First, the connotation of personnel file management in colleges and universities under the personnel agency system
Personnel agency system and personnel files in colleges and universities: In the process of adapting to social development, the personnel and file relationship of newly hired staff is managed by talent exchange service agencies, and the employment relationship between colleges and individuals is established, which has a flexible employment mechanism. During the employment period, colleges and universities shall manage the personnel who are engaged in personnel agency in accordance with the relevant provisions of the employment contract, and those who are dismissed or no longer employed shall be transferred back to the talent service institutions and divorced from the relationship with the school. Its greatest feature lies in the separation of personnel relationship management and personnel use. Colleges and universities enjoy the right to use talents under the agreement of employment contracts, undertake corresponding obligations such as paying according to work, assessment, rewards and punishments, etc., gradually separate the right to use talents from ownership, and separate the social responsibilities originally undertaken by the unit from their own units and move towards socialized management. The implementation of personnel file management under the personnel agency system in colleges and universities aims to reduce the burden of routine work related to personnel in colleges and universities, eliminate the dependence of new recruits on the unit, and realize the autonomy of employing people in colleges and universities, especially to help solve the problems encountered in talent introduction, graduate acceptance, professional title evaluation, personnel file management, staffing and household registration. It is a personnel agency system for deepening the reform of personnel system and enhancing the vitality and vigor of colleges and universities, and it is also an important content of the reform of college system.
Connotation of personnel files in colleges and universities under escrow: A perfect escrow file mainly includes ten categories, such as cadre resumes and autobiographies, appraisal and assessment, academic qualifications and evaluation positions, political review, leading party groups, rewards and punishments, salaries, appointment and removal, etc., which are classified according to their purposes: for example, democratic politics: joining the League to join the army, organizing appraisal, examination and assessment, appointment and removal of positions, rewards and punishment, moral style, professional ability, work performance, etc. Academic degree category: resume, autobiography, education, degree, student status, overseas visit, further training, etc. Professional and technical categories: professional title evaluation, thesis award, achievement patent, scientific research achievement, etc. Social security: such as salary promotion, welfare treatment, election evaluation, house purchase and housing accumulation fund, contracts and agreements, etc. Education and health: such as school degree, resume, autobiography, family planning, health care, etc.; Living and working in peace and contentment: such as housing ownership, marriage and household registration, family members, social relations, abandonment of files and going abroad to protect rights and interests; Democratic parties: all kinds of appointments, overseas visits, representative registration, etc.; They are closely related to the interests of the trustee, and they are new resources generated in their continuous growth.
the performance of personnel files in colleges and universities: Is the personnel file in colleges and universities? Observing people's feelings, solving people's worries and safeguarding people's rights? Is an important resource with strong search, seriousness and authority, which she can use? Credentials? Help you trace the source, use? Numbers? Solve problems for you and get rid of the false and keep the true; In personal? Growth and development, birth and death, food, clothing, housing and transportation? Almost all of them can't do without it, for example, the salary file can verify the length of service, the student status and real estate file can handle employment procedures and determine the property rights of the house, and the marriage file can handle the procedures of buying a house loan and inheriting the inheritance; Another example is promotion, further training, medical insurance, notarization of property rights, finding alumni, seeking evidence, etc., which can all show its advantages? Power? Especially in today's era when the role of vouchers and legal effects are increasingly prominent, it is an immeasurable information resource, cultural resource, characteristic resource and benefit resource.
second, the current situation of personnel archives management in colleges and universities under the personnel agency system
In recent years, with the integration of various archives resources in colleges and universities, archives have become the main body of personnel archives management. After the implementation of the personnel agency system in colleges and universities, the main body of personnel file management is actually divided into two parts. First, the school archives manage the staff files under the traditional system; The other part of the rented staff files are managed by the local talent exchange service center. When a large number of renters are formally employed for a long time, their files can only be transferred to the school archives, and some of them need a long time to be formally employed. The files that have been entrusted for a long time are managed by personnel agencies, but there are many problems in the management of personnel files.
1. The management responsibilities of the agency and the university are unclear
The imperfect system and irregular management make the responsibilities of both parties unclear and easy to make mistakes in operation; For example, the agency pays attention to the general management of receiving, custody and storage, pays more attention to receiving, and ignores management. When receiving materials, it basically does not examine or read them, does not classify them according to the chapter, and does not bind them in time, not to mention the management of sorting and loading files, and the entry of directory information. Most of the personnel files that appear in escrow exist in the original structure, and the papers are scattered and the management is serious, even if they are lost, there is no basis; At the same time, when the agency files are not officially introduced into colleges and universities, it is impossible for the archives department of colleges and universities to inquire and supervise, as well as to check for missing parts and fill gaps, let alone to standardize and modernize management in time, and the transferred materials have no electronic catalogue information, etc., and the most basic management level has not been reached, which has affected the quality of the escrow files.
2. The contents of the personnel files in escrow are incomplete
The contents of personnel files are constantly increasing with personal growth and are in a dynamic state, which needs to be continuously supplemented and updated to truly reflect its reality. However, the contents of some agent files are slowly supplemented and collected. For example, the materials such as performance appraisal, professional title evaluation, continuing education and promotion are very rich, and the slow collection affects the access and utilization of files; Another example is that the formation materials are incomplete. For example, although some people used to recruit or change jobs, enter a higher school or be promoted, there is no record in the file, and some materials have no approval opinions and personal signatures. Some files are missing due to repeated transfer or re-filing, which weakens the function of vouchers and basis; Some organizations have incomplete assessment and evaluation materials, which affect their comprehensive understanding of themselves to some extent.
3. Discontinuity of personnel files under escrow
Even if the personnel accepted or planned to be introduced by colleges and universities are leased, the minimum requirements for academic qualifications must be above master's degree. Therefore, academic materials are the focus of collection, such as the original materials from senior high school to doctoral degree, which should have application forms, enrollment forms, graduate registration forms or appraisal forms, and approval forms for awarding degrees. However, during the escrow period, the collection of materials is not timely, resulting in insufficient continuity of many materials, such as Some postgraduate materials are not systematic, and there is a lack of undergraduate materials in master's files and master's materials in doctoral files. Some of them are unclear about whether they have obtained a degree or advanced studies during their study abroad, and even these materials are not filed, which can not accurately reflect this course, and the continuity of archival materials is not strong.
4. It's inconvenient to consult the escrow personnel files
When organizations and personnel departments in colleges and universities need to consult the escrow files, or when party branches handle matters such as joining the Party or preparing for party member to become a regular employee, and conduct routine personnel investigations, they need to borrow them from the agency through the personnel department of colleges and universities or issue certificates to consult them themselves; Or escrow individuals need to apply for master's degree, doctor's degree, professional title evaluation, registered permanent residence and other documents to prove, etc., all of which need to go through multiple processes repeatedly, which is extremely inconvenient to use. At the same time, the personnel department of colleges and universities collects and arranges the files of the custodian first, and then transfers them to the agency in a centralized way on a regular basis, which may easily lead to the damage or loss of the file entity during the transfer, and affect the management and access quality of the escrow files.
III. Countermeasures for personnel file management in colleges and universities under the personnel agency system
File management is a policy and professional work. The management institutions of both sides should not only standardize management, but also strengthen management awareness, be familiar with and master personnel file management skills, constantly expand and extend service functions, build a communication platform, create a harmonious working environment, and provide high-quality, convenient, fast and efficient services for both sides.
1. Optimize the service environment of personnel files
In order to promote the management and service efficiency of personnel files in colleges and universities under the personnel agency system, it is necessary to improve more scientific and reasonable personnel file management responsibilities in time and improve the political and professional level of file managers on both sides, requiring them not only to have? Multi-functional? I love my job and am proficient in business. I am proficient in all aspects of the collection, research, identification, classification, arrangement, filing and protection of personnel files. I also need to master the knowledge and skills of automation, informationization and networking, improve the technical level of file management, and optimize the service environment of agent personnel file management.
2. Standardize the management procedures of agency personnel files
Universities and agencies should strengthen communication and coordination, and work out practical and operational specific procedures and measures. At the same time, universities should actively cooperate with agencies to collect archival materials, and agencies should not only keep archives, but both sides should do a good job of coordination. Efforts should be made to solve problems such as unclear responsibilities, unclear scope, unsatisfactory relationship, irregular procedures, unsmooth operation mechanism, and untimely information feedback, formulate strict contracts, clarify their respective responsibilities, operational measures, specific work procedures, and operational mechanisms among various work links, and establish and improve regulations including material collection, personnel file custody and protection, identification, inspection (borrowing) reading, and transmission. Agencies should do a good job of collecting, sorting, keeping and using the escrow files according to procedures, and colleges and universities should also actively sort out the custodian's academic qualifications, positions, professional titles, salary adjustment, annual assessment and other materials, and hand them over to personnel agencies in a timely and complete manner, so as to gradually realize standardized management of the escrow personnel files.
3. Do a good job in collecting and sorting out agent personnel files
Collecting materials in a comprehensive and timely manner is the top priority of archival work. Collect and sort out the newly formed materials every year, such as promotion, promotion, assessment, appointment and dismissal, various rewards and punishments, overseas visits, outgoing audits and other materials, enhance the awareness of tracking throughout the process, carefully process and identify the choices, strive to be true and complete, complete the procedures, and strictly control them. Agencies and employers should pay attention to communication information. Agents should grasp the law of material formation, the sources and links of materials in time, understand the problems that often appear in materials, take the initiative to get in touch with units or individuals, and colleges and universities should strive to give guidance and supervision before materials are generated. Establish and improve the information exchange and contact system of personnel files in time, and establish a collection network of personnel files. The agency sends the contents and scope of the materials to be archived to the employer in written form, and contacts them regularly. The employer collects, authenticates and registers the personnel materials in time, and files are handed over to the agency at the end of the year to ensure the authenticity, authority, integrity and long-term readability of the personnel files.
4. Expand the management function of the archives department of colleges and universities
The archives department of colleges and universities should not only undertake the traditional responsibilities of personnel file management, but also become the hub or transit station for the management and utilization of personnel files under the personnel agency system; Therefore, the personnel department of colleges and universities needs to transfer the updated list to the archives department in time after the new personnel are recruited every year; After the personnel files are produced, the archives shall timely classify and sort out the personnel files handed over by the personnel office, and timely submit the personnel files under the personnel agency system to? Center? Make a handover. At the same time, strengthen communication in business and keep abreast of the personnel files of the agents in the universities; After the personnel file materials are produced, the archives department timely sorts out and puts in the personnel files handed over by the agent, centralizes and manages them, and provides systematic and complete file services.
5. Establish an information management system for personnel files under custody
Agencies should establish information management of personnel files under custody in time, establish systematic information connection with universities, and realize information sharing. Employers can quickly and conveniently access the electronic files of personnel agents under their own units with the help of network platforms, and selectively input and collect the natural conditions and basic information of the trustees. Such as promotion, inspection and assessment, training and education, academic degree, professional title and position, work resume, family members, social relations, etc., are classified, processed and sorted in an orderly manner, making them a complete module of personnel file information system, but the information collection work must be established in the organization and personnel department for review and confirmation? Three years old and one calendar? On the basis of, ensure the accuracy and uniqueness of information; Strengthen the efficiency of daily management and establish a modern management system of inquiry, borrowing, statistics and analysis, so as to meet the needs of colleges and universities for information about personnel files to the greatest extent.