1. File definition and approval authority:
1. 1 archives: archives refer to historical records in various forms and carriers, such as words, charts, audio-visual images and objects, which are formed in the course of the company's operation and management, and are of use and preservation value to enterprises and society.
1.2 Borrowing: Borrowing in this process refers to borrowing in a broad sense, including query, borrowing and copying.
1.3 Archives Management Department: refers to the administrative human resources department and the office of the project company.
1.4 file classification definition:
1.4. 1 first-class archives: archives that have a significant impact on the company's operation or risk value and have a first-class confidentiality level.
1.4.2 secondary files: files with a confidentiality level of level 2, which have a great impact on the company's operation or risk value.
1.4.3 Level-3 files: files with level-3 confidentiality that have a general impact on the company's operation or risk value.
1.5 file use approval authority:
1.5. 1 General Manager: Approve the application for the use of Grade I archives.
1.5.2 administrative human resources department: responsible for leading the examination and approval of the application for the utilization of secondary archives and the cross-departmental utilization of archives.
Manager of the project company: to approve the application and cross-departmental use of the first-level and second-level files kept by the project company.
1.5.3 applicant's department manager: approve the application for the use of Grade III files.
1.6 administrative human resources department: responsible for compiling the classified management catalogue and file management requirements of the company; Be responsible for the management of classification, filing, identification, storage, borrowing, confidentiality, statistics and destruction of archives, including all kinds of documents sent and received by the company and minutes of important meetings of the company; Supervise and inspect the management of all kinds of files, and provide guidance for the file management of various departments.
2. 1 file classification and grading
2. 1. 1 The administrative human resources department puts forward the management requirements of archives classification and filing, and defines the classification, storage method, time limit, responsible department and classification. , and compile the Catalogue of Classified Management of Company Archives, which will be issued to all departments and project companies for implementation after being approved by the administrative human resources department.
2. 1.2 file types include but are not limited to:
2. 1.2. 1 system documents: various rules and regulations, management measures, etc.
2. 1.2.2 meeting documents: materials, meeting minutes, meeting minutes, etc. It is formed by the shareholders' meeting, the board of directors, the board of supervisors and the general manager's office meeting;
2. 1.2.3 planning documents: enterprise master plan or plan, development plan, project plan, marketing plan, financial plan, etc.
2. 1.2.4 certification materials: enterprise business license, land license, development qualification certificate, construction permit, planning permit, pre-sale permit, various honorary plaques and certificates, certificates and certificates obtained by enterprises and products, etc.
2. 1.2.5 documents and materials to be reported: documents and relevant statistical tables submitted by enterprises to competent departments at all levels, as well as relevant speeches and reporting materials of company leaders;
2. 1.2.6 Audio-visual materials: various materials recorded in audio-visual form, such as photo materials, audio-visual materials and video materials. , provided by studying abroad or other departments;
2. 1.2.7 Inscription materials: inscriptions, paintings, handicrafts, etc. Provided by superior leaders, friendly units or individuals.
2. 1.2.8 technical data: various engineering drawings, completion data, acceptance data, etc.
2. 1.3 The file manager of the company is responsible for numbering the files kept by him.
2. 1.4 storage period: according to the provisions on the storage period of government archives issued by the National Archives Bureau, it can be divided into three types: permanent, long-term and short-term. Permanently more than 50 years, long-term 15-50 years, short-term 15 years or less.
2. 1.4. 1 permanent: all files that reflect the company's main functional activities and basic historical features and are of long-term use value to the company are classified as permanent preservation.
2. 1.4.2 long-term: all documents and materials that reflect the general work activities of the company and have long-term reference and use value in the company's work are classified as long-term storage.
2. 1.4.3 short-term: all documents and materials of reference value to the company in a short time are classified as short-term custody.
2.2 filing
2.2. 1 All departments and project companies are responsible for collecting and managing the files formed in daily work according to the Catalogue of Archives Classification and Management, and compiling the Catalogue of departmental archives (documents/contracts) management records.
2.2.2 For the materials that need to be handed over to the archives management department, each department shall sort them out as required, compile the archives transfer catalogue, and hand them over to the administrative human resources department/project office archives room in time according to the provisions of the archives classification and classification management catalogue. The Administration & Human Resources Department/Project Office shall review and sign the documents, and classify, number and file them according to regulations. All departments and offices of the project company shall back up the document catalogue to the Administration and Personnel Department at the end of each month.
2.2.3 Before the dissolution of the project company, the project office shall hand over all project files to the company's administrative human resources department.
2.2.4 file transfer requirements:
2.2.4. 1 The handover list shall be filled in for the handed-over documents, with two copies, one for each party after signing;
Documents and materials filed in 2.2.4.2 must be complete, true and accurate, and instructions and replies, printed copies and papers, texts and annexes must be put together;
2.2.4.3 should summarize and concisely write the title of the case file, compile the catalogue of the case file, and bind it neatly;
2.2.4.4 should use carbon black ink pen or brush to fill in the case file, and it is forbidden to use ballpoint pen or pencil, and the handwriting should be clear and accurate;
2.2.4.5's various physical files (prizes, trophies, pennants, medals, certificates, plaques, gifts, etc.). ) must have the original file and keep it intact;
The records of 2.2.4.6 audio-visual archives must record the reasons, time, place, main figures, background and recorder in detail, and the archived audio-visual materials must be original, original, clear and complete.
2.2.5 The archives management department shall conduct daily inspection and supervision on the archives management of all departments.
2.3 Daily management of archives
2.3. 1 The archives management personnel of the company file, mark and keep the archives according to the national archives management regulations.
2.3.2 The detailed information shall be registered in the department files, and the Catalogue of Management Records of Department Files (Documents/Contracts) shall be compiled for retrieval and utilization.
2.3.3 Documents and contracts should be arranged scientifically, stored in file boxes in numbered order, marked and put in filing cabinets neatly.
2.3.4 The administrative human resources department or the project office is responsible for the formation, filing, classification, identification, storage, borrowing, confidentiality, statistics, destruction and other management contents of all kinds of files except finance.
2.3.5 Financial files shall be filed and kept by the Finance Department.
2.3.6 Other departments are responsible for the temporary storage of relevant documents and materials, and hand them over to the administrative human resources department or the office of the project company in time.
2.4 Use and confidentiality of documents
2.4. 1 The original borrowed files are only in the archives room and cannot be checked out. In principle, only copies of documents can be borrowed. The application department of archives utilization must fill in the Archives Borrowing Approval Form, and after performing the examination and approval procedures according to the authority, the archives management personnel of the archives management department shall fill in the Archives Borrowing Registration Form.
2.4.2 When the borrowed documents are returned, they must be handed in face to face. If it is found to be lost or damaged, it should be reported to the immediate superior immediately.
2.4.3 Borrowing documents should be returned in time after use. If the borrowing time exceeds, you must go through the formalities again.
2.4.4 Borrowers must keep the files properly, and shall not alter, deface, sketch, cut, extract, disassemble, exchange, extract, reprint, copy or take photos without authorization, and shall not lend or damage them.
2.4.5 When borrowing files from other units, you should hold a letter of introduction from your own unit, which should be approved by the relevant leaders according to the classification of files, but you can't take the files away from the archives room.
2.4.6 Documents extracted by other units (copying or extracting 1-2 documents is not allowed) shall be approved by relevant leaders, and the extracted materials shall be reviewed and signed.
2.4.7 Documents extracted by other units (copying or extracting 1-2 documents is not allowed) shall be approved by relevant leaders, and the extracted materials shall be reviewed and signed.
2.4.8 Archivists and loan officers have the responsibility to keep the files confidential.
2.4.9 The documents that have reached the confidentiality period shall be decrypted with the consent of the manager of the administrative human resources department or the director of the project office, and the decrypted documents shall be managed as general documents.
2.4. 10 When employees leave their jobs, they should handle the handover procedures for the files that have been formed or borrowed, and they can only leave their jobs after being reviewed and signed by the administrative human resources department or the project office manager.
2.5 document destruction
2.5. 1 after the dissolution of the project company, the office of the project company shall systematically clean up the saved records and files and hand them over to the company's administrative and human resources department for filing.
2.5.2 The administrative human resources department applies for destroying the documents that have lost their use value. When destroying, the administrative human resources department shall write an application report for destruction, and prepare an approval form for file destruction, which shall be reviewed by the department head, approved by the management leader of the administrative human resources department, and submitted to the general manager for approval. Documents approved for destruction shall be kept for half a year, and destroyed after they have no preservation value.
2.5.3 When performing the destruction task, there must be at least three sales executives composed of the administrative human resources department, the legal supervisor and representatives of relevant departments, and sign the destruction catalogue. Finally, the destruction catalogue and approval documents should be filed together for future reference.