Documents and materials filed in the archives office must be filed on an annual basis. Various documents and materials with preservation value generated by the internal organizations of the unit during work activities must be filed separately in accordance with the provisions of this system. .
Article 3 The department or personnel responsible for handling official documents should ensure that the system for handling documents is complete (all attachments on official documents are not allowed to be withdrawn and stored). After the case is closed, it should be handed over to the full-time (part-time) clerk for filing in a timely manner. When your job changes or you leave for any reason, the documents and materials you handle should be clearly handed over to the person taking over, and they must not be taken away or destroyed without authorization.
(2) Collection and management of documents and materials
Article 4: Adhere to the department’s system for collecting and managing documents and materials. Each department should designate full-time (part-time) clerical personnel to be responsible for managing the department's documents and materials and keeping them relatively stable. Personnel changes should be promptly notified to the Archives Office.
Article 5 All official documents printed and issued by the company (including the final version and two printed originals and attachments, requests for approval, forwarding documents including forwarded originals) will be collected and managed by the office.
Article 6: Several departments are involved in handling a work, and the documents and materials generated during the work activities shall be collected and filed by the sponsoring department. Conference documents will be collected and archived by the conference sponsoring department.
1. When company staff go out to study, inspect, investigate and research, or participate in meetings held by superior authorities and other official activities, when reporting travel expenses, they must file the main documents and materials of the meeting in the archives room , the financial department will approve the travel expenses only after the filing is signed and approved by the archives office.
2. When the company holds a meeting, the meeting organizing department will designate a special person to file the meeting materials, audio and video files, etc. to the archives room. Only after the archives office signs and approves, the financial department will reimburse the meeting fees.
Article 7 Responsibilities of full-time (part-time) documents of each department:
1. Understand the work and business of the department, master the filing scope of the department’s documents and materials, and collect and manage the department’s documents and materials documentation materials.
2. Conscientiously implement the daily filing system, collect and file the documents and materials handled by the department in a timely manner, archive the documents and materials before March of each year, and complete the handover and receipt procedures to the archives office.
3. When the organizer borrows documents and materials, he should actively provide them for use, provide good service, and go through the registration procedures for temporarily borrowed documents and materials.
(3) Archiving Scope
Article 8 Important meeting materials, including meeting notices, reports, resolutions, summaries, leaders’ speeches, typical speeches, meeting briefings, and meeting minutes wait.
Article 9 Decisions, resolutions, instructions, orders, regulations, regulations, plans and other documents and materials related to the company issued by superior authorities.
Article 10: The company’s official documents to the outside world are documents that communicate with relevant units.
Article 11 The company’s request for instructions and the approval of the superior authority.
Article 12 The company’s reports and summaries reflecting its main functional activities.
Article 13 The company’s various work plans, summaries, reports, requests for instructions, approvals, meeting minutes, statistical reports and briefings.
Article 14 Petition work materials.
Article 15 Contracts, agreements and other documents signed between the company and relevant units.
Article 16 Documents and materials on the appointment and removal of cadres of the company as well as documents and materials on employee rewards and punishments.
Article 17 Documents and materials regarding labor, wages and welfare of the company’s employees.
Article 18 The company’s history, major events and newspaper clippings, photos, audio and video recordings reflecting the company’s important activities.
(4) Normal filing system
Article 19 All departments must establish and improve the daily filing system. Documents and materials that have been processed or batched will be kept centrally and uniformly by full-time (part-time) clerks.
Article 20: Each department shall, based on its business scope and work tasks for the year, prepare "case file categories" for the usual filing of documents and materials. The terms of "Dossier Category" must be concise and clear, and be numbered.
Article 21 Official document handlers should promptly collect all documents and materials that have been processed or approved by leaders, sort them out, and submit them to the full-time (part-time) documents of the department for filing.
Article 22 Full-time (part-time) clerical personnel should promptly put the filed documents and materials into the folder where they are usually kept in accordance with the terms of "Case File Category", and "check the box" and Make a note in the register of documents sent and received.
(5) File filing (dossier quality requirements)
Article 23 is to unify the file filing specifications to ensure the quality of the file. The file filing work is coordinated by part-time archivists from relevant departments and offices. The clerical archivist in the archives office is responsible for organizing and cataloging files.
Article 24 The general requirements for the quality of case files are: follow the rules and characteristics of document formation, maintain the organic connection between documents, distinguish different values, and facilitate storage and utilization.
Article 25 The number of types of archived documents and materials, the number of copies, and the number of pages of each document should be complete.
Article 26 In the archived documents and materials, the original and attachments, printed copies and final versions, requests for instructions and approvals, forwarded documents and originals, and multiple languages ??of each document should be unified. Documents should be kept together and not separated. Documents and messages should be combined into one file; top-secret documents and messages should be kept in separate files. A few ordinary documents and messages can also be kept together with top-secret documents if they are closely related to top-secret documents.
Article 27 Generally, documents from different years cannot be filed together. However, requests for instructions and replies that span multiple years will be filed in the year of reply; if there is no reply, they will be filed in the year of request for instructions. ; Multi-year plans will be filed in the first year of the meeting; multi-year summaries will be filed in the last year of the meeting; multi-year meeting documents will be placed in the opening year of the meeting, and other documents will be filed in accordance with relevant regulations.
Article 28 Documents and materials in the volume should be arranged according to different situations. Inseparable documents and materials should be arranged together in order, that is, approval first, request for instructions last; original documents first, attachments at the back; printed copies in the front and final drafts in the back; other documents and materials should be closely linked to each other and arranged systematically according to their formation rules or characteristics.
Article 29 Documents and materials in the volume should be numbered in non-column order, with page numbers written sequentially. The bound case file should have the page number printed on the upper right corner of the front and the upper left corner of the back of each page of material with text.
Article 30: Permanent, long-term and short-term case files must fill in the file directory one by one in the prescribed format. The words you fill in must also be neat. The table of contents within the volume is placed at the beginning of the volume.
Article 31: Descriptions of the documents and materials in the paper should be filled out item by item in the examination preparation form. If there is no situation to explain, the name and date of the person involved and inspected should also be filled in to show responsibility. The test preparation form should be at the end of the page.
Article 32 The cover of the case file should be written item by item with a brush or pen according to regulations, and the handwriting must be neat and clear.
Article 33: Binding of case files and arrangement format of various parts of the case file:
Binding of case files. Before binding, metal objects should be removed from the documents and materials in the volume. Damaged documents and materials should be mounted according to the requirements of mounting technology. If the handwriting has spread, they should be copied and filed together with the originals. The case file should be bound with a three-hole, one-line back cover and a slip knot.
Article 34 The arrangement format of each part of the case file: a soft volume cover (including the directory of documents in the volume) and a back cover (including a reference sheet), put into the file box in the order of the case file number, and placed Store in filing cabinet.
Article 35 This system will be implemented from the date of issuance.
2. Audiovisual Archives Management Measures
(1) General Provisions
Article 1 In order to strengthen the company’s audiovisual archives, these regulations are specially formulated.
Article 2 The company’s audio and video archives refer to the audio recordings, videos, photos, videos, etc. that are directly formed by various departments or individuals of the company in social practice activities and have preservation value for the country, society and the company. Historical records supplemented by textual descriptions.
Audiovisual files generally consist of two parts: recording tape, video tape, video tape, video (master film), photos (including negatives) and other text descriptions.
Article 3 Audiovisual files are an integral part of the company's entire portfolio and must be managed centrally and uniformly by the archives room.
(2) Collection of audio and video archives
Article 4 Collection Scope
1. Reflecting the company’s main functional activities and work results and existing problems Audio and video materials;
2. Audio and video materials of major events related to the company that leaders and famous figures at all levels participated in;
3. Events organized or participated by relevant personnel of the company Audio and video materials of important meetings, interviews and foreign affairs activities.
4. Audio and video materials involving the rights and interests of our company and the postal and telecommunications system.
5. Important audio and video materials related to the company formed by other units.
6. Other audio and video materials with preservation value.
Article 5 Collection Time
1. Audiovisual archives should be archived at the same time as files in other carrier forms in the filing department within one month after formation; if there are special circumstances, it may be appropriate Extend archiving time.
2. The archives department should collect scattered audio and video materials with specific preservation value at any time.
Article 6 Collection Requirements
1. Audio tapes, video tapes, camera tapes, films, photos (including negatives) and written descriptions must be collected completely, filed on time and filing control measures established. If it is not filed in accordance with the regulations, the cost will not be reimbursed to prevent it from being lost;
2. Receive the original and original copies, and copies can be accepted under special circumstances;
3. The content of the image data must be authentic, and the negatives and originals must be consistent with the images and reproductions.
Article 7 Collection of audio and video archives
1. The archives department has the responsibility to collect important audio and video materials at any time;
2. During the collection of audio and video materials Among the materials, any major events involving the national and national postal and telecommunications departments should be submitted to the Archives Office of the General Office of the Ministry of Posts and Telecommunications.
Article 8 Reimbursement of Audiovisual File Expenses
For all departments or individuals of the company to form audiovisual files according to Article 4 of these Measures, they only need to submit the file information to the file as required. Once archived and signed and approved by the archives office, the financial department should verify the fee.
(3) Arrangement of audio and video files〖HT〗
Article 9 The arrangement of audio and video files, including classification, combination, arrangement and cataloging, to make them systematic and easy to keep and utilization.
Article 10 The recording staff is responsible for the arrangement of audio and video files, with the assistance of the archives department.
Article 11 Classification and Numbering
1. Photo files are classified according to age and issue. Photos belonging to the same category are numbered in chronological order, and their film numbers are also filled in. The negatives are serialized in the entire collection. Format: Full case number-serial number.
2. Audio tapes, video tapes, and video tapes are classified according to age and issue, and numbered according to content. If the same content is divided into several disks, it should be regarded as one case file, and a case file number should be assigned, and then each disk should be numbered sequentially.
3. Compile and annotate the reference numbers associated with other carrier files. The format is (file form) file number/(file form) file number.
Article 12 Storage period: The storage period should be determined based on the importance of the content, time, name, reliability, validity and other factors.
Article 13 Preparation of text description
1. The basic content of the text description includes the cause, time, place, characters, background, author (filmmaker), etc.
2. Requirements for writing text descriptions:
(1) Accurately reveal the content of archive materials, summarize all the information reflected, and label items correctly and completely;
(2) Write a text description for a natural photo (you can also have several photos with similar content). Write text descriptions for audio tapes, video tapes, and newspaper tapes based on the case files. A set of audio-visual materials that are closely related should be accompanied by a written description:
(3) The text should be concise and the language fluent;
(4) The time should be expressed with Arabic numerals.
Article 14 Compilation Format
1. Photos shall be compiled in horizontal format. The format is photo/film number-text description-reference number-filming time-filmmaker.
2. The format of audio tapes, video tapes, and video tapes: put a label page on the box sleeve. Fill in the items item by item as required.
Article 15 Case File Requirements
1. Combine several audio-visual materials with ***the same subject content into a case file and compile them together.
2. Contents in the volume:
Photos and negatives are filled in the catalog in units of natural sheets;
Audio recordings, video tapes, and camera tapes are in units of boxes. Fill in the table of contents within the volume.
3. The preparation sheet in the volume is used to explain the arrangement and changes of the audio and video materials in the volume.
Article 16 Cataloging
The description of audio and video archives shall be carried out in accordance with GB3792.5-85 "Archives and Description Rules".
(4) Storage of audio and video files
Article 17 Audio and video files must be inspected before being put into storage, and necessary technical treatment must be carried out for those that have been defaced.
Article 18 Storage Conditions
The temperature of negatives and film libraries should be maintained between 13-15°C, and the relative humidity should be maintained between 35-45;
The temperature of the photo library should be maintained at 14-24℃, and the relative humidity should be maintained at 37.5-67.5; the temperature of the audio and video tape library should be maintained at 18-24℃, and the relative humidity should be maintained at 40-60.
Article 19 Film albums, audio recordings, video tapes, and camera tapes should be placed vertically. The tape library must avoid magnetic fields above 30 Oersted. The distance between magnetic field boxes should not be less than 3mm; the minimum distance for storing tapes is It's better not to use a metal cabinet.
Article 20: Inventory photo files must be inspected once every two years.
Article 21: No one may revoke, extract, clean, degauss or alter the archived audio and video files without permission; the destruction of audio and video files must be authenticated, approved by the archiving unit, and reported to the supervisor The leadership approves and registers.
Article 22: Establish and improve the statistical system for audio and video files, and do a good job in statistical work on the receipt, removal, inventory quantity, storage status, provision, utilization and effect of audio and video files.
(5) Development and Utilization of Audiovisual Archives
Article 23: Compile audiovisual archive catalogues, cards and other retrieval tools to provide convenient conditions for utilization.
Article 24: Establish a system for borrowing and utilizing audio and video files, strictly review and approve procedures, and determine the scope of use based on the confidentiality of audio and video files.
Article 25 When using patented audio and video files by outside entities, they shall be handled in accordance with the relevant provisions of the Patent Law of the People's Republic of China. If the patent has been transferred to the archives, the income from the patent should in principle be allocated to the original transfer unit, and the archives will charge storage fees.
Article 26 The original audio and video files are generally not allowed to be loaned outside the archives. If there are special needs, loans can be borrowed for a limited time only with the approval of the supervisor. Copies of audio-visual files with high utilization rate can be loaned out; audio-visual files borrowed or copied by external units will be handled by the Archives Office, and fees will be charged according to relevant regulations, and paid services will be implemented. If any damage is caused during the borrowing, the borrowing unit will be responsible for compensation.
Article 27 Without affecting confidentiality, each unit may use audio and video files to hold seminars and exhibitions, compile comprehensive or thematic albums, information films, etc., and actively develop and utilize current audio-visual files.
Staff are responsible for keeping files and also managing files.