Several regulations for the company's standardized office programs

Several management regulations for standardized office programs

First, the word processing program:
Objective: To further strengthen and improve the comprehensive file management of enterprises, standardize the collection, sorting, filing and archiving of archives, so as to maintain the complete and complete archives of enterprises, better protect the interests of enterprises, reflect the historical appearance of enterprises, and record The company's performance secrets resource network provides services for enterprises to develop and operate.

Reference Archives: The Archives Management Measures of the Head Office and the Measures for the Management of Economic Archives

Attachment: "Archives and Warehouse Management System"

"File Supplementary Amendment System"

"Archives Borrowing and Archives Copying System"

Archives Identification and Destruction System

"Statistical System of Archives"

"Archive Scope and Period of Storage"

"Engineering Economic Archives Content and Division of Responsibilities"

Received:

1. The archives and materials issued by the higher authorities shall be classified, signed, registered and numbered in time by the comprehensive office. The files directly received and brought back by the departments and departments shall be sent to the General Office for unified registration and processing in a timely manner. All departments and individuals shall not dismantle, self-receive or self-organize, and the comprehensive office shall promptly supervise and collect the collection.

2. After receiving the file, the comprehensive office shall, in accordance with the relevant procedures of iso14001 and ohsas18001, promptly handle the acceptance procedures and the file contractor to ensure that the flats are not separated every day, and the urgents shall be immediately executed, and no backlog shall be allowed.

3. After the file is approved by the company's leaders, it will be promptly transferred to the contractor for signing and handling according to the relevant instructions, and the results of the undertaking will be promptly fed back to the comprehensive office, and the relevant leaders will be fed back through the comprehensive office. Comprehensively do a good job in registering the supervision matters.

4, file circulation should be strictly registered procedures, speed up the operation of official documents, each file is generally no more than one day in the hands of the circulator. The reader should sign the "Archives Contractor" and return it to the General Office in time.

5. The archives involving several departments shall be submitted to the organizer for handling according to the instructions of the company's leaders, and shall be responsible for filing the documents after the completion of the work.

6. Strictly confidentiality system, strengthen management according to the confidentiality level of the archives, and circulate in accordance with the scope stipulated by the archives. No department or individual may lose files and leaks. If the files are lost, they shall be reported to the ranks immediately and dealt with seriously.

Issued by:

1. The official documents of the Steel Structure Engineering Branch mainly include “××字”, “××Party Word”, “××工字”, and “××团字”.

2. The writing procedures include drafting, signing, drafting, issuance, editing, checking, printing, registration, distribution, etc., all of which must be signed by the corresponding personnel.

3. All the report files filed in the name of the company and the official files filed outside the company are all managed according to the nature of the business. The organizers of the competent department draft the draft, and the person in charge of the department will submit the draft to the company leader. If you need other departments to sign the file, the competent department will sign the relevant department, and then sign the company's leadership.

4. The draft should be written in accordance with the uniform requirements of the company, using the uniformed manuscript paper, and clearly written, together with the manuscript and the attached file, after being issued by the company's leaders, the competent department will send the general office to issue the official document number and print it for distribution.

5. The printing of files, materials and statements shall be handled in strict accordance with the relevant regulations. The competent department shall be responsible for proofreading, and the name of the typist and proofreader shall be printed at the end of the official document.

6. After the publication of the document, the manuscript and the attached file shall be returned to the competent department, and the person shall be responsible for the preservation, reminder, filing and filing.

Archive:

1. The company set up an archives room, equipped with a full-time file manager, and other departments and departments set up part-time file personnel, and the archives office was centralized.

2. The archiving program includes programs for collecting, sorting, appraising, arranging, binding, numbering, cataloging, etc. The dedicated and part-time archivists should follow the steps below.

Collection: The scope of the volume is determined by the archives department to check the complete file transmission and reception, and the archive file is deleted.

Finishing: follow the natural formation of archival materials and maintain the organic connection between archives. The archives department assists the departments to classify the archives. The company's archives are divided into eleven categories, namely: comprehensive, party and group work, administrative management, financial management, auditing, production and management, and construction engineering. Equipment and instruments, science and technology, architectural design, and personnel files.

Identification of file value: The files classified by each department are identified according to the period of file retention and the importance of the contents of each type of file, and the preservation value is determined. It is divided into three types: archive file: permanent, long and short.

Arrangement: The same storage period and the same type of files are arranged in the order of the time of publication. The archive file is in "pieces", and the request and approval can be one. The order of the order is: the batch is in front, the request is in the back; the forwarded text is in the back of the original; the text is in the front of the attached file; the text is in front, the drawings and photos are behind. The topics such as the special meeting and case handling are arranged separately.

Binding: The files are bound according to the "pieces". The permanent and long-term files must be removed from the metal objects and bound by the binding materials specified by the archives.

No.: Archived files are numbered according to the file number. The archives are stamped in the blank space on the top of the first page of the file, and the annual, room number, organization, and retention period are filled in to fix the file location.

Cataloging: Archived files are packed in the same type of files in the same department for the same type of files in the order of the room number, and the archived file directory and the in-box test form are prepared one by one. After the department manager reviews and signs, the archives check and accept, and file transfer formalities.

3. The official documents within the scope of archiving should ensure their comprehensiveness, orderliness and confidentiality, and the archival materials must accurately reflect the formation process of the official documents and the actual content and historical process of the company in various activities such as business management.

4. The General Office is responsible for organizing, filing, and properly maintaining the documents and files of the official documents, materials, and leadership instructions that have been formed, processed, and checked for preservation in the daily economic management work of the company.

5. Official documents formed by important meetings, including audio tapes, video tapes, photos and other related materials, are collected, organized and archived by the General Office.

6. The important archives formed by the company in each operation and management work shall be collected, sorted and checked by the functional departments of each department according to the relevant regulations, and will be collected and verified before the end of March each year. The formed archives of archived materials shall be filed and submitted to the archives for review and review by the department manager.

7. The accounting files formed in the current year may be temporarily kept by the Finance Department for one year after the end of the fiscal year. After the expiration of the custody period, the financial department's woven accounting files are handed over to the inventories, and after being reviewed and signed by the department manager, they are archived for future reference.

8. The project archives should be completed in parallel with the completion acceptance, and the technical department is responsible for organizing the identification and archiving work.

9. After the equipment and equipment files are unpacked and accepted, they shall be examined and approved by the competent department and archived.

10, &n

Bsp; In the personnel file, the salary review, professional title review, joining the party and other materials must be approved by the superior, and within 10 to 20 days, the relevant department will prepare the personnel file for the transfer of scattered materials and file it at any time.

11. All files that can be archived by computer using modern office means should be reported to the general office on a quarterly basis.

12. Documents related to the joint processing of multiple rooms, the originals are arranged and archived by the sponsoring department, and other departments maintain copies or other forms of official documents.

Use: The archived files should be compiled with other search tools such as the file directory and file classification directory for borrowing.

Statistics: See the attached file "Statistical System of Archives" for details.

Custody: Do a good job of the "seven defenses" work and the confidentiality of archival materials.

Destruction: See the attached file "File Identification and Destruction System" for details.

Second, the letter management program:
1. Branch seals, introduction letters and business licenses shall be kept and used by the General Office. All printed and issued letters of introduction, original business licenses and photocopies shall be comprehensively handled.

2. The comprehensive office shall ensure the normal development of the letter-writing work, prevent abuse and loopholes, and strengthen the management of seals, introduction letters and business licenses.

3. The work of the letter must be processed according to the situation, content, scope and corresponding approval procedures and printing registration.

4. The branch of the company's legal person shall be kept by the Finance Department. Except for the printing related to the financial work, other printing needs to go to the comprehensive office to handle the relevant printing procedures.

5. The department that needs to use the original or photocopy of the business license should go through the relevant approval and registration procedures with the General Office. The original loan of business license shall not be copied in principle and shall be returned in time. Copies should be stamped with the company's official seal and marked with the words "only for use".

6. The introduction letter should be clear and specific. The validity period, the letter of introduction letter and the name of the holder should be filled in. The letter of introduction should be consistent with the stub. If the letter of introduction is not used, it should be returned to the General Office. Stubborn for reference.

7. The holder of the letter of introduction shall report the loss of the letter of introduction in a timely manner, involving important matters, and shall also notify the unit that goes to the office to prevent the accident.

8. Strictly obey the disciplinary certificate and blank introduction letter. If it is necessary to take a blank letter of introduction for special circumstances, it must be approved by the company's supervisor.

9. The seals of each department shall be kept by special personnel of each department, supervised by the department manager, and the seals shall also be subject to corresponding approval and registration procedures.

10. If the work business needs to be stamped with the seal of the general contractor company, the department manager must fill out the “printing approval form” and report it to the general contractor office for the relevant printing procedures.

11. The seals are not allowed to leave the room, and may not be loaned to others for use. The seals and custody departments should be cleaned and maintained in time to ensure clear stamping.

12. The company's seals, introduction letters and seals of all departments must be firmly locked and cannot be placed at will. If an accident occurs due to poor management, the responsibility shall be investigated as appropriate.

Third, the official mail mail program:
1. If the official letter of the company needs to be mailed by ems, it shall be handled by the comprehensive office.

2. The general official letter, in line with the principle of reducing costs and reducing office expenses, is sent by each department according to the letter.

3. When the official letter is sent for ems mailing, the person in charge must strictly register the formalities, and the comprehensive office should handle it in time to ensure delivery on the same day without delay.

4. Letters sent by public correspondence are limited to all kinds of letters sent by various departments due to work needs, and cannot be handled by private mail.

Fourth, office equipment and supplies use program:
Scope: The company's office equipment refers to the computer used in office and its peripherals, copiers, fax machines, scanners and other equipment for fixed asset management. Office supplies refer to low-value consumables such as office copy paper, pen, notebook, and letterhead.

Objective: To save money and eliminate waste, ensure the reasonable use of the company's office equipment and office supplies.

Reference File: The Administrative Office Equipment Management Regulations of the Head Office

1. The office equipment shall be purchased by the comprehensive office according to the needs and approved by the supervisor.

2. The office equipment shall be uniformly numbered and accounted for by the General Office and the purchasing department, and each user department shall be responsible for daily maintenance and maintenance.

3, office equipment damage by the comprehensive office to find out the reasons, contact maintenance, and establish the corresponding maintenance account.

4. The scrapping of office equipment shall be confirmed jointly by the General Office and the Finance Department, and the residue shall be disposed of by the General Office.

5. It is strictly forbidden to disassemble parts by using the office equipment strictly in accordance with the operating procedures.

6. Office supplies will be purchased and managed by the comprehensive office.

7. Office supplies should be handled in accordance with the actual needs of the department on a weekly basis on Tuesday mornings.

8. Office supplies with special needs should be registered in advance in the comprehensive office and purchased after the approval of the leaders.

9. The General Office shall purchase the office supplies according to the procurement list after the approval of the leaders, and classify the purchased items into accounts.

5. Book purchase and borrowing programs:
1. The book materials are prepared by the department managers to purchase the book plan, reported to the company's supervisors for approval, and purchased by each department.

2. After purchasing the book, the purchaser should take the books and invoices to the general office to handle the warehousing and lending procedures. After the signature of the invoice, the general office can go to the finance department to handle the relevant reimbursement procedures.

3. Book materials should be stamped by the General Office with the official seal of the company, the book number and the registration of the book materials.

4. The comprehensive office shall, in accordance with the relevant procedures of iso14001 and ohsas18001, affix the “effective version” chapter to the relevant books and materials.

5, borrowers should take care of the books, due to personal reasons for damage, loss of books and materials must be compensated according to the price.

Six, information transfer program:
1. The situation exchange and information communication between the company's upper and lower levels and various departments play an important role in the economic operation of the enterprise.

2. The information on the downlink of the head office shall be checked and collected by the comprehensive office, and records shall be made. After being reported to the company's leaders, the relevant departments shall be issued.

3

All departments should take the relationship with the superior, the same level, the lower level and the relevant units seriously. After receiving the relevant information, they should immediately make a record, timely convey the contents of the records to the relevant departments and personnel, and promptly handle the relevant matters.

4. Information communication between departments can be carried out in various forms such as meetings, briefings, and individual exchanges.

5. The company establishes a sound reading system, and each department can report to the company's leaders in the form of a written copy and make recommendations. The comprehensive office should strengthen the management of the submitted documents, so that the pieces are implemented and everything is echoed.