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在档案馆的阅览室内,经常会听到利用者对一本本厚厚的会议记录案卷面露难色,发出“会议记录太难查”的感慨!利用者的感慨不能不引起我们的深思,传统的会议记录的立卷编目方法确有弊端,具体可表现为:第一,卷内目录没有起到指南作用。平时,我们在编立会议记录的案卷填写卷内目录时,往往非常概略,利用者从卷内目录看不出所以然来。没有真正起到引路的作用,特别是由于卷内目录中没有填写每次会议的具体内容,因此,查考起来,费时费事,效率很低。第二,人为地增加了对案卷的机械磨损,不利于保护档案。由于填写的卷内目录内容不清,时间不明,卷内目录中只有起时没有止时,这就给查考利用带来不便,查阅的时候,只得一页页地浏览。第三,不利于保密。部分会议记录是需要保密的,但用传统方法编立的案卷,则是一个“整体”,提供利用时,往往只得“全盘端出”。第四,不利于编写主题词,给电子计算机储存检索等现代化管理造成极大的困难。为此,传统的会议记录立卷编目方法,需要从以下几个方面加以改进:
In the reading room of the archives, we often hear the user complain about the hard copy of a thick copy of the minutes of the meeting and send a message that “the minutes of the meeting are too hard to trace.” The user’s feelings can not but arouse our thoughts and traditions The method of cataloging the meeting records has its drawbacks, which can be manifested as follows: First, the directory in the volume does not serve as a guide. Usually, when we create a list of files in a conference record, we often have a very rough outline. Users can not see from the directory in the volume. Did not really play a role in leading the way, especially because the contents of the volume did not fill out the specific content of each meeting, so check it up, time-consuming and inefficient. Second, artificially increase the mechanical wear on the case, is not conducive to the protection of files. Due to the contents of the volume to fill out the contents of unclear, time is unknown, there is no start-up within the directory volume only, which gives inconvenience to the use of inspection, access, only one page view. Third, not conducive to confidentiality. Some minutes of the meeting are confidential ones, but the files compiled by traditional methods are a “whole”, and when they are provided for use, they often only have to be “sold out.” Fourth, it is not conducive to the preparation of thesaurus, causing great difficulties for the modern management of electronic computer storage and retrieval. For this reason, the traditional method of recording the volume of the conference proceedings needs to be improved from the following aspects: