Archives organization
Overview of an archive
Archives organization, is in accordance with certain principles of archival entities for systematic classification, combination, arrangement, numbering and basic cataloguing, so that the process of ordering. Archives finishing is the basic part of the archives business, through the finishing, so that the archives can be comprehensive, systematic reflection of the face of the work activities of the filing unit, prompted by the interconnection between the documents and materials, in order to facilitate the management of the archives and the use of the archives.
(a) the type of archives finishing
Archives finishing can be divided into the following three types:
1. systematic arrangement and cataloging; 2. local adjustments; 3. the whole process of organizing
(b) the content of the archives finishing and the steps
Archives finishing the contents of the nature of the points, including the systematization and cataloging of the two parts. Systematization of the archives, that is, the content and composition of the archives for scientific analysis and synthesis of the work, that is, in accordance with certain principles and methods of the archives into categories, organizations, files, arranged in an orderly manner, so that it constitutes an organically linked as a whole, the specific contents of the distinction between the whole file, the whole file within the archives of the classification, the grouping of the volume, the volume of documents arranged, the arrangement of the case file, and so on; the archives of the cataloging of the archives is a form of prompting and introduction of the archives The cataloging of the archives is to suggest and introduce the content and formal characteristics of the archives in a certain form of work, the specific contents include: the numbering of the volume of documents, the volume of documents in the table of contents and the preparation of the docket, the case file cover to fill in the file number and the preparation of the file directory, and so on. Systematization is the basis of cataloging work, cataloging is the embodiment of systematization.
(C) Principles of archival arrangement
Archival arrangement work should be in accordance with the formation of the law and characteristics of the archives, to maintain the historical links between the documents, make full use of the original basis of the arrangement, to facilitate the management and use of the archives, which is the basic principle of archival arrangement.
1. Maintain the historical links between the documents
The so-called historical links between the documents, refers to the documents in the process of generation and processing of the formation of the intrinsic links, mainly in the source of the documents, time, content and form.
2. Make full use of the original finishing basis
Make full use of the original finishing basis, refers to the file has been organized, do not easily disrupt the original finishing system, re-arranging, which is the archives in our country is often referred to as "making full use of the original basis".
3. Facilitate the custody and use of archives
Facilitate the custody and use of archives, is the starting point for the archives and the fundamental purpose of organizing the work is to measure the quality of archives of the ultimate yardstick.
Two, the whole
(a) the concept of the whole
The whole is a national institution, social organization or individual formation of the whole of the archives with organic links. In layman's terms, the whole file is a body of all the files. According to the whole file management archives, is a basic principle and core theory of archival work.
(B) file unit and its composition conditions
file unit, also known as the whole file constitutes, refers to the formation of the whole file of units or individuals. To determine whether a unit of filing units, mainly to see whether it has the following three conditions:
1. can exercise their powers independently, and can be in their own name alone to the outside world;
2. is a unit of accounting or economic accounting unit, independent preparation of the budget;
3. with the management of personnel agencies or personnel, there is a certain right to appoint or remove personnel.
The first of these conditions is primary and necessary, and the last two are supplementary.
(C) the impact of changes in the filing unit on the division of the whole file
1. regime change in the treatment of the whole file
2. fundamental changes in the functions of the filing unit of the treatment of the whole file
3.? Other changes in the archiving unit of the full processing
(D) the full complementary forms
1. joint full; 2. collection of full; 3. archives collection
(E) determine the file belongs to the full
Judgment of the file belongs to the full, the key to determine the formation of the file, specific sub-sentence, the receipt of the document and the internal documents of the three cases. For those who do not indicate the author or recipient of the "no head, no tail" documents, the external characteristics of the document and internal characteristics of the examination, a comprehensive determination of its belonging to the whole family.
Three, the whole file classification
(a) the basic requirements of the classification
The whole file classification is the formation of the file unit files, according to its source, time, content and form of the similarities and differences, divided into a number of levels and categories, so that it constitutes an organic system. It includes the selection of classification methods, classification program development, file categorization and file arrangement.
Categorization should follow the following basic requirements:
1. objectivity; 2. logic; 3. operability.
(B) commonly used classification methods
Archives classification method, is a specific division of the archives within the archives of similarities and differences in the standard and the basis, also known as the "classification criteria", "classification principles" or "classification". Characteristics". Classification of archives in the case of many methods, commonly used in the following four main:
1. annual classification; 2. organizational classification; 3. classification of issues; 4. classification of categories
(C) the preparation of the classification scheme
The so-called classification scheme is to list the name of each level of the class, indicating the outline of the archives classification system in the case of the whole, also known as the "classification outline", "the classification of archives," also known as the "classification scheme". "Classification outline". Classification program is the basis for file classification, but in the classification process can be revised and improved according to the actual situation.
1.organ of the whole classification program
Organization of the preparation of the whole classification program, should be formed in the functional activities of the unit of all kinds of categories and carriers of all the archives as the object, according to the function, combined with the content of the archives and the carrier form of the characteristics of the scientific classification. Organizations file classification program, the first level of classification is generally used in the classification of categories.
2. The preparation of enterprise-wide classification program
According to the provisions of the State Archives Bureau of the "Industrial Enterprise File Classification Trial Rules", the industrial enterprise file classification set up ten first-level categories, namely, the party and group work, administrative management, business management, production and technical management, products, scientific and technological research, capital construction, equipment and instruments, accounting records, cadres and workers file category. Extra-large enterprises or enterprises with special production procedures, some files are difficult to classify the above ten categories, according to the actual need to set up an additional category.
Four, file number and file directory preparation
(A) file numbering principles
File number is the archives (room) in the process of organizing and managing the file, in character form to give the file a set of codes. File number is a mark of access to the archives, and has a statistical monitoring role. The preparation of file number should follow the following principles:
1. uniqueness principle; 2. rationality principle; 3. stability principle; 4. expansion principle; 5. simplicity principle.
(B) the structure of the file number
According to the provisions of the Rules for the Preparation of the file number, the file number structure is divided into three kinds. After the promulgation and implementation of the Rules for the Organization of Archived Documents, there is a fourth structure of the file number.
(C) the preparation of the file number
1. The preparation of the full file number
The full file number is identified by a four-digit code. One of the first with the hanyu pinyin letters to identify the properties of the whole file, the last three with Arabic numerals to identify a genus of the whole file of the sequential number.
2. The method of preparation of the file directory number
Directory number of the file directory to three Arabic numerals to identify the file should be based on the whole archives in the state of finishing, according to the different time, different organizational structure, different storage period, different topics or different carrier form settings.
3. Category number of the preparation method
Category number by Chinese characters, Hanyu Pinyin letters or Arabic numerals composed of code identification. Category number should not exceed three general, in an archive (room) or a full file, there should be no duplication of category number.
4. The preparation of the project number
Project number is generally quoted in the relevant management department to prepare the project code.
5. Preparation of case file number
Case file number with three Arabic numerals to identify the directory of case files in the order of arrangement of running number, there should be no empty number. Each case file directory of all the files should be programmed only a running order number.
6. The method of preparation of the piece number
Piece number with Arabic numerals, there should be no empty number. The preparation of the number of pieces of two cases: one is not a bound file, the volume of documents must be single bound number, each volume of the file according to the arrangement of the order of the running number of documents. Another in accordance with the "Archived Documents Rules" organized by the archives, the same class of documents under the order of arrangement of water numbering.
7. Page (sheet) number of the preparation method
Page (sheet) number with Arabic numerals to identify the volume of documents in the order of the page (sheet) according to the arrangement of the running number, there should be no empty number.
(D) the preparation of the file directory
The file directory is a file directory of the entire file as a unit of registration of the title and other characteristics and the order of the file number arranged in a file directory. It is the most basic search tool for finding and utilizing files, and is also the basic form of file registration, and is an important basis for statistics and inspection of files.
The file directory must be compiled according to the whole case, there are two types: one is the whole case as a unit of the composite directory, mainly for the whole case of a smaller number of files; the other is to classify the program as a unit of the first classified directory compiled in the actual work of most of the second type.