Archives is the product of human development to a certain stage, a historical document that has been processed, referenced, concentrated and systematic, a synthesis of archival information and archival objects, and has the functions of individual consciousness and group consciousness. Improving the efficiency and quality of archival work can provide more reference and information worthy of reference for our work decision. Therefore, file managers must do well in all aspects of file collection, arrangement, management and utilization. So, how to do a good job in file management? Let's have a look!

Standardize document processing to ensure the formation of good documents.

Official document is the predecessor of archives. When it is in the process of transmission, operation, undertaking and execution, it has circulation effect and cannot be called a file. Archives are generally historical documents that have completed document processing procedures and conveyed and described tasks for future reference. Therefore, the formation of official documents is the starting point of archival work, and standardizing the handling of official documents and ensuring the formation of official documents are the basis for doing a good job in archival management. The drafting of official documents is the key link in the formation of official documents. The document preparation departments of different units are different. Some units' official documents are uniformly prepared by the office, while others are drafted by relevant functional departments and then handed over to the office for printing. Our region belongs to the latter. Due to the different levels and qualities of writers in various functional departments, there are differences in understanding the relevant requirements of official document drafting, resulting in different quality of drafted documents. The problems existing in the process of drafting official documents in our unit are reflected in the following aspects:

1. Improper use of language. There are mainly instructions and reports; An article requires a lot of things; Create a language or use red-headed documents irregularly.

2. The identification of attachments is confusing. Some official documents are marked with attachments, but they are not marked in the specified position, and the specific serial number is not marked before the name of the attachment, so the writing procedure is very confusing.

3. The printing of official documents is not standardized, and the paper used is large or small, which brings great inconvenience to the later document binding and management.

4. The annotation of official document subject words is inaccurate, which is not conducive to retrieval.

5. The use of numbers is not standardized and so on. The above situation has seriously affected the filing of official documents. Therefore, a person in charge of official document writing has the responsibility and obligation to standardize the first draft of official documents submitted by various departments in peacetime, conduct a comprehensive review and strictly check the first draft according to relevant regulations, especially the key words, words and sentences that highlight the theme. When you find problems, you should dock with the functional departments that provide the first draft as soon as possible, negotiate with each other, try to solve all kinds of problems in the review stage, and never push the problem to the problem.

Second, filing begins with the evaluation and classification of official documents.

After the official document is formed, after a period of sorting, when the affairs involved in the official document are completed, the clerical staff can evaluate the preservation of the official document and make a preliminary screening and sorting according to the category and importance of the official document: remove some ordinary and unimportant (but not immediately or arbitrarily destroyed, but put it elsewhere); Save major events, important events and new events related to the reform, development and stability of the unit, as well as documents representing the achievements of the unit, for reference and call at any time. Evaluation is a severe challenge for clerical staff, which requires them to have a developmental vision and keen insight, and be able to select files with preservation value from a large number of files with complex contents for future work. To do this work well, we can start from the following aspects:

1. Have a high understanding of archival work.

In order to realize the successful transformation from official documents to archives, we must attach importance to the standardized management of official documents, realize the real integration of secretarial work and archival work organization system, strengthen the advanced control of archives department on file management, ensure the quality of archives, reduce the working procedures and cumbersome handover procedures of archives department, avoid repeated filing, and make the file workflow more scientific and reasonable.

2. Have a high sense of professional responsibility.

Archivists should have a strong professional understanding, keep "archives" in mind at any time, have a responsible attitude towards history, and make archival work normal and routine. Therefore, we must deal with each document in a standardized and scientific manner and make a scientific evaluation of each document in accordance with the requirements of the Measures.

3. We should constantly improve our professional quality and comprehensive quality.

Secretarial work and archival work are both professional and technical. In daily work, secretaries should attach importance to the study of archival knowledge and strengthen the cultivation of archival consciousness. The best way is to keep a professional book, archives management and archives management foundation, so that they can consult it when needed, really learn while working, and gradually improve their theoretical level in work practice. In daily work, many archivists are also secretaries, so we must pay attention to the scientific evaluation and classification of official documents that form archives. Due to the early establishment of our district, a set of scientific filing methods has been formed in the process of filing, which has strong regularity, that is, year-institution-content. However, in their work, secretaries should not stick to the traditional ideas of sorting and classifying, let alone change them at will. According to the actual development of the unit, in strict accordance with the unified norms and requirements of the archives management department, scientific innovation, and constantly improve the level of archives management of the unit.

Third, improve official documents and materials, and do a good job in file collection.

The document department should carefully check a series of materials that form official documents when filing initially. If attachments are not filed in time, they should be urged. If foreign documents of the same matter are not submitted on time, they should be tracked and recovered to avoid long-term loss in personal hands. Specifically, we can start from the following points:

1. The filing work must start from usual.

For superior documents, after receiving the registration, we must first identify whether the documents have preservation value. If some of them lose their social value and are eliminated with the completion of the current utility; However, after leaving the current field, other documents have preservation value and can be used for reference and utilization by future generations through their records. Therefore, according to the requirements of the file arrangement specification, it should be re-bound with stainless steel nails and then circulated. After reading it, it has initially entered the filing procedure and further sorted it out for reference at ordinary times.

2. Pay attention to details in document arrangement.

For the self-generated documents of the unit, after being issued by the leaders, all the materials forming the documents should be collected completely and sorted into a unified book according to the top-down procedures, such as formal posting, posting, finalization, revision and first draft. , and initially completed the "pieces", from scattered "pages" to concentrated "pieces", and finally officially sorted the fashion boxes into "books". Do a good job of preparation before the archives are put into storage.

Be good at communication, accept new information and enjoy resources.

With the change and development of social situation, the normative requirements of filing work will be higher and higher with the development of the times. Secretarial staff should constantly sum up their own work experience, consult the higher authorities in charge of archives when encountering difficulties, and must creatively use filing methods in combination with the professional characteristics of their own units. At the same time, archivists must strengthen their sense of responsibility, establish a sense of quality products and cultivate their professionalism. Constantly accept new information, expand knowledge horizons, improve identification ability, make full use of various media and opportunities, and actively recommend and publicize various archival historical materials and reference materials compiled by yourself, such as memorabilia, strict organization, thematic summary, statistical data collection, conference introduction, etc. , so as to achieve the purpose of resource sharing.

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