Application of Computer Network Technology in Book & Archive
Management
Xiaozhen Li
Archives of Jiangxi University of Traditional Chinese Medicine, Nanchang, Jiangxi, 330004, China
Keywords: Book & archive management, significance, current state, informatized management, application of
computer network technology.
Abstract: Book & archive management is an important part in library management, playing a crucial role in
promotion and development of library management. This study analyzed content and development of book
& archive management. Several approaches were proposed for its improvement, after presenting the
significance, current state and imperfection of book & archive management. Moreover, this study
investigated application and development of computer network technology in book & archive management,
aiming to enhance management effect and efficiency. Through making full use of computer network
technology, the value of books will be better developed and utilized.
1 INTRODUCTION
Computer network technology provides a possibility
of informatization of book & archive management,
pushing this management forward. However, it is
only a tool for the management. Effect of application
of computer network technology depends on
librarians’ understanding and attitude to book &
archive management, proficiency of computer skills
and relevant systems. Scientific and proper
application of computer network technology can
effectively save resources, like labor and materials
(Ding Hong, 2014). Furthermore, it also can
improve efficiency of book & archive management,
promoting development and utilization of books and
archives.
2 BOOK & ARCHIVE
MANAGEMENT
Library’s archives refer to records produced during
participation in social activities in the construction
and operation of library. Those records are in the
form of character, image and audio file. By
recording library’s construction, operation and
development history objectively and faithfully,
archives have reference value for some major
decisions of library. Those archives also provide
basis for a scientific decision in terms of library’s
involvements in social activities. Book archives are
important in library’s archives (Ling Shuixiu, 2013).
Book & archive management is thus the core of
library management, which includes management of
collecting, sorting, storing and utilizing kinds of
books or materials.
Book & archive management includes two types:
archive resource management and archive
information management. Archive resource
management, as the basic form of book & archive
management, refers to simple management of
materials. The former lays a foundation for
utilization of book archives. Archive information
management is another advanced management. It
extracts hidden information through analyzing the
materials. Besides, it sorts, proceeds and stores the
extracted information. Then, secondary document
which can be directly used is produced for further
development of the archives. For example,
management of borrowing records analyzes
borrowed materials for summary and formation of
archives. From the archives, librarians get a chance
to know preference of readers so that they can
purchase and exclude books more scientifically (Yin
Lixia, 2013). In this way, library can offer readers
better service and obtain substantial benefits at the
same time.
Book archives mainly include information about
damaged books, purchasing information, work plan
and report. To archive such information requires
collection and classification of a large quantity of
213
Li X.
Application of Computer Network Technology in Book Archive Management.
DOI: 10.5220/0006447402130216
In ISME 2016 - Information Science and Management Engineering IV (ISME 2016), pages 213-216
ISBN: 978-989-758-208-0
Copyright
c
 2016 by SCITEPRESS – Science and Technology Publications, Lda. All rights reserved
213

information. When managing the books and
materials, relevant information ought to be recorded,
such as new books, modification of books, and
abandonment of books. Once those records are
archived in library, librarians are enabled to know
facts of book collection timely and accurately. In the
management of returning records, data about
returned books and fines needs to be processed.
Librarians should check the reader’s identity and
revise book records according to the facts. Provided
that a reader returns a book before the due time,
librarians file the book according to book-returning
procedure. But a reader will be fined and recorded if
he returns an overdue or damaged book, or lost the
book. With summary of information mentioned
above, statistics of borrowing and returning will be
easily analyzed in order to manage better.
Book & archive management inevitably adopts
informatization. Extensive application of computers
network technology makes the informatization of
books and data possible. There are some advantages
of application of computer network technology in
library book & archive management. It makes book-
searching convenient, especially searching for
specific information. It promotes utilization of book
archives and comprehensive book management.
Computer network technology allows duplication of
book archives, avoiding repeated classification of
archives. Besides, it saves resources and labor while
increasing management efficiency. In terms of
utilization of book archives, it enlarges the
utilization environment for sharing the resources. By
broadening utilization scope, computer network
technology shows its importance in library
development. Informatized book & archive
management is based on clear archive categories
input in computer after selection of books. When
using the archives, librarians can call out the needed
archives and print them with printer. Clear and
understandable paper files even facilitate
development and utilization of book records.
3 SIGNIFICANCE AND
CURRENT STATE OF BOOK &
ARCHIVE MANAGEMENT
3.1 Significance of book & archive
management
Book archives truly and objectively reflect library
activities and its involvements in social activities.
Being regarded as precious treasure gained in library
management, books and archives contribute to
operation and development of library. Firstly, books
and archives serve as basis for scientific decisions,
and reliable and necessary references for library
management and development. Secondly, through
analyzing books and archives, more underlying
information can be accessed. Therefore, they are
able to scientifically purchase and exclude some
books. With the scientific management, it is possible
to avoid unnecessary waste of book resources and
increase its utilization. Thirdly, books and archives
provide abundant materials for library’s publicity.
Analysis and utilization of books and archives lead
to more cultural heritage of library, more audiences
and more support for library. Finally, comprehensive
utilization of books and archives make achievements
of management more specific, laying a foundation
for scientific and right decisions for library operation
and development. Meanwhile, it reduces the
operating risk of library.
3.2 Current state of book & archive
management
At present, book & archive management still has
some deficiencies, which greatly hinder application
of computer network technology. Now that some
departments and leaders neglect the importance of
book & archive management, the book & archive
management is still lagging behind. Firstly, the
comprehensive, objective and true book archives are
produced by the coordinated efforts of every
department. Personnel in charge of book archives
need to collect and gather information of books in
order to process those data. Due to departments’
neglect of book & archive management, it is difficult
for personnel to timely collect accurate materials of
books and library’s involvements in social activities.
As a consequence, book archives may be inadequate,
false and overdue. Secondly, neglect of book &
archive management affects utilization of those
archives. In terms of practical work performance,
work of book archives is often forced to give priority
to other works, especially at some special moments.
Besides, the software and hardware facilities are not
good enough. Computer network technology, the
high-tech product, demands good software and
hardware facilities to store book archives.
Otherwise, utilization and confidentiality as well as
development of book archives will be affected.
Thirdly, neglect of book & archive management
leads to lack of a sense of collecting materials and
book information, resulting in inadequate data.
Arrangement of those materials is consequently in
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chaos. In addition, utilization of books and archives
will be affected while book and archives may be lost
or leaked.
There are not well-developed systems and
regulations, causing difficulties forming standard
system for book & archive management. In this
regard, book archives were affected in terms of
formation, development, utilization and resource
sharing. Additionally book & archive management
lacks professional talents. Most of personnel are
temporarily drawn from other departments or in
charge of other positions at the same time.
Therefore, most of personnel are not professional
talents, resulting in the lack of continuity of book &
archive management. Materials are not collected
smoothly due to noncooperation of some
departments. Book & archive management has
difficulty keeping a stable and long-term
development. Meanwhile, with development of book
& archive management, computer network
technology is applied into this management.
Personnel are required to be equipped with more
extensive knowledge and skills. Besides the skills
for collecting books and materials, computer skills
for inputting and publicizing are needed. Nowadays,
resources of books and archives are supposed to be
confidential, though they should be shared. Book
archives ought to be encrypted in order to prevent a
leak, requiring personnel to know professional
knowledge of computer network technology. From
the above, it is true that lack of computer skills is
one of the major factors leading to demand for the
professionals in Information Age. Under context of
digital age, digitalization of book archives causes
problems on confidentiality and security, though it
really promotes inquiry, utilization and development
of archives. For example, most digital archives are
easily found and changed. Therefore, it is necessary
to protect original records and legal documents of
books. However, inconsistency between paper files
and electronic archives grows as another problem
faced by book & archive management.
4 APPLICATION OF COMPUTER
NETWORK TECHNOLOGY
4.1 Informatization of book & archive
management
Book & archive management inevitably follows the
trend of informatization which effectively saves lots
of labor and materials, promoting development and
utilization of books and archives. In the Information
Age, application of computer network technology
demands a more rigorous and standardized
management system, in order to guarantee a good
effect of informatization. First of all, working team
should be refined, forming a solid foundation based
on talents for the informatization of book & archive
management. In terms of personnel selection, library
needs versatile talents with good ability and
integrity. Versatile talents have skills of book &
archive management. They can also apply
proficiently computer network technology, ensuring
a growth in efficiency of informatized management,
and the stability and security of book & archive
management. Meanwhile, much attention ought to
be paid to talent cultivation. Library’s personnel
should receive regular skill training which helps
them review previous knowledge. Regular skill
training mainly aims to inform personnel of
standardized management system and some new and
advanced skills of book & archive management.
Secondly, it is important to pay attention to
development of technologies of book & archive
management. Library needs to provide good
hardware and software facilities for application of
computer network technology, in order to strengthen
informatization of book & archive management. At
last, informatization of book & archive management
cannot be developed without a scientific and well-
developed management system, and a standardized
and unified management pattern.
4.2 Scientific application of computer
network technology
Computer network technology is the main applied
technology in book & archive management. Modern
book & archive management makes much progress
in collection and utilization of books, materials and
information, with application of computer network
technology. Collection and classification of
extensive and various books and materials are the
first step in the management. Then, data will be
summarized and stored in computer whose strong
memory is undoubtedly able to store the data. In
terms of utilization, functions of the internet such as
retrieving are used to search information. In order to
use the information, selection and output by human
must be conducted. Application of computer
network technology greatly saves sorting and
searching time, promoting collecting work and
utilization of books and materials. Moreover, it also
ensures library the abundant information of books
and archives.
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Computer network technology liberates
personnel from heavy work of material
classification, promoting work efficiency and
conservation of labor. Therefore, personnel get a
chance to make more efforts in development and
utilization of books and archives. For example,
readers can get archives of books – the records truly
reflecting contents and inventory about books – as
long as they enter key information of books. In this
way, borrowing procedures are simplified and
reader’s selecting and borrowing a book becomes
more convenient, increasing management efficiency.
Electronic database of archives of books achieves
file integration. Under the guidance of electronic
archives, it is easy to find certain files and archives
quickly and accurately. In addition, informatized
management of books and archives makes full use of
computer network technology, achieving the goal of
sharing archive resources. Some books and archives
succeed in avoiding being repeatedly collected and
processed. Book & archive management combines
retrieval and utilization as well as service
scientifically, with books and archives being widely
used. Informatization of book & archive
management not only enhances efficiency and effect
of management, but also makes full use of books
and archives.
5 CONCLUSIONS
Application of computer network technology is a
means of promoting development of book & archive
management during practical work. To apply
computer network technology, it is essential to
combine applied skills and characteristics of book &
archive management. With the combination, best
effect will be achieved. Therefore, progress will be
made in terms of the development and utilization of
books and archives, and the comprehensive library
management. In addition, application of computer
network technology will firmly support stable and
sustained development of library.
ACKNOWLEDGEMENT
This study was funded by Research on Patterns for
Regional Universities’ Digital Archives Based on
Cloud Computing, A Provincial Research Project on
Archives in Colleges in Jiangxi Province, with Grant
Number: Jxgxdakt-2012034.
REFERENCES
Ding Hong, Suggestions for Promotion of Book &
Archive Management in Information Age, Modern
Business, 2014 (02): 98 – 98.
Ling Shuixiu, Innovation of Management of Users’
Archives in the Context of Internet, Management
Observer, 2013 (5): 161-161.
Yin Lixia, On Digitalization of Library Archive
Management, Chi Zi, 2013 (03): 122-122.
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