First, the filing system of documents and archives
(1) general principles
Article 1 This system is formulated in order to strengthen the filing of the company's documents.
Article 2 Archived documents and materials must be filed once a year, and all kinds of documents and materials with preservation value formed in the work activities of the internal organs of the unit shall be filed separately in accordance with the provisions of this system.
Article 3 The official document undertaking department or undertaking unit shall ensure the system integrity of handling official documents (attachments on official documents shall not be extracted). After the case is closed, it shall be filed by full-time (part-time) clerical staff. In case of job change or resignation for some reason, the documents and materials handled by the agency shall be handed over clearly, and shall not be taken away or destroyed without authorization.
(2) Collection and management of documents and materials
Fourth adhere to the departmental collection and management system of documents and materials. All departments should designate full-time (part-time) clerical staff to be responsible for the management of documents and materials in their own departments and keep them relatively stable. Personnel changes should be promptly notified to the archives.
Article 5 All official documents issued by our company (including finalized and two printed certificates and attachments, documents required for approval and forwarded, including forwarded originals) shall be collected and managed by the office.
Article 6 If a job is handled by multiple departments, the documents and materials formed in the work activities shall be collected and filed by the host department. Meeting documents are collected and filed by meeting organizers.
1. When company staff go out for study, inspection, investigation and study, attend meetings held by higher authorities and other official activities, the relevant personnel must file the main documents and materials of the meeting in the archives room, and the financial department will only give them travel expenses after the archives room signs and approves them.
2. When the company holds a meeting, the meeting organizer will designate a special person to file the meeting materials with audio-visual archives, and the financial department will reimburse the meeting expenses only after the files are signed and approved.
Article 7 Responsibilities of full-time (part-time) documents of various departments.
1. Understand the work and business of this department, master the filing scope of documents and materials of this department, and collect and manage documents and materials of this department.
2. Seriously implement the usual filing system, collect and sort out the documents and materials undertaken by this department in time, file the archived documents and materials before March every year, and handle the handover and reception formalities with the archives room.
3. When borrowing documents and materials, the undertaker should actively provide and use them, do a good job in service, and go through the registration formalities for temporary borrowing documents and materials.
(3) Scope of filing
Eighth important meeting materials include meeting notices, reports, resolutions, summaries, leaders' speeches, typical speeches, meeting briefings, meeting minutes, etc.
Article 9 Decisions, resolutions, instructions, orders, rules, regulations, plans and other documents related to the company issued by higher authorities.
Article 10 official documents of the company and correspondence with relevant units.
Article 11 Request for instructions and reply from the superior department of the company.
Article 12 Report and summary of the company's main functional activities.
Article 13 The Company's work plans, summaries, reports, requests for instructions, replies, meeting minutes, statistical statements and briefings.
Fourteenth letters and visits work materials.
Article 15 Contracts, agreements and other documents signed by the company and relevant units.
Article 16 the appointment and dismissal documents of the company's cadres and the rewards and punishments documents of the employees.
Article 17 Documents and materials on labor, wages and welfare of employees of the Company.
Article 18 The company's historical evolution, memorabilia, newspaper clippings, photos, audio and video recordings, etc. Reflect the important activities of the company.
(4) Return to normal volume
Nineteenth departments should establish and improve the usual test paper return system. Documents and materials that have been processed or approved shall be kept by full-time (part-time) clerical staff in a centralized and unified manner.
Twentieth departments should be based on their business scope and annual tasks, the preparation of documents and materials used in peacetime "file category". The term "case file category" must be concise and accurate, and the term number should be numbered.
Twenty-first document contractors should collect and sort out the documents and materials processed or approved by the leaders in time, and send them to the full-time (part-time) clerical staff of the department for filing.
Article 22 Full-time (part-time) clerical staff shall, in accordance with the provisions of "types of files", promptly put the archived documents into the folders where documents are usually kept, and indicate them in the register of receiving and sending documents.
(5) Filing (document quality requirements)
Twenty-third in order to unify the filing norms and ensure the quality of archives, the filing work should be coordinated by part-time archivists in relevant offices. The archivists in the archives are responsible for typesetting and cataloging papers.
Article 24 The general requirements for the quality of case files are: to follow the formation rules and characteristics of documents, to maintain the organic connection between documents, to distinguish different values, and to facilitate storage and utilization.
Twenty-fifth types of documents and materials, the number of copies and the number of pages of each document should be complete.
Article 26 among the archived documents and materials, the original and attachments of each document, the quotation and final draft, the request and reply, the forwarded document and the original, and the same document in multiple languages shall be kept together separately, and the message and telegram shall be filed in one copy; Top secret messages and telegrams are filed separately, and a few ordinary messages and telegrams can be filed together with top secret messages and telegrams if they are closely related.
Twenty-seventh documents in different years are generally not allowed to be filed together, but cross-year requests and replies are filed in the reply year; If there is no reply, put it in the year of asking for instructions; Cross-year planning is placed in the first year of filing; The cross-year summary is filed in the last year; The documents of the inter-annual meeting should be placed in the opening year of the meeting, and other documents should be filed according to relevant regulations.
Twenty-eighth documents and materials in the volume should be arranged according to different situations, and inseparable documents and materials should be arranged together in order, that is, the reply is in the front and the request is in the back; Originally in the front, the attachment is behind; Print in front and finalize at the back; Other documents and materials should be closely linked and systematically arranged according to their formation rules or characteristics.
Twenty-ninth documents and materials in the volume shall be arranged in order and the page numbers shall be written accordingly. Binding documents should be unified in the upper right corner of each page, and the page number should be printed in the upper left corner of the back.
Thirtieth permanent, long-term and short-term archives must fill in the file directory one by one according to the prescribed format. Fill it out neatly. The directory in the volume is placed at the beginning of the volume.
Article 31 The descriptions of documents and materials in the volume shall be filled in the reference table item by item. If there is no explanation, the names and dates of the declarer and inspector should also be filled in to show responsibility. The reference table should be placed at the end of the volume.
Article 32 The cover of a case file shall be written item by item with a brush or pen as required, and kept clean and clear.
Article 33 The binding of the case file and the arrangement format of each part of the case file:
Case file binding. Before binding, the metal objects on the documents in the volume should be removed, and the damaged documents should be mounted according to the technical requirements of pasting. If the handwriting has spread, it should be copied and filed together with the original, and the case file should be bound by the method of three holes and one line back cover slipknot.
Article 34 The arrangement format of each part of the case file: the cover of the soft volume (including the contents of the documents in the volume), a document and a back cover (including the reference table), which are put into the volume box in the order of the case file number and kept in the filing cabinet.
Article 35 This system shall be implemented as of the date of promulgation.
Measures for the administration of audio-visual archives Municipality
(1) general principles
Article 1 These Measures are specially formulated to strengthen the company's work in audio-visual archives.
Article 2 audio-visual archives of a company refers to the historical records such as recordings, videos, photos and films which are directly formed by various departments or individuals of the company in social practice activities and have preservation value for the country, society and the company, supplemented by written descriptions.
Article 3 audio-visual archives is an integral part of the company's archives and must be managed by the archives.
(b) Data collection in audio-visual archives
Article 4 the scope of collection.
1. Audio-visual materials reflecting the achievements and existing problems of the company's main functional activities.
2. Audio-visual materials of major activities related to the company attended by leaders and celebrities at all levels.
3. Audio-visual materials of important meetings, interviews and foreign affairs activities organized or attended by relevant personnel of the company.
4 audio-visual materials involving the rights and interests of the company and the post and telecommunications system.
5. Important audio-visual materials related to the company formed by other units.
6 other audio-visual materials with preservation value.
Article 5 collection time.
1. audio-visual archives data shall be filed together with other carrier documents of the filing department within 1 month after its formation; If there are special circumstances, the filing time may be appropriately extended.
2. Archives departments should collect scattered audio-visual materials with preservation value at any time.
Article 6 requirements for collection.
1. Audio tapes, video tapes, films, photos (including negatives) and captions shall be collected completely and filed on time, and filing control measures shall be established. Failing to put on record according to the regulations, no other expenses for establishment shall be reimbursed to prevent losses.
2. Accept originals and originals, and accept copies under special circumstances.
3. The contents of audio-visual materials shall be true, and the negatives, originals, images and copies shall be consistent.
Article 7 Collection of information in audio-visual archives.
Archives departments have the responsibility to collect important audio-visual materials at any time.
Article 8 Reimbursement of expenses in audio-visual archives.
All departments or individuals of the company that form audio-visual archives expenses according to the provisions of Article 4 of these Measures shall file in the archives room according to the provisions, which shall be signed by the archives room for approval, and the financial department shall write off the expenses.
(3) audio-visual archives finishing
Ninth audio-visual archives sorting includes classification, combination, sorting and cataloging, so as to make it systematic and convenient for storage and utilization.
Article 10 The cameraman shall be responsible for the arrangement of audio-visual archives, with the assistance of the archives department.
Article 11 Classification and numbering.
1. Photo files are classified by age and problem. Photos belonging to the same category are numbered in chronological order, and their negative numbers are also filled in. The negatives of the whole family are numbered. Format: fonds-serial number.
2. Audio tapes, video tapes and video tapes are classified according to the age and numbered according to the content. Several groups of items with the same content should be regarded as a case file, with a case file number, and then each group should be numbered in turn.
3. Please pay attention to the reference numbers related to other carrier documents. The format is (file form) file number/(file form) file number.
Article 12 Shelf life: The shelf life shall be determined according to the importance, time, name, reliability and effectiveness of the content.
Article 13 the compilation of written descriptions.
1. The basic contents of the text description include the reason, time, place, people, background, author (photographer) and so on.
2. Requirements for writing instructions:
(1) Accurately sort out the contents of archival materials, summarize all the information reflected by them, and mark the items correctly and completely.
(2) Natural photos (or several photos with similar contents) should be written. Audio tapes, video tapes and video tapes are written according to the case file. If a group of audio-visual materials are closely related, a written explanation should be added.
(3) Be concise and fluent in language.
(4) Time is expressed in Arabic numerals.
Article 14 Preparation format.
1. The photo compilation is in horizontal writing format. Its format is photo/negative number-text description-reference number-shooting time-photographer.
2. Format of audio tape, video tape and video tape: stick a label on the box cover. Fill in item by item as required.
Article 15 Requirements for case files.
1. Make several audio-visual materials with the same theme into files, and organize and play them centrally.
2. In-volume directory:
Photos and negatives should be filled in the catalogue of the volume with the natural number as the unit;
Audio recordings, video tapes and video tapes should be put into the catalogue in the box.
3. The reference table in the volume is used to explain the arrangement and changes of audio-visual materials in the volume.
Article 16 Cataloging.
Audio-visual archives's description is in accordance with GB3792.5-85 "Archives and Description Rules".
(4) Custody of audio-visual archives
Seventeenth audio-visual archives should be inspected before storage, and necessary technical treatment should be carried out for those that have been defiled.
Article 18 Storage conditions.
The temperature of negative film and film library should be kept between 13- 15℃, and the relative humidity should be kept between 35% and 45%.
The temperature of the photo gallery should be kept at 14-24℃ and the relative humidity should be kept at 40%-60%.
Nineteenth negative books, sound recordings, video tapes and video tapes should be placed vertically, and the magnetic tape library must avoid the magnetic field above 30 Oster, and the spacing between magnetic field boxes should not be less than 3 mm; It is best not to store tapes in iron cabinets.
Twentieth of the stock of photo files, to check once every two years.
Twenty-first audio-visual archives, no one is allowed to cancel, lend, clean, degauss and alter; The destruction of audio-visual archives must be appraised, agreed by the filing unit, reported to the competent leader for approval, and registered.
Twenty-second establish and improve the statistical system of audio-visual archives, and do a good job in audio-visual archives's income, relocation, quantity counting, storage, utilization and effect statistics.
(five) the development and utilization of audio-visual archives.
Twenty-third audio-visual archives directory, cards and other retrieval tools, to provide convenient conditions for users.
Twenty-fourth the establishment of audio-visual archives's borrowing and utilization system, strict examination and approval procedures, according to the classification of audio-visual archives to determine the scope of use.
Twenty-fifth units using foreign audio-visual archives shall be handled in accordance with the relevant provisions of the Patent Law of People's Republic of China (PRC). Has been transferred to the archives, the patent proceeds should be allocated to the original transfer unit in principle, and the archives will charge a storage fee.
Twenty-sixth audio-visual archives originals are generally not allowed to lend to the archives. If there is special need, it can only be checked out within a time limit after being approved by the competent leader. Audio-visual archives with high utilization rate can borrow copies; Other units to borrow or copy audio-visual archives, handled by the archives, and charge fees according to the relevant provisions, the implementation of paid services. If damage is caused during the borrowing period, the borrowing unit shall be responsible for compensation.
Twenty-seventh under the premise of not affecting the confidentiality, all units can use audio-visual archives to hold reports, exhibitions, edit comprehensive or thematic albums, information pieces, etc. , actively develop and utilize the existing audio-visual archives.