General
In order to further adapt to the implementation of the company's quality, environmental system dual certification, standardize the company's administrative affairs management behavior, rationalize internal relations, improve efficiency, specially formulated the provisions of this. This system compiles the company's internal administrative affairs documents, in order to strengthen the effectiveness of administrative management, and the formation of the company's internal procedures, work standards, everything under the control of someone, everyone has a special responsibility for the work of the situation.
Chapter I meeting management system
I. Internal meeting management
(1), the company's meetings mainly include general manager's office meetings, work scheduling meetings, a variety of thematic meetings, staff meetings, departmental meetings and temporary meetings.
(2), the organizer of the company-level meetings for the General Office.
(3), the meeting is provided by the Office of General Services, the meeting should be held to provide, do a good job of meeting notices, materials, venues, records and other services, after the meeting, according to the situation of the minutes of the meeting, if necessary, to provide fruits, tea, sound recording, videotaping, projection and other services.
(d), the form of meeting notification is mainly by telephone, the director, department manager and above should be notified to myself, other personnel notified to the department, by the departments themselves.
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(6), for reasons of not being able to participate in the meeting, must personally explain the reasons to the General Office.
(vii), the meeting resolution matters, the participants should be implemented immediately after the meeting, without delay or perfunctory.
(viii), the offices and departments should be every scheduling meeting and other meetings to reach the grassroots, but also according to the actual situation of their own departments, regular meetings held at the department level to convey the spirit of the meeting.
(ix), departmental meetings such as the need to assist the General Office should be notified in advance of the General Office, in order to make uniform arrangements.
Second, the external rental conference room, multi-function hall management
(a), the company's conference room and multi-function hall by the Property Department is responsible for rental procedures, the General Office is responsible for the provision of related conference services.
(2), the property office according to the use of conference rooms and rental conference room units to agree on the relevant rental matters, fill out the "conference room use of the registration form", signed by the manager in charge of the confirmation of the notification of the Office of the General Affairs Department, the General Affairs Department and the use of the unit to negotiate with the use of conference rooms on the specific issues (booking time, the need to provide services, etc.).
(3), the rental unit on the day of rental will be "conference room use of the registration form" handed over to the General Office of the conference management staff, to be used after the completion of the conference room, the conference room management staff to fill in the actual use of the conference room time, signed by the rental unit to confirm that the General Office of the return of the property as a basis for charging.
Chapter II office telephone management system
In order to improve the efficiency of the company, save office funds, to ensure that communication, combined with the company's actuality, the development of this provision:
A company telephone is mainly used for office business. The use of telephone calls to be brief and concise, prohibit chatting on the phone, is strictly prohibited to call the voice and information phone.
Second, the offices and departments use the management card phone, the manager's office to use the locking phone.
Third, the telephone card by the office is responsible for the card. Each brush card standard, the director of 30 yuan, department managers and administrators 20 yuan, other employees 10 yuan, IMO with team leader 15 yuan each. After using the phone bill, go to the office to brush the card, and registration.
Four, after the installation of the management of plug-in phones, do not allow private telephone calls, otherwise, it will be held directly responsible for the responsibility of the person in charge or the department, and according to the law to recover the corresponding telephone charges.
Fifth, the person in charge of each office and staff to effectively take responsibility for the ownership of the attitude of good management, good use of the phone. Employees who need to make long-distance calls for business or special circumstances, unified to the office registration before making a call.
Sixth, by the office regularly to the Office of the Telecommunications Bureau of the offices and departments of the telephone use query monitoring, and will be announced.
Chapter III of the official documents sent and received circulation management system
According to the relevant provisions and combined with the actual situation of the company, is now on the non-quality, environmental system of documents sent and received, circulation management methods are as follows:
A, writing documents
1, the drafting of official documents. According to the needs and leadership instructions for the initial preparation of the manuscript. The company issued by the Comprehensive Drafting Division, involving the duties of each office, the need for the company to unify the text, by the offices, departments drafted the text.
2, the official review. Refers to the audit of the draft, by the General Office is responsible for. The main content of the audit is: to see if indeed need to be unified by the company, whether the way of appropriate, whether in line with the rules of communication and the preparation of the relevant requirements of the document, etc.. Do not need to be unified by the company's official documents, by the offices and departments to issue their own documents.
3, official documents review. Refers to the official printing of official documents before the manuscript proofreading, verification, focusing on: approval, issuance procedures are complete, whether or not the attached materials are complete, whether or not the format is uniform, standardized.
4, official documents issued. Will be reviewed by the leadership of the manuscript to sign and approve the issuance of documents. Company-level official documents issued by the general manager, the offices, departments or a particular business scope of the line, issued by the office, department head.
5, the printing of official documents, printing. After reviewing the official documents can be printed and bound. If you need to stamp the official seal in accordance with the "seal management measures" stamp.
Two, official documents issued
means that the official documents will be issued to the relevant departments. After determining the issuance of documents, the General Office of the issuance of documents to be prepared in the "high-tech property issuance form" on the issuance number, registration of the name of the official document, the date of issuance, the number of documents, the issuance of the department and so on. Documents issued internally shall be signed by relevant personnel of each office and department. Company-level documents are issued only to the offices and relevant departments, and the communication within the offices and departments is managed by the offices and departments themselves. Each office and department should sign to confirm the receipt of documents.
Third, the circulation of documents
Received documents need to be read by more than one department, by the Director of General Services, the General Manager in the "document approval card" on the approval of the original document attached to the "document approval card" to the relevant offices, departments read, read the signature of the personnel to confirm.
Four, official documents filed
Company documents issued by the General Office of the timely filing, fill out the "Document Filing Registration Form". The offices, departments and offices to issue their own documents, if necessary, should be submitted to the General Office of the timely filing.
Chapter IV Office Supplies Management System
In order to further reduce costs and standardize the management of office supplies, the following provisions:
I. Responsibilities and Scope
(a) The office supplies referred to in this system refers to the daily office supplies and some low-value consumables, the system provides for the planning, procurement, issuance, use, storage and other aspects of office supplies.
(A) This system defines the responsibilities and management requirements for planning, purchasing, issuing, using and keeping office supplies.
(2) The procurement, storage and issuance of office supplies are managed by the General Affairs Office. Each office and department office supplies planning, collection, use, storage, etc. by each office and department head or designated person responsible for.
Two, office supplies planning, procurement, storage and distribution management
(a), before the 15th of each month, each office, departmental statistics of their own office or departmental demand for office supplies, and set out a detailed plan, classified (daily office supplies, printed matter, other) to fill out the "material plan", the plan in line with the "savings, practical, Necessary" principle, by the office, the department head for approval and then uniformly submitted to the General Office.
(2), the General Office of the procurement staff in accordance with the actual situation to give the review and development of procurement plans and budgets, reported to the Director of the General Office of the General Manager after approval of the procurement, and issued from 25 to 30 days a month.
(3), the company's new staff of office supplies, the General Office in accordance with the list provided by the head of each office, department and the list of supplies, is responsible for their necessary office supplies to ensure that the new staff's normal work.
(4), in addition to the normal allocation of office supplies, if you need to use other daily office supplies, the use of the department to fill out a written "Office Supplies Application Form", subject to the approval of the Director of the General Office can be used.
(E), the procurement staff to achieve complete office supplies, high quality and low price, reasonable inventory, appropriate expenditure for the principle, and to establish accounts, according to the "material acceptance, warehousing and storage system" to do a good job of warehousing, warehousing procedures.
(F), office supplies management must be civilized, clean, pay attention to safety, fire, theft, in strict accordance with the rules and regulations, non-staff shall not enter the warehouse.
(7), the departmental goods recipients should be in line with the principle of thrift and frugality in the use of office supplies, suitable for the old for the new supplies to the old for the new, the General Administration Office of the right to the departments to be audited and supervise the use of the situation.
Chapter V office equipment (software) update, maintenance, use of the system
I. Duties and scope
1, the company's office equipment, including: computers, copiers, printers, faxes, telephones, cameras, video cameras, mobile storage devices, multi-function hall color TV, audio, projectors and various offices, departments equipped with air conditioning and other valuables. Office software refers to all kinds of office needs due to the purchase or professional production of software. In order to ensure the normal use of office equipment, all types of office software, safe operation, to play the office equipment and office software to maximize the effectiveness of the system was developed.
2, fax machines, cameras, video cameras, multifunctional hall (conference room) in the color TV and VCD, DVD are designated by the General Office of the custodian, the use of regular inspections, found that the problem should be reported in a timely manner, by the General Office of the notice of the designated maintenance company to come to the technicians to check, repair, maintenance.
3, each office is equipped with computers, by each office to designate a person regularly responsible for cleaning.
Two, update, repair and maintenance
1, the update of office equipment refers to the upgrade or update of office equipment, mobile storage equipment purchases, various types of supplies to replenish, the purchase of special supporting equipment. Office equipment can be repaired when a variety of failures can not be used. The renewal of office software refers to the new purchase or upgrade of all kinds of application software due to work.
2, the need for office equipment update, by the offices, departments or equipment supervisor to fill out the "office equipment update (maintenance) application form", by the office, department head audit, general manager approval, by the General Office is responsible for procurement. Comprehensive Division according to the market offer to make a good budget for the new purchase of office equipment, approved by the Director of the Comprehensive Division, the general manager of the purchase and issuance.
3, all types of office equipment failure, you can always fill out the "office equipment update (maintenance) application form", through the designated company or professional maintenance personnel to carry out maintenance.
4, all types of office equipment need to replace parts, should fill out the "Office Equipment Renewal (Maintenance) Application Form", approved by the Director of the General Office, General Manager before replacement.
5, the offices and departments should be properly stored in the department or subdirectorate of office equipment warranty, maintenance, instruction manuals and other information.
Three, the use of office equipment management regulations
1, computers and peripherals should pay attention to the use of dust, anti-magnetic, anti-static, waterproof, anti-corrosion.
2, mobile storage devices including mobile hard disk and U disk. Mobile hard disk use, note that the hard disk in the high-speed operation of the hard disk is strictly prohibited by external collision, is strictly prohibited to move the hard disk. Mobile hard disk and U disk in disconnecting from the computer must be related operations, when the system prompts "you can safely unplug the device" before unplugging the device.
3, the use of conference room projection equipment by the General Office of a person responsible for, other personnel without permission and training is strictly prohibited to use the equipment. Each time you close the projector must wait until the lamp of the projector lamp is completely extinguished before turning off the power.
4, computer software and application software purchased by the Office. Software in use, in accordance with the requirements of the steps to enter or exit, so as not to cause damage to the software. Prohibit the installation of other software in the company's computers to avoid the spread of viruses.
5, daily documents and data from the offices of their own backup. Before the twentieth of each month by the General Affairs Department is responsible for the use of mobile storage devices on the offices of the important document data backup. Daily anti-virus work by the offices to deal with their own requirements at least once a week to kill the virus, upgrade once, anti-virus software provided by the General Office.
6, computer cleaning and maintenance of the implementation of who uses who is responsible for the principle of cleaning. Twice a week to clean the outside, may not use wet rags, the inside must be opened quarterly chassis cleaning, with a brush or special tools to blow clean dust. The first cleaning is guided by the General Office, and the subsequent cleaning is the responsibility of each division, and the General Office carries out random checks from time to time.
7, all types of office equipment is strictly prohibited loan, outside. It is strictly prohibited to play games on the computer during office hours, deal with documents that have nothing to do with the work, strictly prohibited to use the microcomputer to watch the VCD disk, strictly prohibited the use of computers to engage in unhealthy activities or activities not in line with national policies and regulations, strictly prohibited the use of the network to disseminate obscene and endangering the national security of the information.
Chapter VI fax, copying system
I. Office copying, fax management for the General Affairs Department.
Second, the scope of photocopying and faxing for administrative documents, contracts and all kinds of related information, private information is not accepted.
Third, each office and department must fill in the "Printing and Copying Registration Form" (Exhibit VII) to register the specifications and quantity of copy paper when making copies.
Four, each office or department in the fax documents or information, to fill out the "fax receipt and distribution of documents registration form.
V. General Affairs Department on the 25th of each month, according to the actual number of paper used, summarized by cost and reported to the Finance Department.
Chapter 7: Management System of Printed Materials
I. Duties and Scope
The printed materials of High-tech Properties refer to all kinds of blank record forms, homemade internal bills, envelopes, scripts and other printed materials which are specially printed due to the need of work. The management department of high-tech property printed materials is the General Affairs Department.
2. Printing, receiving and keeping of printed materials
1. All printed materials of each office and department of Hi-Tech Properties shall be printed by the General Affairs Department, which is responsible for contacting the designated manufacturers.
2. If each office or department needs to use, the General Office will assist in the recording of the form to make a monthly plan according to the inventory and actual needs, and report it together with the plan of office supplies before 15 days, and then notify the issuance of the printed materials by the General Office after the completion of the printing. The General Office is responsible for summarizing the number of printed materials used by each department each month.
3, the storage of printed materials should be kept dry, clean, printed materials placed in a neat and orderly manner, unrelated personnel are not allowed to enter the warehouse.
Chapter VIII Vehicle Management System
In order to strengthen vehicle management, coordination of various departments on the use of vehicles, the use of automobiles, maintenance, repair, to develop the following provisions:
One, the director of the integrated unified responsibility for the company's office vehicles, drivers, management and traffic safety education, all the unit's vehicles and drivers out of the integrated director of the unified arrangements, scheduling.
Second, the car should be fixed, fixed car, regular maintenance, regular maintenance, so that the vehicle often maintain a good state of operation, the unit for the public car to be on call, to ensure that the car on time, no delay in the work.
Three, the company car is generally used for the leadership out of the office, pick up and send important documents, financial pick up and send money, escort injuries and emergency number of sick, offices, departments to contact the business, the organization of the unit of the matter and the unit of individual infirmity of the leadership of the transport and so on. General use of the car to make an appointment in advance (usually half a day in advance), special circumstances require urgent use of the car, approved by the leadership can use the car.
Four, the driver out of the car uniformly approved by the director of the integrated. Any private car to be held responsible for all the vehicles caused by personal accidents by the responsible person, the unit is not responsible.
Fifth, the driver to establish driving records, vehicle maintenance records, including: vehicle mileage, technical condition, maintenance date, major, medium and minor repair date, the degree of damage to the vehicle and the cause, parts replacement, maintenance costs.
Sixth, in order to reduce maintenance costs, the implementation of the unit vehicle maintenance, vehicle repair needs to be issued repair orders, in duplicate, proof of repair content, units and repair shops with repair bill settlement, out of the urgent need for repair, can first contact the repair shop repair, back to the company, in a timely manner, make up for the repair bill.