A. First-level classification: it is divided into ten departments according to the documents of different natures produced by each department, which are indicated by the letters of each department (see annex: company number table).
B, secondary classification:
By file type:
The first category: the evidence category of all assets of the company (represented by the letter A).
A 1: contract and agreement.
A2: Articles of Association, capital verification report, account number, power of attorney, license, asset transfer, etc.
Secondary category: official document category (indicated by letter B)
B 1: orders, decisions and motions: applicable to making arrangements for important matters or major actions, such as mandatory administrative measures issued by people's governments at all levels, resolutions of the company's board of directors, minutes of shareholders' meetings, etc.
B2: Announcements, circulars and circulars: applicable to announcing or publishing important matters or matters that should be observed or familiar with, such as legal matters issued by higher authorities, social announcements, commending advanced, criticizing mistakes, rules and regulations, etc.
B3: Ask for instructions and reply: it is suitable for asking for instructions and approval from superiors and asking for instructions and reply from subordinates.
B4: Report and comments: It is suitable for reporting work to the superior and putting forward opinions and solutions on important issues.
B5: Notice and letter: it is suitable for approving official documents of lower-level organs, conveying matters required by lower-level organs that need to be known or implemented by relevant units, and discussing work and asking questions between units without affiliation, such as personnel appointment and dismissal.
B6: Meeting Minutes: suitable for recording and conveying meeting contents and agreed matters.
Three types: general documents (indicated by the letter C) and other general documents.
Four categories: non-text documents (represented by the letter D), such as photos, floppy disks and other audio-visual materials.
According to the types of controlled files, they are mainly divided into controlled files and uncontrolled files. The originals of all kinds of asset evidence and secret documents belong to controlled documents in principle, and the copies belong to uncontrolled documents in principle. Add K before the number of controlled files, and all files are uncontrolled files by default.
C. Three-level classification: according to the year of the document, it is expressed by the numerical code of year and month, for example, 03 10 means 10 in 2003.
D. Four-level classification: the original and copy of the document are represented by English initials respectively, for example, the original is represented by M and the copy is represented by C.
E. five-level classification: finally, the serial number of the document. Example: of-k.b1-0402-m001
Archives management system (comprehensive)-Chinese text database
1. In a broad sense, "documents" refer to official documents, letters or articles on policies and theories. Files have a wide range, and software or programs running on a computer, such as antivirus and games, can all be called files.
2. The narrow sense of "document" generally refers to official documents or official documents. Documents are records produced by people in various social activities. The narrow sense of "file" cannot be equated with "file". The main difference between them lies in whether they have preservation value and whether they have the nature of original records. If you have both, you can call it a "file", otherwise it can only be counted as a file. Although there is a great intersection between the two, they can never be equated.
3. Document: an electronic or paper document describing the management content or business content in the form of words or charts, signed and released by authorized personnel through prescribed procedures, and requiring the receiver to make a normative response accordingly. There are three levels of files in the system.
A. First-class document-quality manual: the main document that gives a general description, elaboration and guides the practice of the quality system, which is the basic basis and criteria for all employees of the company to carry out quality management activities, and is a programmatic document that should be followed for a long time in enterprise quality management and quality assurance activities.
B. Two-level documents-program documents: documents that distinguish and standardize customer-oriented process (COP) from supporting process (SP) and management process (MP) by logically independent activities, so as to ensure that the process and results meet customer requirements. It is the supporting document of the quality manual and the concrete basis for employees to carry out quality management activities.
C. Three-level file-operation file: a file that decomposes and describes the process it points to according to the specification of the program file to guide the specific operation. For example, equipment operation procedures, work instructions, drawings, progress plans, inspection standards, process flow charts, administrative notices, departmental management specifications, temporary operation documents, external communication letters, etc.
As the fourth level of quality system, "record" is different from "document".