An electronic file full life cycle management method and system

Abstract

The application relates to the technical field of archive management, in particular to an electronic archive whole life cycle management method and system, which comprises the following steps: obtaining an electronic archive to be managed and a life cycle stage identifier, matching a corresponding stage management rule set, identifying core and auxiliary management actions; checking the completion of the core action, counting the matching degree of the auxiliary action and judging whether the execution threshold is reached; after the threshold is reached, a stage conversion instruction and an operation list are generated, the stage identifier is updated and the next stage task is distributed. The application helps to overcome the core defects of the lack of stage control in the existing electronic archive management, and improves the accuracy and efficiency of electronic archive management.

Description

Technical Field

[0001] This application relates to the field of archival management technology, and in particular to a method and system for managing the entire lifecycle of electronic records. Background Technology

[0002] With the acceleration of digitization, the number of electronic records and their application scenarios continue to expand, placing higher demands on the accuracy of their management; however, existing electronic record management technologies have core defects and are difficult to meet the needs of practical applications.

[0003] Existing systems often employ a uniform management strategy covering the entire lifecycle of electronic records, lacking phased control and failing to differentiate management based on the core needs of each stage, such as creation, archiving, storage, and utilization. For example, formal auditing requirements from the archiving stage are applied to security control in the storage stage, or storage standards from the storage stage are used to collect raw data from the creation stage. This leads to oversights in verifying critical information in core stages and waste of resources in non-core stages, severely impacting management efficiency and quality and failing to achieve precise control over the entire lifecycle of electronic records.

[0004] Therefore, there is an urgent need for a method and system for the full lifecycle management of electronic records that can achieve phased and precise control in order to address the shortcomings of existing technologies. Summary of the Invention

[0005] In order to help overcome the core deficiency of the lack of phased control in the existing electronic records management and improve the accuracy and efficiency of electronic records management, this application provides a method and system for full life cycle management of electronic records.

[0006] Firstly, this application provides a method for managing the entire lifecycle of electronic records, which adopts the following technical solution:

[0007] A method for managing the entire lifecycle of electronic records, including:

[0008] Obtain the electronic files to be managed and their corresponding lifecycle stage identifiers;

[0009] The corresponding set of stage management rules is obtained by matching the preset lifecycle management strategy library with the lifecycle stage identifier.

[0010] The set of stage management rules is analyzed to identify the core management actions and auxiliary management actions for the current stage;

[0011] Check the historical operation records of the electronic files to be managed to determine whether the core management action has been completed.

[0012] If the core management action has been completed, then calculate the matching degree between the currently executed auxiliary management actions and the auxiliary management actions.

[0013] Determine whether the matching degree has reached the execution threshold required for the current stage;

[0014] If the matching degree reaches the execution threshold, then based on the set of stage management rules, a state transition instruction and operation list from the current stage to the next stage is generated;

[0015] Execute the state transition instruction to update the current lifecycle stage identifier of the electronic file to be managed to the next stage;

[0016] The operation list for the next stage is distributed to the corresponding file management nodes, and the management tasks for the next stage are executed.

[0017] Optionally, after checking the historical operation records of the electronic file to be managed to determine whether the core management action has been completed, the method further includes:

[0018] If the core management action is not completed, the missing core management action will be marked as a critical task to be executed, and a critical task supplementary notification will be generated.

[0019] Monitor whether a task confirmation signal for the supplementary notification for the critical task is received within the preset task response period;

[0020] If received, the status of the electronic file to be managed is updated according to the task confirmation signal, and the matching degree is recalculated to trigger the judgment of the execution threshold.

[0021] Optionally, after determining whether the matching degree has reached the execution threshold required for the current stage, the method further includes:

[0022] If the matching degree does not reach the execution threshold, then select the auxiliary actions that have not yet been executed from the auxiliary management actions as actions to be supplemented;

[0023] Based on the set of stage management rules and the actions to be supplemented, determine the action element information necessary to execute the actions to be supplemented;

[0024] Obtain the file information corresponding to the electronic file to be managed, and verify whether the action element information exists in the file information and historical operation records;

[0025] If the action element information exists, a supplementary operation record corresponding to the action to be supplemented is generated based on the action element information;

[0026] Based on the supplementary operation records and the actions to be supplemented, a phase-complete file is formed;

[0027] Based on the set of stage management rules and the stage completion file, the state transition instruction and the operation list are generated.

[0028] Optionally, after verifying whether the action element information exists in the file information and historical operation records, the method further includes:

[0029] If the action element information does not exist, then obtain the importance rating of the action to be supplemented for the current life cycle stage;

[0030] Based on the actions to be supplemented and the set of stage management rules, a list of supplementary tasks for elements is generated, arranged in descending order of importance rating;

[0031] The elements are added to the task list and assigned to lifecycle management personnel corresponding to the nature of the task.

[0032] Optionally, if the action element information exists, generating a supplementary operation record corresponding to the action to be supplemented based on the action element information includes:

[0033] If the action element information exists, determine whether the file information corresponding to the action element information involves sensitive data;

[0034] If the sensitive data is involved, identify the security clearance level required to access the sensitive data;

[0035] Verify whether the current operator has access permissions that match the security level permission.

[0036] If the matching access permissions are not available, the metadata involving the sensitive data will be marked as a controlled data segment.

[0037] Upon receiving the authorized decryption instruction for the controlled data segment, the supplementary operation record is generated based on the action element information;

[0038] If the matching access permissions are available, the supplementary operation record is generated directly based on the action element information.

[0039] Optionally, before obtaining the electronic records to be managed and their corresponding lifecycle stage identifiers, the method further includes:

[0040] Receive raw archive data and identify the corresponding initial storage format;

[0041] If the initial storage format is an unstructured data format, then the data structuring conversion process adapted to the unstructured data format is invoked;

[0042] The data structuring conversion process is executed to convert the original archive data into standard structured electronic archives;

[0043] If the initial storage format is a structured data format, then verify whether the original archive data conforms to the predefined structured archiving standard;

[0044] If the structured archiving criteria are not met, the specific type of defect that does not meet the criteria will be diagnosed.

[0045] Select the corresponding data repair strategy according to the specific defect type, and apply the data repair strategy to repair the original archive data;

[0046] If the original archive data meets the structured archiving standard, it will be directly used as the standard structured electronic archive.

[0047] The standard structured electronic archive is identified as the electronic archive to be managed, and the initial lifecycle stage identifier corresponding to the electronic archive to be managed is determined based on the identification result of the initial storage format and the verification result of the structured archiving standard.

[0048] Optionally, if the initial storage format is an unstructured data format, then invoking the data structuring conversion process adapted to the unstructured data format includes:

[0049] If the initial storage format is an unstructured data format, then the content category of the original archive data is identified;

[0050] The corresponding data processing security level is determined based on the content category.

[0051] Verify whether the entity performing the data structuring transformation process possesses the operational qualifications commensurate with the data processing security level;

[0052] If the operator possesses the required qualifications, the corresponding data structuring conversion process will be selected and invoked based on the data processing security level.

[0053] If the required operational qualifications are not met, the original file data will be marked as data pending review.

[0054] After receiving the approval instruction for the data to be reviewed, the corresponding data structuring conversion process is invoked according to the data processing security level.

[0055] Optionally, selecting the corresponding data repair strategy based on the specific defect type includes:

[0056] Based on the specific defect type diagnosed, determine whether it is a single data defect;

[0057] If it is a single data defect, then the independent repair strategy corresponding to the single data defect will be directly matched and called from the preset repair strategy library;

[0058] If it is not a single data defect, assess the feasibility of independently fixing each data defect.

[0059] Determine whether the feasibility of all objectives is higher than the preset repair benchmark corresponding to the corresponding defect;

[0060] If all values ​​are higher than the preset repair benchmark, then a corresponding repair sub-process is assigned to each type of data defect;

[0061] Based on the aforementioned repair sub-process, a combined repair strategy is generated.

[0062] Secondly, this application also discloses an electronic records lifecycle management system, which adopts the following technical solution:

[0063] An electronic records lifecycle management system includes:

[0064] The first acquisition module is used to acquire the electronic files to be managed and their corresponding lifecycle stage identifiers;

[0065] The second acquisition module is used to match a preset lifecycle management strategy library according to the lifecycle stage identifier and obtain the corresponding stage management rule set.

[0066] The action recognition module is used to parse the set of stage management rules and identify the core management actions and auxiliary management actions of the current stage;

[0067] The first judgment module is used to check the historical operation records of the electronic file to be managed and determine whether the core management action has been completed.

[0068] The data statistics module, if the core management action has been completed, is used to calculate the matching degree between the currently executed auxiliary management action and the auxiliary management action;

[0069] The second judgment module is used to determine whether the matching degree has reached the execution threshold required for the current stage;

[0070] If the matching degree reaches the execution threshold, the data generation module is used to generate a state transition instruction and operation list from the current stage to the next stage based on the set of stage management rules.

[0071] The identifier update module is used to execute the state transition instruction and update the current lifecycle stage identifier of the electronic file to be managed to the next stage;

[0072] The task execution module is used to distribute the operation list of the next stage to the corresponding file management nodes and drive the execution of the management tasks of the next stage.

[0073] In summary, this application includes the following beneficial technical effects:

[0074] By first accurately acquiring the electronic records to be managed and their corresponding lifecycle stage identifiers, and then matching a dedicated management strategy library and rule set based on the stage identifiers, phased and precise control of electronic record management is achieved, effectively avoiding resource waste and control loopholes caused by the "one-size-fits-all" approach in traditional management. By analyzing the rule set to clarify core and auxiliary management actions, and combining historical operation records to verify the completion of core actions, it is possible to ensure that key management links are not missing, thus guaranteeing record quality and management effectiveness. Subsequently, by statistically analyzing the matching degree of auxiliary actions and comparing it with execution thresholds, the completeness of stage management can be quantitatively assessed, providing a scientific basis for stage transitions and preventing records that do not meet management requirements from flowing into the next stage. Finally, by generating status transition instructions and operation lists, updating stage identifiers, and distributing tasks, smooth connection and closed-loop control of all stages of the entire lifecycle are achieved. This not only improves the standardization and operational efficiency of electronic record management, but also strengthens the traceability of management processes by clarifying the responsible parties and operational requirements of each stage, ensuring the security, integrity, and usability of electronic records throughout their entire lifecycle. Attached Figure Description

[0075] Figure 1 This is a main flowchart of an electronic record lifecycle management method according to an embodiment of this application;

[0076] Figure 2 This is a flowchart of steps S201 to S203;

[0077] Figure 3 This is a flowchart of steps S301 to S306;

[0078] Figure 4 This is a flowchart of steps S401 to S403;

[0079] Figure 5 This is a flowchart of steps S501 to S506;

[0080] Figure 6 This is a flowchart of steps S601 to S608;

[0081] Figure 7 This is a flowchart of steps S701 to S706;

[0082] Figure 8 This is a flowchart of steps S801 to S806;

[0083] Figure 9 This is a module diagram of an electronic archive lifecycle management system according to an embodiment of this application.

[0084] Explanation of reference numerals in the attached figures:

[0085] 1. First Acquisition Module; 2. Second Acquisition Module; 3. Action Recognition Module; 4. First Judgment Module; 5. Data Statistics Module; 6. Second Judgment Module; 7. Data Generation Module; 8. Identifier Update Module; 9. Task Execution Module. Detailed Implementation

[0086] Firstly, this application discloses a method for managing the entire lifecycle of electronic records.

[0087] Reference Figure 1 A method for full lifecycle management of electronic records, comprising steps S101 to S109:

[0088] Step S101: Obtain the electronic files to be managed and their corresponding lifecycle stage identifiers.

[0089] Specifically, the electronic records to be managed refer to electronic record data that needs to be included in the full lifecycle management process, including standard structured records after structure conversion or repair, covering various data types such as text (such as employee onboarding application forms), images (such as scanned copies of employee ID cards), and audio and video (such as interview recordings); the lifecycle stage identifier is a mark used to uniquely identify the current lifecycle stage of the electronic record. In this embodiment, five stage identifiers are preset: formation, archiving, storage, utilization, and destruction. Different identifiers correspond to different management objectives and operational requirements.

[0090] In this embodiment, the enterprise file management system receives personnel file data (i.e., electronic files to be managed) submitted by various departments through its interface module, and simultaneously extracts preset lifecycle stage identifiers from the file metadata fields. For example, after receiving and initially organizing the onboarding materials submitted by an employee, the file's stage identifier is "Formation Stage"; if the file has completed authenticity verification and been entered into the system's archive database, the stage identifier is "Archiving Stage". Taking the personnel file of a newly hired employee as an example, its current stage identifier is "Archiving Stage", and the management process for the archiving stage needs to be executed.

[0091] Step S102: Match the preset lifecycle management strategy library according to the lifecycle stage identifier to obtain the corresponding stage management rule set.

[0092] Specifically, the lifecycle management strategy library is a pre-defined set of structured strategies that stores information such as management rules, action requirements, and threshold standards corresponding to each lifecycle stage, providing a standardized basis for file management at different stages. The stage management rule set is a set of specific management rules matched from the lifecycle management strategy library that corresponds to the current stage identifier. It includes all management action requirements, data specifications, security standards, and other content that need to be executed in this stage.

[0093] In this embodiment, the document management system has a built-in lifecycle management strategy library. The library contains a set of preset rules for the "archiving stage," including: core management actions (document authenticity verification, archiving approval), auxiliary management actions (document metadata improvement, category tag addition), execution thresholds (auxiliary action matching degree ≥ 80%), and data specifications (metadata must include 12 mandatory fields such as employee name, start date, and position). The system accurately matches the strategy library using the stage identifier "archiving stage," extracts the corresponding stage management rule set, and loads it into the execution module.

[0094] Step S103: Analyze the set of phase management rules to identify the core management actions and auxiliary management actions of the current phase.

[0095] Specifically, core management actions refer to the critical management operations that must be completed at the current life cycle stage. They are the core links to ensure the quality and security of archives, and their absence will directly affect the effectiveness of archive management. Auxiliary management actions are supplementary management operations performed to optimize the effect of archive management and improve the usability of archives. Although they are not mandatory, they affect the integrity of stage management.

[0096] In this embodiment, the system invokes a rule parsing algorithm to perform structured parsing on the loaded "archiving stage" rule set. Core management actions are identified through keyword matching (such as "must be executed" and "core verification"), while auxiliary management actions are identified through keywords such as "supplement and improvement" and "optimization and enhancement." The final identification results are: core management actions are "archive authenticity verification" and "archiving approval"; auxiliary management actions are "archive metadata improvement," "category tag addition," and "archive related material organization." After parsing, an action list is generated and stored in a temporary database for subsequent verification.

[0097] Step S104: Check the historical operation records of the electronic files to be managed to determine whether the core management actions have been completed.

[0098] Specifically, historical operation records refer to all management operation information performed on electronic files to be managed in the past life cycle stages, including operation type, operation time, operation subject, operation result, etc., which are used to trace the file management process and verify the completion of actions.

[0099] In this embodiment, the system connects to the archive operation record database via a data interface and queries historical operation records based on the unique identifier of the electronic archive to be managed (such as employee ID + archive type). For the newly hired employee archive in this embodiment, the query results show that the "archive authenticity verification" has been completed (operation time: 2025-09-05, operation subject: archive auditor A, result: "verification passed"), but the "archiving approval" operation has not been performed. Therefore, the system determines that the current core management actions are not all completed and triggers the core action supplementation process.

[0100] Step S105: If the core management action has been completed, then calculate the matching degree between the currently executed auxiliary management actions and the auxiliary management actions.

[0101] Specifically, the matching degree refers to the ratio of the number of auxiliary management actions currently performed to the total number of auxiliary management actions required for this stage (this embodiment uses a weighted ratio, with weights set according to the importance of the auxiliary actions, such as "improving archive metadata" with a weight of 40%, "adding category tags" with a weight of 30%, and "organizing archive related materials" with a weight of 30%), which is used to quantitatively evaluate the degree of completion of auxiliary management actions.

[0102] In this embodiment, taking another employee file that has completed core management actions as an example, among the three auxiliary management actions corresponding to the "archiving stage" of this file, "improving file metadata" and "adding category tags" have been completed, but "organizing file-related materials" has not been completed. The weighted matching degree is calculated as (40% + 30%) = 70%. If it is the basic matching degree, the calculation method is (number of completed items / total number of items) × 100% = (2 / 3) × 100% ≈ 66.7%.

[0103] Step S106: Determine whether the matching degree has reached the execution threshold required for the current stage.

[0104] Specifically, the execution threshold is a preset critical value used to determine whether the completion of auxiliary management actions meets the standard. It is set by the lifecycle management strategy library according to the management needs of each stage, and the execution threshold may differ in different stages.

[0105] In this embodiment, the execution threshold (preset to 80%) corresponding to the "archiving stage" in the lifecycle management strategy library is retrieved. The weighted matching degree of 70% is compared with the execution threshold of 80%. If the result is that the execution threshold has not been reached, the auxiliary action supplement process is triggered. If the weighted matching degree of a certain file is 85%, the execution threshold has been reached, and the next stage conversion process can be entered.

[0106] Step S107: If the matching degree reaches the execution threshold, then generate the state transition instructions and operation list from the current stage to the next stage according to the stage management rule set.

[0107] Specifically, the status transition instruction is the instruction information used to trigger the electronic record to switch from the current life cycle stage to the next stage. It includes key parameters such as record identifier, current stage, and target stage to ensure the accuracy of stage transition. The operation list is a standardized list of operation tasks for the next life cycle stage, which clarifies the core management actions, auxiliary management actions, execution order, responsible parties, and other information that need to be performed in this stage.

[0108] In this embodiment, for employee files with a weighted matching degree of 85%, the system generates a status transition instruction based on the relevant requirements for stage transition in the "archiving stage" rule set: file identifier (employee number 2025001 + personnel file), current stage (archiving stage), target stage (storage stage), and transition time (2025-09-05). The generated "storage stage" operation list includes: core management actions (regular data backup, storage environment monitoring), auxiliary management actions (file metadata update, file access permission configuration), execution order (permission configuration is completed first, then backup and monitoring are performed), responsible entity (storage specialist B), and completion time limit (3 working days).

[0109] Step S108: Execute the state transition instruction to update the current lifecycle stage identifier of the electronic file to be managed to the next stage.

[0110] Specifically, in this embodiment, the system receives the status transition instruction generated in step S107, and changes the lifecycle stage identifier of the employee file from "archiving stage" to "storage stage" through the database update module. At the same time, it records the identifier update log (including update time, operation subject, instruction source and other information) to ensure that the stage transition process is traceable. After the update is completed, the system sends a stage transition notification to the storage specialist B.

[0111] Step S109: Distribute the operation list for the next stage to the corresponding file management nodes and drive the execution of the management tasks for the next stage.

[0112] Specifically, the record management nodes refer to the various entities or system modules involved in electronic record management, such as the archiving review node, the storage node, and the utilization approval node. Different nodes are responsible for performing the management tasks of their respective stages.

[0113] In this embodiment, the system distributes the "custody stage" operation list to the corresponding storage node (the responsible entity is custodian B) through the task distribution module. At the same time, the system drives custodian B to execute tasks through system pop-ups, SMS notifications, and other means. After logging into the system, custodian B can view the operation list details and complete tasks such as file access permission configuration, regular data backup, and storage environment monitoring in the execution order. After completing each task, custodian B needs to submit the completion result in the system, and the system automatically records the task execution status.

[0114] Reference Figure 2 In one embodiment of this example, after step S104 checks the historical operation records of the electronic files to be managed and determines whether the core management action has been completed, steps S201 to S203 are further included:

[0115] Step S201: If the core management action is not completed, mark the missing core management action as a critical task to be executed and generate a critical task supplementary notification.

[0116] Specifically, in this embodiment, the key task to be executed refers to the task identifier formed after marking the incomplete core management actions, which clearly defines the missing core action content, execution requirements, etc., so as to facilitate the management body to accurately supplement the execution; the key task supplement notification refers to the notification information used to inform the relevant management body that there are missing core management actions, including the core action to be supplemented, the file identifier, the supplement time limit, etc.

[0117] In this embodiment, for the incomplete "archiving approval" core action, the system marks it as a critical task to be executed (task identifier: GD-2025001-001, task name: supplementary archiving approval), and generates a critical task supplementary notification. The notification includes: the core action to be supplemented (archiving approval), the file identifier (employee number 2025001 + personnel file), the supplementary time limit (2 working days), the responsible party (archiving approval specialist C), and the file brief information (employee name: XXX, job title: R&D engineer). It is then sent to the archiving approval specialist C via system in-system message and SMS.

[0118] Step S202: Monitor whether a task confirmation signal for supplementary notifications for critical tasks is received within the preset task response period.

[0119] Specifically, the task response period refers to the preset time limit for management entities to respond to supplementary notifications for critical tasks. It is set by the lifecycle management strategy library to ensure the timeliness of supplementing core tasks. The task confirmation signal refers to the task completion confirmation information fed back to the management system by the management entity after completing the missing core management action. It includes verification information such as task identifier, completion time, and operating entity.

[0120] In this embodiment, the preset task response period is 2 working days (i.e., from 00:00 on 2025-09-06 to 24:00 on 2025-09-07). The system starts a timed monitoring program to listen to the task submission operation of the archiving approval specialist C in real time, check whether a task confirmation signal containing the task identifier "GD-2025001-001" is received, and record the monitoring log to avoid missing response information.

[0121] Step S203: If received, update the status of the electronic file to be managed according to the task confirmation signal, and recalculate the matching degree to trigger the judgment of the execution threshold.

[0122] Specifically, in this embodiment, if the system receives a task confirmation signal (signal content: task identifier GD-2025001-001, completion time 2025-09-06 15:28, operation subject C, approval result "passed") submitted by the archiving approval specialist C at 15:30 on 2025-09-06, the system first updates the status of the employee file to "all core management actions completed" and enters the relevant information of the task confirmation signal into the file's historical operation record; then, the matching degree statistics process in step S105 is automatically triggered to recalculate the weighted matching degree between the auxiliary management actions executed by the file and all auxiliary management actions, and then the execution threshold judgment in step S106 is triggered based on the statistical results to ensure smooth process connection.

[0123] Reference Figure 3 In one embodiment of this example, after determining whether the matching degree has reached the execution threshold required for the current stage in step S106, steps S301 to S306 are further included:

[0124] Step S301: If the matching degree does not reach the execution threshold, select the auxiliary actions that have not yet been executed from the auxiliary management actions as actions to be supplemented.

[0125] Specifically, the actions to be supplemented refer to the auxiliary management actions that have not yet been executed when the matching degree does not reach the threshold. In this embodiment, the auxiliary management actions in the "archiving stage" are known to be "improving archive metadata", "adding category tags" and "organizing archive-related materials". A certain archive has completed the first two items but not the third item, and the weighted matching degree is 70% < 80% (execution threshold). The system compares the list of auxiliary actions with the historical operation records, selects "organizing archive-related materials" as the action to be supplemented, and marks the action attribute as "high priority supplementation".

[0126] Step S302: Based on the set of stage management rules and the actions to be supplemented, determine the action element information necessary to execute the actions to be supplemented.

[0127] Specifically, action element information refers to the basic data information necessary to perform the action to be supplemented, such as the file theme and keywords required to perform the supplementary classification action. The element information corresponding to different actions to be supplemented varies. In this embodiment, the system retrieves the element requirements for the "Archived Related Materials Organization" action from the "Archiving Stage" management rule set and determines that the necessary action element information is: scanned copies of employee's academic certificates, scanned copies of resignation certificates (if any), scanned copies of pre-employment medical examination reports, and scanned copies of job offer notices. At the same time, the system specifies the format requirements for each element information (PDF format, resolution ≥300dpi).

[0128] Step S303: Obtain the file information corresponding to the electronic file to be managed, and check whether there is action element information in the file information and historical operation records.

[0129] Specifically, in this embodiment, the archive information refers to the core data and metadata information contained in the electronic archive to be managed. The core data is the original content of the archive, and the metadata includes descriptive information such as the archive name, creation time, creation subject, and storage path. In this embodiment, the system first obtains the existing archive information of the employee's archive (including metadata such as employee name, employee number, and date of employment, as well as core data such as the uploaded application form and scanned copy of the ID card). Then, through archive information retrieval and historical operation record backtracking, it checks whether the four types of action element information determined in step S302 exist. The verification results show that the scanned copies of the academic certificate and the pre-employment medical examination report already exist, but the scanned copy of the resignation certificate (the employee is a recent graduate and has no resignation experience) and the scanned copy of the job offer letter are missing.

[0130] Step S304: If action element information exists, generate a supplementary operation record corresponding to the action to be supplemented based on the action element information.

[0131] Specifically, the supplementary operation record refers to the operation record generated based on the action element information for the action to be supplemented. It records the execution process, execution result, element source, and other information of the action to be supplemented, ensuring traceability of the action execution. In this embodiment, for existing scanned copies of academic certificates and medical examination reports, the system automatically associates the storage paths of these two types of element information and generates a supplementary operation record. The recorded content includes: the action to be supplemented (organizing file-related materials), the associated elements (academic certificate, medical examination report), the element storage path ( / 2025 / personnel files / 2025001 / related materials / ), the operation time (2025-09-06 16:00), the operation subject (system automatic execution module), and the action status (partially completed).

[0132] Step S305: Based on the supplementary operation records and actions to be supplemented, form a stage completion file.

[0133] Specifically, in this embodiment, the "stage improvement file" refers to supplementary materials formed after integrating supplementary operation records and the execution results of actions to be supplemented. These materials are used to improve the file management information for the current stage and ensure the integrity of stage management. In this embodiment, the system integrates supplementary operation records with associated scanned copies of academic certificates and medical examination reports to form a stage improvement file. The file content includes: a supplementary operation details page, a list of associated materials and preview links, and explanations of missing elements (no resignation certificate, missing offer letter). A unique identifier (WS-2025001-001) is assigned to the stage improvement file, linking it to the auxiliary file module of the original employee file.

[0134] Step S306: Based on the set of stage management rules and stage improvement files, generate state transition instructions and operation lists.

[0135] Specifically, in this embodiment, the system combines the requirement in the "archiving stage" management rule set that "the matching degree of core actions + auxiliary actions must be ≥80% for stage transition" to verify the improvement of file information during the verification stage: all core actions have been completed, and the auxiliary action "organizing file-related materials" can only be partially completed due to objective reasons (no proof of resignation). The rule base determines that "missing elements do not affect the core archiving goal", and the weighted matching degree is corrected to 85% (meeting the execution threshold). Subsequently, a status transition instruction is generated (file identifier: employee number 2025001 + personnel file, current stage: archiving stage, target stage: storage stage, transition time: 2025-09-06 16:30). At the same time, a storage stage operation list is generated, which adds "completing the job offer notice association" as an auxiliary management action, and clarifies that the responsible party is storage specialist B and the completion time is 1 working day.

[0136] Reference Figure 4 In one embodiment of this example, after checking whether action element information exists in the file information and historical operation records in step S303, steps S401 to S403 are further included:

[0137] Step S401: If no action element information exists, obtain the importance rating of the action to be supplemented for the current life cycle stage.

[0138] Specifically, the importance rating refers to a rating standard set according to the degree of impact of the action to be supplemented on the management objectives of the current stage. It is divided into three levels: high, medium, and low, and is preset by the lifecycle management strategy library. In this embodiment, it is assumed that the action to be supplemented in the "archiving stage" of an employee's file is "improving file metadata". The check finds that the "job level" and "salary level" information required for this action are missing. The system retrieves the importance rating of this action from the lifecycle management strategy library. Since "improving metadata directly affects the efficiency of file retrieval and the accuracy of use", the rating is "high".

[0139] Step S402: Based on the set of actions to be supplemented and the stage management rules, generate a list of supplementary tasks for elements arranged in descending order of importance.

[0140] Specifically, in this embodiment, the element supplementation task list refers to a task list arranged in descending order of the importance rating of the actions to be supplemented, clearly specifying the action element information to be supplemented, supplementation requirements, completion deadlines, etc. for each task. In this embodiment, in addition to "improving file metadata" (high rating), the file also has the action "organizing file-related materials" (medium rating) to be supplemented. The system generates an element supplementation task list in descending order of importance: Task 1 (high rating): Supplement "job grade" and "salary grade" metadata, requirements: obtain official data from the company's HR payroll system, in text format, completion deadline 1 working day; Task 2 (medium rating): Supplement a scanned copy of the job offer letter, requirements: PDF format, resolution ≥300dpi, completion deadline 2 working days; The list also marks the corresponding actions to be supplemented, file identifiers, and other information for each task.

[0141] Step S403: Add each task in the element supplement task list and assign it to the lifecycle management personnel corresponding to the nature of the task.

[0142] Specifically, in this embodiment, lifecycle management personnel refer to professionals responsible for performing management tasks at each stage of electronic records. They are categorized by task nature into data collection personnel, review personnel, and maintenance personnel, with different personnel responsible for corresponding types of element supplementation tasks. In this embodiment, the system matches the corresponding management personnel based on the task nature: the "supplementing metadata" task belongs to the HR data association category and is assigned to personnel data collection specialist D; the "supplementing offer letter" task belongs to the archival material collection category and is assigned to archival organization specialist E. After assignment, the task is pushed through the system task center, and an email reminder is sent simultaneously to ensure timely receipt by the management personnel.

[0143] Reference Figure 5 In one embodiment of this example, if action element information exists in step S304, then generating a supplementary operation record corresponding to the action to be supplemented based on the action element information includes steps S501 to S506:

[0144] Step S501: If motion element information exists, determine whether the file information corresponding to the motion element information involves sensitive data.

[0145] Specifically, sensitive data refers to archival data that involves privacy, trade secrets, or state secrets and requires strict access control, such as personal identification information, core corporate technical documents, and classified government information. In this embodiment, employee medical examination reports and salary grades are considered sensitive data. After verifying that the element information for the supplementary action "organizing related materials in archives" includes employee medical examination reports, the system calls a sensitive data identification algorithm to detect the corresponding archival information.

[0146] Step S502: If sensitive data is involved, identify the security clearance required to access the sensitive data.

[0147] Specifically, security classification refers to the access permission level set for sensitive data, such as three levels: secret, confidential, and top secret. The access subjects and access conditions are different for different security classifications, which are preset by the lifecycle management policy library.

[0148] Step S503: Verify whether the current operator has access permissions that match the security level.

[0149] Specifically, the current operator refers to the management entity currently performing actions such as verifying element information and generating supplementary operation records, which can be a management personnel or an automated management module; access permissions refer to the scope of archive data and operation permissions that the management entity is authorized to access, set by the system based on the management entity's identity and responsibilities. In this embodiment, for example, the current entity generating supplementary operation records is archive organization specialist E. The system queries its access permission level through the permission management module and finds it to be "normal," which does not match the "confidential" level of security clearance. Therefore, the verification result is "no matching access permission."

[0150] Step S504: If no matching access permissions are available, mark the metadata involving sensitive data as a controlled data segment.

[0151] Specifically, a controlled data segment refers to a controlled data area formed by marking metadata containing sensitive data. The system takes control measures such as encryption and access restrictions on this area to prevent unauthorized access. In this embodiment, the system marks the metadata field containing the physical examination report as a controlled data segment, with the mark identifier "SC-2025001-001". At the same time, the system performs AES encryption on this data segment, and the encryption key is stored in a dedicated key management server, which can only be accessed by authorized administrators.

[0152] Step S505: After receiving the authorization decryption instruction for the controlled data segment, generate a supplementary operation record based on the action element information.

[0153] Specifically, in this embodiment, the authorized decryption instruction refers to a decryption instruction issued by a management entity or authorization system with higher privileges, allowing access to a controlled data segment. It includes information such as the decryption scope, decryption time limit, and authorizing entity. In this embodiment, the file organization specialist E submits an authorization application to the file security administrator F. After F approves the application, it issues an authorized decryption instruction through the system (decryption scope: controlled data segment marked SC-2025001-001, decryption time limit: 1 hour, authorizing entity: F, authorizing object: E). Upon receiving the instruction, the system automatically decrypts the corresponding data segment. After specialist E completes the association and organization of the medical examination report, the system generates a supplementary operation record based on this information, specifically noting "involves sensitive data, access authorized." After the decryption time limit expires, the system automatically re-encrypts the data segment.

[0154] Step S506: If matching access permissions are available, supplementary operation records are generated directly based on the action element information.

[0155] Specifically, in this embodiment, if the current operator is the file security administrator F (who has "secret" level access rights), no additional authorization is required. The system directly allows him to access sensitive information such as medical examination reports. After F completes the association and organization, the system automatically generates supplementary operation records based on the information. The records include sensitive data access logs to ensure that the operation is traceable.

[0156] Reference Figure 6 In one embodiment of this invention, steps S601 to S608 are included before step S101, which involves obtaining the electronic file to be managed and its corresponding lifecycle stage identifier:

[0157] Step S601: Receive the original archive data and identify the corresponding initial storage format.

[0158] Specifically, raw archive data refers to the initial archive data that has just been created or connected to the management system. It has not undergone standardization processing and may be in structured or unstructured format. The initial storage format refers to the storage and organization form of the raw archive data, which is divided into structured and unstructured categories. In this embodiment, the system receives raw archive data submitted by various departments through the archive access interface. Among them, the employee onboarding materials submitted by the human resources department include: an onboarding application form in Excel format (structured), a scanned copy of an ID card in JPG format (unstructured), and an interview recording in MP3 format (unstructured). The system calls the format recognition algorithm to identify the initial storage format of the three types of data respectively.

[0159] Step S602: If the initial storage format is an unstructured data format, then call the data structuring conversion process adapted to the unstructured data format.

[0160] Specifically, unstructured data formats refer to storage formats with no fixed data structure and no unified standard, such as scanned documents (PDF, JPG), audio and video files (MP4, WAV), and plain text files (TXT). Data structuring conversion processes refer to standardized processes used to convert unstructured data into structured data, including data recognition, field extraction, format standardization, and metadata supplementation. Different unstructured formats have corresponding corresponding conversion processes. In this embodiment, for JPG format ID card scans, the system calls the OCR (Optical Character Recognition) structuring conversion process; for MP3 format interview recordings, it calls the speech-to-text + keyword extraction structuring conversion process.

[0161] Step S603: Perform the data structuring conversion process to convert the original archival data into standard structured electronic archives.

[0162] Specifically, standard structured electronic archives refer to electronic archives that conform to predefined structured archiving standards, with standardized data structures and complete metadata, and can be directly incorporated into the full lifecycle management process. In this embodiment, OCR conversion is performed on JPG ID card scans: image preprocessing (denoising, correction) → character recognition → field matching (name, gender, ethnicity, ID number, etc.) → format standardization, ultimately generating structured data containing 10 standard fields; conversion is performed on MP3 interview recordings: speech-to-text conversion generates a draft text → manual proofreading and correction → keyword extraction (job understanding, salary expectations, start date, etc.) → structured field mapping, generating structured data containing 6 standard fields; the two types of converted data are integrated into standard structured electronic archives.

[0163] Step S604: If the initial storage format is a structured data format, verify whether the original archive data conforms to the predefined structured archiving standard.

[0164] Specifically, structured data format refers to a storage format with a fixed data structure that follows unified standards, such as database tables (MySQL, Oracle), Excel spreadsheets, XML files, etc., where data can be split and managed by field. Structured archiving standards refer to the pre-defined specifications that structured electronic archives must follow, including data field definitions, field types, metadata items, storage formats, etc., ensuring the uniformity and interoperability of archive data. In this embodiment, for an Excel-formatted job application form (structured data), the system calls a standardized verification module to verify whether it conforms to the company's pre-defined "Personnel File Structured Archiving Standards." The verification includes: whether it contains 20 required fields, whether the field types match (e.g., "Job Start Date" is a date type), and whether the field format is standardized (e.g., "Mobile Number" is an 11-digit number), etc.

[0165] Step S605: If the structured archiving standard is not met, diagnose the specific defect type that does not meet the standard.

[0166] Specifically, in this embodiment, the specific defect type refers to the specific problem type of structured data that does not conform to the archiving standard, such as missing fields, incorrect field format, incomplete metadata, and data redundancy. In this embodiment, the verification results show that the Excel job application form has three types of defects: 1. The required field "Job Level" is missing; 2. The "Start Date" field has an incorrect format (it is in text format "September 1, 2025", while the standard requires "YYYY-MM-DD"); 3. There is a redundant field "Detailed House Number of Home Address" (this field is not required in the standard). The system accurately identifies the above specific defect types through a defect diagnosis algorithm.

[0167] Step S606: Select the corresponding data repair strategy according to the specific defect type, and apply the data repair strategy to repair the original archive data.

[0168] Specifically, in this embodiment, the data repair strategy refers to the repair schemes formulated for different defect types, such as the field missing repair strategy (supplementing and collecting missing fields) and the format error repair strategy (standardizing field formats), which are stored in a preset repair strategy library. In this embodiment, the system matches the corresponding repair strategy from the repair strategy library: for "missing fields", the "HR system association supplementation" strategy is adopted to retrieve the employee's job level data from the enterprise's HR system; for "format errors", the "automatic format conversion" strategy is adopted to convert "September 1, 2025" to "2025-09-01"; for "data redundancy", the "redundant field deletion" strategy is adopted to delete the "detailed house number of home address" field; after the above strategies are applied to complete the repair, a repair log is generated to record the defect type, repair method, and repair result.

[0169] Step S607: If it meets the structured archiving standards, the original archival data will be directly used as the standard structured electronic archive.

[0170] Specifically, in this embodiment, if an employee's Excel onboarding application form is verified to fully comply with the "Personnel File Structured Archiving Standard" and has no defects, the system does not need to perform a repair process, but directly marks the original structured data as a standard structured electronic file and transfers it to the subsequent management process.

[0171] Step S608: Identify the standard structured electronic archives as the electronic archives to be managed, and determine the initial lifecycle stage identifier corresponding to the electronic archives to be managed based on the identification results of the initial storage format and the verification results of the structured archiving standard.

[0172] Specifically, in this embodiment, the initial lifecycle stage identifier refers to the lifecycle stage identifier corresponding to the first inclusion of a standard structured electronic file into the management process, typically the formation stage or the archiving stage, determined based on the original data processing results. In this embodiment, standard structured electronic files formed after structured conversion or repair are all identified as electronic files to be managed; among them, those that have only completed conversion / repair without any review operation are identified as "formation stage" in the initial stage; if the conversion / repair has completed the department's initial review, the initial stage identifier is "archiving stage"; in this embodiment, the initial stage identifier of newly converted employee files is "formation stage".

[0173] Reference Figure 7 In one embodiment of this example, if the initial storage format is an unstructured data format, step S602 involves invoking a data structuring conversion process adapted to the unstructured data format, including steps S701 to S706:

[0174] Step S701: If the initial storage format is an unstructured data format, identify the content category of the original archive data.

[0175] Specifically, content categories refer to the classification based on the subject and purpose of the original archival data, such as personnel files, financial files, project files, and classified files. In this embodiment, the system calls a content recognition algorithm to extract the subject and match the category of unstructured original archival data: the subject of a JPG format ID card scan is "personal identity certificate," and the category is "personnel file - identity materials"; the subject of an MP3 format interview recording is "job interview communication," and the category is "personnel file - interview materials"; the subject of a PDF format labor contract scan is "labor agreement," and the category is "personnel file - contract materials."

[0176] Step S702: Determine the corresponding data processing security level based on the content category.

[0177] Specifically, the data processing security level refers to the security control level set according to the sensitivity and importance of the original archive data. It is used to regulate the security requirements in the data processing process. The higher the level, the stricter the control. It is preset by the lifecycle management strategy library. In this embodiment, the system retrieves the "content category-security level" mapping table from the strategy library and determines that the security level corresponding to "personnel file-identity materials" and "personnel file-contract materials" is "level two", and the security level corresponding to "personnel file-interview materials" is "level one" (level two control is stricter than level one).

[0178] Step S703: Verify whether the entity performing the data structuring transformation process has the necessary qualifications to meet the data processing security level.

[0179] Specifically, operational qualifications refer to the qualifications required for an operator to perform the data structuring transformation process, including professional competence certification and security permission certification. Different security levels of transformation processes correspond to different operational qualification requirements. In this embodiment, the operator is data processing specialist G. The system queries G's qualification file: G possesses "Level 1 Data Processing Qualification" but lacks "Level 2 Data Processing Qualification." For the transformation of interview materials at security level "Level 1," the qualification meets the requirements; for the transformation of identity materials and contract materials at security level "Level 2," the qualification does not meet the requirements.

[0180] Step S704: If the operator has the appropriate qualifications, select and invoke the corresponding data structuring conversion process based on the data processing security level.

[0181] Step S705: If the corresponding operating qualifications are not available, the original file data will be marked as data to be reviewed.

[0182] Specifically, data awaiting review refers to raw archive data that cannot be structurally converted temporarily due to the operator's lack of corresponding qualifications. It requires review by an entity with higher authority before further processing can proceed. In this embodiment, for identity materials and contract materials at security level "Level 2," the system marks these two types of raw data as data awaiting review because the specialist G's qualifications are not up to standard. The markings are "SH-2025001-001" and "SH-2025001-002," respectively. The system also records the reason for the marking (insufficient operator qualifications) and the original data storage path.

[0183] Step S706: After receiving the approval instruction for the data to be reviewed, the corresponding data structuring transformation process is invoked according to the data processing security level.

[0184] Specifically, an approval instruction refers to an instruction issued by a management entity with review authority, allowing the structured conversion of data marked as pending review. This instruction includes information such as the review entity, review comments, and review time. In this embodiment, data processing specialist G submits a data processing application to the archive security administrator F. After review, F confirms that "it can be processed by specialist H with Level 2 qualifications" and issues an approval instruction. Upon receiving the instruction, the system, based on the "Level 2 security level" requirements, invokes the enhanced OCR conversion process (including encrypted data transmission and full operation log recording), and specialist H performs the structured conversion of identity materials and contract materials.

[0185] Reference Figure 8 In one embodiment of this example, step S606, which selects the corresponding data repair strategy based on the specific defect type, includes steps S801 to S806:

[0186] Step S801: Determine whether the specific defect type diagnosed is a single data defect.

[0187] Specifically, a single data defect refers to structured data having only one type of non-compliance issue, such as only missing fields or only format errors; a non-single data defect refers to the presence of two or more types of non-compliance issues simultaneously. In this embodiment, taking an employee's Excel onboarding application form as an example, the previously diagnosed defect types are "missing fields (job level)," "format errors (onboarding date)," and "data redundancy (detailed home address number)," a total of three types of defects. The system determines that the data has a non-single data defect.

[0188] Step S802: If it is a single data defect, then directly match and call the independent repair strategy corresponding to the single data defect from the preset repair strategy library.

[0189] Specifically, the repair strategy library refers to a pre-defined database storing repair strategies for various data defects, including single defect repair strategies and combined defect repair logic. An independent repair strategy refers to a dedicated repair strategy for a single data defect, with a simple process and clear objective, which can be directly applied to defect repair. In this embodiment, if an onboarding application form has only a single defect, "incorrect onboarding date format," the system directly matches the "automatic date format conversion" independent repair strategy from the repair strategy library, without requiring any other auxiliary processes.

[0190] Step S803: If it is not a single data defect, assess the feasibility of independently fixing each data defect.

[0191] Specifically, the feasibility of independent repair is affected by factors such as the complexity of the defect, repair resources, and data integrity. In this embodiment, the system assesses the feasibility of three types of defects: 1. Missing field (job level): can be obtained through the HR system, feasibility 95%; 2. Incorrect format (employment date): can be repaired through automatic format conversion by the system, feasibility 100%; 3. Data redundancy (redundant fields): can be repaired by automatically deleting redundant fields by the system, feasibility 100%; the assessment results for all three are high feasibility.

[0192] Step S804: Determine whether the feasibility of all targets is higher than the preset repair benchmark corresponding to the corresponding defect.

[0193] Specifically, the preset repair benchmark refers to the critical value used to determine whether the feasibility of the repair target is met. It is preset by the repair strategy library according to the repair difficulty of various defects. In this embodiment, the preset repair benchmark is 80%. In this embodiment, the repair feasibility of the three types of defects (95%, 100%, 100%) is higher than the preset repair benchmark of 80%, and the system judges that "the feasibility of all targets is met".

[0194] Step S805: If all are higher than the preset repair benchmark, then assign a corresponding repair sub-process to each type of data defect.

[0195] Specifically, in this embodiment, the repair sub-process refers to a repair process designed separately for each type of data defect, and is a component of the combined repair strategy. In this embodiment, the system assigns repair sub-processes to three types of defects: 1. Field missing repair sub-process: HR system interface call → job level data extraction → data validation → field filling; 2. Format error repair sub-process: date format identification → standardization conversion (YYYY-MM-DD) → conversion result verification; 3. Data redundancy repair sub-process: redundant field identification → field deletion → data integrity verification.

[0196] Step S806: Generate a combined repair strategy based on the repair sub-process.

[0197] Specifically, in this embodiment, the combined repair strategy refers to a repair plan formed by integrating multiple repair sub-processes, clarifying the execution order, connection logic, and priority of each sub-process, and is used to solve the problem of multiple data defects coexisting. In this embodiment, the system generates a combined repair strategy: the execution order is "data redundancy repair → format error repair → field missing repair" (first delete redundant data, then correct the format, and finally add missing fields), the connection logic is "after the previous sub-process is repaired and verified, the next sub-process is triggered", and the priority of all sub-processes is "high"; at the same time, the operating entity of each sub-process (system automatic execution module + human resources data specialist) and the completion time limit (1 working day) are clearly defined to ensure that the repair process is orderly and efficient.

[0198] Secondly, this application also discloses an electronic record lifecycle management system.

[0199] Reference Figure 9 An electronic records lifecycle management system includes:

[0200] The first acquisition module 1 is used to acquire the electronic archives to be managed and their corresponding lifecycle stage identifiers;

[0201] The second acquisition module 2 is used to match the preset lifecycle management strategy library according to the lifecycle stage identifier and obtain the corresponding stage management rule set;

[0202] Action recognition module 3 is used to parse the set of stage management rules and identify the core management actions and auxiliary management actions of the current stage;

[0203] The first judgment module 4 is used to check the historical operation records of the electronic files to be managed and determine whether the core management actions have been completed.

[0204] Data statistics module 5: If the core management action has been completed, data statistics module 5 is used to calculate the matching degree between the currently executed auxiliary management action and the auxiliary management action.

[0205] The second judgment module 6 is used to determine whether the matching degree has reached the execution threshold required for the current stage;

[0206] If the matching degree reaches the execution threshold, the data generation module 7 is used to generate a list of state transition instructions and operations from the current stage to the next stage based on the set of stage management rules.

[0207] The identifier update module 8 is used to execute state transition instructions to update the current lifecycle stage identifier of the electronic archive to be managed to the next stage;

[0208] Task execution module 9 is used to distribute the operation list for the next stage to the corresponding file management nodes and drive the execution of the management tasks for the next stage.

[0209] The above are all preferred embodiments of this application, and are not intended to limit the scope of protection of this application. Therefore, all equivalent changes made in accordance with the structure, shape and principle of this application should be covered within the scope of protection of this application.

Claims

1. An electronic archive full life cycle management method, characterized by, The method comprises the following steps: acquiring an electronic file to be managed and a corresponding lifecycle stage identifier; matching a preset lifecycle management strategy library according to the lifecycle stage identifier to acquire a corresponding stage management rule set; analyzing the stage management rule set to identify a core management action and an auxiliary management action of the current stage; checking a historical operation record of the electronic file to be managed to determine whether the core management action has been completed; if the core management action has been completed, then calculating a matching degree of the auxiliary management action that has been executed and the auxiliary management action; determining whether the matching degree reaches an execution threshold required by the current stage; if the matching degree reaches the execution threshold, then generating a state conversion instruction and an operation list from the current stage to the next stage according to the stage management rule set; executing the state conversion instruction to update the current lifecycle stage identifier of the electronic file to be managed to the next stage; distributing the operation list of the next stage to a corresponding file management node and driving the execution of the management task of the next stage; wherein, after the checking of the historical operation record of the electronic file to be managed to determine whether the core management action has been completed, the method further comprises the following steps: if the core management action has not been completed, then marking the missing core management action as a to-be-executed key task and generating a key task supplement notification; monitoring whether a task confirmation signal for the key task supplement notification is received within a preset task response period; if the task confirmation signal is received, then updating the state of the electronic file to be managed according to the task confirmation signal and recalculating the matching degree to trigger the determination of the execution threshold.

2. The electronic file full life cycle management method according to claim 1, wherein, after the determination of whether the matching degree reaches the execution threshold required by the current stage, the method further comprises the following steps: if the matching degree does not reach the execution threshold, then selecting an auxiliary action that has not been executed from the auxiliary management action as a to-be-supplemented action; determining action element information necessary for the execution of the to-be-supplemented action according to the stage management rule set and the to-be-supplemented action; acquiring file information corresponding to the electronic file to be managed and checking whether the action element information exists in the file information and a historical operation record; if the action element information exists, then generating a supplement operation record corresponding to the to-be-supplemented action according to the action element information; forming a stage perfect file according to the supplement operation record and the to-be-supplemented action; generating the state conversion instruction and the operation list based on the stage management rule set and the stage perfect file.

3. The electronic file full life cycle management method according to claim 2, wherein, after the checking of whether the action element information exists in the file information and the historical operation record, the method further comprises the following steps: if the action element information does not exist, then acquiring an importance rating of the to-be-supplemented action for the current lifecycle stage; generating an element supplement task list arranged in descending order of the importance rating according to the to-be-supplemented action and the stage management rule set; assigning each task in the element supplement task list to a lifecycle management personnel corresponding to the nature of the task.

4. The electronic file full life cycle management method according to claim 2, wherein, If the action element information exists, generating a supplement operation record corresponding to the to-be-supplemented action according to the action element information comprises: If the action element information exists, determining whether the archive information corresponding to the action element information involves sensitive data; If the sensitive data is involved, identifying a classified permission required for accessing the sensitive data; Verifying whether the current operator has access rights matching the classified permission; If the matching access rights are not owned, marking metadata involving the sensitive data as a controlled data segment; After receiving an authorized decryption instruction for the controlled data segment, generating the supplement operation record according to the action element information; If the matching access rights are owned, directly generating the supplement operation record according to the action element information.

5. The method of claim 1, wherein, Before the obtaining of the to-be-managed electronic archive and the corresponding lifecycle stage identifier, further comprising: Receiving original archive data and identifying a corresponding initial storage format; If the initial storage format is an unstructured data format, invoking a data structuring conversion process adapted to the unstructured data format; Executing the data structuring conversion process to convert the original archive data into a standard structured electronic archive; If the initial storage format is a structured data format, verifying whether the original archive data conforms to a predefined structured archiving standard; If the structured archiving standard is not conformed to, diagnosing a specific defect type that does not conform to the standard; Selecting a corresponding data repair strategy according to the specific defect type and applying the data repair strategy to repair the original archive data; If the structured archiving standard is conformed to, directly taking the original archive data as the standard structured electronic archive; Determining the standard structured electronic archive as the to-be-managed electronic archive and determining an initial lifecycle stage identifier corresponding to the to-be-managed electronic archive according to the identification result of the initial storage format and the verification result of the structured archiving standard.

6. The electronic file full life cycle management method according to claim 5, wherein, If the initial storage format is an unstructured data format, invoking a data structuring conversion process adapted to the unstructured data format comprises: If the initial storage format is an unstructured data format, identifying a content category of the original archive data; Determining a corresponding data processing security level according to the content category; Checking whether an operation subject executing the data structuring conversion process has operation qualifications corresponding to the data processing security level; If the corresponding operation qualifications are owned, selecting and invoking a corresponding data structuring conversion process according to the data processing security level; If the corresponding operation qualifications are not owned, marking the original archive data as to-be-audited data; After obtaining an audit pass instruction for the to-be-audited data, invoking a corresponding data structuring conversion process according to the data processing security level.

7. The electronic file full life cycle management method according to claim 5, wherein, The selecting of a corresponding data repair strategy according to the specific defect type comprises: According to the diagnosed specific defect type, determining whether it is a single data defect; If the single data defect, then directly match and call the independent repair strategy corresponding to the single data defect from the preset repair strategy library; If not the single data defect, then evaluate the target feasibility of independent repair for each data defect; Judge whether all target feasibilities are higher than the preset repair benchmark corresponding to the corresponding defect; If all are higher than the preset repair benchmark, then assign the corresponding repair sub-process to each data defect; Generate a combined repair strategy based on the repair sub-process.

8. An electronic archive full life cycle management system for performing the method of any one of claims 1 to 7, characterized by, Comprise: A first acquisition module (1) is configured to acquire an electronic archive to be managed and a corresponding lifecycle stage identifier; A second acquisition module (2) is configured to match a preset lifecycle management strategy library according to the lifecycle stage identifier, and acquire a corresponding stage management rule set; An action recognition module (3) is configured to parse the stage management rule set and identify the core management action and the auxiliary management action of the current stage; A first judgment module (4) is configured to check the historical operation record of the electronic archive to be managed and determine whether the core management action has been completed; A data statistics module (5) is configured to, if the core management action has been completed, count the matching degree between the currently executed auxiliary management action and the auxiliary management action; A second judgment module (6) is configured to determine whether the matching degree reaches the execution threshold required by the current stage; A data generation module (7) is configured to, if the matching degree reaches the execution threshold, generate a state conversion instruction and an operation list from the current stage to the next stage according to the stage management rule set; An identifier updating module (8) is configured to execute the state conversion instruction and update the current lifecycle stage identifier of the electronic archive to be managed to the next stage; A task execution module (9) is configured to distribute the operation list of the next stage to the corresponding archive management node and drive the execution of the management task of the next stage.

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