# Application of Intelligent Archives Management Based on Data Mining in Hospital Archives Management

Authors: Juan Li
Journal: Journal of Electrical and Computer Engineering
 (2022)

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## Abstract

Data mining belongs to knowledge discovery, which is the process of revealing implicit, unknown, and valuable information from a large amount of fuzzy application data. The potential information revealed by data mining can help decision makers adjust market strategies and reduce market risks. The information excavated must be real and not universally known, and it can be the discovery of a specific problem. Data mining algorithms mainly include the neural network method, decision tree method, genetic algorithm, rough set method, fuzzy set method, association rule method, and so on. Archives management, also known as archive work, is the general term for various business works, in which archives directly manage archive entities and archive information and provide utilization services. It is also the most basic part of national archives. Hospital archives are an important part of hospital management, and hospital archives are the accumulation of work experience and one of the important elements for building a modern hospital. Hospital archives are documents, work records, charts, audio recordings, videos, photos, and other types of documents, audio-visual materials, and physical materials, such as certificates, trophies, and medals obtained by hospitals, departments, and individuals. The purpose of this paper is to study the application of intelligent archives management based on data mining in hospital archives management, expecting to use the existing data mining technology to improve the current hospital archives management. This paper investigates the age and educational background of hospital archives management workers and explores the relationship between them and the quality of archives management. Based on the decision number algorithm, on the basis of the database, the hospital data is classified and analyzed, and the hospital file data is classified and processed through the decision number algorithm to improve the system data processing capability. The experimental results of this paper show that among the staff working in the archives management department of the hospital, 20-to-30-year-olds account for 46.2% of the total group. According to the data, the staff in the archives management department of the hospital also tends to be younger. Among the staff under the age of 30, the file pass rate was 98.3% and the failure rate was 1.7%. Among the staff over 50 years old, the file pass rate was 99.9% and the failure rate was 0.1%. According to the data, the job is related to the experience of the employee.


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## Body

## 1. Introduction

With the development and popularization of modern information technology, the amount of data in society is growing exponentially. In the early stage of development, it can indeed help us obtain a large amount of information and keep abreast of the situation. However, since the twenty-first century, the rapid development of IoT technology and its successful application in the field of production have resulted in a large amount of information spewing out. How to find the needed information in the range of massive information has become an urgent problem to be solved, and how to mine the valuable information hidden behind the massive information has also become a current research hotspot. Although traditional databases can collect and query information, they cannot analyze the potential rules behind the information and make predictions for future development. To solve this problem in the future, data mining emerges as the times require. Data mining should include the following elements: data, patterns, novelty, validity, and understandability. Data is the object of mining. The deepening reform of economic policies has also driven the development of the medical industry, however, in recent years, medical resources have become increasingly scarce, which has caused disputes in the objective situation. To this end, we combine data mining technology with medical work and apply modern science and technology to various fields of the medical industry, especially the field of hospital file management. Manage patients according to specific file records, improve the quality of hospital management, ease the relationship between doctors and patients, and promote the progress of medical services.The electronic medical record is the key development direction of the clinical work of modern medical institutions in the future. It is not only an important support system necessary for the development of medical business but also the main component and important source of residents’ health records. The establishment of intelligent files can standardize records, reduce medical accidents, and improve the quality of medical services and the efficiency of medical work. It changes the way of filing medical records, frees the medical record administrators from the daily heavy manual work, simplifies the work process, realizes the automation of medical record filing, and reduces the labor intensity of the medical record administrators. Data mining technology can fully analyze hospital information data, mine potential rules, and provide fast, accurate, and convenient decision support for hospital management.The electronic medical record document management system is connected with its corresponding electronic medical record system data management, and the electronic medical record document filing and management automation are realized. This paper analyzes the current situation and existing problems of electronic archives management and puts forward targeted countermeasures and suggestions, which is a beneficial exploration in the field of hospital electronic archives management.


## 2. Related Work

Data mining technology can analyze the hidden information of data, provide a theoretical basis for business decisions, improve the governance capacity of government departments, and reduce unnecessary losses. Combining data mining technology with nursing can timely understand patient information, reduce unnecessary friction, and build a good doctor-patient relationship. The history of data mining as a method field can be traced back to exploratory data analysis, and methods for determining validity and generality have been established. Slater S discusses some of the tools emerging in educational data mining research and practice, discussing areas of research where related tools are also used by the wider data mining and data science community. He reviews nearly 40 tools that are frequently used for data mining/analysis in education, which includes the knowledge of data manipulation and feature engineering tools, algorithm analysis tools, visualization, and special applications of EDM and LA, such as deviation tracking tools, text mining, social network analysis, process and sequence mining, PSLC service stations, etc. [1] The electronization of knowledge information is one of the important fields of computer technology. In this context, Chen C proposed to study the electronic image file management technology based on an image parallel preprocessing algorithm. According to the characteristics of electronic image archives, he designed the data division and debugging algorithm in image processing based on the master-slave image parallel processing algorithm. Subsequent experimental results demonstrate the effectiveness of the algorithm and determine the specific operation of the algorithm when processing images [2]. Yan X. S. constructs a “universe” of more than 18,000 fundamental signals from financial statements and uses a bootstrap approach to assess the impact of data mining on fundamental-based anomalies. He found that many fundamental signals were significant predictors of cross-sectional stock returns, even after accounting for data mining. This predictive power is more pronounced after periods of high sentiment and in stocks with greater arbitrage constraints. Experimental evidence suggests that fundamental-based anomalies, including the newly discovered anomalies in this study, cannot be attributed to random chance, while they are better explained by mispricing [3]. To handle training sample dynamics and improve prediction accuracy, Wu W proposes a short-term WPF data mining method consisting of K-means clustering and bagging neural network (NN). Based on the similarity between historical days, K-means clustering was used to classify the samples into several categories, which contained information on meteorological conditions and historical power data. To overcome the overfitting and instability problems of traditional networks, he integrated bagging-based ensemble methods into backpropagation neural networks. To confirm the effectiveness, the proposed data mining method is checked on real wind power data trajectories. Simulation results show that it can achieve better prediction accuracy compared to other baselines and existing short-term WPF methods [4]. Ramos J. proposes a novel hybrid framework based on data mining techniques and tuned to select the subsets of genes meaningfully associated with target diseases performed in DNA microarray experiments. The framework involves methods, such as statistical significance testing, cluster analysis, evolutionary computation, visual analysis, and boundary points. The latter is its proposed core technology, allowing the framework to define two approaches to gene selection. Another novelty of this work is the inclusion of the patient’s age as an additional factor in the analysis, which provides greater insight into the disease [5]. Lin C. J. proposed using human behavior modeling and data mining to predict human error. Top-down reasoning is used to translate the interactions between task characteristics and conditions into the general propensity to make mistakes of the average operator, while bottom-up analysis analyzes psychophysiological measures as the likelihood that a person will make mistakes on the basis of trial after trial. Combining real-time electroencephalographic (EEG) features collected in digital typing experiments with modeled features produced by an enhanced human behavior model (queuing network model human processor) improves misclassification performance through linear discriminant analysis [6]. To carry out research on healthcare whistleblowing, Blenkinsopp J provides valuable insights into the factors that influence healthcare whistleblowing and how organizations respond. However, he also finds large gaps in literature coverage that overfocus on nursing and focus on the early stages of the whistleblowing process. The review identified gaps in the literature on whistleblowing in healthcare that, albeit limited, could identify important implications for practice, including enhancing employee safety and providing ethics training [7]. Although these theories have explored data mining technology and intelligent file management to a certain extent, the correlation between the two is not enough to produce results in application.


## 3. Application Method of Intelligent Archives Management Based on Data Mining in Hospital Archives Management

### 3.1. Smart Healthcare

Intelligent medical technology originated in the United States, and developed countries have successively explored it in the early 1990s [8]. The intelligent medical system was initially applied in hospitals, however, it has not been widely used. The reasons for not launching a large-scale application include the following: the limitations of the medical system, the deep-rooted traditional business processes, and the immaturity of intelligent medical care itself. It mainly detects the body of the patient and then transmits the specific data to the doctor, and the doctor makes judgment and analysis based on the data [9, 10]. The initial smart medical structure is shown in Figure 1.Figure 1
The original smart medical structure.With the continuous development of computer technology, the concept of big data has gradually emerged [11]. Although big data has been used in many fields, there is currently no internationally recognized concept, and big data has its own unique understanding in various fields [12, 13]. Big data refers to the need for new processing models to have stronger decision-making power, insight discovery, and process optimization capabilities to adapt to massive, high-growth, and diversified information assets. Regardless of the definition of big data in various fields, we cannot deny that we are now in the era of big data, and surroundings are closely related to big data [14]. Big data is a brand-new way of thinking. The transformation of information in the production process into data forms promotes the development of social economy and culture [15, 16]. Figure 2 is a big data structure diagram.Figure 2
Big data structure diagram.


### 3.2. Overview of Data Mining

Data mining refers to the application of data mining technology to a very large amount of irregular data to obtain hidden information that is beneficial to the value [17]. In fact, data mining is the result of the gradual evolution of information technology. At first, all kinds of business data were only stored in the database. Gradually, the business data in the database was queried, and then it was developed for the real-time traversal of the data. In recent years, the rapid development of IoT technology has made it widely used in the field of social production [18, 19]. In particular, the advancement of internet technology has become a necessary means for enterprises to build information systems [20]. The internet engine analysis in the era of big data is shown in Figure 3.Figure 3
Data mining process.From the perspective of commercial application, data mining is a brand-new business information processing technology. Its main feature is to extract, transform, analyze, and model a large amount of business data in the business database and extract the key knowledge to assist business decision-making, i.e., to automatically discover relevant business models from a database.In the contemporary age of highly developed information technology, data mining is not only satisfied with query and storage but is more important to use information to assist decision-making, and the data warehouse we mentioned above can do a good job of assisting decision-making [21, 22]. As a data collection place, data warehouse can reasonably use data analysis technology to obtain the needed information from massive information. As a kind of data collection, data warehouse has the characteristics of reflecting historical changes and has the characteristics of relatively stable, subject oriented, and strong integrity. It is often used for decision analysis and processing of enterprises or organizations in business management activities. Data warehouse includes three structures of data collection, data storage, and data access. These three structures cooperate with each other to analyze and process data to meet the decision-making needs in enterprise management [3, 23]. Operational databases manage data relatively loosely, while data warehouses use a new approach to data management when they hold data. It makes the data in the data warehouse have a high degree of integration, and it provides a basis for the efficient analysis of the data in the data warehouse. The system structure of the data warehouse is shown in Figure 4.Figure 4
The system structure of the data warehouse.The raw data of data mining is very large and noisy. The update rules can be continuously adjusted according to the changes of the data, and a quick response can be made. Data mining is based on the premise of statistics to discover and explore the laws. The laws are not a universal truth and do not need to be applied to all data.


### 3.3. Data Mining Algorithms

The decision tree is essentially the process of classifying and analyzing data, and its analysis process appears in the form of a tree, with each node representing a different type of data [24]. The decision tree algorithm is a method of approximating the value of a discrete function. It is a typical classification method that first processes the data, uses an inductive algorithm to generate readable rules and decision trees, and then uses the decisions to analyze the new data. Essentially, a decision tree is the process of classifying data through a series of rules. The specific structure is shown in Figure 5.Figure 5
Decision tree structure.The traditional information representation has uncertainty, and we express the uncertainty as follows:(1)WA=fa1ja1+fa2ja2+⋯+faljal=−∑klfaklog2Fak.Whenfa1=fa2WA=1, (2)jf,k=−ff+klog2ff+k−kf+klog2kf+k.Formula (2) represents the amount of information required for the correct classification of a decision tree.(3)YB=∑Ksfk+lkf+ljfk,lk,where B represents a subset of the functional decision tree, j represents the information expectation, and YB represents the average information expectation.The main algorithm of decision tree algorithm is to establish the root node and then find the optimal solution from the obtained results [25]. The ID3 algorithm is a common optimal solution algorithm.(4)InfoS=−∑1OUalog3Ua,where Ua represents the proportion of the sample to the population.(5)InfoxS=∑1oS1S∗InfoS.X represents the sample attribute characteristics, and InfoxS represents the expected information.(6)GaintS=InfoS−InfoXS.Formula (6) represents the difference between the old and new information needs.(7)Wa=α+βWa−1+δa,where Wa is the demand, β is the change between the demand, and α is a constant.(8)gainB=Jf,l−YB,gainB represents the information gain of attribute B.(9)Jcs=−∑kxfklog2fk,where cs represents the subset, and J represents the amount of information in the subset.(10)YB=∑hscsg∗Jcs.YB represents the desired information expectation when B is the attribute.(11)RWa=α1−β,VarWa=ϕ31−β3.It can be seen from the above function expression that the customer’s demand changes with time, and the final demand is different.(12)ka=QW¯a+ηQFa,where Q is the expected demand, W¯a is the estimated value, and η is the standard deviation.(13)Gain RatioD=GainBSplitIB.Formula (12) is the functional expression of the gain ratio, which can eliminate the drawbacks caused by information gain.(14)SplitIQ=−∑fscsG∗log2csG.where SplitIQ represents split information.(15)W=∑kngkGlog2gkG,where G represents the sample data, and g represents the quantity.(16)W1=G1G−G2G1log2G2G1,Formula (15) represents the information entropy when the sample data is 1.(17)ga1,a2=a1+0.5a23−a13.a1 and a2 represent random independent variables, and ga1,a2 represents the sample decision attribute.(18)W2=G3G−∑knG3iG3log2G3iG3.Among them,3i represents the number of classifications. At this time, it is possible to approximate the information gain value.(19)Gainp=W−W1−W3=−∑KmgkGlog2gkGg1G−G2G1log2G2G1.When the resulting value is greater than zero, keep it. If it is less than zero, then do not keep it.


### 3.4. File Management

The ancient name of medical records in China is “pulse case” or “diagnosis record,” and modern medical treatment is called “medical record” [26]. The medical attribute of the medical record file is the main feature that distinguishes the medical record file from other scientific and technological files. The medical attributes of medical records are shown in that the medical records are composed of basic medical records and special medical records. The view that archives, as a valuable asset, is owned and used by all people has become a general consensus in all countries in the world. Taking the United States as an example, the United States has promoted the modernization process of archives management and the digital construction of archives through the implementation of the “Valley” project, which has played an important role in promoting the construction of archives management informatization in the United States [4, 27].Since there are archives in all walks of life, the definition of archives varies from industry to industry. From an academic point of view, archives refer to various forms of valuable historical records directly formed by state institutions, social organizations, or individuals in social activities [28]. From a legal point of view, archives refer to historical records in various forms, such as various characters, graphics, audio and video, etc., which are of preservation value for the country and society, and they are directly formed by past and present state institutions, social organizations, and individuals engaged in political, military, economic, scientific, technological, cultural, and religious activities. Archives management, also known as archives work, is a general term for various business work in which archives directly manage archives entities and archives information and provide services. It is also the most basic part of national archives. The object of file management is the file, and the service object is the file user. The theme of this paper is the application of data mining and intelligent file management in hospital file management. We transform the object of file management into patient medical records, as shown in Figure 6.Figure 6
Intelligent file management.


## 3.1. Smart Healthcare

Intelligent medical technology originated in the United States, and developed countries have successively explored it in the early 1990s [8]. The intelligent medical system was initially applied in hospitals, however, it has not been widely used. The reasons for not launching a large-scale application include the following: the limitations of the medical system, the deep-rooted traditional business processes, and the immaturity of intelligent medical care itself. It mainly detects the body of the patient and then transmits the specific data to the doctor, and the doctor makes judgment and analysis based on the data [9, 10]. The initial smart medical structure is shown in Figure 1.Figure 1
The original smart medical structure.With the continuous development of computer technology, the concept of big data has gradually emerged [11]. Although big data has been used in many fields, there is currently no internationally recognized concept, and big data has its own unique understanding in various fields [12, 13]. Big data refers to the need for new processing models to have stronger decision-making power, insight discovery, and process optimization capabilities to adapt to massive, high-growth, and diversified information assets. Regardless of the definition of big data in various fields, we cannot deny that we are now in the era of big data, and surroundings are closely related to big data [14]. Big data is a brand-new way of thinking. The transformation of information in the production process into data forms promotes the development of social economy and culture [15, 16]. Figure 2 is a big data structure diagram.Figure 2
Big data structure diagram.


## 3.2. Overview of Data Mining

Data mining refers to the application of data mining technology to a very large amount of irregular data to obtain hidden information that is beneficial to the value [17]. In fact, data mining is the result of the gradual evolution of information technology. At first, all kinds of business data were only stored in the database. Gradually, the business data in the database was queried, and then it was developed for the real-time traversal of the data. In recent years, the rapid development of IoT technology has made it widely used in the field of social production [18, 19]. In particular, the advancement of internet technology has become a necessary means for enterprises to build information systems [20]. The internet engine analysis in the era of big data is shown in Figure 3.Figure 3
Data mining process.From the perspective of commercial application, data mining is a brand-new business information processing technology. Its main feature is to extract, transform, analyze, and model a large amount of business data in the business database and extract the key knowledge to assist business decision-making, i.e., to automatically discover relevant business models from a database.In the contemporary age of highly developed information technology, data mining is not only satisfied with query and storage but is more important to use information to assist decision-making, and the data warehouse we mentioned above can do a good job of assisting decision-making [21, 22]. As a data collection place, data warehouse can reasonably use data analysis technology to obtain the needed information from massive information. As a kind of data collection, data warehouse has the characteristics of reflecting historical changes and has the characteristics of relatively stable, subject oriented, and strong integrity. It is often used for decision analysis and processing of enterprises or organizations in business management activities. Data warehouse includes three structures of data collection, data storage, and data access. These three structures cooperate with each other to analyze and process data to meet the decision-making needs in enterprise management [3, 23]. Operational databases manage data relatively loosely, while data warehouses use a new approach to data management when they hold data. It makes the data in the data warehouse have a high degree of integration, and it provides a basis for the efficient analysis of the data in the data warehouse. The system structure of the data warehouse is shown in Figure 4.Figure 4
The system structure of the data warehouse.The raw data of data mining is very large and noisy. The update rules can be continuously adjusted according to the changes of the data, and a quick response can be made. Data mining is based on the premise of statistics to discover and explore the laws. The laws are not a universal truth and do not need to be applied to all data.


## 3.3. Data Mining Algorithms

The decision tree is essentially the process of classifying and analyzing data, and its analysis process appears in the form of a tree, with each node representing a different type of data [24]. The decision tree algorithm is a method of approximating the value of a discrete function. It is a typical classification method that first processes the data, uses an inductive algorithm to generate readable rules and decision trees, and then uses the decisions to analyze the new data. Essentially, a decision tree is the process of classifying data through a series of rules. The specific structure is shown in Figure 5.Figure 5
Decision tree structure.The traditional information representation has uncertainty, and we express the uncertainty as follows:(1)WA=fa1ja1+fa2ja2+⋯+faljal=−∑klfaklog2Fak.Whenfa1=fa2WA=1, (2)jf,k=−ff+klog2ff+k−kf+klog2kf+k.Formula (2) represents the amount of information required for the correct classification of a decision tree.(3)YB=∑Ksfk+lkf+ljfk,lk,where B represents a subset of the functional decision tree, j represents the information expectation, and YB represents the average information expectation.The main algorithm of decision tree algorithm is to establish the root node and then find the optimal solution from the obtained results [25]. The ID3 algorithm is a common optimal solution algorithm.(4)InfoS=−∑1OUalog3Ua,where Ua represents the proportion of the sample to the population.(5)InfoxS=∑1oS1S∗InfoS.X represents the sample attribute characteristics, and InfoxS represents the expected information.(6)GaintS=InfoS−InfoXS.Formula (6) represents the difference between the old and new information needs.(7)Wa=α+βWa−1+δa,where Wa is the demand, β is the change between the demand, and α is a constant.(8)gainB=Jf,l−YB,gainB represents the information gain of attribute B.(9)Jcs=−∑kxfklog2fk,where cs represents the subset, and J represents the amount of information in the subset.(10)YB=∑hscsg∗Jcs.YB represents the desired information expectation when B is the attribute.(11)RWa=α1−β,VarWa=ϕ31−β3.It can be seen from the above function expression that the customer’s demand changes with time, and the final demand is different.(12)ka=QW¯a+ηQFa,where Q is the expected demand, W¯a is the estimated value, and η is the standard deviation.(13)Gain RatioD=GainBSplitIB.Formula (12) is the functional expression of the gain ratio, which can eliminate the drawbacks caused by information gain.(14)SplitIQ=−∑fscsG∗log2csG.where SplitIQ represents split information.(15)W=∑kngkGlog2gkG,where G represents the sample data, and g represents the quantity.(16)W1=G1G−G2G1log2G2G1,Formula (15) represents the information entropy when the sample data is 1.(17)ga1,a2=a1+0.5a23−a13.a1 and a2 represent random independent variables, and ga1,a2 represents the sample decision attribute.(18)W2=G3G−∑knG3iG3log2G3iG3.Among them,3i represents the number of classifications. At this time, it is possible to approximate the information gain value.(19)Gainp=W−W1−W3=−∑KmgkGlog2gkGg1G−G2G1log2G2G1.When the resulting value is greater than zero, keep it. If it is less than zero, then do not keep it.


## 3.4. File Management

The ancient name of medical records in China is “pulse case” or “diagnosis record,” and modern medical treatment is called “medical record” [26]. The medical attribute of the medical record file is the main feature that distinguishes the medical record file from other scientific and technological files. The medical attributes of medical records are shown in that the medical records are composed of basic medical records and special medical records. The view that archives, as a valuable asset, is owned and used by all people has become a general consensus in all countries in the world. Taking the United States as an example, the United States has promoted the modernization process of archives management and the digital construction of archives through the implementation of the “Valley” project, which has played an important role in promoting the construction of archives management informatization in the United States [4, 27].Since there are archives in all walks of life, the definition of archives varies from industry to industry. From an academic point of view, archives refer to various forms of valuable historical records directly formed by state institutions, social organizations, or individuals in social activities [28]. From a legal point of view, archives refer to historical records in various forms, such as various characters, graphics, audio and video, etc., which are of preservation value for the country and society, and they are directly formed by past and present state institutions, social organizations, and individuals engaged in political, military, economic, scientific, technological, cultural, and religious activities. Archives management, also known as archives work, is a general term for various business work in which archives directly manage archives entities and archives information and provide services. It is also the most basic part of national archives. The object of file management is the file, and the service object is the file user. The theme of this paper is the application of data mining and intelligent file management in hospital file management. We transform the object of file management into patient medical records, as shown in Figure 6.Figure 6
Intelligent file management.


## 4. Application Experiment of Intelligent Archives Management Based on Data Mining in Hospital Archives Management

### 4.1. Basic Information Form of Electronic Medical Records

Electronic medical records (EMR) are also known as computerized medical record systems or computer-based patient records. It is a digitized medical record saved, managed, transmitted, and reproduced by electronic equipment (computer, health card, etc.) to replace handwritten paper medical records. Electronic medical records can proactively make judgments based on the information and knowledge they have mastered, make timely and accurate prompts when individual health status needs to be adjusted, and provide optimal solutions and implementation plans.According to the data in Table1, the electronic medical record contains the basic information of many patients. In the introduction and description of Table 1, 1 represents negative and 0 represents positive. According to the specific information, the field length of the patient’s name in the electronic medical record is 30, and the name is not the primary key in the electronic medical record, and spaces are allowed, so it can be seen that the patient’s name is not the key information. In the actual operation process, the hospital usually takes the patient’s hospital number and discharge date as key information, which avoids the problem of duplicate names. In addition, although gender is not the key information on the electronic medical record, blanks are not allowed. Information similar to gender also includes information, such as age, department, file directory, and inspection report.Table 1
Basic information of electronic medical records.
TypeLengthPrimary key or notWhether empty is allowedName3011Number2001Sex410Age410Department3010File status110Catalogue10010Report110According to the data in Table2, the electronic medical record document information is different from the basic information of the electronic medical record, mainly because of the difference in field length. In the introductory description of Table 2, 1 represents negative and 0 represents positive. The field length of the patient name is 50. The patient name is not the primary key in the electronic medical record and spaces are allowed, which is the same as the basic information of the electronic medical record. The length of the field of discharge time is 8. This information is key information in the medical record, and hence, it will appear on the primary key. Different from the basic information of electronic medical records, the document information also includes structure information and document size. Although these are not key pieces of information, spaces are not allowed.Table 2
Electronic medical record document information sheet.
TypeLengthPrimary key or notWhether empty is allowedPatient’s name5010Hospitalization number2001Date of discharge801Name2010Structure information2010Documentation information1010


### 4.2. User Basic Information Table

In addition to electronic medical records, user information forms are also included. The user information table mainly records the user’s personal information, including name, department information, and job number. This information can clarify information in a timely manner and save time and cost.In the data in Table3, 1 represents negative and 0 represents positive. According to the data in Table 3, the field length of the user ID is 20, which can be used as the key information of the user and cannot be blank. The field length of the username is 20, which can be used as the key information of the user and can be blank. The field length of the user password is 20, which cannot be used as the key information of the user and may be blank. The field length of the user department is 20, which cannot be used as the key information of the user, and it may be blank. The field length of the creation date is 9, which cannot be used as the key information of the user, and it can be blank.Table 3
User information specific situation table.
TypeLengthPrimary key or notWhether empty is allowedUser work number2001User name2000User password2011User section2010Date created910


### 4.3. User Permission Information

Authority refers to the scope and degree of decision-making on a matter that the incumbent must possess to ensure the effective performance of duties. The user permission table records the user’s functional permissions, and it has a one-to-many relationship with the user table.In the data in Table4, 1 represents negative and 0 represents positive. According to the data in Table 4, the field length of the user ID is 20, which can be used as the key information of the user and cannot be blank. The field length of the user permission is 50, which cannot be used as the key information of the user, and it can be blank. The field length of the user ID is 50, which cannot be used as the key information of the user, and it may be blank.Table 4
Basic information about user rights.
TypeLengthPrimary key or notWhether empty is allowedUser work number2001User permissions5011Permission identification5011


## 4.1. Basic Information Form of Electronic Medical Records

Electronic medical records (EMR) are also known as computerized medical record systems or computer-based patient records. It is a digitized medical record saved, managed, transmitted, and reproduced by electronic equipment (computer, health card, etc.) to replace handwritten paper medical records. Electronic medical records can proactively make judgments based on the information and knowledge they have mastered, make timely and accurate prompts when individual health status needs to be adjusted, and provide optimal solutions and implementation plans.According to the data in Table1, the electronic medical record contains the basic information of many patients. In the introduction and description of Table 1, 1 represents negative and 0 represents positive. According to the specific information, the field length of the patient’s name in the electronic medical record is 30, and the name is not the primary key in the electronic medical record, and spaces are allowed, so it can be seen that the patient’s name is not the key information. In the actual operation process, the hospital usually takes the patient’s hospital number and discharge date as key information, which avoids the problem of duplicate names. In addition, although gender is not the key information on the electronic medical record, blanks are not allowed. Information similar to gender also includes information, such as age, department, file directory, and inspection report.Table 1
Basic information of electronic medical records.
TypeLengthPrimary key or notWhether empty is allowedName3011Number2001Sex410Age410Department3010File status110Catalogue10010Report110According to the data in Table2, the electronic medical record document information is different from the basic information of the electronic medical record, mainly because of the difference in field length. In the introductory description of Table 2, 1 represents negative and 0 represents positive. The field length of the patient name is 50. The patient name is not the primary key in the electronic medical record and spaces are allowed, which is the same as the basic information of the electronic medical record. The length of the field of discharge time is 8. This information is key information in the medical record, and hence, it will appear on the primary key. Different from the basic information of electronic medical records, the document information also includes structure information and document size. Although these are not key pieces of information, spaces are not allowed.Table 2
Electronic medical record document information sheet.
TypeLengthPrimary key or notWhether empty is allowedPatient’s name5010Hospitalization number2001Date of discharge801Name2010Structure information2010Documentation information1010


## 4.2. User Basic Information Table

In addition to electronic medical records, user information forms are also included. The user information table mainly records the user’s personal information, including name, department information, and job number. This information can clarify information in a timely manner and save time and cost.In the data in Table3, 1 represents negative and 0 represents positive. According to the data in Table 3, the field length of the user ID is 20, which can be used as the key information of the user and cannot be blank. The field length of the username is 20, which can be used as the key information of the user and can be blank. The field length of the user password is 20, which cannot be used as the key information of the user and may be blank. The field length of the user department is 20, which cannot be used as the key information of the user, and it may be blank. The field length of the creation date is 9, which cannot be used as the key information of the user, and it can be blank.Table 3
User information specific situation table.
TypeLengthPrimary key or notWhether empty is allowedUser work number2001User name2000User password2011User section2010Date created910


## 4.3. User Permission Information

Authority refers to the scope and degree of decision-making on a matter that the incumbent must possess to ensure the effective performance of duties. The user permission table records the user’s functional permissions, and it has a one-to-many relationship with the user table.In the data in Table4, 1 represents negative and 0 represents positive. According to the data in Table 4, the field length of the user ID is 20, which can be used as the key information of the user and cannot be blank. The field length of the user permission is 50, which cannot be used as the key information of the user, and it can be blank. The field length of the user ID is 50, which cannot be used as the key information of the user, and it may be blank.Table 4
Basic information about user rights.
TypeLengthPrimary key or notWhether empty is allowedUser work number2001User permissions5011Permission identification5011


## 5. Application Analysis of Intelligent Archives Management Based on Data Mining in Hospital Archives Management

### 5.1. Situation of File Management Personnel

Medical records are the crystallization of clinical thinking and experience wisdom of medical staff. Medical records were produced in Western countries, and they have gone through a century of history in China, making important contributions to the development of medical care in the world.According to the data in Figure7, among the management personnel of the archives management department of a hospital in city A, there are 18 people aged between 20 years and 30 years, accounting for 46.2% of the total group. There are 7 people aged between 31 and 40 years, accounting for 17.9% of the total group. There are 9 people aged between 41 and 50 years, accounting for 23.1% of the total group. There are 5 people over 50 years, accounting for 12.8% of the total group. According to the data, in the archives management department of the hospital, the group aged between 20 and 30 years accounted for the largest proportion, and the group over the age of 50 accounted for the least. As an important part of the hospital, the archives management department also tends to be younger.Figure 7
Age and education distribution of personnel.There are 6 staff members in the archives management department of the hospital with technical secondary school education, accounting for 15.4% of the total group. There are 13 staff members with a specialist education, accounting for 33.3% of the total group. There are 17 staff with a bachelor’s degree or above, accounting for 43.6% of the total group. There are 3 staff members with other educational backgrounds, accounting for 7.7% of the total group. According to the data, the staff mainly have a bachelor’s degree or above, followed by junior college. According to this phenomenon, the educational background of archives management personnel is rising, which shows that the status of archives management in the hospital is constantly rising.


### 5.2. Medical Record Situation

Medical records are an important part of hospital files, and the overall management level of the hospital can also be seen from the file management of the hospital. Taking the hospital in city A as an example, we check the medical records of the hospital, and the details are as follows:According to the data in Figure8, 6000 medical records were sampled in the experiment, among which 2460 were disease course records, accounting for 41% of the total. There are 2040 admission records, accounting for 34% of the total share. There are 540 front pages of medical records, accounting for 9% of the total share. There are 240 auxiliary examinations, accounting for 4% of the total share. According to the data, in the first four groups of medical records, the proportion of disease course records was the highest, and the proportion of auxiliary examinations was the least. This data shows that the patient’s medical record is the most important in the hospital’s file management, and the file data of auxiliary examination is less.Figure 8
Basic situation of medical records.There are 300 discharge files in the hospital files, accounting for 5%. There are 600 informed consent forms, accounting for 10%. There are 180 medical orders, accounting for 3%. There are 420 books of diagnosis and treatment, accounting for 7%. According to the data, informed consent and diagnosis and treatment have a certain proportion in hospital files, and there are few doctor’s orders.According to the data in Figure9, as per the investigation of the hospital files, we analyzed the unqualified files in the files. Among all unqualified medical records, there were 10 death files, accounting for 16.1% of the total, among which 3 files were transferred. There were 52 files that were identified as nonstandard because of single failure, accounting for 83.9%. Among the 52 irregular files, 20 were identified as Class B unqualified, accounting for 32.2%, and 32 were identified as Class C unqualified, accounting for 51.7%. According to the data, among the unqualified files, the C-level unqualified proportion is the highest, and the death files are the least.Figure 9
Analysis of the quality of medical records.According to the unqualified files, we made a one-to-one correspondence with their departments. According to specific information, internal medicine accounts for 24 of all unqualified files, accounting for 39% of the total. There were 28 cases of surgery, accounting for 45% of the total. Specialties occupy 7, accounting for 11% of the total. Other departments occupy 3, accounting for 5% of the total. According to the data, surgery has the highest proportion of unqualified files, followed by internal medicine. This data shows that internal medicine and surgery are the main departments that are prone to file problems.


### 5.3. Quality Analysis of Medical Records

Medical records are an important basis for doctors to diagnose patients. Hence, the accuracy of medical records is very important. According to the above, the archives of internal medicine and surgery need to be improved. To improve the quality of the archives, we have analyzed the reasons. The details are as follows:According to the data in Figure10, among the staff under the age of 30, the file pass rate is 98.3%, and the unqualified rate is 1.7%. Among the staff aged between 30 and 40 years, the file pass rate was 97.8% and the failure rate was 2.2%. Among the staff aged between 41 and 50, the file pass rate was 99.5% and the failure rate was 0.5%. Among the staff over 50 years old, the file pass rate was 99.9% and the failure rate was 0.1%. According to the data, the pass rate of local staff over 50 years is the highest, and the pass rate of staff aged between 30 and 40 years is the lowest, indicating that the work is related to the experience of employees.Figure 10
Analysis of medical record quality.According to the academic qualifications of the staff, the pass rate of staff with a college education is 99.3%, and the unqualified rate is 0.7%. The pass rate of staff with a bachelor’s degree is 98.7%, and the unqualified rate is 1.3%. The pass rate of the staff with master’s degree was 96.7%, and the unqualified rate was 3.3%. The pass rate of staff with doctoral degrees was 96.4%, and the unqualified rate was 3.6%. According to the data, it can be seen that the pass rate of junior colleges is the highest and that of doctors is the lowest, indicating that file management has nothing to do with education.


## 5.1. Situation of File Management Personnel

Medical records are the crystallization of clinical thinking and experience wisdom of medical staff. Medical records were produced in Western countries, and they have gone through a century of history in China, making important contributions to the development of medical care in the world.According to the data in Figure7, among the management personnel of the archives management department of a hospital in city A, there are 18 people aged between 20 years and 30 years, accounting for 46.2% of the total group. There are 7 people aged between 31 and 40 years, accounting for 17.9% of the total group. There are 9 people aged between 41 and 50 years, accounting for 23.1% of the total group. There are 5 people over 50 years, accounting for 12.8% of the total group. According to the data, in the archives management department of the hospital, the group aged between 20 and 30 years accounted for the largest proportion, and the group over the age of 50 accounted for the least. As an important part of the hospital, the archives management department also tends to be younger.Figure 7
Age and education distribution of personnel.There are 6 staff members in the archives management department of the hospital with technical secondary school education, accounting for 15.4% of the total group. There are 13 staff members with a specialist education, accounting for 33.3% of the total group. There are 17 staff with a bachelor’s degree or above, accounting for 43.6% of the total group. There are 3 staff members with other educational backgrounds, accounting for 7.7% of the total group. According to the data, the staff mainly have a bachelor’s degree or above, followed by junior college. According to this phenomenon, the educational background of archives management personnel is rising, which shows that the status of archives management in the hospital is constantly rising.


## 5.2. Medical Record Situation

Medical records are an important part of hospital files, and the overall management level of the hospital can also be seen from the file management of the hospital. Taking the hospital in city A as an example, we check the medical records of the hospital, and the details are as follows:According to the data in Figure8, 6000 medical records were sampled in the experiment, among which 2460 were disease course records, accounting for 41% of the total. There are 2040 admission records, accounting for 34% of the total share. There are 540 front pages of medical records, accounting for 9% of the total share. There are 240 auxiliary examinations, accounting for 4% of the total share. According to the data, in the first four groups of medical records, the proportion of disease course records was the highest, and the proportion of auxiliary examinations was the least. This data shows that the patient’s medical record is the most important in the hospital’s file management, and the file data of auxiliary examination is less.Figure 8
Basic situation of medical records.There are 300 discharge files in the hospital files, accounting for 5%. There are 600 informed consent forms, accounting for 10%. There are 180 medical orders, accounting for 3%. There are 420 books of diagnosis and treatment, accounting for 7%. According to the data, informed consent and diagnosis and treatment have a certain proportion in hospital files, and there are few doctor’s orders.According to the data in Figure9, as per the investigation of the hospital files, we analyzed the unqualified files in the files. Among all unqualified medical records, there were 10 death files, accounting for 16.1% of the total, among which 3 files were transferred. There were 52 files that were identified as nonstandard because of single failure, accounting for 83.9%. Among the 52 irregular files, 20 were identified as Class B unqualified, accounting for 32.2%, and 32 were identified as Class C unqualified, accounting for 51.7%. According to the data, among the unqualified files, the C-level unqualified proportion is the highest, and the death files are the least.Figure 9
Analysis of the quality of medical records.According to the unqualified files, we made a one-to-one correspondence with their departments. According to specific information, internal medicine accounts for 24 of all unqualified files, accounting for 39% of the total. There were 28 cases of surgery, accounting for 45% of the total. Specialties occupy 7, accounting for 11% of the total. Other departments occupy 3, accounting for 5% of the total. According to the data, surgery has the highest proportion of unqualified files, followed by internal medicine. This data shows that internal medicine and surgery are the main departments that are prone to file problems.


## 5.3. Quality Analysis of Medical Records

Medical records are an important basis for doctors to diagnose patients. Hence, the accuracy of medical records is very important. According to the above, the archives of internal medicine and surgery need to be improved. To improve the quality of the archives, we have analyzed the reasons. The details are as follows:According to the data in Figure10, among the staff under the age of 30, the file pass rate is 98.3%, and the unqualified rate is 1.7%. Among the staff aged between 30 and 40 years, the file pass rate was 97.8% and the failure rate was 2.2%. Among the staff aged between 41 and 50, the file pass rate was 99.5% and the failure rate was 0.5%. Among the staff over 50 years old, the file pass rate was 99.9% and the failure rate was 0.1%. According to the data, the pass rate of local staff over 50 years is the highest, and the pass rate of staff aged between 30 and 40 years is the lowest, indicating that the work is related to the experience of employees.Figure 10
Analysis of medical record quality.According to the academic qualifications of the staff, the pass rate of staff with a college education is 99.3%, and the unqualified rate is 0.7%. The pass rate of staff with a bachelor’s degree is 98.7%, and the unqualified rate is 1.3%. The pass rate of the staff with master’s degree was 96.7%, and the unqualified rate was 3.3%. The pass rate of staff with doctoral degrees was 96.4%, and the unqualified rate was 3.6%. According to the data, it can be seen that the pass rate of junior colleges is the highest and that of doctors is the lowest, indicating that file management has nothing to do with education.


## 6. Conclusions

The advancement of science and technology has accelerated the process of social development. To adapt to the development of society, the industry must undergo changes. With the continuous development of the medical industry and the public’s concern for health, how to improve the quality of archives management has become the focus of current research. The purpose of this paper is to study the application of intelligent archives management based on data mining in hospital archives management, expecting to use the existing data mining technology to improve the current hospital archives management. Although the article analyzes data mining and intelligent archives management and draws some conclusions, there are still deficiencies in the process of exploration, which are as follows: (1) according to the actual needs of hospital management, it is the ultimate goal to apply new knowledge and discoveries obtained from data mining. This article only conducts some routine analysis and does not use it in the actual process. (2) The file management of each department is different. When the file management system is applied in practice, it is necessary to define its structured information according to the characteristics of the department, and design the corresponding operation interface. (3) The data source is single, the information is not comprehensive, and the results of the analysis are limited.



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*Source: 6217328-2022-04-07.xml*