There are two basic ways to arrange files:
1, in file units. Organizing documents as a unit is filing, that is, combining documents and materials into documents according to their relationship in the process of formation and processing. The so-called case file is a combination of a group of closely related documents. Archiving is a process of classification, combination and cataloging. Classification refers to the entity classification of documents and materials according to the file classification scheme of the filing unit; Combine the documents and materials that need to be classified and combine them in a certain form; Cataloging is the systematic arrangement and cataloging of combined documents and materials. The basic storage unit of files sorted by files is files.
2. Organize by piece. Finishing by piece refers to finishing according to the basic unit of formation and processing of documents and materials. Generally speaking, a document, a picture or photo, an audio or video tape, a watch book or certificate, a flag and a trophy are all one. The original and final draft of documents and materials are regarded as one copy, the forwarding and forwarding are regarded as one copy, the original and annex are regarded as one copy, and the communication and reply are regarded as one copy. The basic storage unit of files sorted by files is files.
Second, the arrangement of documents and materials
Documentary materials refer to the documents and materials formed by the filing unit in the party-mass work, administrative management and business management activities, with words and paper as the main information recording methods.
(1) Organize by archives.
When sorting out documents and materials according to documents, it shall comply with the provisions of File Format of Documents and Archives (GB/T9 105-88).
1, classification
According to the document classification scheme of the filing unit, on the basis of the usual collection and classification of documents and materials by the document department and the business department, the documents and materials belonging to the filing scope are separated item by item according to the following characteristics:
(1) Year by year: separate documents and materials according to the year of formation or targeting.
(2) Sub-storage period: according to the relevant provisions of the state and the storage period table of documents and materials formulated by the filing unit, the documents and materials are kept separately according to different storage periods.
(3) Content classification (1, classification: documents and materials are separated according to the first-class category and the second-class category determined in the file classification scheme of the filing unit. 2. Sub-problem: According to the problems reflected in the contents of the documents and materials, separate the documents and materials in detail.
2. Combination (volume)
The basic requirements of the combination: give priority to problems, give consideration to other characteristics, make the documents and materials closely related, grade appropriately, have a single problem, have distinct types, mix the years, and have an accurate storage period.
3. Contents
Arrangement of documents and materials in (1) volume
Before sorting out the documents and materials in the volume, it is necessary to mount, copy or edge the damaged, scattered handwriting or too small paper, and fold and sort out the documents with different sizes and lengths.
When sorting out, it is generally arranged in combination with the formation time, importance and mutual connection of documents and materials. When arranging, the reply comes first, and the explanation comes last; Originally in the front, the attachment is behind; The original is in the front and the final version is in the back; In case materials (except litigation files), conclusive materials come first and evidential materials come last.
(2) Page number and seal number
After the documents and materials in the volume are sorted out, the page numbers with handwriting and charts in the documents and materials should be numbered, that is, the page numbers. The position of the page number, the front is in the upper right corner and the back is in the upper left corner.
For the whole volume of documents bound into volumes, if the document materials are not bound together with the volume box or volume skin, the document number stamp shall be stamped on the upper right of the first page of the document materials. The style of the document number stamp is shown in figure 1; A single bound document shall be stamped with the document number seal in the upper right corner of the first page of each document in the volume. The style of the document number section is shown in Figure 2. Fill in the method is:
Quanzong number: the code number assigned to the filing unit by the archives.
Directory number: the number of each file directory.
Document number: the number of each document.
Part number: the number of each document in the case file.