The company's official document management regulations are as follows: 1. purpose
In order to standardize the management of all kinds of office documents in the company and improve work efficiency, this management system is formulated in accordance with relevant state regulations and combined with the actual situation of the company.
Second, the scope of application
This system is applicable to the handling of all kinds of office documents of the company.
Third, common documents
1. Official documents include resolutions, decisions, orders, bulletins, circulars, opinions, notices, circulars, reports, requests for instructions, replies, motions, letters and minutes * * * 15.
2. The types of official documents used by our company are: notice, circular, report, request, letter, minutes, decision, etc. Notice: applicable to the release and communication of internal affairs of the company;
Notification: it is suitable for commending the advanced, criticizing mistakes, conveying important spirit and notifying important matters; Report: it is suitable for reporting work to higher-level units, reflecting the situation and answering inquiries;
Asking for instructions: it is applicable to asking for instructions and approval from superior units;
Letter: it is applicable to consultation, question and answer, request for approval and answer examination and approval matters between units without affiliation;
Minutes of meetings: suitable for recording and conveying the meetings and agreed matters;
Decision: It is applicable to making arrangements for important matters or major actions, and rewarding and punishing relevant units and personnel.
3. The classification of official documents is classified into: top secret, confidential, secret and general official documents.
Fourth, the layout requirements
1, paper size:
Official document paper generally adopts international standard A4 paper (2 10mm? 297mm), a special form of official document paper, can be determined according to actual needs.
2. Margins: top: 2.8 cm, bottom: 2.8 cm, left: 2.5 cm, right: 2.5 cm. If you use the company's red-headed manuscript paper (attachment 1 official document sample).
2. 1 Font and font size: Unless otherwise specified, all elements of official document format generally use No.3 imitation song style, which can be adjusted appropriately under special circumstances.
2.2 Text color: Unless otherwise specified, the text color in official documents is black.
2.3 Binding: official documents should be bound on the left side, and pages should not be dropped.
Five, document content elements division and format requirements
The content elements of official documents are divided into three parts: title, text and seal. Prefix refers to the part above the red separation line on the front page of the official document; The text refers to the part below the red separation line on the front page of the official document (excluding) and above the first separation line on the last page (excluding); Version record refers to the part below the first separation line and above the last separation line on the last page of an official document.
1, version head: font imitation song, bold, text color is red; The separation line is a straight line with a thickness of 2.5 pounds. Both text and separator are centered.
2. Text: The layout starts from the blank line at the bottom of the header, the text color is black, and it is written horizontally and vertically from left to right. The line spacing of words is single line spacing, which can be adjusted appropriately in special circumstances.
2. 1 Title: generally, it is bold with No.2 Song style, and arranged in the position of an empty line under the red separation line, with one or more lines in the middle; When returning lines, the meaning of words should be complete, the arrangement should be symmetrical, the length should be appropriate, and the spacing should be appropriate. The title arrangement should be trapezoidal or rhombic.
2.2 Posting font size: generally, No.3 imitation Song characters are used, arranged under the title and centered. The year and serial number of the document are marked with Arabic numerals; The year should be marked with the full name of hexagonal brackets? []? Attach; Serial number without posting? First one? Word, without imaginary number (that is, 1 without coding is 0 1), plus? Number? Words.
2.3 Text: Generally, the word "Fangsong No.3" is used, arranged in the position of the next blank line under the document number, with each natural paragraph left blank and returned to the top. Numbers and years cannot be returned.
2.4 Attachment Description: If there is an attachment, leave a blank line under the text and arrange it with the word left blank? Attachment? Word, followed by a full colon and the name of the attachment. If there are multiple attachments, mark the serial numbers of the attachments with Arabic numerals (such as? Attachment: 1. XXXXX？ ); No punctuation is added after the attachment name. When the attachment name is long and needs to be returned, it should be aligned with the first word of the attachment name in the previous line.
2.5 Signature, written date and seal of the issuing unit: generally, it is separated from the text (or annex description), and the issuing unit is generally aligned to the right, and the written date is below the issuing unit, subject to the issuing unit, and arranged in the middle. The numbers in the written date should be marked with Arabic numerals, and the year should be marked with the full name, and the month and day should not be filled in (that is, 1 cannot be filled in1). The seal should be red, and the full name of the unit should be written straight and centered.
Date, no blank stamp. When the blank space left after document typesetting cannot accommodate signature, seal or writing date, measures can be taken to adjust the line spacing and word spacing.
2.6 Note: If there are any remarks, the words "blank" shall be arranged in brackets next to the date of writing.
2.7 Attachments: Attachments should be arranged on the other side and bound together with the document text before editing. ? Attachment? The word "2" and the serial number of the attachment are arranged in the first row in the upper left corner of the editing center, with the top box in bold type No.3 and the title of the attachment in bold type No.2, which are arranged in the center. The serial number and title of the annex shall be consistent with the description of the annex. The format of the attachment is the same as that of the body.
3. Version record
3. 1 Separation line in the version note: The separation line in the version note is as wide as the margin of the text, and the separation line is a straight line of 0.75 points. The first separation line is located above the first element in the stamp, and the last separation line coincides with the lower edge of the last page of the official document.
3.2 Main sending and cc department: Generally, imitation Song Zi No.4 is used, and the word "blank" is arranged above the date of issuance. ? Main delivery? Cc？ Add a full-width colon and the full name of the submitting department after the word. When returning, align with the first word after the colon, and mark the name of the last submitting department with a period. When there are both the main delivery department and the CC department, the main delivery department should be placed on the line above the CC department, and there should be no separation line between them.
3.3 Printing unit and printing date: Generally, the printing unit and printing date are arranged on the last dividing line, with the left space for the printing office and the right space for the printing date. The year, month and day should be marked with Arabic numerals, and the month and day should be marked with full names, and there should be no empty digits (that is, 1 is not numbered as 0 1), followed by? Print? Two words. If there are other elements in the version record, they should be separated from the issuing unit and date by a fine separation line.
3.4 Page numbers: generally, Arabic numerals No.4 are used and arranged in the center. When the attachments of official documents are bound together with the text, the page numbers shall be arranged continuously.
Six, document processing
1, receipt processing
The receiving process includes: registering according to the receiving process (attachment 1 12), filling in the document submission form (attachment 1 1), distributing, undertaking, urging, replying and filing.
Register. All official documents of the company shall be recorded. Accept official documents within the company in principle; Other external mail, if there is no clear target department, will be handled by the office. After receiving the mail, the office should clean it up one by one.
After checking, fill in the reading list and number it.
Distribute the official documents according to their contents, requirements and work needs, determine the distribution scope of the official documents, and submit the official documents and documents to the company leaders for instructions.
Bear. According to the final instructions of the company's leaders, the official documents will be delivered to the undertaking department for processing in time; Need more than two departments to handle, it should be clear that the host department. Urgent official documents need to be dealt with clearly. The undertaking department shall handle the official documents assigned by it in a timely manner, and if there is a time limit requirement, it shall be completed within the prescribed time limit.
Reminder and reply. The receiving department should keep abreast of the progress of document processing, and urge the undertaking department to complete the processing on schedule. Emergency documents can be supervised by special personnel. As a result of the processing of official documents, the receiving department shall promptly reply to the sending unit.
Archive. After the received documents are circulated, they are filed by the office to ensure the integrity of the documents.
Any department or individual shall, after receiving the official document, promptly send it to the office for handling according to the prescribed procedures.
2. Post-processing