There is no unified definition of archives in academic circles. Generally speaking, archives refer to various forms of original records with preservation value directly formed by people in various social activities. The following is what I need to pay attention to in file management. Welcome to share.
I. Transfer of archives
1, file handover First, the file management personnel should tidy up the files in the archives room and establish a file handover table.
2. The handover person and the recipient should check the files one by one, and then sign the file handover form.
3. The recipient should be familiar with the distribution of all files in the archives.
Second, the transfer of documents
1. Archive materials: When there are few archive materials, the archivist should fill in the file handover record, registration time, file name, quantity and other related information. When the quantity is large, it is necessary not only to fill in the file handover record, but also to provide the file manager with a detailed catalogue (paper version and electronic version) of the handed-over files.
2. The archivist shall confirm the file, and after verification and approval by both parties, hand it over to both parties for signature and confirmation.
3. The archivist files according to the categories of the archived materials, and establishes a catalogue of written and electronic documents.
4. All kinds of files should be filed separately according to their categories and uses, and written and electronic catalogues should be compiled for easy management and reference.
5. The archived documents and materials shall be complete, complete and accurate. Thermal paper faxes and documents with easily (or seriously) faded handwriting (written with ballpoint pen and pencil) should be accompanied by copies.
6. Usually, the contract is handed over on June 5438+05, and it is handed over on the 30th of each month.
Third, the daily management
1. Borrowers should fill in the file borrowing registration form, indicating the name of the borrowed file, the borrowing reason and the return period.
2. Only after the approval of the general manager can it be borrowed.
3. The contents of the copy of the borrowing document are only used for the purpose involved in this borrowing, and shall not be used for other purposes.
4. Borrowers should properly keep files, pay attention to security and confidentiality, and it is strictly forbidden to copy, scroll, delimit pages, alter or deface them without permission.
5. File return:
1) The archivist shall promptly urge the file borrower to return the file on time, and strictly check it when returning to ensure that the file is in good condition.
2) The original business license, organization code certificate and tax registration certificate shall be returned on the same day.
6. Regularly keep the files clean and ventilated, and do a good job of moisture-proof, anti-corrosion, insect prevention, fire prevention, dust prevention and sun protection.
Expansion: Archives Management Regulations
First, the bureau archives work organization
The establishment of the bureau work assessment team, composed of office, office, administrative office, financial planning department related personnel.
The archives work organization of the bureau is the comprehensive archives room of the current bureau, which implements comprehensive management of the archives of the bureau. Its daily work is led by the office, and its business is supervised and guided by the National Monetary Archives Bureau.
Second, the responsibilities of the comprehensive archives
1. Organize specific implementation work according to the provisions of the superior archives work.
2. Formulate the archives work plan and work system of the Bureau.
3. Responsible for organizing the annual filing and sorting of documents.
4. Unify the archives of various categories and carriers of administration organs, and do a good job in collection, sorting, identification, storage, statistics, utilization and compilation.
5. According to the regulations, transfer the archives that should be entered into the library to the currency archives, and accept the archives of the units directly under the Bureau.
6. Be responsible for collecting information related to our business.
7. Handle other related archival work assigned by the leaders.
8. Cooperate with relevant offices to carry out business and supervise and inspect the archival work of grass-roots units.
Third, the scope of comprehensive archives management
The documents and files, infrastructure files (including housing reform files), equipment files, audio-visual archives and deceased personnel files (handed over three years after the establishment of the personnel department) formed by the bureau and the party, government and military youth organizations are all managed by the archives room. Personnel files are managed by the personnel department. Business files are collected, sorted, bound into volumes and numbered in the catalogue by various business departments according to the filing requirements, and submitted to the comprehensive archives room for management.
Four. Filing of documents and materials
1. All kinds of documents and materials (including words, charts, photos, videos and various professional documents) directly formed in the work activities of this bureau must be filed in time to preserve the historical features of this bureau.
2. Basic requirements for archiving
(1) The archived documents and materials must accurately reflect the true historical features of the work activities of this bureau;
(2) The archived documents and materials must be archived, which shall conform to the principles and requirements of archiving.
3 filing time
(1) The filing of Party and Government Military Corps documents and business files of various business offices shall be completed in the second quarter of the following year.
(2) The filing of infrastructure documents and materials shall be carried out at the same time as the construction of infrastructure projects, and shall be handed over to the archives within three months after the completion and acceptance of the projects.
(3) The equipment documents should be checked and registered when the equipment is unpacked, and handed over to the archives three months after the equipment is installed, debugged or put into use.
(4) After the accounting files are sorted and filed by the financial department, according to the accounting law implemented in July 2000, the administrative department will keep them for one year and then hand them over to the comprehensive archives room.
(5) The files of the deceased cadres and workers shall be handed over to the archives room after the death of the cadres and workers according to the provisions of Document No.6 of the Organization Department of the Municipal Party Committee (XXXX).
(6) audio-visual archives should be filed within one month after its formation. All archived photos (including pictures) and audio tapes must have written descriptions (including time, place, content (job title), photographer's (recorder's) name, and video tapes should also have commentary).
4. The number of copies filed, the party and government documents are generally filed in two copies, one for filing with the manuscript and the other for filing and assembly. Other types of files, usually one file, are more important to increase the number of files.
Verb (abbreviation of verb) file management
1. All files in the bureau are a whole clan, and there are files in the whole clan, which are classified by category. According to the requirements of the archives administration departments at the same level and higher level, the classification scheme and the method of compiling categories and numbers should be easy to keep and use.
2. Establish and improve various systems of archival work, incorporate archival work into the plans of government staff and business activities, and incorporate infrastructure work into the responsibilities and post responsibility systems of relevant departments and personnel.
Vi. Strengthen file protection, improve file storage conditions, regularly check file storage conditions, report problems to leaders in time, and take timely measures to protect file safety.
1. According to the regulations of the state and the archives administration organs at the same level, draw up the file storage period table, which provides the basis for filing and file identification.
2 archives appraisal work, led by the bureau office to organize the relevant business offices to form an appraisal team, responsible for the appraisal opinions.
3. The destruction of archives that have lost their preservation value must be registered, approved by the leaders in charge of the bureau, designated two people to supervise the destruction, and sign the destruction list.
4. Transfer of Archives According to the relevant provisions of the state, permanent and long-term archives should be transferred to the currency archives and the transfer procedures should be handled.
Seven, the establishment of archives statistics system, the collection and removal of archives should be registered, and according to the requirements of superiors, submit the archives work statistics.
Eight, the use of archives. Actively cooperate with the tasks of the government work center, make good use of archives in time, and compile retrieval tools and reference materials according to the needs of utilization.
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