Archive management system<>
For the implementation of the "Chinese People's Republic of China *** and the State Archives Act", to ensure the integrity of the Reclamation social insurance system archives, improve the scientific and standardized management of the archives, the development of this system.
One, the General Administration, the Branch Social Security Bureau Office for the two levels of the organization's archives management department, farms and ranches Social Security Bureau should be appointed to manage the paperwork files, accounting files and business records.
Second, the three social security institutions in the party affairs, administration, business and finance, personnel and other work formed in the preservation and utilization of the value of the documents and materials should be filed and archived. Business section is responsible for business documents and regular filing to the office; the financial section is responsible for the financial records of the volume and regular filing to the office; the rest of the documents and materials required to be filed and archived are handled directly by the office, the director of the office and full-time clerical, archivist should be the unit of the business unit and subordinate institutions of the archives management work to guide, supervise and inspect.
Three, archives and archiving requirements:
(a) should be filed documents and materials are complete, complete;
(b) documents and telegrams according to the content of the link, consolidated, organized and filed;
(c) filed documents and materials, to maintain their historical links, distinguish between preservation of value, categorized, organized, filed, file title is simple and precise, easy to store and use. Convenient storage and utilization.
Four, related to the management of cadres and personnel, wages, titles, preparation and other aspects of the documents and materials of the file and the staff of the cadres and workers files, managed by the political and industrial section.
Fifth, there is a file and archiving functions of the section (office) should be in the first half of the second year to the Office of the transfer of files, the Office of the archivist and the transfer of the section (office) according to the transfer of directory, inventory check, and fulfill the signature procedures. Financial records from the beginning of the volume can be kept in the financial sector for a year, but should be designated by a person to keep, more than one year must be transferred on time.
VI, the office responsible for the management of archives of full-time and part-time staff, in conjunction with the business section, according to the needs of the work, the preparation of the necessary directories, cards, indexes and other tools, editing archives and a collection of documents and a variety of reference materials, and proactively carry out the use of the archives for the unit's various services, and pay attention to mastering the use of the archives of the effect.
VII, the scope of archiving, storage period and file destruction
(a) the scope of the archived documents and materials: all reflect the work of the party and business activities of the unit, with the value of the documents and materials are archived.
1, the higher authorities or the business department in charge of the documents and materials:
(1) the main documents and materials of the meeting held by the higher authorities need to be implemented;
(2) the higher authorities issued by the competent business of the unit and the implementation of the documents, as well as the general release of the non-supervisory business of the unit, but need to be carried out and implemented in the regulatory documents;
(3) the superior leaders and other inspections, business activities, with the value of investigation are within the scope of the archives. Important instructions, speeches, congratulatory messages, photographs and audio and video recordings with special preservation value made by higher authorities during inspections and checks of social security work in the Reclamation Area;
(4) Final drafts and printed copies of documents drafted on behalf of the higher authorities and adopted;
(5) Documents forwarded on behalf of the higher authorities to the unit (including those reproduced in newspapers and journals).
2, the unit's documents and materials:
(1) the unit's organization of the social security system work conference, social security system of the professional meeting of the full set of documents and materials, as well as a variety of audio-visual materials;
(2) the unit's party group, the administrative leadership meeting (Bureau of the meeting) materials;
(3) issued by the unit (including the forwarding of the and jointly issued with other administrative departments) a variety of official documents. (including forwarding and jointly issued with other administrative departments) of various official documents issued by the unit, the draft, printed, and important documents of the revised draft;
(4) the unit's request and the higher authorities or the competent departments of the approval of the document, the lower-level agencies of the request and the unit's approval of the document;
(5) the unit and its internal functional departments of the operational activities of the formation of the work plan, summaries, reports, the annual goal of the management assessment and evaluation of the implementation of the program and the results of the assessment and evaluation. The implementation of the program and assessment and evaluation results;
(6) reflecting business activities and business standardized management of documents and materials;
(7) reflecting the business activities of the original information and basic data (important base), information processing (uploading and downloading) and information systems operation of the data and materials (including backup of computer disks, tablets), work records, etc.
(8) to be established and reflected in the work of the unit and its internal functional departments to establish and reflect the work plan, summary, report, annual target management assessment and evaluation results. ) Individual account information of each type of business insurance that needs to be established and reflected;
(9) Important documents and materials formed by inspection, investigation and research of subordinates;
(10) Statistical raw accounts, statistical reports, summarized statistical reports and statistical analysis data (including back-up computer disks, etc.);
(11) Vouchers, books, financial statements, other financial information and summarized financial statements (including back-up computer disks, etc.) formed by the unit. Financial information and summarized financial statements (back-up computer diskette, etc.);
(12) audit notification, notice of audit investigation, audit working papers, audit reports, audit opinions and audit decisions, etc.;
(13) the unit's purchase and construction of office buildings, major renovation projects, expropriation of land, and the construction of capital projects, the completion of construction, acquisition of large and medium-sized equipment documents and materials. Large and medium-sized equipment, information technology management system development and construction of documents and materials;
(14) the unit formulated regulations, guidelines, statutes and management systems and other documents and materials;
(15) the establishment of the unit, merger, cancellation, name change, the opening of the seal and organizational rules, staffing and other documents and materials;
(16) the unit, the system's historical development, the The system's history, events, reflecting the important activities and events of newspaper clippings, audio and video materials, honors and awards, such as documents and materials;
(17) the unit (including the report, the next batch) cadres appointed and dismissed (including for the record), deployment, training, professional and technical position declaration, examination and evaluation, assessment and appointment, party members, members, cadres and workers roster, statements, as well as the staff of the examination, evaluation, attendance, assessment and evaluation, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff, and the staff. Examination, attendance, evaluation, recruitment, employment, transfer, grading, transfer, demotion, retirement, retired, retired, assessed disability, pension, death and other work and cadres, such as merit awards and punishments and other documents and materials;
(18) the unit and in accordance with the authority of cadres and cadres for the lower units for the transfer of cadres, workers, wages, administrative, party, group, trade union organization letters of introduction and stubs;
(19) property, materials, archives, and so on. Materials, archives, etc., the handover of vouchers, inventories.
(20) the unit's business publicity, "CI" planning of the final and printed copies, printed reflections, briefings, brochures and other publications of the final and printed copies, editing publications of the final, samples;
(21) the unit and the outside world to sign a variety of contracts, agreements, and other documents and materials;
(22) the other documents and materials in accordance with the relevant provisions of the archives. .
3, the same level of administrative departments or departments in charge of business and non-affiliated organs of the documents and materials.
(1) the same level of administrative departments or operational departments and non-subordinate organs issued by the unit is not in charge of the business but need to implement the regulatory documents;
(2) the relevant operational organs of the unit to check the work of the formation of important documents;
(3) the same level of administrative departments and non-subordinate organs and the unit to contact the work of the consultation of the important exchange of documents.
4, subordinate units of documents and materials:
(1) subordinate units to submit important work plans, reports, summaries, typical materials, statistical reports, financial budgets, final statements and other documents;
(2) subordinate units (branch social security bureau) to submit policy documents for the record.
(2) custody period
The custody period of the archives is determined by the preservation value of the archives, according to the relevant provisions of the State Archives Administration, the custody period of the archives is set as permanent, long-term and short-term three kinds of long-term for about 16-50 years, short-term for the following 15 years, the specialized archives have another custody period and the destruction of provisions in accordance with the relevant provisions of the implementation. Reclamation social security system file retention period in addition to the accounting file for another provision, the other files are listed as permanent, long-term and short-term preservation.
1, permanent preservation of the files: the development of the unit belongs to the policy documents; dealing with important issues in the formation of documents, materials; held an important meeting of important documents and materials; important instructions, reports, summaries; accounting statements, comprehensive statistical statements; the evolution of the organization, the appointment and removal of leaders of the unit of documents and materials; directly under the higher authorities issued by the unit in charge of the business and the implementation of important documents and materials and non-directly subordinate to the business of the unit and the implementation of the important documents and materials. Important documents and materials and non-directly subordinate organs for the unit's business and to implement important documents and materials; constitute the database of basic data and system operation of important business information (including backup computer disks) and the basic types of insurance personal account information, etc..
2, belonging to the long-term and short-term preservation of the archives by the Office together with the business section should be filed and archived **** with the development of custody period, reported to the competent or sub-administrator approval of the implementation; belonging to the document archives by the Office in accordance with the relevant provisions of the development of the custody period, reported to the competent leader or sub-administrator approval of the implementation.
(C) file destruction management
According to the expiration of the custody period of the archives and the archives have no value of the archives can be appraised regularly and destroyed. Belonging to the business or professional records by the director of the office and the relevant business section chiefs, appraisal confirmation; is a paper file by the archivist and the director of the Office of the **** with the confirmation. Destroyed by the archivist before the register, the director of the Office and the relevant business section chiefs *** with the signature, reported to the unit leader or supervisor approved by the leadership, by the two in the designated place to monitor the sale, and signed the destruction of the inventory.
Eight, the management of accounting records
(a) accounting records by the General Administration and the branch social security bureau to form a custodian of the unit, to achieve centralized and unified management. General Administration of Social Security Bureau of Finance should be kept for more than a year of accounting records transferred to the Office of the archivist unified management; Branch Social Security Bureau of Social Security Bureau of Finance should be the branch and the farms under the Social Security Bureau of Social Security Bureau of more than a year of accounting records transferred to the Branch Office of the unified management (not to realize the Bureau of the integrated medical insurance, work-related injuries and maternity insurance accounting records, is still by the Farmers and Ranchers of Social Security Bureau of proper custody).
(2) according to the annual form of classification, the archivist should be divided into four categories of meeting files, namely, vouchers, books, statements and others are composed of custodial units.
(3) accounting records from the end of the accounting year after the first day of retention period. Accounting records of the storage period for permanent, regular two kinds, reclamation area social security system accounting records of the storage period is clear:
1, accounting documents: 15 years.
2, accounting books: cash journal, bank deposit account for 25 years, the other 15 years.
3, accounting statements: budget statements for 5 years, the annual accounts statement permanently, other statements 15 years.
4, other 15 years.
5, fixed assets liquidation of scrap, liquidation of 5 years.
6, accounting records transfer inventory 15 years.
7, accounting records inventory 25 years.
8, accounting records destruction inventory 25 years.
(d) the archivist should be divided into different categories of accounting records, according to the length of the custody period in order to arrange the files, to achieve scientific management, proper storage, storage in order, easy to find, the same time the strict implementation of the security and storage system, shall not be randomly piled up to prevent damage, loss and leakage of confidentiality.
(E) archivist should be together with the relevant personnel of the Finance Section *** with the preparation of a complete accounting file directory, in order to facilitate the search, provide, use. And *** with the management of accounting records of the branch business guidance, supervision and inspection.
Nine, file storage system
(a) the storage of files must have a special warehouse, and have a special cabinet, racks, racks, racks, rows of cabinets to be scientific and easy to find, to achieve scientific management, neatly arranged, and sound retrieval tools.
(ii) microfilm, photographs, tapes, CD-ROMs, disks to meet the specified requirements. Backup disks, CD-ROMs and other important business data to achieve off-site storage and custody.
(C) to be regularly cleaned up the archives of the Treasury checking work, so that the accounts, things match.
(d) the warehouse should be ventilated frequently, to achieve cleanliness and hygiene. No smoking in the warehouse to avoid fire, and do seven prevention: fire, theft, moisture, rodent, insect, dust, light, in order to ensure safety and extend the life of the archives.
(E) receiving, borrowing files must be carefully examined and accepted, and handle the handover and loan procedures.
(F) to frequently check the permanent archives and accounting records of the security and custody, found that the problem is dealt with in a timely manner.
Ten, file lending system
(a) borrowing files are to fulfill the lending procedures, the borrower has borrowed files and return files should be signed and dated.
(2) the loan of the archives shall not be lent to others.
(c) accounting files can only be lent by the financial and audit departments with the procedures, other departments and personnel are not allowed to borrow.
(d) all files should pay attention to the custody, confidentiality, and shall not be soiled and scratched, erased, cut and destroyed.
(E) loan files without approval, may not be copied, photographed. Loan files for a period of seven days, should be returned in a timely manner after use, such as the expiration of the period is not used up, should be renewed loan procedures.
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