Records management regulations:
In order to strengthen the Office of the archives, the Office of the overall improvement of the level of records management, in order to better serve the work of the Office of the formulation of this system.
I. File management system and scope of responsibility
1. File management system
(1) the office of the archives management in accordance with the hierarchical management method, under the leadership of the director of the office, by the deputy director of the subdirector, machine archives, the sections comprise the archives management network.
(2) the office to establish a scientific archives management network, each section must be clear and relatively stable part-time archivists. Business to accept the guidance of the archives office.
(3) Members of the archives office shall endeavor to improve the level of learning and working ability.
2. Scope of duties
(1) machine archives is responsible for the Office of the archives management of the specialized sections, duties and responsibilities and authority in accordance with the Office of the archives job duties.
(2) Office by the deputy director in charge of archives specifically responsible for the work of the machine archives must regularly report to the deputy director in charge of the work.
(3) each section should do a good job in the formation of documents and materials, accumulation, archiving, to ensure the integrity and accuracy of the archived documents.
Two, filing system
1. archiving the scope of the custody period
(1) Office for the completion of the preservation of a variety of documents and materials with preservation value, including the government executive meeting minutes, the governor's thematic office meeting minutes, the government's work briefings, government information, events and other documents and materials, and plaques, and other physical archives, are within the scope of the archives.
(2) the types of office files custody period is divided into permanent and regular, regular sub-long-term (thirty years) and short-term (ten years) two kinds; accounting files custody period is also divided into permanent and regular, regular have temporary storage, fifteen years and twenty-five years.
(3) Where the office has a long-term preservation and utilization value of the archives are listed as permanent, in a certain timeframe for the utilization of the archives are listed as long-term and short-term.
2. Filing time
The implementation of the annual filing system: the office in the work of the formation of the government executive meeting minutes, minutes of the Governor's special office meeting, the government's work briefings, chronology of events, government information are in the first quarter of the following year, by the head of the relevant departments and offices after the finalization of the transfer of the machine archives to the archives.
3. Filing requirements
(1) filed documents must be systematic, complete and complete.
(2) archived documents must accurately reflect the real situation of office activities and the historical process.
(3) archived documents and materials must be good paper, durable handwriting, neat and clear writing.
(4) Each section should be filed documents and materials, after finishing the transfer to the machine archives.?
4. Filing procedures
(1) All documents transferred to the archives should be collected in accordance with the requirements of the collection, organization, transfer of files are transferred to the original.
(2) to the mechanical archives transfer, must do a good job of handover procedures.
Third, the use of archives
1. Archives and information work focus on the work of the Office.
2. Non-office personnel or other units to access the archives, subject to the consent of the leadership before access. And shall not expand the scope of access without authorization.
3. Access to classified documents must be approved by the leadership of the unit, classified documents may not be copied without authorization.
4. Read the file must care for the file, shall not be damaged and defiled, not allowed to write on the file, circle, annotation; not allowed to cut the file.
Four, file storage system
1, the confidentiality of the archives room to implement special management, to ensure the integrity of the archives and security.
2, the archives should be kept clean, and equipped with anti-theft, fire, high temperature, mold, moisture, insects and other facilities.
3, the archive room is strictly prohibited smoking, do not store items unrelated to the archives, archives are strictly prohibited around the storage of flammable and explosive substances.
Fifth, the archives confidentiality system
1, the archives staff should strictly abide by the party and state confidentiality system, and seriously do a good job of confidentiality of the archives.
2, access to classified documents must be approved by the leadership of the unit, classified documents shall not be copied without authorization.
3, access to confidential documents, minutes of meetings and other files, must be approved by the leadership of the unit, shall not expand the scope of access without authorization.
4, where the content of the case file involves confidentiality issues, are not allowed to lend and leak.
6, file appraisal and destruction system
1, file appraisal must be organized, led by the provisions of the appraisal, not allowed to appraise the individual at will, destruction.
2, the destruction of archives lose preservation value, must be strictly approved procedures, without approval, shall not be destroyed.
3, the destruction of archives must be set by more than two people responsible for, and in the destruction of the inventory on the date of destruction and signature.
Seven, archivist duties
1, subject to the leadership of the director, accept the guidance of the higher authorities, on time, according to quality and quantity to complete the job tasks and other tasks assigned by the director.
2, machine archivist is responsible for organizing and classifying the machine documents, and do a good job in the receipt of registration, distribution of documents, leadership circulation and borrowing and other management.
3, the correspondent should actively cooperate with the work of the archivist, the need to lead the approval of the documents sent to the leadership office in a timely and accurate manner, to be approved by the leadership in a timely manner after the completion of the machine archives staff custody, not to be put at random, throw away the document. In the process of transmitting documents, to enhance the sense of confidentiality, a high degree of responsibility to ensure that no loss, no damage to documents.
4, supervise the relevant personnel in each section to do a good job in the formation of documents and materials, accumulation, organization, archiving work.
5, part-time archivists in each section is responsible for according to the scope and requirements of the archives, the development and organization of various types of archival materials, according to the provisions of the transfer to the machine archives archives, and to do a good job handing over the procedures, so that the responsibilities of the clear, complete procedures.
6, part-time archivists in each section to accept the guidance and supervision of the machine archives office, on time, according to quality, according to quantity to complete the tasks of the post.
Expanded Information:
Archives Management Methods:
Article 1 For the purpose of improving and strengthen the work of township archives, promote the standardized management of township archives, and better serve the work of the townships and farmers, in accordance with the "Chinese People's *** and State Archives Law", "Trial Measures for the Work of Township Archives" and the relevant provisions, and in conjunction with the actual situation in our province, the formulation of these rules.
Second township archives refers to the township authorities, social organizations, enterprises and institutions in the work, business activities directly formed in the preservation of a variety of text, charts, sound and video and other different forms of historical records.
Article 3
The township archives work of the administration and archives management is the township party committee, the government's work is indispensable link, is an important basic work of the township construction. Should effectively strengthen the leadership, clear a leader in charge, equipped with archives staff, the archives work in the township work plan and development planning, the archives department of the required funds included in the township budget, into the leaders in charge of the target management responsibility system.
Effectively solve the archives, equipment and fire prevention, anti-theft, moisture, insects, rodents, dust, light, high temperature and other facilities. Better economic conditions of the township should have archives staff office, reading room, equipped with standard tin cabinets, wooden cabinets and photocopiers, computers, cameras and other modern technical equipment.
Article IV of the township archives in the township party committee, the government under the leadership of the establishment of a comprehensive archives or archives, centralized management of the township authorities archives; township archives business to accept the county (cities, districts) archives administration supervision, guidance. Township archives (libraries) should be township enterprises, institutions and village committees to supervise and guide the archives work.
All types of files are arranged and cataloged in the following ways:
1, the arrangement and cataloging of paper files. Volume of documents arranged in chronological order, a document to do the original in front of the bottom of the draft in the back, the approval in front of the instructions in the back, in front of the main annex in the back. In a full file, the first sub-year, and then sub-custodial period arrangement, the first row of permanent volume, and then row long-term, short-term volume. In the same kind of custody period, according to the party committee class, government class, the people's congress and political consultative conference class, labor, youth and women, association class to arrange, within each category, the first row of this level, and then row the higher level, and then row the lower level of the case file.
2, the arrangement of accounting files and cataloging. Accounting files by vouchers, books, financial reports and other four genera arranged by year, number. Can also be divided into years, and then arranged by genus, number. But in a township can only use a method.
3, the arrangement of scientific and technological records and cataloging. Science and technology files are divided into four categories of products, scientific and technological research and application, capital construction, equipment and instrumentation files. Within each category according to a single project (i.e., a product, a subject, a project, a piece of equipment and instruments) in the order of cataloging. And to maintain the system and integrity of its documents and materials to facilitate the user to meet the requirements of utilization.
4, audio and video files arranged and cataloged. Audio-visual archives in accordance with the film, audiotape, videotape, CD-ROM, disk and other carriers, arranged in chronological order, each year, each of them to compile a running number.
5, physical files. Physical files in accordance with the honorary physical, abolition of seals, inscriptions, paintings and calligraphy, famous products are classified and arranged in chronological order, respectively, to compile a running number.
6, specialized files, such as family planning, marriage, household registration, personnel, judicial, land, social insurance and other specialized files, according to the relevant provisions of the requirements of the organization, arrangement, number.
Reference:
Baidu Encyclopedia - Township Records Management Measures