First, standardized and scientific file management is a basic work that enterprises must do well, and it is also an important guarantee to become a first-class enterprise.
Nowadays, the world has entered the era of knowledge economy and information, and information has become a more important strategic resource than assets. As an integral part of the information industry, as an information resource, as a true record and basic work of enterprise production, technology, scientific research and management, and as an intangible asset that develops synchronously with enterprises, file management plays an active and important role in enterprise management.
Our company is the first consulting company listed in Hong Kong in China. From an unknown small company with only twenty or thirty employees, it has developed into a listed company with nearly 160 and 70 employees. Rich resources have been accumulated in the formation and development of corporate culture, management and business development with consulting characteristics. In order to make the company internationalized, standardized and refined, the internal structure of the company is constantly changing, and the company system and management level are constantly improving in the reform, which puts forward new requirements for the development of file management. With the development of the enterprise, the archival work will not be weakened. It is an important part of office management and a basic work that must be done well to establish a file system that adapts to the company's business characteristics and reflects the company's standardized and scientific management level, so that the development of file work does not lag behind the development speed of enterprises, and comprehensively records and reflects the historical process of the company's establishment, construction and development. It will create necessary conditions for the company to fully carry out business and research work, play an important role in avoiding and resisting various risks, improving the company's market competitiveness and promoting the company's sustainable development, and also become an important symbol to measure the company's management level.
The second is to further enhance the consciousness of doing a good job in file management, break through the current stage of primary file custody management and office single administrative and personnel file custody as soon as possible, and actively expand file information resources on the premise of standardizing file management.
At present, the file management in our company's office is to collect the documents received by the institute, the internal documents issued by the company and the newspaper countersignature respectively, screen them again at the end of that year and the beginning of the following year, and classify the documents of the previous year into the above three categories for filing, binding and preservation. The content is to simply centralize the administrative, party-mass, personnel, business management and comprehensive business management systems, which are basically in the primary custody stage of file management. With the development of the company, there are more and more business volume and departments that form documents, and the existing file classification and file management methods have gradually failed to keep up with the requirements of the company's development.
How to apply the learned knowledge to practical work is the primary problem that should be faced and solved at present, and it is also the top priority of file management in the future. Therefore, it is urgent to rebuild the framework of comprehensive archives management system suitable for the company's business development and expand archives information resources, which is also the key point conducive to the development and daily management of comprehensive archives management.
First of all, we should be familiar with and master the company's business situation and professional knowledge, and readjust the categories of files according to the company's business nature and internal organizational structure; Secondly, it is necessary to systematically sort out historical archives and actively develop archival information resources. At present, there are some problems in the file management of our company: the file work of various business departments has not formed a system, which is mainly manifested in the following aspects: First, the business departments have not included the file work in their responsibilities, resulting in the loss of some files. Second, a large number of files formed in daily activities are scattered and preserved, and the loss of files is serious. The loss of company file information is mainly manifested in the following aspects: most of the files such as investigation and demonstration, project application, negotiation agreement, approval and registration of enterprises by business department researchers are in the hands of the corresponding parties and cannot be filed in time. Some do not pay attention to the original even if they are filed, and often belong to copies. These problems directly lead to the partial loss of archival information resources with the flow of personnel.
The loss of the above-mentioned archival information resources is exactly the archival resources that need to be expanded and developed urgently.
For another example, the documents and materials in the listing process of our company should also be collected in the catalogue, and the files of the company's business activities should be sorted out separately; The establishment and perfection of scientific research, audio-visual carriers, objects, equipment, foreign affairs, conferences and public relations activities, science and technology, special files and other documents are also the premise for the smooth progress of overall file management. Only by systematically classifying archives can we ensure the accurate and effective collection and utilization of archives. It provides a basis for the management of archives collection, sorting, filing, identification and statistics, and embodies the value of archives.
Thirdly, the centralized and unified file management mode, storing and utilizing entities by departments, is the development direction of CCID Consulting's file management.
Many traditional practices and management modes of archival work have played an active role in archival work in different periods. However, from the actual situation of consulting companies, some traditional practices seem to be unable to meet the needs of the current company development, and must be valued and innovated. It includes six links of archival work: collection, arrangement, identification, storage, statistics and utilization, as well as some innovations in specific operational means.
Our company's products are knowledge products, and consulting companies are also listed companies. According to the regulations of the relevant state departments on the management of listed companies, the finance department and the comprehensive business department are extremely special departments, and their relevant documents, statements and contract management are absolutely confidential, so these files are kept in the form of decentralized preservation. In addition, there are many consulting organizations, involving the company's business development, special research, conference public relations activities and other aspects, and these departments have undertaken a lot of heavy business support work. In view of this feature, the file management of the company should also conform to the characteristic mode of the enterprise. While strengthening the management of intellectual property archives and archives involving trade secrets, determine the filing scope of the company's archives and update them in the filing system. On the premise of combining the spirit of archives management in the institute, from the form of composing papers to the means of binding, we should try our best to simplify some tedious operation steps and unnecessary processes and links carried out by the archives department for a long time, centralize and unify the mode, complete the filing procedure as soon as possible, and shorten the filing cycle as much as possible. Centralized and unified mode, that is, the files kept by all departments of the company are required to be relatively concentrated in one person, so as to avoid the inconvenience of file management or even the serious situation of file damage or loss caused by the scattered storage of files of all departments. At the same time, all departments should copy a set of directories for the backup and preservation of the office archives department, which is what we often call directory exchange, to record the company's development and management more clearly, and the file management should be orderly, orderly and standardized. The value of such enterprise archives is intangible assets, which can also provide convenient conditions for the comprehensive utilization of archives in the future. Other departments, such as human resources department, brand promotion department, and research departments of various business divisions (customized products), should formulate different management methods according to the different nature and characteristics of their respective departments, and keep them standardized and scientific. However, how to make it convenient for all departments to set up test papers after busy business without affecting the future use of file shifting and not treating it as an extra burden is worth further discussion. Because the ultimate goal of archives business, archives management and archives information exchange is to help solve specific problems and improve management efficiency and management level, rather than increasing management links.
Four, efforts to improve the professional knowledge and professional ability of archives management personnel.
Archives work is not only a business work, but also a management service work. This requires archivists engaged in archival work to have solid professional skills as well as strong management ability and service consciousness. The challenge of knowledge economy and the impact of network information age, as well as the emergence of many new archives carriers and brand-new management means and methods, put forward higher requirements for archives managers. At present, in order to improve work efficiency, CCID consultants do not set up special archivists, but take a part-time job. In order to strengthen the systematic theory and practical knowledge of archives, establish an effective archives management system, and make part-time archivists become professional archivists with scientific and advanced working methods, the company sent two office workers to strengthen the professional study and training of archives management.
To improve the professional ability and work skills of file managers, I think it is mainly reflected in three aspects: First, we should seriously study the knowledge of file management and improve our understanding of file knowledge. We should not only be familiar with all links and steps of archival work, but also master the management methods of all kinds of archives and all kinds of carrier archives to lay a solid theoretical foundation. Second, the requirements of archival work itself, we should fully understand and master the company's business, and constantly improve the professional level and work skills in archival management; Third, we should always sum up, improve and innovate.
Five, to seriously study the new situation and new problems encountered in the archives work, improve the archives management system to strengthen the standardization of archives management, improve the archives system, formulate relevant management systems.
Archives information is the intangible assets and valuable assets of enterprises. In order to prevent the loss of archives information resources, it is necessary to establish and improve the archives management system. With the norms and constraints of rules and regulations, the rationalization of archives work can be guaranteed, which is also the guarantee for the smooth progress of archives management.
I think the management of CCID consultant's archives work system should include three aspects: First, the archives management system is formally incorporated into the enterprise management system, and the departments or personnel responsible for archives are clearly defined. The second is to establish and improve various systems of the company's archives work, and collect and use the archives catalogue of relevant departments according to the system. The purpose is to improve employees' file awareness and ensure the integrity, accuracy and security of files. Three, the office archivists should manage the main links of file management according to the regulations, and incorporate them into the operating rules of enterprise management, which is conducive to the orderly formation, accumulation, management and archiving of documents and materials. So as to effectively bring the company's file management into the institutionalized track.
For example, it is determined that the leaders in charge and full-time (part-time) archivists are responsible for the organization and coordination of file management and the collection and collation of files. The specialized personnel designated by each department may be part-time archivists, who are responsible for the collection, reception, sorting, classification, identification, storage, statistics and handover of archives of their own departments, and accept the supervision and guidance of the company office in business.
Office file managers should also do a good job of collection, sorting and management at ordinary times. Collect archive data in a timely and proactive manner; Filing on time, regular sorting and regular inspection, and repeated screening; Orderly arrangement, scientific management, storage in separate cabinets, easy to find.
File management should be incorporated into the company's business management procedures, into the scope of responsibilities of various business departments and functional departments of the company and the post responsibility system of relevant personnel. That is, the management of departmental archives should be "three advances" and "four in one": it should be included in the work plan and planning, into the management system, and into the responsibilities of relevant personnel; While arranging, inspecting, summarizing and accepting all the work, arrange, inspect, summarize and accept the archives work.