形式移交,归档范围也不能只是“办理完毕具有保存价值”的文件,还应包括该文件的读取软件甚至操作系统。

  2、改变了分类方式。鉴于电子文件信息与载体的可分离性,档案的实体分类整理将被概念分类整理所取代。这是因为实体分类的结果仅能体现一种属性联系,这种单线排列的方式是手工操作管理档案的需要。但在电子文件的环境中,文件的形式循征和内容循征都已经发生了变化,电子文件材料可以通过计算机系统进行迅速、有效、多角度的整合,不再需要像纸质文件那样进行繁重的实体分类整理。不同的用户可以根据不同的需要,利用办公造化系统对电子文件进行自由组合分类整理。

  3、改变了鉴定的内容、标准和方法。由于电子文件的保存价值同时取决于其自身价值的可读性,其鉴定的方法、内容、标准均将发生变化,原有的档案价值理论分析范围也将随之扩大,电子文件的读取软件甚至操作系统均被列入分析范围。传统的档案价值鉴定要求根据文件的凭证价值和参考价值确定保管期限,而电子文件一方面由于制作方便,将产生比以往更多的文件,另一方面由于用户的需要,信息和将会不断地修改和补充,故而很难对其划定固定的保管期限。再加上目前电子文件的凭证价值尚无法律保证,其鉴定、管理方法亦无定论。

三、加强电子文件管理的主要措施

  1、解决好电子文件的保存问题。电子文件的载体材料是磁性物质和光盘。磁性物质极易受外磁场影响而导致退磁、消磁,光盘是利用激光进行信息存取的,它由盘基、记录介质和保护层等部分组成,而目前光盘常用的记录介质不稳定、易氧化、易与碱溶液发生反应。所以要长久保存电子文件,需要定期进行复制,以防止信息损失。

  2、建立电子档案。目前,正处于纸质文件和电子文件并存的过渡期,认真做好归档的电子文件的技术处理工作显得尤为重要。新型电子文件材料的归档势在必行,要求档案工作者必须深入到现行文件工作领域,从保护电子文件的原始信息入手,通过技术处理,将已归档的电子文件改为“只读性”文件,即只能读不能写的不可更改的文件,从而识别和保护电子文件的原始结构,保证电子文件的可靠性。

  3、提高电子文件管理人才的业务素质。面对调整发展的信息时代,档案管理人员必须拓宽知识面、优化知识结构,既要具备档案管理基础知识,熟练地掌握档案工作的基本原则和方法,又要熟练掌握微电子技术、电子计算机软硬件技术、数字通信技术等,努力尤为适合信息时代发展的复合型人才。

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农业部关于印发《全国农产品质量安全检验检测体系建设规划(2011-2015年)》的通知

农业部


农业部关于印发《全国农产品质量安全检验检测体系建设规划(2011-2015年)》的通知

农计发[2012]34号



各省、自治区、直辖市、计划单列市农业(农牧、农林)、畜牧兽医、渔业、农垦厅(局、委、办),新疆生产建设兵团农业局,中国农业科学院,中国水产科学研究院,中国热带农业科学院,各有关质检中心:

  为进一步提高农产品质量安全监管能力,强化政府公共服务,保障农产品安全消费和农业产业健康发展,加快推进现代农业建设,我部组织编制了《全国农产品质量安全检验检测体系建设规划(2011-2015年)》(以下简称“规划”),已经国家发展改革委审批,现予印发,并就有关事项通知如下:

  一、加强领导,认真做好规划实施工作

  农产品质量安全检验检测体系是政府履行公共管理职能、保障农产品质量安全和农业产业安全的重要技术支撑体系。加强和完善农产品质量安全检验检测、风险监测预警体系,加快构建全国农产品质量安全追溯管理信息平台,是强化农产品质量安全监管,保障农产品供给安全和人民群众消费安全,提升我国农业标准化水平和农产品市场竞争力的重要抓手和有效途径。党中央、国务院高度重视农产品质量安全工作,《国务院关于加强食品安全工作的决定》(国发[2012]20号)和《国务院办公厅关于印发国家食品安全监管体系“十二五”规划的通知》(国办发[2012]36号)对加强农产品质量安全检验检测能力建设提出了明确要求,《全国现代农业发展规划(2011-2015年)》和《全国农业和农村经济发展第十二个五年规划》已将农产品质量安全检验检测体系建设列为“十二五”时期的重大建设工程。各级农业部门务必高度重视,把规划实施作为新时期推进现代农业建设和保障主要农产品供给安全的重要举措,切实加强组织领导,积极争取有关部门支持,采取有效组织方式,建立必要工作制度,积极落实各项建设条件,加快推进规划的实施工作。

  二、明确要求,科学谋划各类建设项目

  各级农业部门要严格按照规划确定的建设原则、建设目标、建设标准和建设内容,按区域布局和选项条件严格把关,科学谋划相关项目建设。部级专业质检中心建设,应以现有部级质检中心为基础,优先选择具有较强的专业检测技术研发基础和实验条件,具有较强的检测队伍和技术力量,内部管理规范,经费保障有力,已承担国家农产品质量安全检测任务的质检中心进行改扩建,原则上不支持新建。地市和县级综合质检中心(站)建设必须坚持整合资源、综合建设、填平补齐和建管并重,坚决杜绝重复建设和资源浪费,每个地市和县(区、市)只建设一个综合性农产品质检中心(站)。对因行政隶属关系种植、畜牧、水产检测机构分设的,当地人民政府应根据产业发展需要和检测工作实际确定建设主体,统筹检测需求,加强业务整合,推动建设运行高效、保障有力的综合性检测机构。对机构整合到位、技术力量雄厚、建设基础较好、运行管理规范的地市级和县级质检机构,中央将予以优先支持。风险监测与信息预警能力提升原则上应选择“十一五”期间已投资建设,研究能力较强、工作基础较好的部级或省级质检中心进行改扩建,并按照国家农产品质量安全监测信息预警网络建设的总体布局和功能要求,科学确定建设内容与目标。

  三、严格程序,扎实推进项目建设工作

  有关农业部门要依据农业基本建设项目管理制度和基本建设程序,指导项目单位有序开展项目建设工作。要认真开展前期调研论证,有效落实项目建设条件,扎实推进项目可行性研究报告、初步设计和概算编制及报批等前期工作。部级质检中心建设项目及部级风险监测与信息预警功能完善建设项目应报我部审批;省级风险监测与信息预警功能完善建设项目应先报我部审查同意后再报省级发展改革部门审批,省级农业部门分设的应联合报送;地市级综合质检中心和县级综合质检站建设项目应先经省级农业部门审查同意后再报省级发展改革部门审批。对完成项目可行性报告审批等前期工作的项目,省级农业和发展改革部门可根据建设进度需要联合申请中央预算内投资计划。对列入年度投资计划的有关项目,要抓紧督促项目建设单位完成开工手续办理和施工准备等工作,争取项目尽快开工建设,将投资转化成实物工作量。项目实施过程中,要切实落实好项目法人责任制、招投标制、工程监理制和合同制,严格按照批复的建设内容和投资规模组织实施,在确保工作质量的前提下,加快工程建设进度。要严格遵守基本建设财务制度、会计制度和国家财经纪律,做好投资控制并确保资金安全合理使用。有关农业部门要强化监督检查,定期开展专项检查和抽查,及时解决存在的问题,推动项目顺利实施。

  四、强化保障,努力确保规划实施成效

  各级农业部门作为规划实施的责任部门,应积极争取当地政府及有关部门的理解支持,努力为规划实施创造良好条件。地方农业部门要积极做好与发展改革、财政等部门的协调沟通,认真落实地方配套资金和日常工作经费,为项目实施和运行管理提供资金保障。要加强宣传培训,在总结“十一五”农产品质量安全检验检测体系建设成效与经验基础上,做好“十二五”规划建设目标、建设任务和预期效果的宣传贯彻,为规划实施营造良好的舆论氛围。要加强项目管理人员和技术人员培训工作,提高业务能力和综合素质,积极创造条件推进质检机构的认证考核工作,为规划顺利实施并取得积极成效提供智力支持。要创新体制机制,坚持以建设促改革,积极探索推进资源整合、提升检测效率、优化管理流程的建设模式和工作机制,努力提升我国农产品质检体系的整体水平。以农产品质检体系建设带动监管体系建设,不断提高农产品质量安全水平,努力确保不发生重大农产品质量安全事件。

  农业部

  2012年9月11日


附件:
农计发〔2012〕34号.CEB
http://www.moa.gov.cn/govpublic/FZJHS/201209/t20120926_2950575.htm



LAW OF THE PEOPLE'S REPUBLIC OF CHINA ON CONTROL OF THE ENTRY AND EXIT OF ALIENS ——附加英文版

The Standing Committee of the National People's Congress


LAW OF THE PEOPLE'S REPUBLIC OF CHINA ON CONTROL OF THE ENTRY AND EXIT OF ALIENS

(Adopted at the 13th Meeting of the Standing Committee of the
Sixth National People's Congress, promulgated by Order No. 31 of the
President of the People's Republic of China on November 22, 1985, and
effective as of February 1, 1986)

Contents
Chapter I General Provisions
Chapter II Entry into the Country
Chapter III Residence
Chapter IV Travel
Chapter V Exit from the Country
Chapter VI Administrative Organs
Chapter VII Penalties
Chapter VIII Supplementary Provisions

Chapter I General Provisions
Article 1
This Law is formulated with a view to safeguarding the sovereignty of the
People's Republic of China, maintaining its security and public order and
facilitating international exchange.
This Law is applicable to aliens entering, leaving and transiting the
territory of the People's Republic of China and to those residing and
travelling in China.
Article 2
Aliens must obtain the permission of the competent authorities of the
Chinese Government in order to enter, transit or reside in China.
Article 3
For entry, exit and transit, aliens must pass through ports open to aliens
or other designated ports and must be subject to inspection by the
frontier inspection offices. For entry, exit and transit, foreign-owned
means of transport must pass through ports open to aliens or other
designated ports and must be subject to inspection and supervision by the
frontier inspection offices.
Article 4
The Chinese Government shall protect the lawful rights and interests of
aliens on Chinese territory.
Freedom of the person of aliens is inviolable. No alien may be arrested
except with the approval or by decision of a people's procuratorate or by
decision of a people's court, and arrest must be made by a public security
organ or state security organ.
Article 5
Aliens in China must abide by Chinese laws and may not endanger the state
security of China, harm public interests or disrupt public order.

Chapter II Entry into the Country
Article 6
For entry into China, aliens shall apply for visas from Chinese diplomatic
missions, consular offices or other resident agencies abroad authorized by
the Ministry of Foreign Affairs. In specific situations aliens may, in
compliance with the provisions of the State Council, apply for visas to
visa-granting offices at ports designated by the competent authorities of
the Chinese Government.
The entry of nationals from countries having visa agreements with the
Chinese Government shall be handled in accordance with those agreements.
In cases where another country has special provisions for Chinese citizens
entering and transiting that country, the competent authorities of the
Chinese Government may adopt reciprocal measures contingent on the
circumstances.
Visas are not required for aliens in immediate transit on connected
international flights who hold passenger tickets and stay for no more than
24 hours in China entirely within airport boundaries. Anyone desiring to
leave the airport temporarily must obtain permission from the frontier
inspection office.
Article 7
When applying for various kinds of visas, aliens shall present valid
passports and, if necessary, provide pertinent evidence.
Article 8
Aliens who have been invited or hired to work in China shall, when
applying for visas, produce evidence of the invitation or employment.
Article 9
Aliens desiring to reside permanently in China shall, when applying for
visas, present status-of-residence identification forms. Applicants may
obtain such forms from public security organs at the place where they
intend to reside.
Article 10
The competent authorities of the Chinese Government shall issue
appropriate visas to aliens according to the purposes stated in their
entry applications.
Article 11
When an aircraft or a vessel navigating international routes arrives at a
Chinese port, the captain or his agent must submit a passenger name list
to the frontier inspection office; a foreign aircraft or vessel must also
provide a name list of its crew members.
Article 12
Aliens who are considered a possible threat to China's state security and
public order shall not be permitted to enter China.

Chapter III Residence
Article 13
For residence in China, aliens must possess identification papers or
residence certificates issued by the competent authorizes of the Chinese
Government. The term of validity of identification papers or residence
certificates shall be determined according to the purposes of entry.
Aliens residing in China shall submit their certificates to the local
public security organs for examination within the prescribed period of
time.
Article 14
Aliens who, in compliance with Chinese laws, find it necessary to
establish prolonged residence in China for the purpose of investing in
China or engaging in cooperative projects with Chinese enterprises or
institutions in the economic, scientific, technological and cultural
fields, or for other purposes, are eligible for prolonged or permanent
residence in China upon approval by the competent authorities of the
Chinese Government.
Article 15
Aliens who seek asylum for political reasons shall be permitted to reside
in China upon approval by the competent authorities of the Chinese
Government.
Article 16
Aliens who fail to abide by Chinese laws may have their period of stay in
China curtailed or their status of residence in China annulled by the
competent authorities of the Chinese Government.
Article 17
For a temporary overnight stay in China, aliens shall complete
registration procedures pursuant to the relevant provisions.
Article 18
Aliens holding residence certificates who wish to change their place of
residence in China must complete removal formalities pursuant to the
relevant provisions.
Article 19
Aliens who have not acquired residence certificates or who are on a study
programme in China may not seek employment in China without permission of
the competent authorities of the Chinese Government.

Chapter IV Travel
Article 20
Aliens who hold valid visas or residence certificates may travel to places
open to aliens as designated by the Chinese Government.
Article 21
Aliens desiring to travel to places closed to aliens must apply to local
public security organs for travel permits.

Chapter V Exit from the Country
Article 22
For exit from China, aliens shall present their valid passports or other
valid certificates.
Article 23
Aliens belonging to any of the following categories shall not be allowed
to leave China:
(1) defendants in criminal cases or criminal suspects confirmed by a
public security organ, a people's procuratorate or a people's court;
(2) persons who, as notified by a people's court, shall be denied exit
owing to involvement in unresolved civil cases; and
(3) persons who have committed other acts in violation of Chinese law who
have not been dealt with and against whom the competent authorities
consider it necessary to institute prosecution.
Article 24
Frontier inspection offices shall have the power to stop aliens belonging
to any of the following categories from leaving the country and to deal
with them according to law:
(1) holders of invalid exit certificates;
(2) holders of exit certificates other than their own; and
(3) holders of forged or altered exit certificates.

Chapter VI Administrative Organs
Article 25
China's diplomatic missions, consular offices and other resident agencies
abroad authorized by the Ministry of Foreign Affairs shall be the Chinese
Government's agencies abroad to handle aliens' applications for entry and
transit.
The Ministry of Public Security, its authorized local public security
organs, the Ministry of Foreign Affairs and its authorized local foreign
affairs departments shall be the Chinese Government's agencies in China to
handle aliens' applications for entry, transit, residence and travel.
Article 26
The authorities handling aliens' applications for entry, transit,
residence and travel shall have the power to refuse to issue visas and
certificates or to cancel visas and certificates already issued or declare
them invalid.
The Ministry of Public Security and the Ministry of Foreign Affairs may,
when necessary, alter decisions made by their respectively authorized
agencies.
Article 27
An alien who enters or resides in China illegally may be detained for
examination or be subjected to residential surveillance or deportation by
a public security organ at or above the county level.
Article 28
While performing their duties, foreign affairs police of the public
security organs at or above the county level shall have the power to
examine the passports and other certificates of aliens. When conducting
such examinations, the foreign affairs police shall produce their own
service certificates, and relevant organizations or individuals shall have
the duty to offer them assistance.

Chapter VII Penalties
Article 29
If a person, in violation of the provisions of this Law, enters or leaves
China illegally, establishes illegal residence or makes an illegal
stopover in China, travels to places closed to aliens without a valid
travel document, forges or alters an entry or exit certificate, uses
another person's certificate as his own or transfers his certificate, he
may be penalized by a public security organ at or above the county level
with a warning, a fine or detention for not more than ten days. If the
circumstances of the case are serious enough to constitute a crime,
criminal responsibility shall be investigated in accordance with the law.
If an alien subject to a fine or detention by a public security organ
refuses to accept the penalty, he may, within 15 days of receiving
notification, appeal to the public security organ at the next higher
level, which shall make the final decision; he may also directly file suit
in the local people's court.
Article 30
In cases where a person commits any of the acts stated in Article 29 of
this Law, if the circumstances are serious, the Ministry of Public
Security may impose a penalty by ordering him to leave the country within
a certain time or may expel him from the country.

Chapter VIII Supplementary Provisions
Article 31
For the purposes of this Law the term "alien" means any person not holding
Chinese nationality according to the Nationality Law of the People's
Republic of China.
Article 32
Transistory entry into and exit from China by aliens who are nationals of
a country adjacent to China and who reside in areas bordering on China
shall be handled according to any relevant agreements between the two
countries or, in the absence of such agreements, according to the relevant
provisions of the Chinese Government.
Article 33
The Ministry of Public Security and the Ministry of Foreign Affairs shall,
pursuant to this Law, formulate rules for its implementation, which shall
go into effect after being submitted to and approved by the State Council.
Article 34
Affairs concerning members of foreign diplomatic missions and consular
offices in the People's Republic of China and other aliens who enjoy
diplomatic privileges and immunities, after their entry into China, shall
be administered in accordance with the relevant provisions of the State
Council and its competent departments.
Article 35
This Law shall go into effect on February 1, 1986.




Important Notice:
This English document is coming from "LAWS AND REGULATIONS OF THE
PEOPLE'S REPUBLIC OF CHINA GOVERNING FOREIGN-RELATED MATTERS" (1991.7)
which is compiled by the Brueau of Legislative Affairs of the State
Council of the People's Republic of China, and is published by the China
Legal System Publishing House.
In case of discrepancy, the original version in Chinese shall prevail.