Second, the document collection
When the case file is closed and transferred for filing, it shall be collected according to the following principles:
Check the completeness of this document and its attachments. If there are any shortcomings, they should be traced and classified immediately. Whether the procedures for handling documents are complete, and if there are any omissions, they should be returned to the handling department for replacement. Documents unrelated to the case or documents that should not be filed with the case shall be returned to the case-handling department immediately.
Third, file arrangement.
1, Chinese direct writing documents are bound on the right, and Chinese horizontal writing or foreign language documents are bound on the left.
2. The documents and their attachments bound on the right should be aligned with the upper right corner, while those bound on the left should be aligned with the upper left corner and nailed neatly.
3. If the document is wrinkled, damaged or uneven, it should be trimmed, cut and folded to make it uniform.
4. Three-hole thread packaging is suitable (easy to disassemble and copy)
Fourthly, the classification of archives.
1, the file classification should be based on the case content, department organization, business projects and other factors, according to the department, category, category three classification. First divided into departments, then divided into several categories according to the nature of the case, and then divided into several subclasses under the same category.
2. Archives classification should be practical. If there are many situations, if the third level mentioned in the preceding paragraph is not enough, the fourth level of "fine category" may be added after the third level. If there are not many situations, you can only use "department" and "major category" or "minor category".
3. Cases of the same "subclass" (or subclass) should be bound in a folder. If there are many cases and one folder is not enough, the score will be more than two folders, and the number of "volumes" will be added after the subcategory (or subcategory) for reference.
4. The inside page of the cover of each file should be set with a "directory", and the files should be numbered and recorded in sequence when filing. The principle is that each file should have a "directory" number.
5. The file number is expressed as follows: a 1 a2-B 1B21-e1E2, a1A2 is the handling department code, and b1B2.
Is the big class number, and C 1C2 is the small class number. D 1 is the file volume number, and E 1E2 is the file content.
6, some can also be in accordance with the time, such as external documents, internal documents, financial information, as well as industrial and commercial change information, articles of association change information, etc.
Verb (abbreviation for verb) Name and number of the file.
1. The classification of archives at all levels should have a name, be concise and to the point, and have certain categories based on the principle of fully expressing the nature of archives content, and should not be vague.
2, all levels of classification, volume and content, are expressed in decimal Arabic numerals; The use of its figures depends on the number and growth of cases.
3. After the classification names of files at all levels are determined, a "file classification number table" should be compiled, that is, the classification names at all levels and their representative numbers should be arranged in a certain order for easy reference.
4. A certain number of gaps should be reserved for the classification numbers of files at all levels, so as to be supplemented at any time when the organization expands or the business surges in the future. 5. Once the names of archives classification at all levels and their representative figures are determined, they shall not be modified at will. If revision is needed, it should be discussed carefully in advance, and a comparison table of classification numbers of old and new files should be drawn up to avoid confusion.
Sixth gear number
1. If it is a new case, the category, volume number and content order of the case shall be determined according to the "Archives Classification Number Table".
2. If it belongs to the former case, the case file number of the former case shall be marked and the same number shall be compiled.
3, the file number to a case number as the principle, in case of a case to describe a few things or a case belongs to multiple categories, should first determine the main category, file number.
4, the file number should be compiled from left to right, the file on the right side of the binding, the file number should be filled in the upper left corner of the file home page; The left binding is filled in the upper right corner.
7. Filing and document cleaning
1. The archived documents shall be bound in loose-leaf form in the order of catalog number, and the catalog number shall be marked with "See Paper" according to actual needs for easy reading.
2. The back of the file folder should indicate the classification number and name of the case contained in the file folder for reference.
8. Shelf life
Unless otherwise stipulated by relevant government decrees or other rules of this enterprise, the storage period of documents shall be handled in accordance with the following provisions:
1. Permanent preservation: (1) Articles of Association; (2) the register of shareholders; (3) Organizational rules and working rules; (4) Minutes of the board of directors and shareholders' meeting; (5) Financial statements; (6) approval documents of government agencies; (seven) proof of property ownership and other creditor's rights certificates; (8) Engineering design drawings; (nine) other documents approved for permanent preservation.
2. 10 year preservation: (1) budget and final accounts; (2) Accounting vouchers; (3) Business plan information; (4) Other documents approved for preservation in 10.
3. Five-year storage: (1) Expiration or termination of the contract; (2) Other documents that have been approved for 5 years.
4. Save 1 year: it does not need to be saved for a long time after closing the case.
5. Rules and regulations shall be kept permanently by the rules and regulations management department. As long as they are effective, the user department shall keep them.
Nine-speed roller cleaning
1. Archivists should wipe the file rack at any time to keep the files clean and prevent moth-eaten rot. When it is replaced every year, it should be cleaned once as required. If the storage period has passed, it may be destroyed. Records shall be made before destruction and submitted to the General Manager for approval. If necessary, report to the competent department, and indicate the date of destruction in the remarks column of the catalogue. 2. If some of the documents whose storage period has expired still have preservation reference value after verification, the archivist should indicate the fifth copy of the "Notice of Receiving (Sending) Parts" on his retained documents, and indicate the date of partial destruction in the fifth copy.
X. electronic documents
It is best for enterprise management to scan all data and make them into electronic documents. The file directory is consistent with the paper and easy to find. And can be paperless office, combined with OA software quickly and conveniently.