How Do I Choose the Best Digital Storage System?

Archives are important tools and credential information records for enterprises to conduct business activities, and are the core information resources and important assets of enterprises. Group enterprises have the characteristics of large organizations, many subordinate units, complicated levels, and scattered subordinate units. For group companies, implementing centralized deployment applications, hierarchical management, and building a three-dimensional enterprise digital archive is the best solution for group enterprise digital archive management.

Digitalization of archives

The digitization of archives is accompanied by computer technology,

Compared with traditional archives management, archives digitization has irreplaceable advanced features:

I. Improving economic benefits

In the past, the extensive model has been used, that is, increasing the staff and office costs as the only means to solve this problem, resulting in

file

Archives are important tools and credential information records for enterprises to conduct business activities, and are the core information resources and important assets of enterprises. Group enterprises have the characteristics of large organizations, many subordinate units, complicated levels, and scattered subordinate units. For group companies, implementing centralized deployment applications, hierarchical management, and building a three-dimensional enterprise digital archive is the best solution for group enterprise digital archive management. Utilize the most advanced standards and information technology to launch a digital archives solution for group companies.

Archive digital network topology

The file management system enterprise edition supports centralized, distributed deployment and storage, and centralized or hierarchical management modes. For group companies with better network conditions, it is recommended to use the centralized deployment mode, that is, the centralized construction model of the headquarters, based on the internal network of the enterprise, to centrally store archival information resources at the headquarters, as shown in the figure below. Archive information is shared, summarized, handed over, and transferred between subordinate branches, and between headquarters and subordinate branches through the network. Through the universal WEB query platform and unified authority management, cross-departmental, cross-unit, and cross-regional file retrieval, browsing, and downloading can be performed at any branch office to form a virtual archive information center between the headquarters and its subordinate branches.

Archive digitization function framework

The application system consists of five parts: basic application platform, business application platform, information service platform, system management and maintenance, and interface:

• Basic application platform

  Provide basic application services for system functions, such as workflow engine, OCR service, document format service, full-text search service, report engine, and so on.

• Business Application Platform

  Provide archives management platform for archives management agencies, including archives work management, archives collection and reorganization, archives management, archives storage, development and utilization.

• Information Service Platform

  Platforms that provide information services to archives users, including archives websites, multiple archive inquiry modes, inquiry of library materials, and electronic file browsing.

• System setup and maintenance

  Realize the two main functions of system setting and business modeling. System settings are mainly used to configure the parameters of the system's operating environment, including server clusters, storage systems (supporting distributed and centralized), and configuration of various application parameters at the basic application layer. The business modeling system mainly includes the definitions of basic data structures such as the whole group, archive category, management directory tree, classification table, metadata, report, and form.

• interface

  The interface includes two parts, one is the interface that the system integrates with other systems, and generally includes the integrated interface with the OA system and other systems; the other interface refers to the system provides an interface for secondary development, the system can provide basic applications, files SDK development kits at different levels such as business management and archive information services.