I. General provisions?
1, in order to strengthen the company's archives, give full play to the role of archives, comprehensively improve the level of file management, effective protection and utilization of archives, for the development of the company, the development of this system.
2, the company's files, the company is engaged in business, management and other activities directly formed by the company has the value of preserving the company's various text, charts, sound and video and other different forms of historical records. Company files are divided into controlled files and non-controlled files.
3, the official contractor or contractor should ensure that the system of documents handled by the integrity of the document (official documents are not allowed to extract a variety of attachments). Timely filing after the conclusion of the case. Work changes or leave for any reason should be handing over the documents and materials to the receiver, shall not be taken away or destroyed without authorization.
Two, the collection and management of documents and materials?
1, the company designated a person responsible for the management of documents and materials.
2, the collection of documents and materials by the department or the person in charge of organizing the general manager for review and filing.
3, a work by several departments involved in the handling of documents and materials formed in the work, collected by the host department or personnel, to the Department of Administration for the record. Meeting documents are collected by the Department of Administration.
Three, the scope of filing?
1, important meeting materials, including meeting notices, reports, resolutions, summaries, typical speeches, minutes, etc..
2, the company's external official documents and related units to and from the paperwork.
3, the company's various work plans, summaries, reports, instructions, approvals, meeting minutes, statistical reports and briefings.
4, the Company and the relevant units signed contracts, agreements and other documents and materials.
5, the company's employees labor, wages, welfare documents and materials.
6, the company's events and reflect the company's important activities such as newspaper clippings, photos, audio, video, etc.?
Four, filing requirements
1, the general requirements of the quality of the file is: follow the formation of the law and the characteristics of the document, to maintain the organic link between the document, distinguish between the different values, and to facilitate the custody and use of.?
2, filed documents and materials, the number of species, the number of copies and the number of pages of each document should be complete and complete.
3, in the filing of documents and materials, each document should be the main document and annexes, print and final, instructions and approvals, forwarding documents and the original, respectively, stand together, not separate, the paper and electricity should be filed together.
4, the documents of different years shall not be put together in a volume; the summary of the inter-annual in response to the last year of the volume; inter-annual meeting documents in the opening year of the meeting.
5, archival documents and materials should be arranged in different situations, inseparable documents and materials should be arranged in order together, that is, the approval in the front, after the instructions; the main piece in the front, after the annex; print in the front, after the final draft; other documents and materials in accordance with the formation of the law or the characteristics of documents should be kept in close contact with each other and systematic arrangement.
6, the cover of the case file, should be item by item in accordance with the provisions of the pen writing, handwriting should be neat and clear.
5, file managers
1, in accordance with the relevant provisions of the collection of documents and materials, organization, classification, filing and other work.
2, in accordance with the scope of filing, requirements, the documents and materials filed on time.
3, the staff should be law-abiding, loyal to their duties, and strive to maintain the integrity and security of the company's files.
Sixth, the use of files
1, the company's files can only be borrowed by internal personnel, borrowers are required to fill out the "loan sheet", reported to the supervisor for approval before borrowing, which is not a controlled document borrowing to be signed by the department manager to approve the borrowing of controlled documents to be approved by the general manager to sign the approval.
2, the maximum period of the archives loan for two weeks; on the loan of the file, the archives management staff should be regularly urged to return, found damaged, lost or overdue, should write a written report to the general manager to deal with.
3, must be strictly confidential, are not allowed to disclose the contents of the file materials, such as found lost must be reported in a timely manner, the pursuit of responsibility.
4, is not allowed to dismantle the volume and arbitrarily draw, change the volume of documents or cut and paste to change the words and phrases, etc.; shall not be arbitrarily excerpted or copied the contents of the case file, such as the need, must be approved by the leadership of the excerpt or copy.
5, must take care of the file, keep clean, not allowed to write in the file material, line or mark, etc..
6, is not allowed to borrow, must be used exclusively.
7, with the end of the timely return, such as the need to extend the loan time, you must notify the archives management staff to renew the loan procedures.
Seven, this system will be implemented from now on.
XX file management system
1 purpose
In order to strengthen the company's xx file management, make full use of xx resources, play xx file for xx work services, so that the xx case management more standardized, normative, scientific, according to xx provisions, combined with the actual situation of the company, the formulation of this system.
2 Scope
This system specifies the xx file storage, borrowing, transfer, storage life and destruction and other management requirements.
This system applies to xx company xx file management.
3 Responsibilities
3.1 The person in charge of xx is responsible for the regular inspection and supervision of xx file storage, designates part-time file managers to organize and store various xx files, and is responsible for the approval of borrowing files to ensure that the xx files are accurate, safe and complete.
3.2 file managers in accordance with the requirements of the xx file organization, is responsible for regular collation of all kinds of xx information, bound books, unified number, and transferred to the archives room unified custody.
3.3 File managers should strictly abide by the confidentiality of the file system, the security and integrity of the file is responsible for.
3.4 xx is responsible for the management of xx archives from time to time check.
3.5 xx is responsible for the supervision of the implementation of this system, and is responsible for the review of the destruction of due files.
4 Scope of xx archives
xx archives include: xx x xx xx xx
5 Organization of xx archival materials
The specifications of the paper used, the cover, and the binding should be unified as much as possible in order to facilitate storage. Do not allow random stacking, to ensure the integrity of xx files.
9 xx file access, borrowing and approval authority
9.1 The company's internal staff to borrow xx file. Approved by the department head, can be borrowed directly to the file room, the file custodian should be provided in a timely manner.
9.2 Internal companies, departments need to consult the accounting records for work, must be approved by the company or department head to prove that the xx person in charge of the approval, before access.
9.3 foreign units need to access xx file for business purposes, should hold a unit letter of introduction, access to the person's identity documents, approved by the person in charge of xx, xx approval, only by the archives management staff to receive access. At the same time, the records management staff should be registered in detail access to the person's work unit, access to the date, xx file name and access to the reasons.
9.4 xx files shall not be taken outside in general. If there are special circumstances, the need to take out of the outdoor copying or lending the Company's xx file, you must go through the lending procedures, approved by the person in charge of xx, xx, and at the same time in the "xx file borrowing and reading register" on the registration, indicating the purpose of borrowing and reading, and the time of return.
9.5 The person who consults or borrows the xx file shall not paint, unseal or draw on the accounting file.
10 xx file destruction
10.1 xx files need to be destroyed when the expiration of the custody period, by the xx file managers to put forward the views of the destruction, the preparation of the "xx file destruction inventory", listing the destruction of the xx files, the name, volume number, volume number, starting and ending the year and the file number, the period of time, should be kept in custody, has been kept for the period of time, the time of destruction and other content.
10.2 Before the destruction of accounting records, the xx center and xx center **** with the appraisal of accounting records to be destroyed, reported to xx for approval, by xx, xx sent to supervise the sale of the destroyed need to be signed or stamped on the destruction of the inventory, and the destruction of the situation will be reported to the xx.
11 Penalties
Failure to fully perform the management of the xx file in accordance with the provisions of this system, the punishment shall be given to the xx. Duties, give xx penalty, resulting in financial losses to pursue financial responsibility.
12 Bylaws
12.1 This system is drafted by xx.
12.2 This system is approved and issued by xx.
12.3 This system shall be implemented from the date of issuance.
Archives management system
Archives work position responsibility system
I. Duties of the bureau leaders in charge of archives work
1, the organization of the Bureau-wide publicity, implementation and enforcement of the "Chinese People's Republic of China *** and the State Archives Act" and the higher levels of the various guidelines and policies on archives work activities.
2, strengthen the leadership of the Bureau of archives work, archives work into the Bureau of the overall development plan, included in the Bureau of the agenda, and supervise the subordinate departments in accordance with the requirements of the superiors and the Bureau of archives department to do a good job of the work that should be done.
3, concerned about the archives and the construction and development of the archives, from human, material and financial resources to support, and timely resolution of major problems and difficulties in the work, improve working conditions, so that the archives work and the Bureau of the coordinated development of the work.
Two, the bureau archivist duties
1, the implementation of the "Archives Law", "Shandong Province Archives Regulations" and other archival laws and regulations, to establish and improve the archives management system.
2, the collection, organization, volume and archiving of various materials formed by the relevant offices to supervise and guide.
3, is responsible for the collection of overseas investigation personnel should be archived materials and photographs, the collection of leading comrades out of the meeting of the speech materials and bring back with classified materials.
4, responsible for the management of the Bureau's various categories and carriers of the archives, maintaining the integrity, accuracy and security of the archives, and to provide services for the needs of the work of the unit.
5, on time to the higher authorities to report to the archives work statistics.
6, in accordance with the provisions of the transfer to the archives should be in the archives.
Three, in charge of the archives of the various divisions (offices) of the leadership of the duties
1, with good political and business qualities of the full-time (part-time) archivists, and to maintain relative stability.
2, the archives into the unit's agenda (every six months to study the archives), to help full-time (part-time) archivists to solve practical difficulties in their work.
3, the organization's personnel to study the archives regulations, the Executive Board archives work rules and regulations.
4, clear channels, strict system, urging the relevant personnel to pay attention to the formation of the usual accumulation of various types of documents and materials, and actively cooperate with the full-time (part-time) archivists filing work.
5, in conjunction with the archives to supervise and inspect the unit's documents and materials pre-volume, organizing volume, filing acceptance and file identification work.
6, responsible for checking the unit's full-time (part-time) archivists to perform the duties of the archives.
Four, each division, room full-time (part-time) archivist duties
1, adhere to the usual organization. According to the formation of different types of documents and materials of the unit characteristics, the development of file categories, reasonable classification and storage, easy to use and archiving.
2, responsible for the formation of the unit's documents and materials, accumulation, custody and organization of archiving work to ensure that the archived documents and materials are complete, accurate and systematic.
3, archived files to achieve a reasonable organization, page number writing accuracy, clear file directory, file title concise.
4, custody of the department should be filed files, pay attention to the security of documents and materials and confidentiality.
5, take the initiative to receive the bureau archivist's business guidance and supervision, according to the specified time to the archives transfer.
6, actively participate in business learning, and constantly improve the level of archival work.
7, according to the requirements of the archives office to classify, organize, catalog, and prepare search tools.
8, according to the filing time to the archives office to provide file catalog and statistical annual report.
Documents and materials collection and filing system
I. Scope of collection and filing
The documents and materials formed by this organ in the course of its work with preservation value, or sent by the superiors and subordinates are very close to this organ (including official documents, telegraph books, letters, meetings, telephone records, drawings, registers, statements, rosters, prizes, photographs, audio tapes, Video tapes, etc., the same below) are collected and filed within the scope of the collection, should be in accordance with the prescribed scope, time and requirements to the departmental data clerk or comprehensive archives filing.
(a) the level of documents?
1, various representative meetings, working meetings, professional meetings, meetings of cadres at all levels of the minutes of meetings, minutes of meetings.?
2, work plans, regulations, programs, arrangements, summaries, summaries, reports, briefings, circulars, notices.?
3, a variety of comprehensive or thematic investigation, inspection, inspection and other reports.?
4, to the superior for instructions, and other units of the correspondence, to the lower level of the instructions, approvals, notices.?
5, decisions, resolutions, provisions, standards, norms, regulations, methods, systems, codes, requirements.?
6, reports, speeches, speeches or outlines, records of leaders at all levels.?
7, reflecting the production, infrastructure, scientific research equipment, process conditions of the base map, blueprints and written materials.
8, a variety of reports, rosters, registers, books, data, vouchers.
9, reflecting the important activities of the agency, the region's photographs, audio tapes, video tapes.? 10, telegrams, important telephone records, organ work diary.?
11, yearbooks, chronicles of events, compilation of basic figures, and synthesis of basic information.?
12, this organ issued awards, certificates, medals, flags, prizes.?
13, vouchers relating to real estate, property, materials, archives, debts, donations, etc., the issuance of various certificates, certificates stubs.?
14, deceased personnel information.?
15, important people's letters and processing materials.?
16, the organ edited, published books, materials, samples.?
17, this organ (including the report and the next batch) cadres appointment and dismissal, submission of approval forms, deployment training, professional and technical job evaluation, appointment, party and group cadres roster, year-end statistics, statements, cadres, employment, regularization, classification, transfer, retirement, pension and other approval forms and cadres, rewards and punishments, etc. documents and materials.
(2) superior documents and materials?
1, the superior (including departments and the investigation team, inspection team, working group stationed in this organ, hereinafter the same) about this organ, the work of the region or the issue of decisions, resolutions, instructions, approvals and investigations, inspections, experience materials.
2. Instructions, speeches, inscriptions, photographs, audio and video recordings made by leading comrades at all levels, international friends, people's deputies, and members of the Chinese People's Political Consultative Conference (CPPCC) during their inspections of this organ and the region.?
3. Certificates, books, medals, flags and prizes issued to the organization by its superiors.?
4. Articles published in newspapers and magazines of higher levels about the situation of the organization and the region.?
(3) Documents and materials at the same level?
1, the relevant units and this organ to hold joint meetings, *** with the work carried out in collaboration with the investigation and handling of cases or issues *** with the signature of the documents and materials.?
2, the relevant units and the Agency signed a contract, contract, agreement.?
3, the relevant units and the Agency involved in the more important work or the issue of the correspondence.
4, the relevant units sent important, need to implement the guidelines, policy documents.? (D) subordinate documents and materials?
1, the annual quarterly summary of work, important thematic work summary.?
2, important investigation reports, inspection reports, typical materials, more important work experience, important instructions, regulatory filing documents.
3, important roster, registration form.?
4, chronology of events, compilation of basic information, compilation of basic figures.?
Two, the number of copies filed?
The paperwork file in two copies, including the text and the issuance of a copy of each for archiving purposes, a compilation of documents.
Three, filing time and method?
(a) All the documents printed by the typing room, printed by the typist to collect and submit to the archivist for filing.
(ii) All documents issued by the departments are collected by the relevant personnel in the offices of the departments and handed over to the General Records Office for filing.?
(c) when a job has been completed (including a completed or a meeting has ended, a problem has been solved, a case has been dealt with, etc.), by the relevant personnel in the office of each department, the work will be carried out in the formation of all the documents and materials, systematic organization of all the documents and materials, and then sent to the General Archives Office for filing.
(d) out of meetings, study tours, learning, visiting the formation of documents and materials or with the response to the archives, at the end of the activity by the clerical archivist filing.
(e) annual summary of work, various annual reports, party members, cadres, should be submitted to the paperwork archives before the end of January of the following year.
(F) each year before the end of February for a comprehensive and thorough archiving, each department should be filed in the previous year but not filed all the documents and materials transferred to the comprehensive archives filing. Fourth, filing requirements
(a) should be filed documents, materials should be collected by the Office of the line data collector.
(b) the body and the draft (issued draft) main or annexes, instructions and approvals, communications and replies to be filed together.
(c) filing documents and materials note: check whether the official seal should be stamped, the document does not have a title should be added to the title, the content, summary, the document is not labeled with the date of the date to be labeled.?
(d) filing of documentary materials should be the original manuscript original, shall not be copied.?
(v) Archived photographs, audio tapes and video tapes should be written one by one.?
(F) All archived documents and materials must be initially organized, the same specific issue of documents and materials together, according to the successive formation of documents arranged.
File appraisal system
1, file appraisal work, is to identify and determine the value of the file, and according to determine the file "destroyed" work.
2, archives appraisal work, is a very strong scientific work, must adhere to the comprehensive view, adhere to the historical point of view, adhere to the development point of view.
3, archives appraisal, must be in accordance with the party and the state appraisal work principles and appraisal standards.
4, archives appraisal work, must be organized and led, generally should be leaders, professionals and representatives of relevant units to participate in the appraisal team responsible for.
5, after careful appraisal, judged to be preserved or destroyed archives, must be in accordance with the procedures set out in the appraisal procedures.
6, the appraisal of the archives, is a decision on the fate of the work of the archives, the archives staff must be serious, cautious appraisal of the work, strict compliance with the appraisal of the archives work system.
Archives loan management system
In order to strengthen the unit's archives management, and improve the provision of various types of archives to utilize the work of the following system:
1, the unit's various departments borrowing archives, must be in accordance with the unit's development of various types of archives borrowing management standards for the borrowing procedures.
2, outside the unit to consult the unit's files, need to hold a letter of introduction and approved by the relevant departmental leadership of the unit signed, can only be accessed, may not be copied or lent.
3, confidential, secret, top-secret archives borrowing in accordance with the requirements of the "Archives Security Standards" for processing.
4, access to all categories of files should be carried out in the reading room, do not scratch the road, alteration, folding, cutting, photographing, tearing and so on. Special circumstances need to be loaned out, subject to the approval of the department head, but the loan time shall not exceed one week, and shall not be lent to others. Users need to continue to renew the loan procedures to ensure the integrity and security of the archives.
5. Valuable physical archives, important photographs, negatives, microfilms and other archives are not loaned out.
6, where the private transcription, ingestion, portrayal, folding, deletion of scattered, scraping, tearing the archives and other acts in strict accordance with the national "Archives Law", "Secrecy Law" to be pursued in accordance with the law of the current responsibility.
Archives confidentiality management system
I, archives is a valuable asset of the state, the business categories of archives itself has the nature of the machine, therefore, the archives department and the staff, we must abide by the confidentiality system, to fulfill the confidentiality procedures, and strictly abide by the confidentiality of the ten principles, to ensure that the archives of the security.
Two, where the use of archives, must be provided by the archives staff, no one may not directly use.
Three, borrowing files must be strictly in accordance with the archives borrowing system for formalities, the use of a limited period of time, return on schedule, the return of archives should be carefully checked and verified, and found that the problem is traced in a timely manner.
Four, the use of top-secret, confidential files, as well as the introduction of technical information, scientific research results, inventions, patents, new products, new technologies and other technical documents and materials, must strictly fulfill the approval procedures, unauthorized, is strictly prohibited to provide access.
V. Foreign units to access the archives, need to hold a letter of introduction approved by the company's leadership and competent departments. Reproduction of files and external drawings and technical documents, unified by the company's archives and information center in strict accordance with the approval procedures, any unit or individual does not have the right to external supply. For unauthorized lending, providing drawings and technical documents and other archival materials, must be traced responsibility for serious damage to the interests of the state and our company, to be pursued in accordance with the law criminal responsibility.
Sixth, discontinued or have finished production of product drawings and technical documents and materials and other archival materials to be destroyed by the appraisal and approval, uniformly according to the company's documents under the company's Archives Information Center to organize the recovery, unified destruction, any other units and individuals do not have the right to deal with or destroy themselves.
VII, the discovery of the leakage of information about the incident, should be reported immediately, and timely tracking.
VIII. It is not allowed to copy and reproduce confidential documents and classified archival materials.
nine, confidential documents are not allowed to bring home and to the leadership office of the confidential documents at home and casually flipping through the file. It is strictly prohibited to carry confidential documents, archival materials excursions, tours, visiting relatives, friends, in and out of public **** place.
Ten, unit leaders and confidentiality team to regularly check the confidentiality of the work, summarize the experience, plug the loopholes to prevent the loss of confidentiality, leaks occur.
File copying system
1, the unit of work for the need to copy general documents and materials to be approved by the archives; the unit of work to copy the scope of work outside the archives, subject to the consent of the relevant business sector responsible person; copying of confidential archival materials (Bureau of minutes, etc.) must be approved by the Bureau of Archives and the Bureau of Archives in charge of the work of the Bureau of the approval of the copy.
2, outside the unit is generally not copied, but for work should hold a letter of introduction, agreed to by the archivist can be copied.
3, after copying the registration should be carried out in a timely manner.
Archives statistics system
1, archives statistics is a large number of phenomena in the archives as the object, in the form of tables and figures to reveal the archives and archives in the current status of the phenomena, the development process and its general regularity of the work.
2, the role of statistics. Archival statistics, for the formulation of archival policy, policy, preparation of archival development planning, archival scientific research, qualitative and quantitative analysis, to provide a scientific basis.
3, statistical content. Into the archives, move out, organize, appraisal, custody of the number and condition, as well as the composition of the archives, the use of institutions and personnel, such as the basic statistics and other specialized statistics.
4, statistical tasks. The development of archives and archives work on statistical surveys, statistical analysis, provide information, the implementation of statistical supervision.
5, the statistical object. Statistics on the archives entity and its management status and the organization and management of the archives business statistics.
6, statistical methods. Archives statistics, must be scattered individual raw materials, comprehensive organization, so that it can reflect the overall phenomenon of the information, and then analysis and research, summed up the typical lessons learned, in order to improve the scientific management of the archives.
7, statistics on schedule. Usually must actively collect information, do a good job of individual statistics; half a year must do a good job of the preliminary statistics of the work; the end of the year must be a comprehensive system of statistics.
8, specialized statistics. Equipped with statisticians, familiar with the statistical business; mastery of statistical information, digital statistics coherent; accurate statistics, on-time statistical reporting.
Archives storage management system
1, archives storage work, is the use of certain technical equipment, measures and methods, the implementation of scientific storage and protection of archives, prevention and control of archive damage, extend the life of the archives, maintaining archive security.
2, according to the professional category of custody, so that the archives stored in a structured, systematic arrangement, the custody of scientific, in order to facilitate the protection and management of the archives.
3, adhere to the prevention-oriented, prevention and treatment policy, and effectively do a good job in the archives "ten prevention" (i.e., anti-theft, waterproof, fire, moisture, dust, rodent, pest control, anti-temperature, anti-glare, anti-disclosure), to ensure that the archives are complete and safe.
4, to strengthen the library infrastructure, and gradually purchase advanced equipment to improve the library management conditions; the introduction of advanced science and technology, the implementation of scientific management.
5, the warehouse to maintain the temperature at 14-24 ° C, relative humidity within 45-60%; keep clean and clean, so that no dust, no insects, no rodents, no harmful gas pollution.
6, the warehouse management personnel to do daily cleaning, daily commuting to check the temperature and humidity, monthly cleanup of the second file cabinet health, found that there are faded handwriting and paper damaged files, timely rescue.
7, handing over the archives into the library, to carefully count, to fulfill the signature handover procedures; file lending, to carefully count, to fulfill the approval procedures, and to ensure that the return on schedule; non-staff are not allowed to go into the library, in case of accidents; in the library is not allowed to smoke.
Archive destruction system
1, the destruction of the archives, refers to no preservation value of the non-filing of documents and custody of the expiration of the period of time has expired without the need to continue to preserve the archives for destruction.
2, file destruction, must be in accordance with national standards for file destruction, strict identification.
3, after the appraisal of the archives need to be destroyed, must be written to destroy the content of the archives analysis report, listing the archives destroyed inventory.
4, file destruction, must strictly implement the approval system, to fulfill the approval procedures.
5, approved the destruction of the archives, should be sent to the paper mill in a timely manner into pulp or incineration, and there should be two people to identify; destruction is complete, the identification of the person who should be written in the destruction of the inventory of the destruction of a date has been destroyed and signed and stamped.
6, the destruction of archives, must be in the corresponding "file directory", "General Register of Archives" and "file directory register" on the note "has been destroyed.
The above is for reference only! Good luck!