Company internal document management regulation model 1
1.
In order to better standardize the distribution and filing management of various documents of the company and establish a good image of the company's formality and rigor.
2. Scope of application
The company and its departments and stores issue internal documents.
3. Standards
Combined with the actual requirements of the company, under the premise of following the file formats and standards, flexible use of formats and standards.
4. Content
4. 1 Common company documents
4.2 Specification: A4 paper is used uniformly, with upper and lower margins of 2.54㎝ and left and right margins of 3. 17㎝.
4.3 Code of each department of the company:
General manager's office: ZJB；;
Personnel Administration Department: RZ;
Operation department: YY;
Commodity department: sp;
Marketing department: SC;
Finance department: CW;
4.4 confidentiality level: the company's document management is divided into five confidentiality levels: a, b, c, d and e.
Grade A: confidential documents, limited to the general manager, board of directors and above;
Grade B: Advanced document, only known by management members above department manager;
Grade C: intermediate document, only known by internal members of relevant departments and management members above manager level; Grade D: ordinary documents, limited to all members of the company;
E-level: general document, limited to all members of the company and stores.
5. Drafting, approval, distribution and receipt of documents
5. 1 draft
5. 1. 1 Each department is responsible for drafting documents, which should comply with national laws and regulations and the company's relevant management system, and the department head is responsible for reviewing the documents.
5. 1.2 The words should be clear, clear, accurate, well-structured, clear, straightforward, standardized in words and punctuation, and as short as possible.
5.2 examination and approval
5.2. 1 All company-level documents and systems can be printed and circulated only after being approved by the general manager of the company;
5.2.2 If the document is released without approval or there are obvious errors in the document, resulting in adverse consequences, the relevant responsible person will be held accountable.
5.2.3 Considering the actual situation of the company, the internal emergency official documents of the company will be uploaded to * * * in electronic form after being confirmed by the general manager, and the telephone notification operation will be carried out first, and then the paper version will be reissued and signed.
5.2.4 If the notice of the functional department of the company to the department does not need to be upgraded to a company-level document, it does not need to be implemented according to the requirements of this document.
5.3 Distribution and Receiving
5.3. 1 The personnel department is responsible for the distribution/circulation/filing of company documents.
5.3.2 Company documents shall be signed on the manuscript by the heads of all departments, who shall circulate the documents of other employees in the department.
6. Effective date
6. 1 This management system will be implemented on April 8, 20 13.
6.2 The personnel department is responsible for the final interpretation of this system.
Model essay on internal document management of the company II
Chapter 1 General Provisions
Article 65438 +0 purpose.
Through the management of the company's internal document control process, the document control work is more systematic, scientific, standardized and efficient, so as to ensure that all departments and personnel use effective documents in time and correctly and improve work efficiency.
Article 2 Scope of application.
In this system? Documents? Including the documents and materials generated or needed in the daily operation of the company, the official documents of the company's business dealings, as well as all processes, systems, operating standards and specifications, work instructions, etc. Published by the company.
According to the nature of various documents of the company, it can be divided into the following five levels.
Article 3 Division of management responsibilities.
(1) The competent vice presidents at all levels are mainly responsible for reviewing and approving the documents within their respective responsibilities, and the general manager (or management representative) is also responsible for regularly reviewing the company's system documents.
(2) The general manager's office is mainly responsible for the organization review of the company's first-level documents and the joint review of the second-level documents.
(3) The Personnel Administration Department is responsible for the preparation, interpretation and revision of this system, and its administrative commissioner is responsible for the custody of the company's operation and qualification documents; Among them, the personnel administration department has a system document management room, and its document manager is fully responsible for the unified numbering, receiving and dispatching, filing and invalidation of various system documents of the company.
(4) Each functional department is responsible for the preparation and retention of relevant documents of each centralized function and business line.
Chapter II Detailed Rules for Coding Internal Documents of the Company
Article 4 The coding of the company's internal documents mainly consists of the following five parts.
(1) Part I: Company code, code.
(2) Part II: Classification codes, which are 1, 2, 3, 4 and 5 respectively.
(3) Part III: General category codes, including comprehensive (integrated management), manufacturing (manufacturing), marketing (marketing), research (research and development) and other categories.
(4) Part IV: Classification codes of subcategories, namely, objectives (objective planning), manpower (human resources), office (office), general affairs (general affairs), security (safety), production (production), quality control (quality control), project management (project management) and production research (product development).
(5) Part V: Document serial number, code 00 1 ~ 999.
Article 5 The coding examples of documents at all levels within the company are as follows (taking the documents of personnel administration department as an example).
(1) Level 1 file: 1? 00 1。
(2) secondary documents: 2? Comprehensive? 00 1。
(3) Level 3 documents: 3? Comprehensive? Administration? 00 1。
(4) Level 4 documents: 4? Comprehensive? Administration? 00 1。
(5) Level 5 documents: 5? Comprehensive? Administration? 00 1? 00 1。
Chapter III Provisions on Preparation, Review and Approval of Documents at All Levels of the Company
Article 6 The first-level documents of the company shall be compiled by the office of the general manager of the company. After the first-level documents are compiled, they shall be reviewed by the director of the general manager's office and submitted to the general manager of the company for approval.
Article 7 The secondary documents of the Company shall be compiled by the collaborative process and collaborative operation departments of all business departments. After the secondary documents are compiled, the general manager's office will organize relevant departments and personnel to conduct joint review. After the joint review, the secondary documents shall be submitted to the general manager for approval.
Article 8 If the Company's Level III documents involve two or more functional departments, they shall be compiled by the functional departments under centralized management, and submitted to the General Manager for approval after being approved by the competent vice president. The specific division of labor is as follows.
(1) The general manager's office is responsible for organizing the preparation of three-level documents of objectives and plans, and submitting them to the vice president in charge of operations for review.
(2) Three-level documents of personnel, administration and general affairs are compiled by the personnel administration department and submitted to the vice president in charge of administration for review.
(3) The Finance Department is responsible for organizing the preparation of financial level 3 documents and submitting them to the vice president in charge of finance for review.
(4) The manufacturing level-3 documents are compiled by the production department and submitted to the vice president (or factory director) in charge of production for review.
(5) Three-level marketing documents shall be compiled by the Marketing Department and relevant departments and submitted to the vice president in charge of marketing for review.
(6) The third-level documents supplied shall be compiled by the purchasing department and relevant departments and submitted to the vice president in charge of operation for review.
Article 9 The provisions on preparation, review and approval of Level 4 and Level 5 documents of the Company are shown in the following table.
List of Provisions for Preparation, Review and Approval of Level 4 and Level 5 Documents of the Company
Article 10 Except for internal documents of departments and workshops, internal documents of other companies must be submitted to the Personnel Administration Department or the system document management office for a second review of the repetitive and conflicting file formats and contents. After the second audit is qualified, each preparation department can send it to the relevant approver for approval.
Chapter IV Provisions on the Administration of Document Distribution
Article 1 1 All documents published within the company shall have a distribution number and be stamped by the personnel administration department. Controlled? The chapter can be issued. Different copies of each document must be marked with different distribution numbers for traceability.
Article 12 The document manager of the system document management room is responsible for the distribution management, and the administrative commissioner of the personnel administration department is responsible for the distribution of other internal documents.
Article 13 According to the mass distribution of documents, there are two main types of document distribution: large-scale distribution and sporadic distribution.
(1) When distributing in large quantities, a Registration Form for the Configuration, Distribution and Recovery of Internal Documents of the Company shall be established and submitted to the deputy general manager in charge of the centralized functional department of each document for approval.
(2) In case of sporadic distribution, a Registration Form for Distribution and Recycling of Internal Documents of the Company shall be established.
Article 14 Before receiving the document marked with the distribution number, the document receiver shall sign the Registration Form for Distribution, Distribution and Recycling of Internal Documents of the Company or the Registration Form for Distribution and Recycling of Internal Documents of the Company. Controlled? Status identification file.
Article 15 After receiving the documents, the receiving department shall establish a receipt registration form in time.
Article 16 After the documents are issued, the administrative commissioner of the personnel administration department or the document manager of the system document management office shall classify, file and save the documents in time, and update the internal document list of the company.
Chapter V Provisions on the Use and Borrowing of Internal Documents of the Company
Article 17 The document using department shall promptly publicize and train the contents of the document to relevant personnel, and put the document in an appropriate place (place) to ensure that relevant personnel can use the document timely and correctly.
Article 18: Under any of the following circumstances, the user department can fill in the Application Form for Document Collection and Borrowing and apply for replacement or distribution.
(1) file damage seriously affects the use.
(2) when it needs to be added or modified according to the needs of use.
(3) When the file is lost and needs to be reused.
Article 19 The Document Borrowing Application Form can only be replaced or issued after it is approved by the Personnel Administration Department. When changing or re-collecting, use the original file distribution number; When issuing additional shares, a new issuance number shall be added in the order of the original issuance number.
Article 20 The company's internal document borrowing regulations are as follows.
(1) When other companies or individuals need to borrow documents, they should fill in the Application Form for Document Collection and Borrowing, and the administrative commissioner or document manager can go through the borrowing formalities only after it is approved by the personnel administration department or the system document management office, and be responsible for supervision.
(2) The longest loan period shall not exceed half a month.
(3) When all departments and workshops of the company need to borrow documents, they should be approved and registered by the personnel administration department or the system document management office before going through the borrowing formalities. When borrowing, the administrative Commissioner or file administrator should be responsible for determining the borrowing period and supervising the work.
Chapter VI Provisions on Alteration, Recovery, Invalidation and Review of Internal Documents of the Company
Article 2 1 In case of any of the following circumstances, the internal documents of the company shall be revised.
(1) When the current documents of the company conflict with relevant international standards, national standards, local standards, regulations and industry standards.
(2) When the contents of the document contradict the customer's requirements or fail to meet the customer's requirements.
(3) When the contents of the file are incorrect, inappropriate or inoperable.
(4) When there are more appropriate, advanced or operable product standards, operation methods and management means.
Twenty-second file modification procedures are as follows.
(1) When the first-level documents of the company are revised or other documents at all levels are revised in large quantities, the company shall set up a document revision team to operate, and the review, approval, distribution, use and old document recycling of the revised documents shall be carried out in accordance with the relevant provisions of this system.
(2) When the document needs to be changed, the document preparation department should fill in the Document Change Approval Form, indicate the specific modification contents, and submit it to the original approver for review. Only after the original approver approves can the document be changed.
(3) The administrative commissioner or document controller of the personnel administration department is responsible for organizing the implementation of the Document Change Approval Form. You can make changes across (change) pages or change pages, and at the same time, you should make changes to the modification status identification, and stamp the modified place? Change? Chapter, the change should cover all places where the document is distributed. In the form of page change, the original page should be recycled.
Article 23 The provisions on recovery and invalidation of documents are as follows.
When (1) files are revised or modified, a large number of invalid and invalid files will be generated. The administrative Commissioner or document manager should do a good job in the recovery, registration and identification of invalid documents.
(2) Invalid documents shall be handled regularly. The administrative Commissioner or document controller shall fill in the Approval Form for Obsolete Documents and submit it to the department head for approval before handling. Leave a copy of the invalid document and paste it separately? Void and save? Mark it well, file it for one year for future reference, and destroy others.
Twenty-fourth document review provisions are as follows.
(1) The manager of the personnel administration department regularly organizes the administrative supervisor, administrative commissioner and other relevant personnel to do a good job in document review.
(2) The time of document review can be combined with the management review of system documents. The contents of the review include the adequacy, suitability and effectiveness of the existing documents, and the list of document modifications and additions is determined to continuously improve the operability and scientificity of the documents.
Chapter VII Supplementary Provisions
Twenty-fifth this system is compiled by the personnel administration department, and the power of interpretation belongs to the personnel administration department.
Article 26 This system shall be implemented as of the date of promulgation after being reviewed by the Executive Vice President and approved by the General Manager.
Company internal document management regulations model essay 3
This regulation is formulated to control the reasonable distribution scope of company documents, recover invalid documents in time and ensure the effectiveness of company documents used by various departments and workshops.
Release of 1. file:
(1) Documents formed by the finance department, the production department and the marketing department in the name of the department and distributed within the jurisdiction of the department shall be distributed and recycled respectively. The office is responsible for the distribution and recycling of documents that need to be distributed among horizontal departments of the company.
(2) When all departments need the office to arrange the distribution of documents, they must print and copy them. The department manager will write down the distribution scope and time and send them to the General Management Department, and the director of the office will arrange the document distributor to distribute them.
(3) For any document, the issuer shall establish? Document distribution and recycling registration form? . All documents issued to each department shall be signed by the department head. If the head of the department is absent, the person present at the department will sign for it. The collection agent must be responsible for the timely transfer of documents to the department head. Documents that need to be received by individuals are established within the department? Document distribution and recycling registration form? , and signed by the individual.
(4) documents (including study materials, etc. ) If it needs to be distributed to managers, assistants and employees below the section chief, it only needs to be distributed to the relevant section chief managers, and then the section chief managers can arrange to distribute it to relevant individuals.
2. File modification:
(1) If it is necessary to change the individual words of the document for any reason, and the change will not affect the neatness and beauty of the whole document layout, the department head formed by the original compilation will write down the location of the change and how to change it (if it is data or principle, it should be reported to the manager of the directly affiliated department for signature and approval), and send it to the original issuer together with the personal seal of the department head formed by the compilation, and the original issuer will make the change according to the original distribution scope and filing.
(2) According to the number of words and complexity of changes, the document issuer can make changes for the original recipient on the spot, or take them back to make changes and then return them to the original recipient. However, when revising, the original words must be crossed out with double lines, and new words should be written in the blank space corresponding to the upper row spacing, and the official seal of the original organization should be affixed at the revised place to form the official seal of the department head.
3. Page change of documents:
(1) If a document sheet needs to be changed in a large area for any reason, the page to be changed shall be modified by the original compilation, printed and copied, and the department head shall write down the page change situation in writing (if it is informative or principled, it shall be signed and approved by the department manager) and send it to the original document distributor, who will change the page according to the original distribution scope.
(2) Any document that needs to be changed pages shall be changed pages by the document issuer, and the execution time shall be indicated, and the original pages shall be destroyed.
4. Recovery and invalidation of files:
(1) If the contents of the original document are duplicated or conflicted with those of the new document due to company system summary, department adjustment, plan change and other reasons, the summary department or the new document preparation department shall form the department head and arrange the original distribution personnel to recycle them.
(2) When recycling documents, the document issuer must hold? Document distribution and recycling registration form? The original recipient should sign the relevant column of the registration form and return it.
(3) At the end of June 5438+February every year, the office will notify all departments to clean up and recycle the obsolete documents and statements that have not been uniformly recycled this year.
(4) All recovered documents will be sent to the office on the day of recovery, and the director of the office will arrange the destruction in a unified way.
5. Other provisions:
(1) The discussion draft or formal draft of any document formed by any department in the name of the company must be distributed to the chairman and general manager, the manager of the finance department, the manager of the production department, the manager of the marketing department, the heads of various functional departments of the company and other relevant personnel, so as to understand the company's policy direction, systematically modify it according to various aspects of the company, and ensure the mutual cooperation of the interface departments.
(2) The documents released by any department or company must be filed in the archives before release.
(3) After receiving any documents, the heads of relevant departments must learn or convey them to the employees who should implement them. If it is necessary to distribute copies to relevant employees, an application must be submitted to the original distribution department, which will distribute copies according to the distribution procedures. Do not copy and distribute files without permission, so as to avoid confusion between valid and invalid versions due to out-of-control use of files.
(4) If all the page-changing or invalid documents have been filed or the relevant departments need to keep the certificates for future reference, the issuer only needs to stamp the invalid seal and will not take them back, but the archivist must be in? Invalid file? File column should be registered and marked, and properly kept for future reference.
(5) If the document is a discussion draft, the discussant shall submit it to the document preparation and formation department on time after the discussion.
(6) The document issuer must send the used? Document distribution and recycling registration form? Bind it into a book every quarter and keep it properly for future reference or recycling. The storage period is three years.
6. Without the approval of the general manager, no one may provide the company documents to anyone outside the company without permission. In addition to imposing a fine on 50 yuan, he shall be responsible for all the consequences arising therefrom.
7. In violation of regulations, the responsible person shall fine 50 yuan every time, and the direct leader shall issue a fine ticket for collection.
Model essay 4 on internal document management regulations of the company
I. General principles
1. Technical documents are the core secrets of our company and a strong guarantee for our company to maintain sustainable development and strong market competitiveness. The technical documents of our company belong to our company.
2. In order to standardize the management of the company's technical documents, ensure the correctness and completeness of document preparation, clarify the preparation, signing, modification and preservation of technical documents, ensure the correctness of technical documents and implement effective management, this system is specially formulated.
3. Scope of application: applicable to the management of technical documents in our factory.
Second, the preparation of technical documents
1. Technical documents include: Technical documents refer to the company's product design drawings, technical standards, technical documents and technical data.
Specifically including:
1) development planning stage: scheme design, quality assurance outline, design and development plan and inspection requirements.
2) Development and design stage: schematic diagram, printed layout, product programming manual, mechanical structure diagram, programming device aging file, programmable device source code, hardware programming manual, software installation package, driver and design review record form.
3) Product debugging stage: product debugging manual, product welding schedule, product debugging record and product verification record.
4) Product maintenance stage: design and development summary, software manual and product manual.
2. The technical requirements and data of technical documents must meet the requirements of relevant national standards and regulations.
3. The technical documents are compiled by the Technical Development Department and other relevant departments, and each department is responsible for the accuracy and rationality of the technical documents.
Three. Submit technical documents
1. During the whole product development cycle, designers must carefully prepare various documents according to the technical document specifications to ensure the integrity of technical documents.
2. At all stages of product development, designers must submit design documents on time and save them on the company's server. Whenever there is a major change in the design file, the designer must resubmit the file in order to update the file in the server and ensure the reliability of the development work.
3. The submission of design documents shall be subject to starteam, and the designer shall submit them to the corresponding directory of starteam according to the categories of submitted documents.
4. For the submitted documents, no one may intentionally delete them on the server.
Four. Filing of technical documents
1, the relevant responsible person is responsible for the review and approval of technical documents; The preparation of technical documents must strictly implement the three-level check system of preparation, proofreading and audit; Clarify the responsibilities, rights and interests of all levels.
2, technical documents should ensure that the title bar number, name, date, design, proofreading, review, approval and other columns are complete, technical documents with incomplete signatures shall not be used for archiving.
3. Document signatures include paper document signatures, electronic document signatures and CD-ROM signatures. Among them, the signature of paper documents must be handwritten on paper documents, the signature of electronic documents should be signed in the form of notes on starteam, and the signature of CD should be signed on the label of CD cover as a whole.
4. All kinds of filing documents are confirmed and signed before filing. The filing documents shall be in duplicate: one copy shall be kept on the company server for future reference; One set is burned into a CD and sealed.
5. A label shall be attached to the CD or its packaging box used to store the archived documents, and the label shall indicate the general information of the CD, such as name, number and signature information.
6. When filing a document, it must be filled in. The filing document must undergo a true, effective and complete normative inspection, and it can only be filed after passing the inspection.
Verb (abbreviation of verb) borrowing technical documents
1. Any employee shall not circulate technical documents without permission, and shall not illegally save documents without permission.
2. If it is necessary to borrow technical documents due to work needs, it shall be reported to the relevant leaders for approval and filling in, and then the corresponding documents shall be downloaded from the company server for review through the authorization obtained.
3. Without permission, the borrowed documents shall not be printed and circulated, and the secrets of the borrowed documents shall not be revealed.
4, if there are special circumstances need to transfer documents to others or lend, must be approved by the relevant leaders.
5. After reading the borrowed documents, all the borrowed documents should be deleted and supplemented under the supervision of relevant personnel. .
Sixth, the accountability system.