1. 1 aims to establish and improve the company's technical files, completely preserve and scientifically manage the company's technical files, give full play to the role of technical files in the company's construction and development, and better serve the company's production and technical departments. This management system is specially formulated.

1.2 the company's technical archives refer to the drawings, charts, written materials, photographs and other technical materials that should be filed and kept by various technical departments (including workshops) in technical activities such as production technology, scientific research achievements, quality, equipment and infrastructure, as well as foreign and purchased drawings, materials and books.

1.3 the technical functional departments and workshops of the company should incorporate the technical files into the technical business management of their own units, ensure the accumulation of their technical documents, complete the collection, organize the system and file them in time according to the system. Ensure the smooth development of technical archives work in the whole company.

1.4 according to the basic principle of centralized and unified management of technical archives, the technical department of the company has set up a comprehensive archives room, which is managed by full-time personnel. Under the direct leadership of the technical supervisor, the comprehensive archives room centrally and uniformly manages the technical archives of production, development, quality, equipment and infrastructure of the whole company. Establish and improve the technical archives work, and realize the complete, accurate, systematic, safe and effective utilization of the technical archives of the whole company.

2 filing of technical documents:

2. 1 After each technical project is completed or comes to an end, there should be complete, accurate and systematic technical documents, and according to the filing scope and requirements of the technical documents formed by the company, the formed technical documents should be systematically arranged to form a storage unit (volume, generation, book and box), which will be handed over to the comprehensive archives of the company in time after being audited by the technical director.

2.2 When technical files or technical documents are handed over by various departments or technicians, both parties shall go through the handover procedures according to regulations (refer to PD423 "Document Control Procedure" table code PD423-02), and sign and file for future reference. Managers have the right to refuse to accept papers that do not meet the requirements or papers with incomplete technical documents.

2.3 All technical documents that need to be filed shall conform to the provisions of national standards, ministerial standards and enterprise standards as far as possible. Ensure that the writing materials are excellent, the handwriting is neat, the drawings are drawn according to the specifications and the patterns are clear. It is forbidden to print with pencils, ballpoint pens and carbon paper.

2.4 All drawings and documents formed by each department shall be drawn into a base map and handed over to the archives for filing after being signed by the technical responsible person.

2.5 Before opening the drawings, operation instructions and electrical circuit diagrams of foreign and purchased materials returned to the company, the relevant units must notify the data management personnel to take part in the inventory and file them all. No one may use it for private use or take it away before going through the formalities of borrowing and using it.

3. The tasks of comprehensive archives and the responsibilities of managers:

3. 1 tasks of the comprehensive archives:

3. 1. 1 Conduct centralized, unified and scientific management of technical files, maintain the integrity, systematicness, accuracy and safety of technical files, and provide timely and accurate utilization. Due to serious dereliction of duty, the original technical files are lost, missing, defaced and damaged, so that they cannot be used or borrowed. Management personnel should bear the main responsibility, and in severe cases, they will be transferred from their posts.

3. 1.2 Assist all departments and relevant technicians in the formation, accumulation, correct arrangement and filing of technical documents.

3. 1.3 is responsible for receiving, copying, borrowing, distributing and filing technical documents, and providing technical documents to serve relevant units and technicians in the whole company.

3.2 Responsibilities of technical archives management personnel:

3.2. 1 Seriously implement the company's principles and policies on technical archives work. Study the business, improve the management level, and ensure the completion of the technical archives work task. Actively provide technical data for production and development.

3.2.2 Scientifically manage the technical files of the whole company, and undertake the work of receiving, classifying, cataloguing, registering, keeping, copying, borrowing, distributing, identifying, counting and drawing retrieval tools of technical data and technical files.

3.2.3 Abide by the company's confidentiality system and do a good job in safety.

3.2.4 Strictly implement the system of keeping, borrowing and distributing technical files.

3.2.5 Keep the archives clean and tidy, and timely repair and copy damaged or deteriorated files.

4. Identification and destruction of technical files:

4. 1 Carefully identify the contents and storage period of technical files. For damaged or deteriorated documents, the original documents shall be kept for half a year after copying. Files that are replaced due to content changes shall be invalidated and kept for one year.

4.2 All technical documents that need to be destroyed must be counted and destroyed under the supervision of the designated sales supervisor after being approved by the competent leader to prevent confidentiality. Relevant appraisal reports and destruction lists must be filed in time.

5. Preservation and borrowing of technical documents:

5. 1 Classify, catalog, register, count and process the received technical files, and compile the file reference catalogue, so as to ensure that it is well documented, properly kept and easy to use.

5.2 Earnestly implement the system of keeping and checking technical files, and comprehensively check and clean them up at the end of each year to ensure the consistency of account files. And before February 30, 65438, sort out the inspection report and submit it to the technical director for review. According to the results of the inspection report, the technical director ordered the archivist to rectify the problem and re-check the authenticity of the inspection report.

5.3 Do a good job in the security and confidentiality of technical files, and perform the approval and borrowing procedures. Always keep the room clean and ventilated, and pay attention to dust prevention, fire prevention, water prevention, moisture prevention, sun protection and theft prevention. Prevent files from being eaten by insects, bitten by mice and moldy. If there are damaged or deteriorated files, the management personnel should repair them in time and propose to copy them.

5.4 Technical Archives Confidentiality System:

5.4. 1 All employees of the company must keep secrets and maintain the safety of technical files. Borrow important files (including foreign and purchased materials, documents and materials returned to the company with instruments and equipment, original base maps, etc.). ) must be approved by the technical director before borrowing. The borrower must keep it properly and must not lose it.

5.4.2 If the technical documents are lost, stolen or leaked, it shall be reported immediately and measures shall be taken to properly handle them.

5.4.3 Non-working personnel are not allowed to browse technical documents without permission.

5.5 Borrowing of technical documents:

5.5. 1 All technicians and staff of our company can borrow technical files for production needs. Management personnel fill in the Document Borrowing Registration Form, which can only be used after the borrower signs it. After use, it should be returned on schedule, and cancellation procedures can only be handled after inspection by management personnel.

5.5.2 The technical documents and various equipment instructions are controlled for use in the company, and the original documents shall not be lent out to the archives for indoor reference only. If you need to borrow a house, you should go through the formalities and lend a copy. If there is no copy, it must be approved by the technical director before lending.

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5.5.3 The longest time for agreeing to borrow documents is three days at a time. If it is necessary to continue to use it after the expiration, it shall go through the renewal procedures. In case of holidays, the lent technical documents must be returned. If it fails to return or go through the renewal formalities at the expiration date, the archivist shall be responsible for collecting it and asking it to return it within a time limit. If it is not returned due, the archivist shall report it to the technical director for review according to the actual value of the borrowed materials (all kinds of books are priced and the materials are made at the price), and after approval by the general manager, send it to the company's finance department to punish the file borrower. If the borrower can return the borrowed documents afterwards, according to the length of time, he can return them in full according to the liquidated damages of 1/2.

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5.5.4 The borrower shall keep the files complete, safe and tidy, and shall not lend, disassemble, alter, replace or lose them. Borrowing and returning parties shall count the number of copies and pages together, and check the overall situation carefully and responsibly. If problems or damages are found, report to the competent leader in time. And according to the degree of its integrity or damage and the importance of the file, the file manager will report it to the technical director for review, and after the approval of the general manager, it will be sent to the financial department of the company to punish the file borrower.

6 reproduction of technical documents and distribution of technical materials:

6. 1 All archived technical documents and materials shall be archived in general. An important and frequently used copy should be made for daily borrowing or distribution. After the backup files are distributed, they should be copied and supplemented in time.

6.2 Three sets of tooling drawings and documents that need to be processed and produced shall be dried. One set is used for technicians to distribute the materials prepared by the purchasing department, and then submit them to the quality department for inspection of the wooden molds and blanks, in which the assembly drawings are distributed to the molds for safekeeping and used for the management of tooling; A group of distribution production departments or purchasing departments, which are used to process orders; One set is used for filing in the archives for daily borrowing.

6.3 The casting drawings and processing drawings used to guide production and as the basis for acceptance shall be in quadruplicate, printed and distributed to the production workshop, quality department, competent technicians and archives room for archiving. At least one copy of the countersigned casting drawing is distributed to customers, and three copies are distributed by the heavy oil plant.

6.4 The clay core diagram used for guiding production and as the basis for acceptance shall be made in quadruplicate and distributed to the external co-organizer, production workshop, quality department and archives room.

6.5 The process cards, process cards and production work instructions used to guide production should be printed in three copies and distributed to the production workshop, the competent technician and the archives room for filing.

6.6 The inspection card as the basis for acceptance shall be made in triplicate and distributed to the Quality Department, the competent technician and the archives room for filing.

6.7 For work reasons, it is necessary to distribute the technical data of each place of use, which shall be distributed to each place of use within the next day after the technical files are handed over. For documents that do not specify the distribution location, a document distribution list (see PD423 Document Control Procedure, table code PD423-0 1) shall be prepared, which shall be filled in by the document preparation department and submitted to the archives after being approved by the department head. Files should be distributed to all places of use according to the requirements of the list, and the distribution place, distribution number, distribution date, controlled or not should be indicated. Indicate and be signed by the recipient. Other units or individuals that need documents apply, fill in the Application Form for Document Requisition (refer to PD423 Document Control Procedure, table code PD423-06), and sign for it after being reviewed by the competent leader and approved by the person in charge of the document preparation department.

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6.8 Users shall properly keep the documents and materials distributed in various places of use, and shall not be damaged or lost. If it is damaged or defaced due to conditions, new documents can be exchanged in the archives, and the original damaged or defaced documents will be recovered and discarded by the archives. If the user is unable to provide the original documents and materials, and requests the archive room to reissue them, the document user shall bear the expenses for reissue the documents, and the amount shall be calculated according to the actual price of the copied materials, which shall be submitted by the archivist to the technical director for review, and reported to the company's finance department after approval by the general manager.

7 Changes of technical documents and controlled technical documents:

7. 1 When the document preparation department needs to change or supplement the technical documents, it should have a change notice. When changing the documents provided by users, there should also be written proof that users agree to the changes, and they should be filed for future reference. The change personnel make changes to the technical documents according to the contents of the notice. When modifying, uniformly mark the modification, sign the technical responsibility and indicate the date. At the same time, modify the change level in the list and keep the modification notice for future reference.

7.2 After the technical documents are changed, the data management personnel shall timely issue the change notice to the corresponding document controlled place to ensure that the use of the documents is effectively controlled.

7.3 In order to prevent the controlled documents in each use place from getting out of control, all kinds of controlled technical documents are used for one year from the date of issuance, and automatically become invalid when they expire. If it needs to be reused, it must be reviewed by the centralized document management department and stamped with the "confirmation" seal before it can be reused.