With the continuous development of project construction, the value of capital construction archives in the project is becoming more and more important. As we all know, the archives record the data generated by the project construction. By collecting, sorting and analyzing the data in the project construction, accurate data can be provided for the project management department. If there is a problem in the project, the archives management department can develop the problem in time, provide the reasons for the problem for the construction department, and formulate measures to solve the problem in time, thus ensuring the quality of the project construction. On the other hand, during the project acceptance, the archives record the data of project design, construction, material model and so on, providing comprehensive information for users and accurate data for both parties to explain the project quality when the project is completed. If there is a problem in the project, you can also find out the cause of the problem from the file, which is convenient for the maintenance of the project. Therefore, capital construction archives play an important role in engineering projects. This paper analyzes the importance of archives management of capital construction projects, so as to arouse the attention of project management departments to archives management of capital construction projects.
Second, the importance and necessity of infrastructure project files
In the project construction, it is necessary to manage the construction team, construction cost, construction materials and equipment. The infrastructure archives record the data generated in these management, which makes the project management orderly and is an important source of information for construction enterprises. Archives describe the quality of the project, provide construction information, cost expenditure and the use of building materials and equipment for the project construction, and provide a basis for the project management department to adjust management measures. At the same time, archives are an important asset of construction enterprises and an important embodiment in the development process of construction enterprises.
Third, the characteristics of infrastructure project files
(a) involving multiple units and departments
The units involved in capital construction projects include: administrative licensing, design, survey, bidding, construction, supervision, materials, equipment and many other related units. These documents come from different units and departments, which requires all relevant departments to actively participate in the collection, archiving and management of project documents in accordance with the relevant provisions on document management. Archivists should work closely with the personnel of relevant departments to play a supervisory and guiding role.
(two) the number of documents and drawings, many kinds.
Each stage will produce a large number of documents, in addition to the more common paper documents, there are many other types of materials, such as: photos, videos, original materials of electronic documents and so on; Professionalism is reflected in the formation field and content nature of infrastructure archives, which has distinct professionalism; The completeness of infrastructure projects is based on an independent project, and a series of related documents are formed regularly with the progress of infrastructure projects; Reality means that it has a strong practical use and will play its current role for a long time. These documents are important materials in the whole project and have great use value. If the project files are not collected completely, arranged irregularly and kept unsafe, it will directly affect the maximization of the benefit of the construction project and bring great influence to the future project reconstruction and expansion.
(3) The formation period of document materials is long.
As we all know, the construction period of infrastructure projects is long, especially for large and medium-sized projects, and some of them may take several years to complete the acceptance. A complete infrastructure project has to go through many stages, such as project initiation, design, construction, supervision, procurement and completion acceptance. The documents formed in this process have to go through many departments, such as competent departments, construction units, supervision units, procurement units, design units and so on. It usually takes several years, which brings many difficulties to the collection and management.
Fourth, the status quo of infrastructure project files
With the rapid development of economic construction, the number of archives of infrastructure projects in various units has greatly increased, which shows its importance more and more and is paid more and more attention by leaders at all levels.
(A) the construction unit and file management personnel did not attract enough attention.
In engineering construction, the main task is to strengthen the management of engineering construction, ensure the quality of the project and complete it within the prescribed time limit. For the management of infrastructure files, most of the staff are temporary, and their departments are set up temporarily according to the needs of the project. The management doesn't pay attention to it and thinks it is unnecessary to spend money and time on file management. Some even don't pay attention to the collection of information at all, and throw it where it is used up; Management confusion, personnel transfer information can not be found; Some projects are not managed by special personnel at the beginning of construction, and the data are collected and sorted after completion, resulting in the omission and inaccuracy of the data.
(B) the lack of policy guidance for the archives management of infrastructure projects.
The changes in the management of infrastructure projects and the management rights of companies will bring new topics to the archives management of infrastructure projects, with more contents and wider connotations. There are tasks that have not been implemented; Form, no effect. The imperfect classification scheme and unique file number of archived documents are not conducive to timely adjustment of project documents during acceptance and future search and utilization of project documents.
(C) the lack of professional file management personnel
At present, most of the file managers of infrastructure projects are temporarily transferred, without systematic file management training, generally lacking professional knowledge of files and unfamiliar with business, and unable to collect, classify, sort out and keep files in a standardized way. Archivists have too many part-time jobs and are in a state of coping with archival work, so it takes time to rummage through them. The construction unit is short of talents who know both archival professional knowledge and project management, and those with archival professional knowledge cannot work in archives management positions for a long time for various reasons. In addition, due to the professionalism of infrastructure projects and archives, engineers and archivists do not understand each other's professional technical knowledge and working procedures, and lack the practical ability of engineering archives management, which leads to the untimely and irregular collection, sorting and archiving of infrastructure projects archives.
V. Suggestions and Countermeasures for Archives Management of Infrastructure Projects
(A) establish and improve the archives management mechanism
1. Starting from the establishment of a construction project, we must first establish relevant archives management departments and equip them with specialized professionals to collect, accept, sort out and analyze the data generated in the project construction. The leaders of the archives department should bear relevant responsibilities and manage the daily work of the archives department. Secondly, establish and improve the archives management mechanism, restrain and supervise the archives management, and clarify the contents, principles and responsibilities of archives management in the system. For the person in charge of the archives department, it is necessary to actively strengthen communication and coordination with all departments involved in the project construction, obtain the information of all departments in time, and at the same time open up a convenient way for archives collection and provide a good environment for archives work, so as to ensure the authenticity and reliability of archives collection and promote the sound and rapid construction of the project.
2. For the collection of engineering files, it is very important for professional archivists to collect files. There is a certain difference between the authenticity and value of the data generated by the project. Therefore, in the collection work, it is necessary for professional staff to identify the data and judge which ones are valuable and which ones are true and reliable. After the data is collected, it needs to be sorted out. This link is the most tedious work and requires the patience of the staff. After sorting, the staff need to analyze the data, make relevant data into charts or tables, and analyze the information hidden in the files. After the person in charge of the project confirms that it is correct, the documents will be stored in the archives for safekeeping for future reference.
3. Archives management should be synchronized with the project construction. In the construction of engineering projects, new situations and new problems will appear constantly. As an important basis for recording the construction process of engineering projects, file management plays a vital role in project management. Archives management should be synchronized with the project construction, which can not only reflect the problems in the project construction in time, but also provide data for solving the problems in the project, so as to formulate scientific and reasonable solutions, so that the project construction can avoid loopholes in time and proceed smoothly. The most important thing is that in the project acceptance, the file management work is carried out simultaneously with the project, and the acceptance data is truly recorded. If there is a problem in the project, you can find the cause of the problem through the file and check and maintain the project in time. If the archival work is not synchronized with the project construction, it will lead to the loss of some materials in the project construction, which is not conducive to the acceptance work after the project is completed. If there is a problem with the project, there will be a responsibility dispute, which will lead to the inability to recover the project funds and bring a lot of trouble to both parties.
4. Do a good job of document analysis. Archivists need to collect and sort out the data in the project construction, and analyze the sorted files, so as to provide accurate and reliable data for the project construction, give full play to the value of archival work, explain the quality of the project on the data, enhance the trust between the construction and the owner, and enhance the good image for the construction enterprise.
(2) Enhance the awareness of archives, change traditional concepts and establish scientific concepts.
Archives play an important role in project construction, and the project management department should pay more attention to archives management and provide professional archivists for project construction. With the rapid development of social economy, great changes have taken place in file management. With the wide application of computer technology, related detection equipment and analysis equipment have also been applied. At the same time, the concept, methods and methods of file management have also been updated. Archives talents have become an important force in archives management. Only by analyzing the archives can we get professional and scientific analysis results. The project leader must strengthen the consciousness of archives management, change the traditional management concept and establish a scientific concept of archives management according to the development of the times.
(3) Strengthen the professional training of archivists and improve their comprehensive quality.
Strengthening the professional training of archives managers and broadening their knowledge is an important way to improve the management level of infrastructure archives. To strengthen the training of staff, firstly, we should strengthen the training of staff's theoretical knowledge and improve their theoretical level; secondly, we should strengthen the training of staff's working ability and ideological and political work. While improving their working ability, we should improve their sense of responsibility, optimize their knowledge structure and broaden their knowledge. At the same time, we must have a good scientific management level to meet the needs of modern enterprise file management.
(four) the archives department must participate in the final acceptance.
After the completion of the project construction, the project needs to be accepted. As an archival department, the acceptance of projects and materials are important parts of archives. The archives department needs to collect, sort out and keep all the data of the acceptance work, and must record the data of the acceptance site, and pay attention to the reliable technical data and complete signing procedures, especially whether the design changes and various test records meet the relevant regulations and whether the records are complete during the trial operation. Secondly, we should pay special attention to whether the engineering construction design drawings are consistent with the completion drawings. Therefore, in the appraisal work, it is necessary to clarify the responsibilities and obligations, give full play to the role of engineers and supervisors, and ensure the accuracy of archived documents and materials. The supervision unit should also check the quality of archived construction materials, especially the review of as-built drawings, design change notices and construction organization design. For projects that fail to prepare the as-built drawings according to the requirements of archives or have serious defects in the project archives, resolutely refuse the completion acceptance, ensure the completion acceptance and complete collection of documents directly related to the project construction, and provide archival services for the production and construction of enterprises.
(5) Pay attention to the collection of audio-visual archives.
The audio-visual files of capital construction projects include the original site, commencement ceremony, design review, concealed works, project handover, completion acceptance, major engineering quality accidents, participation of leaders and celebrities in major official activities related to this project, foreign affairs activities, foreign affairs negotiations, and recording the topography of the project site.
(6) Safety management of engineering archives
The management of capital construction archives is generally in the construction site or temporarily rented office space, and the safety of archives is the top priority of archives work.
1. Establish and improve the responsibility system to ensure the safety of infrastructure archives work. In the actual infrastructure archives management, it is necessary to implement the responsibility system, assign tasks well, strengthen task supervision, and ensure the safety of archives. Relevant leaders should set an example to ensure the smooth development of archives safety work. Carrying out special inspection of archives safety is an important link to ensure archives safety.
2. Strengthen management and raise awareness. Regularly carry out special inspections on the risk assessment of damp-proof and flood-proof facilities, fire-fighting facilities, electrical lines, anti-theft facilities, electronic information places, storage conditions of electronic documents and surrounding facilities and equipment environment in the archives warehouse to ensure the safety and integrity of the archives.
To sum up, in construction projects, capital construction files, as an important basis for construction enterprises to manage project construction and personnel, record all aspects of project construction, are important cultural soft power of enterprises in the development process, and reflect the image and core competitiveness of a construction enterprise. Therefore, we should pay special attention to the work of infrastructure archives, formulate and implement the management system of infrastructure archives, improve the quality of staff, strengthen the management of infrastructure archives, and establish a scientific management system to give full play to the role of infrastructure archives.
The above is the content of "Suggestions on Archives Management of Infrastructure Projects" compiled by Zhong Da. For more suggestions on archives management of infrastructure projects, you can pay attention to the official WeChat account of Zhong Da Consulting, Jianshetong or Zhong Da Consulting in real time.
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