What kind of file classification methods do grass-roots units use? /tree
Tree: Ask the grass-roots unit or colleagues who know the situation of the grass-roots unit: What classification method/classification scheme/classification standard does your unit's files adopt? What is the purpose of classification? Who made the classification? What's the effect? Where is the difficulty?
Ilex: (1) The archives of this unit are divided into six categories according to the problem-year classification. Party-mass administration and accounting form annual scores according to documents and materials; Urban construction is classified by project type; Infrastructure in the category of infrastructure equipment is divided into projects and equipment according to types and special carriers according to carriers. (2) The purpose of file classification is to strengthen the standardization of file management. Classifying archives can improve the rationality of coding emission and facilitate the provision of effective services and archives compilation and research. The classification scheme of this unit is formulated by myself according to the actual situation of the unit. It is reasonable in practical use. (3) The biggest problem encountered in classification is that it is difficult to fully consider classification. The main function of this unit is the construction, maintenance and management of urban infrastructure, covering a wide range. Although there are nine subcategories of "urban construction" (roads, rivers, bridges, houses, landscaping, surveying and mapping, sporadic projects, environmental improvement, and base maps), many things still cannot be covered. Actually, you can only contact nearby. For example, tunnels and bridges are linked, pumping stations and parking lots are linked to houses, engineering maintenance is linked to sporadic projects, and road excavation and monitoring centers are linked to environmental improvement.
Akiba [reply holly]: Since your company's main function is urban infrastructure construction and maintenance management, if all the files related to urban construction are classified into one category, there will inevitably be too many stalls. Moreover, by listing the types of projects, you can divide them into two categories: roads, rivers, bridges, houses, landscaping, surveying and mapping, sporadic projects, environmental improvement, and base maps. There are so many types that it is easy to make some files difficult to classify. I wonder if you can consider subdividing the main function of your organization "Urban Infrastructure Construction and Maintenance Management" into a first-class category. For example, it is subdivided into "infrastructure construction" and "infrastructure maintenance management" (I don't know your business, this is just my view, just to illustrate that this super function needs to be subdivided clearly), which is a first-level category, that is, it comes from function. The second category, the third category and even the fourth category can be expanded according to activity-topic-sub-topic.
As light as water: most of the state-owned enterprises I have investigated take the Trial Rules for Archives Classification of Industrial Enterprises as the blueprint for archives classification, and then make appropriate adjustments according to the actual situation of enterprises. The Trial Rules for Archives Classification of Industrial Enterprises was published in 199 1, which was scientific and reasonable at that time. However, this file classification system has not adapted to the changes in the internal and external environment of enterprises at present, mainly in the following aspects: First, after the establishment of the socialist economic system and modern enterprise system, enterprises have truly become independent, self-financing and freely competitive market entities, and all activities of enterprises are carried out around the fundamental goal of creating value and maximizing profits. However, the setting of "Party-mass work", "administrative management" and their secondary categories in the Trial Rules for Archives Classification of Industrial Enterprises has a strong color of "separating government from enterprises" and "enterprises run society". Second, with the development of enterprise management theory and practice, some management activities of enterprises have undergone qualitative changes. For example, human resource management has greatly broken through the traditional concept and mode of personnel management and become an important management activity of enterprises. It is unreasonable to classify the documents and archives produced in the course of their activities into the second category of "personnel management" under "administrative management". For another example, marketing has greatly expanded the scope and field of traditional product sales and become a basic value creation activity of enterprises, but it is unscientific to classify the documents and files produced in the process of its activities into the second category of "product sales" under "management category". Moreover, in the new market environment, enterprises have also produced new comprehensive management activities, such as supply chain management and project management. And the documents produced in the process of these activities are often "no category to return".
Wang Caihong [[Reply as light as water]: The classification of our enterprises was originally carried out in accordance with the Trial Rules for Archives Classification of Industrial Enterprises, but this classification has been far from adapting to the actual work now. At present, we have encountered such problems: First, the original file management system includes "Party-mass work", "administrative management" and "business management", but after the reform, all documents and files are classified as document files. In the new file system, only documents are classified according to "year \ organization \ storage period", and it is troublesome to re-label old data. The second is the processing of infrastructure projects and equipment and instrument files. We have a lot of equipment in construction, but it belongs to the content of engineering construction. After many discussions, we made adjustments on the basis of the Trial Rules for Archives Classification of Industrial Enterprises and set up a separate "Metro Project". There are still many problems in practice, such as how to combine entity classification with file management system and so on. I hope the country can revise the trial rules of archives classification of industrial enterprises. After all, this classification is based on industrial enterprises, mainly production enterprises, and it does not adapt to the development of modern enterprises.
The vast majority of foreign-funded enterprises do not follow the Trial Measures for Archives Classification of Industrial Enterprises, but generally classify them according to their organizations and business fields. But now the organizational structure of enterprises is adjusted frequently, which affects the classification scheme. If it is divided by functional business, it is difficult to make the logic scientific and reasonable.
As light as water: In addition, the classification of electronic files in many units is completely corresponding to the classification of paper files. Whether this classification model is reasonable or not is worth thinking about. Most of the large-scale enterprise archives investigated by the author are working on file digitization, and some of them have been basically completed. However, these digitized files are almost completely classified, sorted and combined according to their physical arrangement system in the computer system, and have not been promoted to the level of file content classification at all. For newly received electronic documents, a few companies have adopted a new classification system, but many enterprises still basically follow the traditional classification system of archival entities. There are two reasons: First, many enterprise archivists only regard file digitization as the application of computer to file management, but fail to realize that file digitization is essentially the change of file management concept and mode-from entity management to information management and knowledge management. Second, in the case of dual-system or dual-track system, people still need to save paper files, and sometimes they must consult the original paper files. Maintaining the consistency of the classification system of digital archives and paper archives is not only unnecessary to rebuild a new classification system, but also convenient to manage and consult the original paper archives. However, enterprise archivists don't realize that although this simplifies and facilitates their own management work, it doesn't take care of users' needs of searching and using documents and knowledge. In a word, "knowledge-oriented file management" requires us to classify the contents of files on the basis of traditional file entity classification.
Xie Jinling [[as light as water]: Actually, I've been thinking about this for a long time. Many paper documents do not need to be digitized, and because there are many electronic documents, there is no need to output paper. In this case, wouldn't it be better to divide them into two different categories? But the trouble is that the cross-reference number needs to be written clearly. If there is the same classification, the advantage is that the cross-reference number can be omitted, which means that it is much more convenient to have electronic files or paper files. In the actual classification, I also feel that different classification methods are needed, and the problem needs to be solved more and more urgently.
Recalling the past [reply as light as water]: It seems that the theory of archival science is really out of touch with reality! At present, regarding the powerful retrieval function of computer management software, who will search through different categories like manual retrieval? They are all queried by keywords, which in itself subverts the significance of archival entity classification. At present, as long as the files of many units I direct are managed by computer, I suggest that it is not necessary to establish an overly complicated classification and numbering system. That's just that people who simply study archival theory have nothing to do.
Scholars in the prosperous Tang Dynasty: The classification system of enterprise archives must be established flexibly according to the specific situation of the enterprise (including type, industry, business, personnel, residence, number, content and type of archives).