Storage of files is very important. I have sorted out the storage method of file arrangement for you, hoping to help you.
(1) Emission requirements for archival accessories
1. Neat and consistent, in rows. If the sizes and styles of boxes, shelves and cabinets are different, they should be properly classified and unified as much as possible.
2. Avoid light and ventilate. In warehouses with windows, the arrangement of document fittings should be perpendicular to the windows to avoid direct sunlight; In a windowless warehouse, the document fittings can be vertical and horizontal, but care should be taken not to hinder ventilation.
3. Make full and rational use of space. The width of the main aisle between racks (cabinets) is generally 1m ~ 1.2m, and the width of the aisle is generally about 0.8m. All accessories should not be close to the wall.
In order to facilitate the management and quick access to the archives in the warehouse, all fittings should be numbered (line number), column number and rack number (box number) in a certain arrangement direction and order, and their numbers are all Arabic numerals. The numbering principle is: number boxes, shelves and cabinets from left to right from the entrance of the archives room (room), and the columns of each shelf (cabinet) are also numbered from left to right, and the cells of each column are numbered from top to bottom (if there is no column, the cells are numbered from top to bottom).
(2) Document arrangement method
Archives are generally arranged systematically according to the whole clan. There are two ways to arrange all boxes: one is to arrange all boxes according to their serial numbers, which is more convenient for the arrangement of warehouse space and all box entities; Second, the sorting method of all cases is conducive to the systematic management and information control of all cases.
For special carrier documents, paper documents and other special carrier documents (such as photos, audio recordings, videos, etc.). ) can be stored, sorted or shelved according to different materials. In the same carrier, it is usually arranged according to the whole clan, that is, the files in a clan are stored and arranged together. However, it should be explained in the guide to the whole case and the description of the file directory, and a reference card should be placed at the end of the whole case, indicating the storage location for safekeeping.
(3) the way of file storage
There are four storage methods: vertical, flat, rolled and folded.
1. Keep it vertical.
Vertical placement is a widely used method at present, and its advantage is that it is more convenient to retrieve and store files. Binding volumes (volumes), boxed files and photo files should generally be placed vertically.
Keep flat
Although it is inconvenient to take and put horizontally, it is beneficial to the protection of archives. Suitable for precious files and files that are not suitable for vertical placement, such as basemaps. It was saturated with wax and other things. After high temperature, the mechanical strength and durability of blueprint printer are reduced, and it is easy to be brittle. When copying blueprints, in order to prolong their life and make the basemap accurate and clear, they should be placed horizontally or rolled (suitable for large-format basemaps). It is forbidden to collapse the basemap.
3. Volume storage
Packaging means that files are rolled into a tube by sheets (pieces) or sets (rolls) according to the sorting order and put into a special paper, metal tube or cabinet. The roll type is suitable for large-format inscriptions, calligraphy and painting, base maps, etc.
4. Folding storage
Folding storage refers to folding some drawing documents with good paper quality, high mechanical strength and wide format according to A4 drawing format size (binding or not) and putting them into a roll box, folder or cabinet. For example, blueprints are generally made of high-quality paper, which has good mechanical strength and can be folded and preserved. Generally speaking, the folding of drawings should be based on the size of A4 drawing format, and there is a binding line on the left, which folds to the front of the drawings like an accordion. The title bar of the folding icon should be exposed in the lower right corner for easy reference. Due to the folding of drawings, the right side of each roll is thicker and the left side is thinner. When binding, add some thick paper pads to keep the documents flat and beautiful, and the specifications are consistent. If the document is not bound, there is no need to leave binding lines when folding, and the drawings can be directly put into the roll box or folder after folding.
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