Chapter I General Principles
1. In order to standardize the company's data management, strengthen data collection and management, effectively protect and utilize data, serve the company's work, and enhance the practicality and effectiveness of the company's data, these Measures are formulated in combination with the company's actual situation.
Second, the scope of information
The filing scope of the company is determined as follows:
Documents and materials for application, approval and registration of company establishment and change; Documents and materials formed by the shareholders' meeting, the board of directors and the board of supervisors; Documents and materials on finance, accounting and management; Documents and materials on the management of labor wages, personnel and legal affairs; Management documents and materials; Production technology management documents and materials; Documents and materials on product production, energy consumption and safe production; Documentation of instruments and equipment; Documents and materials on capital construction, engineering design, construction, completion and maintenance; Materials for scientific research, technology introduction and transfer; Documents and materials on education and training; Information and intelligence documents and materials; Other documents and materials with utilization and preservation value. The above documents collected from wmxz.net include normative documents such as resolutions, decisions, regulations, rules and regulations, all kinds of meeting documents, important records, work plans, work plans, work summaries, labor wages, business conditions, personnel documents, decisions, power of attorney, agreements, contracts, project plans, notices, technical drawings, plans, manufacturer information and other documents with reference value, as well as the main functions and activities of Bailey Group.
Company information also includes audio-visual materials: photo documents (including news, technology and art photos, which are composed of original and pirated negatives, photos and text descriptions); Film documents (including the original film, copy and text description); Record files (including records and tapes); Video files (including politics, economy, science and technology, entertainment and advertising activities).
III. All centers/departments and individuals within the company shall abide by these Measures and undertake the obligation of collecting, sorting, archiving, archiving and protecting documents and materials.
Chapter II Management System and Its Institutional Responsibilities
Four, the implementation of centralized and decentralized management system. The general manager's office is responsible for the management of major documents and materials, and supervises and guides the management of documents and materials of other departments. A document control center is set up in the general manager's office, and the administrator of the document control center is responsible for the company's main documents and materials, and is directly led by the system management department. The responsibility of the administrator of the document control center is to ensure the integrity, security and confidentiality of the original data and documents of the company and various departments, and to facilitate their use.
5. The document control center is not only the administrative function management department of the company's documents and materials, but also the institution for permanently preserving and protecting documents and materials, and the information exchange center for developing and utilizing documents and materials.
The main responsibilities of the document control center are:
Be responsible for planning and coordinating the document work of the whole company, and supervise, guide and inspect the document work of each center/department.
Formulate and organize the implementation of the company's rules and regulations on documentation.
Responsible for the collection, summary, sorting, classification, identification, storage, protection and statistics of company documents and related materials.
Strictly implement the confidentiality system and do a good job in the classification control, confidentiality and decryption of documents and materials.
Carry out literature publicity and consultation activities, do a good job in the opening and utilization of literature, and actively serve the company's work and employees.
Give full play to the educational function of documents and materials, and make the document control center one of the training and education bases of the company.
Carry out the compilation research on the development and exchange of literature information, and play the role of information source of literature information.
Organize the business study and training of document administrators in all departments of the company, and be responsible for guiding their work.
Do a good job in fire prevention, theft prevention and insect prevention to ensure the safety of documents and materials.
Chapter III Document Management
Collection of intransitive verb documents and materials;
Establish and improve the filing system, and define the filing scope, filing time and storage period (storage period is divided into permanent preservation and preservation, etc.). ); Indicates the version number of the document.
Take different measures to collect incomplete documents and information;
Timely supervise and urge the completed documents to be handed in for recycling, and arrange and file them after inspection.
Seven, filing, filing and management of documents:
Distinguish the whole clan and determine the filing unit.
Classification: according to the source, time, theme, content and alphabetical order of documents, it is divided into several levels and categories. Classification is divided into categories, departments, classification and degree of confidentiality.
The main categories are: system/regulation: S; File: f; Information: d; Document: a; Contract: B.
Department pinyin abbreviation: material control: wk; Health management: SG; Storage: cc; Quality control: PG; R&D:YF； Technology: js; Customer service: KF; Procurement: CG; Production: sh; Market: SC; Sales: xs; Equipment: sb; Finance: CW; OEM:WB； General post: Hz; General manager's office: ZJ; Human resources: rl; Manufacturing center: ZZ; Marketing center: YX; R&D Technology Center: YJ; Financial center: CW; Guangzhou branch: gz; Shanghai Branch: SH; Beijing branch: bj; Hong Kong Branch: XG; Faith company: XN.
Secret is represented by y, and non-secret is represented by n.
. Classification: top secret: as; Confidential: cs; Secret: PS; None: OP
Coding principle: the coding is twelve digits, □ (document category) □ (initials of the first two digits of the department) □ (classification) □ □ (number of copies) □□□□ (serial number). For example, the code of a system in the general manager's office is SZJNOP.
Before filing, classify and group the data into to-do files.
Arrangement of files: the files are divided into three categories: permanent, long-term and short-term, and the files in the files are put together with the text, manuscripts, attachment requests, replies, etc., and the file directory and file directory are compiled.
. Arrange the documents, the thickness should be appropriate, and the thickness should be controlled between cm and cm. If the material is too narrow, it should be padded; If the material is too wide, fold it neatly; If the handwriting is illegible, a copy shall be attached; Write the title correctly in each file.
Organize all the documents and materials system of the company, determine the storage period, compile the documents and materials catalogue (cards), and arrange and store them in a certain order.
Clean up the documents and materials once at a time to get rid of unnecessary materials; Repair and copy damaged and faded materials.
Make statistics on the sending and receiving of documents, the number of files and the utilization. , and regularly report to the competent department. Part-time or full-time document controllers of various departments and subordinate companies of the Group shall submit relevant materials to the document controllers regularly (twice a month, at the beginning of the month and in the middle of the month respectively).
The storage period of company documents can be divided into permanent, long-term and short-term. If it is between two storage periods, the storage period should be longer. According to the relevant regulations, the documents and materials that have exceeded the preservation period shall be marked and destroyed.
The company should take strict management measures to prevent documents from leaking.
VIII. Custody of documents:
Prevent the damage of documents and materials, prolong the service life of materials and maintain the safety of materials;
. The company shall set up a special place or a special document library to store documents and materials;
Do a good job of anti-theft, waterproof, moisture-proof, moth-proof, dust-proof, rat-proof, high temperature-proof, glare-proof, etc. In the document control center room, doors and windows should be solid.
Nine, literature borrowing and utilization:
Personnel above the director level can borrow non-confidential documents directly through the administrator of the document control center. When other employees of the company need to borrow non-confidential documents due to their work needs, they must fill in the Application Form for Borrowing Documents (attachment), which can only be read after being signed by the department manager and reviewed by the manager of the system management department in the general manager's office.
The company's documents are divided into three levels: top secret, confidential and secret. Top secret documents are forbidden to read. Top secret documents can only be read in the document control center and are not allowed to be borrowed. Confidential documents can be borrowed after approval, but the borrowing time shall not exceed hours. The borrowing of confidential documents and materials in this department shall be approved by the department head, and the cross-department shall be approved by the system head; Cross-system must be approved by the general manager. When the general manager is out on business, he can entrust the deputy general manager or the director of the general manager's office for approval according to the contents of the power of attorney.
General files are only for reading in the document control center, and archived documents can be borrowed. Lenders must go through the registration procedures.
The loan period does not exceed one week, and it will be returned at maturity; If you need to borrow it again, you should renew it
Borrowers of documents and materials shall properly keep the materials to ensure their integrity, and shall not alter, sketch, cut, extract, disassemble or destroy them without authorization; Pay attention to safety and confidentiality, and it is strictly forbidden to reprint, copy, lend or lose it without authorization. When the borrowed documents and materials are returned, they must be counted clearly in person. If they are found to be lost or damaged, they should be reported to the competent leader in time.
When borrowing documents and materials from other units, you should hold a letter of introduction from your own unit, which can only be borrowed after the approval of the general manager, and you should not take it away from the document control center. The copied contents must also be approved by the general manager and reviewed before they can be taken out.
The ways to use documents and materials in the company are:) providing original documents and materials; ) provide copies of documents and materials; ) provide information of literature index.
At the request or consent of the person in charge of the publishing department, the document control center should actively provide information services for all departments and employees in the preparation and research of company documents, mainly including business strategy information, management information, product information and special technical information.
Chapter IV Identification and Destruction of Documents and Materials
Without permission, no individual or department of the company may destroy the company documents. When some documents and materials reach the destruction deadline, the document administrator shall fill in the Approval Form for the Destruction of Company Documents and Materials (attachment), submit it to the department head and the manager of the system management department for review, and implement it after being approved by the group general manager. All confidential documents and materials must be approved by the general manager before they can be destroyed; General documents can only be destroyed after being approved by the manager of the system management department.
When destroying, the general manager or deputy general manager in charge must designate a special person to supervise the destruction and sign the destruction list.
The administrator of the document control center shall carefully check the invalid company documents and materials approved for destruction, prepare a destruction list (attachment), and file the approved Approval Form for Destruction of Company Documents and Materials together with the Destruction List and keep it permanently.
Chapter V Supplementary Provisions
The document control center actively adopts computer information system to manage documents and materials to improve management efficiency.
The General Manager's Office shall be responsible for the interpretation and supplement of these Measures. It shall come into force as of the date of promulgation.
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