In order to do a good job in the management of engineering and equipment archives, with reference to the "construction project document filing and organizing specifications" and other relevant requirements of the document, combined with the actual situation of the company and the leadership of the company on the file management of the relevant requirements for the development of the file management system.
I. Scope of archiving
Mainly engineering and equipment archives:
1. Engineering archives refer to all kinds of approval documents (all kinds of approval documents of government administrative departments, reply to the approval of the documents, external documents, external documents received), all kinds of contracts (all cooperation contracts, supply contracts, engineering contracts, and the annexes of the contracts, supplemental contracts, and so on), and all kinds of contracts (all cooperation contracts, supply contracts, engineering contracts, and so on). Qualification data of the supplier (service) unit, business data of the offer and the description of the offer summary table, inspection and research report of the price comparison, video and photo data of the inspection and research), design data and drawings, design changes and project negotiation data, supervision documents, construction logs, minutes of meetings, audit conclusions and all kinds of acceptance certificates, test reports, certificates of conformity of the materials and equipment and specifications, construction drawings, and other necessary archives of property. Handover procedures and other documents that need to be archived.
2. The equipment file is a scientific data to identify and evaluate the technical status of the equipment, and it is an important basis to ensure the normal operation of the equipment and in good condition. Archivist to receive the archives of the company's various types of equipment information. Mainly includes plans, purchase stage of the instrument and equipment purchase application form, agreements, contracts, important correspondence, messages; unpacking and acceptance stage of the packing list, unpacking and acceptance, factory certificate of conformity, factory accuracy inspection sheet, drawings, technical manuals, use and maintenance manuals, manuals, calibration standards, random spare parts atlas, software, hardware part of the documentation, unpacking and inspection records; the stage of the commissioning of the installation of the test drive, test records, installation acceptance form The installation and commissioning stage of the test run, test records, installation acceptance form, problems and treatment opinions; operation and maintenance and repair stage of the equipment and instruments transferred to the use of the department's list of accessories and random tools, equipment and instrument maintenance and safety and technical operating procedures, equipment and instrument use records, equipment and instrument maintenance records, equipment and instrument inspection records and maintenance records; renovation, updating stage of the rationalization proposals and the results of the processing of equipment and instrument renovation, Modification, update the report and approval, improvement, modification process of the formation of drawings, technical documents, equipment and instruments scrapped technical appraisal, instructions and approval of documents, technical appraisal and results of the declaration of awards and other types of documents.
Two, file confidentiality system
1. File staff must establish a high degree of confidentiality, comply with the company's confidentiality system.
2. Where it is not appropriate to disclose the company's confidential files, should be kept secret and strictly control the scope of access, the company's personnel need to access, subject to the approval of the company's competent leadership.
3. All secret and internal management of the file, should strictly fulfill the access approval procedures, unauthorized photography and copying is strictly prohibited, the use of the provisions of strict confidentiality should be strictly adhered to, shall not disclose the company's secrets.
4. The value of the construction project and equipment files have no preservation, listed in the destruction of the inventory, approved by the competent leadership, by the destruction of the destruction of the person, supervise the destruction of the person, and sign the cancellation.
Three, the archives staff duties
1. Love of archives, loyal to their duties, discipline and law-abiding, diligent study, with professional knowledge of archives.
2. Responsible for the company's construction projects in the formation of information and equipment data collection, organization, volume, archiving work, and actively provide the use of services for the work.
3. According to the provisions of the local archives should be transferred to the archives.
4. Proactively report to the higher authorities on the status of archival work and accept their supervision, inspection and guidance.
5. To handle other archival work assigned by the leadership.
Four, file management system
1. non-records management personnel shall not be unauthorized access to file cabinets in the case files, in order to work for the need to be approved by the company's competent leadership agreed to before access.
2. file cabinets in the archives should be stored in a systematic arrangement, are not allowed to pile up things unrelated to the archives, so that the integrity of the security, storage order, find convenient
3. do a good job in the file cabinets, "six preventive" (anti-theft, fire prevention, dust, sunlight, moisture, rodent and insect moths) work, usually to diligently check, Diligent cleaning, keep the file cabinet health and clean, safe.
4. The archive cabinet of the archives should be frequently checked, found that the problem of timely and effective measures.
5. Where the scope of the filing of instruments and equipment within the full set of random technical documents, instrumentation manuals, samples, drawings, technical procedures, certificates of conformity and installation and commissioning of the material if the Department of duplicate, should be left in one archive; only one of them, the original will be archived, the copy of the random use.
6. The archivist is responsible for the collection, organization, custody, utilization and statistics of instrument and equipment files. Instrumentation and equipment files within the document material, to be arranged in chronological order, with a pencil to prepare the page number, where there is text on the page, are numbered, the front compiled in the upper right-hand corner, the back written in the upper left-hand corner, and then fill out a good volume of the catalog.
V. Archives security system
1. Strict implementation of the regular inspection and entry and exit of the file counting system, the implementation of the file cabinets, the key should be properly stored, if lost should be reported and take measures, non-management personnel are not allowed to go through the file cabinets in the archives.
2. Every long vacation before the archives should be a comprehensive inspection, file cabinets with seals, and effectively eliminate potential security risks.
6, archival materials access and utilization of the system
1. The unit personnel borrowing archives, information must be registered, not to fulfill the registration procedures, the archives management staff will not provide archives, information. Lending time of the archives, shall not exceed half a month, the need to continue to borrow, you must renew the loan procedures. For the key and commonly used part of the archives should be used to copy, try not to use the original, generally by the use of photocopies.
2. The originals of the archives and materials are generally not lent to other units, and when they are needed in special circumstances, they must be approved by the supervisor, go through the lending procedures and be returned within a certain period of time. The original of the loaned archive materials, the borrower should be properly stored, not destroyed and lost, and returned on schedule, if any damage, loss, by the borrower is responsible for. Outside the unit personnel need to copy the information in the file cabinet, subject to the consent of the competent leadership before proceeding.
3. File cabinets have files, information to be handed over to other units should fill out the handover sheet before delivery.
4. access to the archives, smoking is strictly prohibited, is strictly prohibited in the documents and materials on the line, ticking, marking, folding, etc., is strictly prohibited to alter and tear the archives, violators and cause damage to the archives, according to the law, the parties involved in the investigation of administrative and legal responsibility.
5. Access to the archives is obliged to use the effect of feedback to the archives management staff, in order to explore and summarize the use of archives law, better serve the work.
Seven, the collection of files
1. file managers receive the company's internal staff or related units of personnel to give the information should be registered in a timely manner.
2. Project files collected by the project, the archives should be classified according to the system of unified storage file box labeled and do electronic directory for future retrieval.
3. Equipment file information according to the name of the classification volume, a group of organic links in the content of the material combined into a storage unit. Volume file arrangement, in accordance with the natural formation process of equipment materials arranged and do electronic directory to facilitate future retrieval.
4. All kinds of files and information should be properly preserved, such as the discovery of the use of unknown information should be submitted to the chief engineer to determine the use of review.
5. When surveying, designing, constructing, supervising and other units hand over the files to the Company, a handover list should be prepared, and both parties should sign and stamp before handing over.
6. The scope of responsibility, content, number of sets, quality standard of files and time requirements for the preparation of engineering archive information and equipment information shall be clearly stipulated in the contract signed by the project. Construction units do not submit qualified as-built drawings on time is not considered to complete the construction task.
7. The Company purchased a full set of random information on equipment and instruments, collected by the person in charge of unpacking complete, timely transfer to the archivist, unified accumulation and centralized storage.
7.