Archives management is an indispensable part to effectively improve the quality and efficiency of work in colleges and universities. It occupies an important position in the management of the whole colleges and universities, fully records the development history of colleges and universities, provides necessary data basis for future research on the occurrence of colleges and universities, and can also be used as a good teaching material for scientific analysis and formulation of the future development of colleges and universities. How to do a good job in archives management 1
1. Understand the situation clearly and unify our thinking
1.1. Doing a good job in archives is the need of serving the overall situation.
in recent years, the government has taken "promoting urbanization, accelerating industrialization and developing all undertakings in an all-round way" as its work focus. Archives work is to obey and serve the whole, and to develop faster and better while serving. In view of this, archivists must give full play to their own advantages, develop and make good use of archival information resources, so as to make better decisions for leaders, do a good job in auxiliary work, and serve better economic development and modernization. The role of managing affairs by history and serving the overall situation can be effectively brought into play. In order to better develop archival work, we should make a difference, keep pace with the times and constantly improve our achievements.
1.2 accurately analyze and grasp the ideological situation, and do a good job in archival work.
The modernization of the management of documents and archives has attracted great attention from the archival circles and achieved initial results in practice. Theoretically speaking, there was a heated discussion and discussion. However, in many articles, there are still a few tendencies to be divorced from reality. For example, there is a modern theory in it, which lacks the real characteristics of the archives industry. There are two scientific and concrete conclusions about the ideological situation. On the one hand, it is a meticulous and thoughtful research and investigation, on the other hand, it is Deng Xiaoping's exposition on the primary stage. Archives management is a relatively cold major, which is far from the forefront of production and economy. It is not directly related to scientific research and development and hot news.
Archives work is to collect, sort out, identify, keep, retrieve, compile, research, use and count the working procedures, and it is the requirement of professional ethics and career development to be truly competent in working methods and skills, and it is also the guarantee for the future achievements of archives cause. This kind of work style and professionalism should be persisted and carried forward, and it should be recognized that handwritten files are the main repository of comprehensive files at all levels within a historical period.
2. Constantly improve the quality of archival cadres
Archival work is in the form of providing archives to serve various undertakings. The requirements of this job are very professional and technical. Personnel engaged in this work should not only be willing to be unsung heroes, but also have relatively high political, ideological and professional qualities.
3. At this stage, if you want to do a good job in file management services, you should do the following:
3.1 You should be proficient in file specialty, master foreign language knowledge, have strong political theory, policy level and high cultural quality, as well as modern economy, science and technology, law, management and computer knowledge. Leaders should pay attention to and support file work and promote development in advance.
3.2 It is necessary for archival work to compete for posts, openly select archival cadres, and select high-quality archival cadres. More importantly, only in this way can a healthy and upward orientation be formed and outstanding people emerge. The development of archival undertaking also lies in professional skills education. The available education methods are comprehensive on-the-job training for archivists, and at the same time, distance education such as radio, television, correspondence and self-study exams can be carried out to comprehensively train employees. Only in this way can we become a professional archivist, and besides the training of archival professional knowledge, we should also combine theoretical knowledge with practice to realize the purpose of applying what we have learned.
4. Strengthen the ability to use new technology
With the rapid development of science and technology, computers and networks have become indispensable in archival work, which requires archivists to learn this skill well. Such as computers, scanners, wireless Internet access and other new technologies, we must ensure that information and data cannot be lost and secrets cannot be leaked. Archivists will use the computer at the same time, and there will be problems in the process of using the computer. We should know what the reasons are, so as to ensure that the data is not lost.
Archivists should learn how to protect electronic data in the use of computer file management system. Only in this way can we ensure that data will not be lost. When the computer is used to catalogue, record, retrieve and count files, passwords are set by software, and the access rights of different operators to different contents are set. Different protection measures should be set for files with different security levels, or data encryption should be carried out for files with high density levels in addition to multi-level password protection.
.5 Establish and improve the file management system
At present, to do a good job in file management in the new era, it is the key to establish and improve various rules and regulations. Only when the rules and regulations are sound, it is just around the corner to realize modern, standardized and standardized file management. Archivists should also clarify the scope, principles and methods of archives management, so that the archives management at the grass-roots level can be rule-based.
the first is to formulate the filing system.
the filing system should be clear, and the filing principles, scope and documents of all kinds of documents and materials should be filed in time, so that they can fully reflect the file management and provide them for use.
the second is the safe custody system.
keeping files well is the main way to maintain the integrity and safety of files. The safe custody system must consider the existing objective conditions and the corresponding safe custody measures.
The third is to establish the archives secrecy system
The secrecy measures for archives and the secrecy requirements for archivists.
the fourth is to establish a file lending system.
the borrowing system should clearly specify the various procedures that should be met when borrowing files, the requirements for file protection when borrowing files, and the systems of copying, transcribing and feedback registration.
6. To realize the legalization of archives modernization management
Archives modernization construction must implement the Archives Law. To realize the legalization of archives management, firstly, we should change our concepts, raise our awareness, be proactive and meet challenges. The second is to see clearly the forms of social development, straighten out their own position concepts, and firmly establish a sense of service. Third, we should take the initiative to give full play to our potential and accelerate the improvement of service quality and work efficiency; The fourth is to fully provide modern equipment.
With the rapid increase in the number of files, the types of files become diversified, and the traditional working methods can't meet people's requirements for files. Therefore, it is necessary to introduce advanced technology and use modern working equipment. These material conditions have been realized, and the archives work has achieved a modern management mode. It will further broaden the service field of archival work, and it will better solve the problem that archival work changes from passive service to active service. How to do a good job in archives management 2
1. Guiding ideology
Archives management is the prerequisite for the provision and utilization of archives. After the archives are sorted out, the quality of collection can be tested, which is convenient for the identification, storage, statistics and retrieval of archives and promotes the benign movement of all aspects of archives work. In order to facilitate the unified, centralized and orderly preservation of the company's archival materials, strengthen the company's archival management, effectively protect, effectively protect and utilize archives, safeguard the company's legitimate rights and interests, and at the same time promote the coordination of various departments and the smooth development of all work, in order to strengthen the standardized management of archives, more effectively accumulate, protect and utilize our company's archival resources, and better serve the company's development such as production and sales, according to the requirements of Anhui Province's archival management standards, Combined with the actual work of our company, the implementation plan is formulated as follows:
1. Set up a leading group for file arrangement, formulate a classification plan for files, a storage schedule and a filing scope.
2. Carefully collect, classify, schedule and file the documents and materials of the unit.
3. Arrange and classify according to different categories and their relationships.
4. Compile retrieval tools and research work, such as the catalogue of archives, so as to serve the provision and utilization of archives in an orderly manner.
2. Preservation of archives
1. Location of preservation: office filing cabinet
2. Preservation contents: including all kinds of documents, account books, vouchers, statements, technical materials, agreements and contracts, computer discs, audio-visual products, and contracts that are directly formed in the business, management, public relations and publicity activities of various departments and employees of the company in the past and present.
3. For specific methods of preservation, please refer to the provisions of the file management system of XX Co., Ltd..
third, the implementation steps
(a) the preparation stage (November 2XX-December 2xx)
1, study and learn from experience. Under the guidance of the company's leaders in charge of archives work, the relevant office personnel will participate, and the archive room will be established in cooperation with the file manager. At the same time, the archivists themselves strengthen the study of archives management and gradually implement the specific plan and implementation plan.
2. strictly implement and improve the system of Anhui xxxx technology co., ltd. According to the National Archives Bureau, combined with the actual situation of our bureau, on the basis of in-depth investigation and the relevant provisions of the Archives Law of the People's Republic of China and the Archives Management Regulations of Anhui Province, we will improve the classification scheme, filing scope and storage period table of the company's documents and materials, and provide a reference for the collection and collation of archived documents and materials and a standard file management implementation plan.
3. Establish a leading group for archives management. In order to ensure the standardization and standardization of the company's archives management by objectives, a leading group for archives management compliance of the group leader of the archives department, relevant members of the company, principals of various departments (units) of the company and relevant responsible members was established to organize the implementation of our company's archives management. The leading group is mainly responsible for the unified coordination of the company's personnel, project demonstration, task arrangement, fund use supervision and consultation and other file management work.
4. hold the inaugural meeting of the archives group. Hold a mobilization meeting for archives work attended by relevant responsible leaders, middle-level and above cadres and responsible persons, and arrange to introduce the regulations and implementation plans of the company's archives management work. At the same time, organize relevant personnel to learn the Archives Law and related archives business knowledge.
(II) Implementation Plan (January 2XX-February 2xx)
1. Collect and sort out all kinds of archives.
(1) Collection and arrangement of documents and materials
Collect and arrange documents and materials from 2XX to 2XX according to the filing scope, and conduct comprehensive and systematic inspection and rectification of the documents and files that have been filed according to the standards to further standardize them.
(2) Production archives
Documents, materials and drawings, and other related drawings have been repackaged and numbered since production and commissioning.
(3) The accounting files are fully collected and further standardized.
(4) Collection and arrangement of audio-visual and photo files
Collect and standardize the audio-visual and photo materials of important meetings, major activities and work achievements that reflect the historical features and work functions of our company, including production achievements, patent applications, project management, scientific research and training, and visits by experts (government officials).
(5) Collection of electronic documents and materials
Collect, protect and standardize some electronic documents that are not standardized and scattered in the hands of departments, units and individuals.
(6) Arrangement of physical materials
Collect the physical objects with preservation value such as certificates, medals, trophies and prizes obtained by our company and store them in the archives by classification.
2. Formulate and improve the file management system. According to the Archives Law of the People's Republic of China, Rules for Filing Files and other relevant documents, establish and improve the rules and regulations on archiving, storage, confidentiality, identification and destruction, statistics and utilization. At the same time, combined with the actual work of our company, we will formulate management measures for related categories of materials, such as accounting files, electronic texts and pictures, and further standardize the arrangement of various categories of files. Improve the post responsibility system for archivists, the filing system, the file keeping system, the file utilization system, and the file access notice.
3. Do a good job in compiling and researching archives information. Encyclopedia of archives management implementation plan
Write the introduction, filing, explanation, organizational evolution, memorabilia, compilation of basic figures of major business work, sort out reference materials such as thematic collection and publication collection, collect the basic situation of statistical archives work, and compile inspection tools such as case file directory and case file directory.
4. Improve the infrastructure and improve the conditions for keeping files. First, the location and protective structure of the archives require inspection and maintenance. Second, purchase, install, and place standard file shelves, and reasonably arrange the file warehouse, file reading room (honor room) and archivist office to achieve "three separation"; Complete filing cabinets, antimagnetic cabinet, air conditioners, dehumidifiers, binding machines, recorders, computers, vacuum cleaners, temperature and humidity meters, light-proof curtains and other equipment and facilities to meet the requirements of dust-proof, light-proof, rat-proof and insect-proof. The third is to put the relevant system of file management on the wall, and put all kinds of files in storage. How to do a good job in file management 3
I. Current situation
At present, 2×× year files have been collected completely, and 2××× year office documents have also been collected completely.
II. Personnel arrangement
Yang Wenting and Wang Jihong are responsible for the arrangement of document files
Xu Yan is responsible for the arrangement of accounting files
Gong Xiaoqin is responsible for the arrangement of scientific and technological files
Yang Wenting is responsible for the arrangement of professional files
Liu Qiong is responsible for the arrangement of audio-visual archives
Yao Qin is responsible for the arrangement of physical files
Jiang Min and Gong Xiaoqin are responsible for the arrangement of electronic files
III. The next work plan
(1) Visit and study the classic archives
From June 16th to 17th, organize special class staff to visit and study the classic archives together, check the sorted archives on the spot, and learn the sorting and classification methods of each kind of archives.
at the same time, please consult professionals about the number and specifications of engraved files, and the standards for setting holes and threading documents.
(II) File arrangement plan
From June 18th to July 18th, all files in 214 will be arranged. From July 19th to August 19th, the archives of 213 and 212 were all sorted out.
from August 2th to September 2th, all the files of 211 and 21 were sorted out.
from September 21st to October 1th, all the files of 2×× years will be sorted out. From October 11th to October 3th, the files before 29 will be repackaged according to the new standards. At the same time, according to the standard, the guide to the whole clan, the evolution of the organization and other materials are compiled. How to do a good job in archives management 4
All units and offices:
In order to strengthen the management and development of archives resources, accelerate the process of archives informatization, improve the level of archives management, and strive to achieve standardized management of archives work, according to the provisions of the Archives Law, combined with the actual situation, the following work plans are formulated:
First, strengthen leadership and clarify responsibilities
In order to ensure the smooth progress of archives standards work, it is decided to set up a leadership for archives standards work. Its members are as follows: group leader: chairman XX, deputy head: vice chairman XX, and member: office.