Official document keywords should be standardized

Official document keywords should be standardized

The use of computers to implement the integrated management of document files requires that the subject headings must be standardized. It is the basis of the documents and archives of the organs and documents, and is one of the important contents of the integration, standardization and automation of the documents of the organs. It is directly related to the process of modernization of documents and archives management.
At present, due to the lack of uniform standardized management of the indexing of official document keywords, the vocabulary of texts and documents has different requirements, and the randomness and blindness are large. In addition, some writers have a weak sense of responsibility, which leads to incomplete, inaccurate or unmarked publicity of the subject words, which brings inconvenience to the filing of documents and archives, hindering the improvement of office efficiency and slowing down the use of computer management. The process of document work.
First, the role of the standardization of official document keywords Standard documentary keywords play an important role in the integrated management of documents.
The role of official document keywords in the paperwork. In the past, the subject words were not marked in the past, and the papers were often classified by file title in the traditional way. Because some file titles are not accurate enough or the concept is not standardized, the paper is time-consuming and laborious in the process of screening discretionary categories and writing file titles, which is not conducive to standard management. The normative keywords are used for indexing and searching in the literature, which can reflect the central content of the archives. When the papers are classified and the title of the file is written, based on the related words of the keywords, it is easy to determine the content of the different categories of titles. Even if it is a person who is engaged in paperwork for a short period of time and whose business is not very familiar, it can also do a good job in classifying the documents and drafting the title of the case. The official document keywords in the papers will play a positive role in improving work efficiency and quality, and achieving office automation.
The role of official document keywords in archival descriptions. The most valuable part of the work of indexing and indexing is nothing more than the choice of subject words. To complete a bibliographic card, you usually need 3-8 keywords. The person who just started to record a card takes 5-20 minutes to select the keyword, which is the main reason for the slow progress of the current description. The topic indexing according to the official document specification is the most effective way to solve this problem. Because of the normative nature of the official keywords, it provides a correct and reliable basis for the selection of the keywords in the archives. Anyone who has mastered the description format and clearly recorded the items can easily record the inscriptions and complete the descriptions, which can improve the recording speed. 4-8 times, quality can also be guaranteed.
Second, the standardization of the official document keywords The official document vocabulary should be unified standards. "No rules, no standards". In order to make a choice of official document keywords, there must be a unified standard subject vocabulary. The literary and lexical vocabulary should be unified. The vocabulary of the official document should be consistent with the vocabulary of the essay, and the central and local governments should implement a standard. Thesaurus, to eliminate random and blindly identify keywords.
The determination of the official document keywords must be strictly checked. The determination of the official document is a concrete and meticulous work, and it must not be sloppy. Leaders should pay attention to this work and should emphasize it repeatedly, supervise and inspect, and strictly control. The choice of the subject words of the official documents is inaccurate, incomplete, and non-standard. It should be corrected in time, and the problems should be solved in the usual work, and the selection of the official documents should be strictly controlled.
The quality of the person who cites the subject matter of the official document is high. The official document keywords are derived from archives, which highly summarizes the content characteristics of the archives and fully reflects the theme of the archives. The choice of official document keywords is a technical and knowledgeable job, not only accurate, but also short, concise, and eye-catching. This requires the drafters of the official document to master the knowledge of the subject matter of the official document, which has a high level of business and rich practical experience. At the same time, there must be a high degree of responsibility for work, and must not be perfunctory. Only the keywords that are determined in this way can be based on evidence and can withstand scrutiny.