5 Archives work system
5. 1 organization system
Enterprises should establish a leadership system for archives work, which is in the charge of archives work leaders, department heads and project leaders, and establish a file management network with the archives department as the core and full-time and * * * archivists as the foundation.
5. 1. 1 archives work leader
Determine the enterprise leaders in charge of archives work; Determine the person in charge of archival work of various departments and projects; Determine the person in charge of the archives department.
5. 1.2 Archives Department
According to the actual needs of enterprise scale and archives work, the archives department is set up. The archives department manages all kinds of archives of enterprises in a unified way, and exercises the functions of supervision, guidance and inspection of enterprise archives work.
Large enterprises should set up archives institutions with independent functions.
5. 1.3 archivist
According to the needs of the work, the archives department is equipped with full-time archivists, and all departments and project management departments are equipped with full-time or * * * archivists.
5.2 Job responsibilities
Enterprises should divide the responsibilities of archival work, and clarify the responsibilities of enterprises, archival departments, archival leaders, archivists and archivists.
5.2. 1 Corporate Responsibility
5.2. 1. 1 Establish and improve the rules and regulations of archival work, and incorporate archival work into the enterprise development plan and work plan.
5.2. 1.2 Incorporate the requirements for the formation, accumulation and archiving of archives into the responsibilities of various departments, projects and relevant personnel, and assess the leaders in charge, department leaders and relevant personnel.
5.2. 1.3 Maintain and ensure the authenticity and safety of archives, prevent emergencies and disasters, and provide technologies, facilities and devices to ensure the sustainable development of archives work with technological progress.
5.2. 1.4 When the assets and property rights of the enterprise change, the disposal requirements related to archives shall be put forward at the same time.
5.2. 1.5 hand over files to corresponding units according to regulations.
5.2.2 Responsibilities of Archives Department
5.2.2. 1 Implement the national laws, regulations, principles and policies on archival work, and formulate relevant rules and regulations on filing, filing, storage, utilization, appraisal, destruction and transfer of archival materials of this enterprise.
5.2.2.2 overall plans and is responsible for the collection, collation, storage, identification, statistics and utilization of enterprise files.
5.2.2.3 guides the formation, accumulation, sorting and filing of archival materials of various departments, projects and special work of this enterprise.
5.2.2.4 supervises, guides and inspects the archives work of its own enterprises and institutions (including overseas institutions).
5.3 Job responsibilities
5.3. 1 The enterprise leaders in charge of archival work shall lead the archival work of the enterprise in a unified way, be responsible for reviewing and approving the archival work plans and plans, and take overall responsibility for the enterprise to carry out archival work according to law.
5.3.2 The person in charge of archival work of each department or project is responsible for reviewing the archival work plan of this department or project, and is responsible for the integrity, completeness and accuracy of archival materials filed by this department or project.
5.3.3 The archivist shall be responsible for the accuracy and validity of the archived archival materials, and hand them over to the archivist of the department or project as required.
5.3.4 The archivists of various departments, projects and special projects are responsible for collecting and sorting the archival materials filed by their own departments or projects, handing over the archival materials as required, and being responsible for the archiving quality of the archival materials.
5.3.5 The archivist of the archives department is responsible for the collection, sorting, storage, statistics, identification, provision and utilization of archives, supervising and guiding the filing of archival materials of various departments and projects, supervising, guiding and inspecting the archival work of subordinate units, and being responsible for the quality of archives management.
5.4 Personnel requirements
Enterprises should be equipped with law-abiding, loyal to their duties, with archives and related professional knowledge to engage in archival work. Archivists should remain relatively stable and meet the requirements of professional and technical or management personnel.
5.4. 1 The staffing of archivists should meet the needs of enterprise production, operation, management and development.
5.4.2 Archivists should have junior college or above or equivalent knowledge level.
5.4.3 The person in charge of the archives department should have a professional technical title above the intermediate level or a bachelor's degree or equivalent knowledge level.
5.4.4 Archivists should receive regular on-the-job training.
6 Archives work system
6. 1 archival work system
The working system of enterprise archives consists of working system, management system and business norms.
6. 1. 1 work regulations
The enterprise shall incorporate the requirements for the collection, archiving and management of archival materials into the relevant management system of the enterprise, and at the same time take the archival work regulations, the accountability system for archival work and the emergency plan for archival management as an important part of the enterprise management system.
6. 1. 1. 1 Enterprises should put forward corresponding requirements for the collection, archiving and file management of archival materials when formulating systems such as product development, scientific research management, device management and infrastructure project management.
6. 1. 1.2 Archives work regulations are the basic requirements of enterprise archives work. Its main contents should include: the working principles and management system of archives, the requirements for the formation, accumulation and archiving of archival materials, the requirements for the collection, collation, storage, identification, statistics and utilization of archives, the disposal principles of archives with property rights changes, and the right of interpretation and permission. The requirements of "three inclusion", "four participation" and "four synchronization" should be clearly reflected in the regulations.
6. 1.65438+ can be separately formulated or incorporated into relevant management systems.
6. 1. 1.4 Emergency plan for archives management, and formulate emergency measures for archives rescue in view of possible emergencies and natural disasters, including organizational structure, rescue methods, rescue processes, transfer locations, etc.
6. 1.2 management system
According to the needs of all aspects of archival work, formulate relevant systems. Among them, the filing, identification and destruction, confidentiality, utilization, transfer, electronic file management and supplementary update of scientific and technological archives need other departments to cooperate with the archives department to implement; Archives storage, statistics, archives management system operation, warehouse management and other systems are mainly realized by archives departments and archivists.
6. 1.2. 1 filing system mainly includes filing scope, filing time, filing requirements and measures to control filing quality.
6. 1.2.2 The appraisal and destruction system shall specify the organization and responsibilities of appraisal work, appraisal methods, appraisal time and destruction requirements.
6. 1.2.3 The confidentiality system should make it clear that the file producer, file manager and file user are responsible for confidentiality.
6. 1.2.4 The utilization system shall stipulate the ways and methods of providing and utilizing archives, the licensing rights and approval procedures for checking (borrowing) and returning archives, and put forward the requirements for receiving the checking (borrowing) and returning archives.
6. 1.2.5 The handover system shall specify the scope, objects, contents, procedures and formalities of document handover.
6. 1.2.6 The electronic file management system should put forward requirements for filing, management and utilization of electronic files and databases formed in the computer application system of this enterprise.
6. 1.2.7 The supplementary updating system of scientific and technological archives shall specify the principles, procedures and methods of supplementary updating, and the principles of penalties for violations.
How to manage and formulate the system of file folder sharing in the company requires the issue of authority. It is recommended to set up a server and then create multiple user names (according to your own needs). The format of partition slot is preferably NTFS format. * * * Enjoy the file, add these user names, give corresponding permissions, map the network disk on the client, and log in with the corresponding account.
How to manage employee files? There are two kinds of employee files, one is the employee files collected by the unit, and the other is the personnel files that employees have been recording their school status since their student days. Which one do you ask? The first is to store employees separately and establish a roster of employees for a series of use by employees in the unit. The second unit has no right to keep files, and must be hosted in the talent exchange center. You can contact a more formal talent to trust employee files in the name of the company.
1. The first thing to do is to set up an employee information book to record the information of each employee in detail. The content can be roughly: name, gender, date of birth, ID number, home address, home address, contact number, department, employment time, etc. Specifically, you can design the employee information book you want according to the registration form of your company.
2, you can also use some management software to manage employee files, which is more convenient, depending on whether your boss is willing to spend this money.
How to manage the project files (1) and make good preparations before the project starts;
1, be familiar with the construction drawings and ask questions to solve problems. The preparation work before the project starts is the most important. First, be familiar with the design and construction drawings and design instructions, and engage in different jobs from different angles to grasp the key.
2. Fill in and prepare the necessary information of the project. Fill in the Construction Safety Start-up Condition Inspection and Evaluation Form, Civilized Construction Start-up Condition Inspection and Evaluation Form, Engineering Quality Assurance System Evaluation Form (with seven official systems attached), commencement report, witness sampling schedule, construction organization design and safety construction organization design. After the materials are ready, find relevant units to go through the formalities of signature and seal audit.
3. Classify and store all kinds of data. In order to facilitate sorting out the completion data in the future, in the process of data collection on weekdays, it is classified and filed according to the order of the construction completion data checklist of the archives; Although the information communicated with the owner, supervisor and other relevant units during the construction process is not filed, it should be sorted out; For the various forms used in the construction, put them away according to the number and unit, so as to be accessible when using them. Engineering data are divided into four parts: construction technology management data, engineering quality assurance data, engineering quality inspection and evaluation data and completion drawings.
(2) Work to be carried out after the project starts:
1, raw material inspection. When construction starts, the raw materials must be sent to the testing center entrusted by the quality supervision station for inspection, and the representative soil samples on site should be sent to the laboratory for compaction test. Strict quality control should be paid attention to during inspection, and only qualified materials can be used.
2, at the same time can be collected. The project budget documents, records of re-inspection of measurement and pile delivery, records of blue prints.the design and technical disclosure shall be filed together with the commencement report, construction organization design and construction permit.
(3) Matters needing attention in collecting and filling in information during construction:
1, collect material quality certification documents. In the process of construction, various materials will be purchased continuously, so it is necessary to collect the factory certificate and effective test report of each material (with cMA mark), which must be the original. The time, quantity and specifications of valid certificates must be consistent with the time when materials enter the site, especially cement must have a 28-day strength factory inspection sheet; The identification and specifications of steel products are consistent with the factory certificate.
2. Fill in the information. Fill in the quality inspection data, you need to fill in the supervision standard form, and the writing requirements are standardized and cannot be altered. Durable writing materials, such as carbon ink or gel pen, should be used. Supervision forms are generally made in triplicate, and hidden records and process forms are made in duplicate. Fill in the form according to the acceptance content of the corresponding process in the specifications and standards. Different supervisors have different requirements for information. Before filling in the inspection information, you should actively communicate with the supervisor and fill it out after reaching an agreement.
3. Collect test reports. Test report is an important part of engineering data, which belongs to engineering quality assurance material, 7O.
Test report% is self-inspection report and 30% is witness sampling report, which is issued by the testing center entrusted by the Municipal Quality Supervision Station.
This 30% is mandatory, and there are corresponding tests before and after entering each process, so you need to be familiar with all kinds of tests.
How to manage the following files for your reference:
File storage system
First, strictly implement the relevant systems and regulations on file collection, sorting, storage, identification, provision, utilization and destruction to ensure its integrity, systematicness and security.
Second, the files are discharged according to the file number, the filing cabinets are numbered in sequence, and the relevant file management rules and regulations are hung in the warehouse.
Third, the lent files must be returned on time, and the used files should be put back immediately.
Four, shall not steal, sell and alter files, offenders shall be investigated for legal responsibility.
Five, do a good job of anti-theft, fire prevention, waterproof, moisture-proof, dust-proof, insect-proof and mildew-proof.
Six, do a good job of monitoring and registration of temperature and humidity in the warehouse.
Seven, at the beginning of each semester to conduct a comprehensive inspection of the warehouse files, inventory, found that the problem in a timely manner.
Archives secrecy system
First, highly understand the importance of file confidentiality and strictly abide by relevant laws and regulations.
Two, access to confidential files or internal information, must be approved by the relevant departments and office leaders, if necessary, submitted to the relevant school leaders for approval. Consultation, should strictly fulfill the registration procedures, and indicate the purpose and content of consultation.
Three, without approval, no one may take the file out of the library without permission; Without permission, archivists shall not extract, copy or spread the contents of confidential files.
Four, because of the approval of the need to extract or copy confidential files and materials, should be properly kept, destroyed after use, if there is a secret problem, the consequences shall be borne by the user.
Five, do not file duplicate files and internal materials, must be handed over to the school for centralized destruction.
Six, under the guidance of the school safety committee, do a good job of file security change and decryption.
Seven, archives staff or users, if there is a violation of confidentiality provisions, depending on the seriousness of the case according to the relevant provisions.
File utilization system
1. Those who consult and use the archives and materials opened by our library must hold valid certificates such as ID card (or work permit, education certificate) and fill in the registration form; Entrusted by others, you must also produce any of the above documents (including photocopies and faxes) and an application for entrusted inspection.
Two, access to important or confidential files, according to the "file security system"; Access to important files outside the scope of duties shall be approved by the person in charge of the office; When consulting precious files, use copies instead of originals.
Three, files and materials are generally not borrowed. If it is really necessary to check out due to work, it must be approved by the person in charge of the office or the leader in charge of the school, and check out procedures (returned within 5 days); If you renew the loan, you need to go through the formalities of renewing the loan.
Four, provide the use of files, according to the relevant provisions of the school fees.
Five, foreign organizations and personnel to use open files and materials, in accordance with the relevant provisions of the state.
Six, access to archives shall not be arbitrarily altered, unsealed or damaged. Our staff have the right to give advice, order compensation or other disposal to violators until they are investigated for legal responsibility.
Seven, without the approval of school leaders or office authorization, no unit or individual has the right to publish the contents of the document.
Responsibilities of archivists
First, actively publicize the laws and regulations of the party and the state on file management.
Two, abide by the rules and regulations of the archives business.
Three, to maintain the integrity, system and security of archives, regularly check the file storage, improve the file protection technology, and strictly abide by state secrets.
Fourth, actively carry out consulting services; Warmly receive archive users and provide required archive materials quickly and accurately.
Five, in-depth grassroots, professional training and guidance for * * * archivists.
Archives appraisal system
A, under the auspices of the head of the school, by the school, archives and related departments, head of this category, * * archives personnel appraisal group, according to the division of labor, individual preliminary evaluation, collective review, specific work organized by the archives.
Two, the filing materials in the finishing, to a comprehensive, historical and developmental perspective to identify its value, accurately grasp the scope of filing and storage authority, there are objections by the appraisal group ruling.
Three, after the archives reach the opening period, the appraisal group shall make a decision on whether to open to the public.
Four, the archives confidentiality expires, by the expert group to make a decision on whether to change the classification or decryption.
Five, after the expiration of the file storage period, the appraisal team put forward the opinion of destroying or extending the storage period, and after the approval of the competent leader, the file can be saved and destroyed.
Six, before the destruction of the file register (indicating the name, quantity, identification time, to participate in the identification of personnel); Destroyed by three people; Mark the date of destruction on the list afterwards and sign it; Inventory filing.
Safety and fire protection system
First, the warehouse is very important, and the staff in this room are not allowed to enter.
2. Fireworks, inflammable, explosive and corrosive substances are strictly prohibited from entering the room.
Third, do a good job in safety inspection, turn off the water and electricity after work, and lock the doors and windows.
Four, archivists should be familiar with the effectiveness and use of fire equipment; Do a good job in maintaining and updating fire fighting equipment to make it reliable and effective.
Five, fire alarm, fire to report quickly, and to put out.
How to manage personal files? According to the provisions of the national archives management system, archives shall not be kept, transferred or mailed by individuals. It is wrong for schools not to send files. You can appeal to the local higher education Committee. Nowadays, many college students take their files away and give them to the talent market or work units because they don't understand the file management system.
First of all, you should confirm whether your current company accepts files, whether the company has the right to store files by itself or whether there is a human resources company affiliated with it (that is, the company saves files to the human resources company and then the company gives them money).
Your problem now is that you can't take the file yourself according to the regulations. I have taken the exam for three years like you, and it is particularly troublesome to transfer files for the postgraduate entrance examination. The normal procedure is for your school to transfer the files to the talent center where your household registration is located. The specific procedure varies from place to place. Some are mailed to you by the original storage unit to the new storage unit without your handling; Some original storage units seal up the files and give them to you, so that you can store them in the talent center yourself.
The main problem now is here. There are several document handover documents, two document directories and a letter of introduction in the document. There is nothing wrong with the catalogue, but the letter of introduction has the name of the file receiving unit, and yours should be the * * talent center. If your new accepting unit doesn't care, but they find fault, you can not accept your file because it is not their unit.
The most normal way is that you first give the file to the talents in your household registration place, and then transfer it to your company from there. Now your best way is to find someone and put the file back in the talent center where your household registration is located. In fact, this is really a small matter, and it can be done with a little internal relationship. Or you can go directly to the talent center and say that the school won't give it to you, and you just got it back from school. This method is feasible but slightly risky, because people may not accept it, but my graduate student succeeded in this way.
A simpler way, if you are the company's own filing authority, then find human resources to explain the situation and see if you can directly hand it over to the company. This is also illegal, but it can be discussed. Remember to talk in private, know what you mean? If your company is also a custodian, find the person in charge of the custody contact, find the relevant person in charge of the custody file company, and contact the feelings.
Generally speaking, the current file management is chaotic and not very strict, which is basically useless in this era. You can easily get it through some relationships.
How to manage company documents? The company's document management methods are as follows:
Tracking management of 1. files
In the operation and use of official documents, in order to facilitate query and confidentiality, it is necessary to accurately grasp their flow direction. The main measure is to do a good job in registration, which can be done by setting up a special account book or adopting a "diary-style" method of diligent recording and diligent sales.
"Diary fact" is the record of every foothold in the process of office document circulation and undertaking. It is a powerful tool for word processors to query and access files. Generally, it is recorded by file tracking sheet.
File tracking sheets are in the form of cards, and each type of file tracking sheet is put together. Take the county government as an example. Central archives, internal periodicals, provincial archives and internal periodicals, provincial archives and internal periodicals, municipal archives and internal periodicals, municipal archives and internal periodicals are placed in their respective boxes. After the file is restored, the tracking table will automatically become invalid.
2. The location management method of archives
The so-called location management is to retrieve the files sent for reading processing and store them in a pre-specified location. Specific measures are:
According to the length and width of files, make file boxes with appropriate thickness (plastic boxes or self-made plywood cartons can be used), mark the names of all files of the institution on the boxes according to certain rules (refer to the categories of the receipt register), divide the file cabinets into two or more use periods in the first half and the second half, and then divide the file cabinets into grades (central level, provincial level, municipal level, etc.) with crosspieces. ). Then, according to the name marked on the file box, put the box on the corresponding level in the cabinet according to the hierarchical order from top to bottom. The files returned from the operation are sorted by level.
3. File card management method
In file management, in order to facilitate the query, files can be managed by compiling "file cards". "File card" is a retrieval tool to reveal the content and composition of the file of the unit in the form of a card. Storing a vast amount of archive information and scientifically classifying it, so that the content information of the same problem and topic can be gathered together to form an organic whole, which is convenient for leaders to provide and use information on their own initiative. "File card" is a widely used manual retrieval tool at present.
File management File management refers to the storage, classification and retrieval of files, spreadsheets, graphics and image scanning files. Each text has a record similar to an index card, which records information such as author, document description, creation date, modification date and application type used.
Management characteristics, authority management —— The authority system of managers based on hierarchical documents. Through the file directory and file type manager, the requirements of file confidentiality and access are met.
The acquisition and utilization of information and knowledge by the current market situation has become the basic driving force of today's social development, which is also one of the remarkable characteristics of the information age. Characters and graphics are the main carriers of information and knowledge, especially the acquisition and utilization of information and knowledge through computer technology has become the main feature and symbol of the information revolution in 2 1 century.
How to manage the personnel files of a small company is nothing more than some files that this person came in to apply for. Personal information can be extracted and divided into employee file form, resume, job seeker registration form, interview result form of candidates, copy of ID card, copy of academic certificate, labor contract, employee report and dispatch form, employee confirmation approval form, employee post change approval form, employee salary change approval form, employee contract renewal approval form, etc. The file management of small companies generally has no full-time staff, but is managed by the personnel responsible for human resource management. The file management of large companies has full-time file managers and archives rooms, and the management content is similar to that of small companies. Personnel files of party and government organs shall be handled by special personnel, and the file administrator must be a * * * official party member. There is also a special archives. The files of party and government leading cadres at or above the deputy division level are still kept in the safe. In addition to the contents of the above-mentioned company file management, there are detailed records such as political review materials and promotion materials.