First, the general rules?
1. This system is formulated to strengthen the company's archives work, give full play to the role of archives, comprehensively improve the level of archives management, effectively protect and utilize archives, and serve the company's development.
2. Company archives refer to various forms of historical records, such as words, charts, audio and video, which are directly formed by the company's operation and management activities and have preservation value for the company. Company documents are divided into controlled documents and uncontrolled documents.
3. The official document undertaking department or undertaking unit shall ensure the system integrity of handling official documents (all attachments on official documents are not allowed to be stored). File it in time after closing the case. When the job changes or leaves for some reason, the documents and materials handled by the organ shall be handed over to the receiver clearly, and shall not be taken away or destroyed without authorization. ?
Second, the collection and management of documents?
1. The company appoints a special person to be responsible for the management of documents and materials.
2. The collection of documents and materials shall be organized by each department or manager, and filed after being audited by the general manager.
3, a job is handled by several departments, documents and materials formed in the work, collected by the host department or personnel, to the administrative department for the record. Meeting documents are collected by the administration department.
Third, the scope of filing?
1, important meeting materials, including meeting notices, reports, resolutions, summaries, typical speeches, meeting minutes, etc.
2. Official documents of the company's external and relevant units.
3. The company's various work plans, summaries, reports, requests for instructions, replies, meeting minutes, statistical statements and briefings. ?
4. Contracts, agreements and other documents signed by the company and relevant units.
5. Documents and materials on the labor, wages and welfare of employees of the company. ?
6. Company memorabilia and newspaper clippings, photos, audio and video recordings reflecting important activities of the company. ?
Fourth, the filing requirements
1. The overall requirements for the quality of archives are: to follow the formation rules and characteristics of documents, to keep the organic connection between documents, to distinguish different values, and to facilitate storage and utilization. ?
2, the number of documents and materials, copies and the number of pages of each document should be complete.
3. In the filed documents, the original and attachments, printed and finalized documents, requests and replies, and forwarded documents and originals of each document shall stand together separately and shall not be separated. Telegrams and telegrams should be filed at one time.
4. Documents of different years are generally not allowed to be filed together; The cross-year summary is filed in the last year; The documents of the inter-annual meeting are placed in the opening year of the meeting. ?
5. Archived documents and materials should be arranged according to different situations, and inseparable documents and materials should be arranged together in order, that is, the reply is in front and the instructions are behind; 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. ?
6. The cover of the case file should be written item by item with a pen according to regulations, and the handwriting should be neat and clear.
Verb (abbreviation for verb) The responsibility of archivists.
1, do a good job of collecting, sorting, classifying and archiving documents and materials in accordance with relevant regulations.
2, according to the scope and requirements of filing, filing documents and materials on time.
3. Employees should be law-abiding, loyal to their duties, and strive to maintain the integrity and safety of company files.
Archives utilization of intransitive verbs
1, company files can only be borrowed by internal staff. The borrower shall fill in the loan slip and report it to the competent person for approval before borrowing. The borrowing of uncontrolled documents shall be signed and approved by the department manager and the borrowing of controlled documents shall be signed and approved by the general manager.
2. The longest period of document borrowing is two weeks; Archivists should regularly urge the return of the lent files. If damage, loss or expiration is found, a written report shall be written and submitted to the general manager for handling.
3, must be strictly confidential, are not allowed to disclose the contents of the archives, such as found lost must report in time, shall be investigated for responsibility.
4, are not allowed to open the volume file and arbitrary extraction, change the volume file or cut and paste alter its text, etc. ; Do not arbitrarily extract or copy the contents of the case file. If necessary, it must be approved by the leadership before it can be extracted or copied.
5, must take good care of files, keep clean and tidy, are not allowed to write on the file, crossed or marked.
6, are not allowed to lend, must be dedicated.
7. Return it on time after use. If you need to extend the borrowing time, you must inform the file manager to renew it separately.
Seven, this system is implemented from now on.
The above is a model, you can adjust it according to the specific situation, I hope it will help you!