Matters needing attention in file classification in file management
The most taboo of file management of company files is that all files are put together. When you want to view a file, you need to go through all the files one by one. Therefore, when collecting and publishing company documents, the first thing to do is to classify the documents.
Classified packaging
Classify the documents, don't just pile them up at random, they will become a messy pile of paper after a long time. Every company will have a folder, or folder, which will be packed one by one according to the category of files.
The label indicates
After packing the files one by one, remember to mark each file box or folder, indicate what kind of files are contained in this file box, including the number of copies of * * * *, and make a brief explanation.
Special file
Every company will have some special files, such as files that cannot be read at will or need to be encrypted. For these files, you must keep them separately and mark them separately to remind yourself or others. It should be noted that this kind of file, it is best to add an extra lock.
Keep records of collection and release.
Companies generally use documents for leaders of all sizes, just don't trust those leaders too much. They all have bad memories. When they don't know where to put the file, their biggest possibility is to complain about your poor custody. Then you must make a record register. Whoever took it won't blame you for being serious.
Custody of keys
Generally speaking, the filing cabinets of the company are kept by special personnel. Keep your keys with you on weekdays. After work, the key should be handed in according to the company regulations or worn by yourself. Remember, the responsibility after being handed in is not on you, but carrying them with you shows that you have been taking responsibility. So, be sure to keep the key carefully and don't give it to others at will.
Matters needing attention in archives management 1 Strengthen team building and comprehensively improve the political quality and professional level of employees.
First, improve the political theory level, political attitude and professional ethics of archivists. This requires archivists to seriously study Marxism-Leninism, Mao Zedong Thought and Deng Xiaoping's Theory of Building Socialism with Chinese characteristics, keep pace with the times, strengthen political discipline, improve political discernment and political acumen, maintain a high degree of consistency with the CPC Central Committee on major principles of archival work, abide by archival work discipline, implement archival law, strictly abide by the secrets of the party and the state, and love archival cause.
The second is to improve the professional quality of archivists. Archivists should have a high level of professional knowledge and professional practice ability, that is, they should not only learn and master the theoretical knowledge of archival science, but also be familiar with the culture, theory and science and technology related to archival work, such as the knowledge of literature and history, sociology and statistics and the operation technology of modern equipment. Archivists should not only inherit the traditional theory of archival work, but also have the consciousness of studying and exploring the new situation of archival work development, solving new problems with advanced technology, and enriching and developing the theory and practice of archival work.
Third, abide by the duties of archivists. As an archivist, you should check your files regularly. First of all, it is necessary to maintain the integrity of the archives and ensure the safety of the archives, that is, to ensure that the archives are not damaged by man-made reasons and that the contents and entities of the archives are not stolen by others. Once the file is found to be damaged, it should be repaired in time. Secondly, it is necessary to ensure that the files are arranged in an orderly, standardized and clean manner, and arranged according to the types and sizes of files, so as to ensure that the files are easy to refer to. Thirdly, the archives should be kept in a centralized way, but not in a decentralized way, resulting in inconvenience in archives management or even loss of archives. The preservation of archives is very important, which may be hard for managers, but it is a glorious occupation. Therefore, file managers should persevere, strive to complete their own work, always be vigilant, and ensure the safety and integrity of files.
In addition, we should also pay attention to discovering and cultivating talents who can adapt to modern management. With the development of society and the progress of science and technology, the tasks, working environment, clients and management methods of archival work are changing, and modern technology is also widely used in archival work, which needs people to operate and manage. Therefore, leaders at all levels should dare to use young cadres with professional theoretical knowledge and expertise, give full play to their intelligence and use them boldly. On the other hand, due to the strong continuity of archival work, a lot of work, especially the construction of basic business and rules and regulations, requires archivists to learn and accumulate experience for a long time before they can gradually adapt or improve. Therefore, we must do a good job in stabilizing archives cadres and promote the sustained and stable development of archives work. It is also necessary to strengthen the continuing education of existing personnel to adapt to the current modern file management.
2. Highlight the confidentiality in the process of file keeping.
Protecting state secrets is the responsibility and obligation of every citizen, especially for archivists, which is a sacred duty. Archivists do do their duty for the confidentiality of archives, but they also have some disadvantages. Many files have been shelved for a long time and cannot play their due value. Over time, they become worthless. In addition, some leaders can't check these files in time and comprehensively, which leads to the waste of files, and the management value of file managers can't be reflected in the process of file utilization. The confidentiality of archives is indeed very important, but the confidentiality of archives is for better use, otherwise the confidentiality of archives will become meaningless. The use of archives should be based on confidentiality, that is, using archives at the right time, place and within a reasonable range to reflect the value of archives.
The key to file secrecy lies in the warehouse management of files. Conditional institutions and archives warehouses should be located in separate buildings and managed by special personnel. However, some units do not have the conditions to set up warehouses in office buildings. It should be noted that these warehouses in the office building should not be located at the bottom of the office building, and should be separated from the office and reading room. The doors and windows of the warehouse should be reinforced and encrypted to prevent files from being stolen. In addition, a strict warehouse management system should be formulated, designated personnel should be assigned to manage and protect the warehouse, and all irrelevant personnel should be prohibited from entering the warehouse to ensure the confidentiality and safety of files.
3. Do a good job in the supervision of the use of archives.
3. 1 Take scientific and reasonable regulatory measures.
In the process of using files, for the sake of safety, monitoring probes should be installed in files to facilitate real-time supervision of users. As a supervisor, we should explain the rules and regulations and precautions that should be observed in the use of archives to users before entering the library, talk to users, and supervise according to the different purposes of different users. For those who have bad habits to visit the archives, managers should remind them in time to prevent marking or drooling on the archives and ensure the cleanliness of the archives. Users should be reminded to return the documents in time after consulting them. Managers should carefully check the files that have been consulted and used to check whether they are lost or damaged. Once the problem is found, it should be found immediately and recorded in the use register. For seriously damaged files, it is necessary to report to the relevant leaders, investigate the responsibility of users, repair the files as soon as possible, and recover unnecessary losses.
3.2 Establish and improve the file utilization system
The use of archives has certain rules and regulations, generally including reading system, copying system and borrowing system. Managers should aim at different users, determine different scope of use, stipulate different means of examination and approval, and ensure that the work of using archives has rules to follow. It is worth noting that the content of the file utilization system should be concise and easy to understand, easy to implement, and rigorous and without loopholes. In the future practice, we should sum up the experience and lessons, constantly enrich the terms of the archives utilization system, make it more perfect, and better serve the archives confidentiality.
Matters needing attention in file management 1. Scope of personnel file management: personnel files of professional and technical cadres, management cadres at or below the official level, workers and other personnel (including those who have gone abroad, disappeared, escaped anonymously, disabled and retired employees).
2. Cadres and workers must submit their files to the provincial talent exchange center for management.
3. During the period of criminal punishment or reeducation through labor, the files of cadres and workers shall be kept by the personnel archives room of our hospital. After being released from prison and released from reeducation through labor, the files shall be handed over to the relevant competent units for safekeeping or handed over to the talent exchange center for management.
4, in addition to the personnel file management personnel, irrelevant personnel shall not enter the archives.
5. Document management
(1) According to the different climate changes, always pay attention to the ventilation, temperature, cleanliness, fire prevention, theft prevention, sun protection, moisture prevention and moth prevention of archives.
(2) The personnel files managed must be registered one by one.
(3) Check the classification, cataloging and numbering of files once every quarter, and correct any errors or misplacements; Every loading and unloading, we should check the files comprehensively according to the register, and find the missing files.
(four) no one may keep the files of others without permission, and those who refuse to hand them over without permission shall be investigated for responsibility.
(5) Constantly study and improve the methods and techniques of archives management, and gradually realize the scientific management of archives.
6, management cadres and workers must establish original files.
1, the original file is a comprehensive reflection of the history and reality of cadres and workers, including the following ten contents.
(1) resume and other resume materials.
(2) autobiography and autobiographical materials.
(3) Various identification documents.
(4) various assessment materials, graduation transcripts and academic certificates.
(5) political and historical review materials, screening review materials, length of service change materials, etc.
(6) Materials for joining the China * * * Production Party and the * * * Youth League.
(7) all kinds of awards and advanced deeds of heroic models approved by the authorities at or above the county level.
(8) Disposal, revocation of disposal and screening of review materials.
(9) to declare the appointment, removal, confirmation or promotion of technical posts, degrees, academic titles, personnel going abroad, salary adjustment, salary grade registration form, retirement and resignation approval form, etc.
(10) Other reference materials organized by the organization, such as my thoughts, work, study summary and investigation, introduction to the life of the deceased, information on ethnic changes, etc.
2, consult and borrow personnel files, shall comply with the following provisions:
(1) Generally, access to personnel files is not allowed. If information about personnel is needed, it should be provided by the archivist.
(2) When files must be consulted, only cadres sent by the personnel department can go to the archives room to consult the required information; When each party branch needs to consult the development archives of party member, the secretary of the party branch and the members of the organizing committee shall consult it.
(three) no one may consult or borrow the files of himself and his relatives.
(4) those who consult the archives must fill in the questions one by one and register the date of consultation.
(5) When consulting files, the confidentiality system must be strictly observed. It is strictly forbidden to alter, delimit or replace the archival materials in the archives, and it is not allowed to disclose the contents of the investigated archives to irrelevant personnel. Offenders should be held accountable.
(6) When consulting the archives, the contents of the archives shall not be copied. Special circumstances must be approved by the director of the personnel department, and the copied materials should be sent back to the archives for processing in the near future.
(7) Transferred personnel are generally not allowed to consult files. There are special circumstances need to consult, must hold a letter of introduction from the organization and personnel department at or above the county level, and there are two official party member can consult.
(8) Files generally don't. Under special circumstances, it can be lent after approval, but it should be registered in time and returned on time. If it is not returned on time, it should be recovered in time to avoid loss.
3, the transfer of files shall comply with the following provisions:
(1) Please treat the documents with confidential traffic in good faith, and do not mail them publicly or carry them by yourself.
(2) Recover files in time to prevent files from being lost.
(3) After receiving the files of other units, check them in time. After verification, sign and seal the receipt and return it.
4. All archived materials should be carefully identified; Materials belonging to archives must be intact; If it is necessary to organize the examination, seal and signature, it shall be sealed and signed before filing.
5. All materials listed as archives shall be sorted out in accordance with the Interim Provisions on the Collection and Filing of Cadres' Archives of the Central Organization Department, and materials that should not be listed as cadres' archives shall not be filed; All materials classified into workers' files shall be filed according to the guidance of Document No.63 of the Provincial Labor Bureau (198 1); Archive materials should be classified accurately, catalogued clearly, arranged reasonably, with complete titles, neatly bound and legible.
6. The rules for archivists are as follows:
(1) Seriously study and strictly implement the Party's principles and policies and Theory of Three Represents in junior high school, and strive to improve political and ideological awareness and policy level.
(two) strictly abide by the confidentiality system, and shall not provide archival materials or disclose the contents of archives to others without authorization.
(3) Smoking is prohibited in the archives room, so as to protect the safety of archives, and keep them clean and tidy.
(4) The archival materials shall not be transferred, dispersed or destroyed without authorization.
(5) Love your job, be loyal to your duties, study hard, and strive to improve your professional level and work ability.
(six) adhere to the principles of the party, conscientiously implement the party's policies, and strictly follow the rules and regulations of archives work.