Integrated file management method

Integrated file management method

Chapter I General Provisions

Article 1 In order to strengthen the management of archives, protect and utilize archives information resources, and serve the development of various undertakings of the Institute, these Measures shall be formulated in accordance with the Archives Law and the relevant provisions of the State Archives Administration Department, in conjunction with the actual situation of the Institute.

Article 2 The archives referred to in these Measures refer to the historical records of various forms, such as texts, charts, and sound images, which are directly formed by the Institute in the political, economic, scientific, technological, and cultural activities.

Article 3 The various files of the Institute are historical records formed in the work carried out by the Institute and are also valuable assets of the State. They must be managed in a centralized manner and no one should be destroyed, tampered with, privately stored or owned as their own.

Article 4 These Measures shall apply to the archives management of all departments of the Stock Exchange, and all departments and individuals shall abide by these Measures.

Chapter II Management System

Article 5 The file management of the Institute adopts a three-level management system of the archives office, the filing department and the file manager.

The archives office is affiliated with the office, and the archives office is responsible for the overall planning, organization, coordination, supervision and guidance of the archives work of the whole office.

Each department of the Institute is a file-based department, in which the office, the party committee, the Science and Technology and Industry Development Department, and the Planning Infrastructure Finance Department are the basic department.

The file manager consists of dedicated and part-time archivists. The archives department is equipped with one full-time archivist and one department has a part-time archivist.

Article 6 The work of the archives room is included in the annual work plan and summary, and is managed by the deputy director of the administrative department.

Article 7 The archives centrally and uniformly manage all the files formed by the Institute, including document files, scientific and technical files, accounting files, infrastructure files, equipment and equipment files, audio and video files, photo files, and manuscript files.

Article 8 Full-time archivists must have a secondary school or above culture, have received professional training in archives, and have obtained professional and technical positions in assistant librarians and their corresponding positions. All file administrators should be devoted to their duties, disciplined, professional, and trained in file management.

Chapter III File Management

Article 9 All departments shall abide by the file management system of the Stock Exchange, carry out the file filing work in accordance with the file management methods, the retention schedule and the classification scheme of the Exchange, and ensure the security of the files.

Article 10 The archives materials formed by various departments and employees in their work shall be archived in accordance with the provisions of the document processing department, the business department and the documentary group, and must be collected and submitted to the centralized management of the archives of the Exchange. It may not be owned or refused to be filed, nor may it be forged or destroyed without authorization.

Article 11 The archives work shall be included in the scope of duties of each department and the duties of employees. The archives administrators of each department shall be responsible for inspecting and guiding the archives work of the department.

Article 12 All departments shall organize the volumes according to the following standards to ensure the quality of the case files.

The archived archives are complete and complete.

According to the classification requirements of the archives of the firm, the archives of the archives are classified.

The group volume is reasonable, arranged in an orderly manner, maintaining the natural formation law and organic connection of the archival materials, facilitating the search and utilization, and ensuring the accurate management period. The test preparation form shall be signed by the critic and signatory.

The title of the file is concise and concise, accurately summarizes and reveals the main contents and components of the file in the volume, and has the name, responsibility, and file name as “three elements”. The cover of the case is filled with a brush or a pen, and the writing is neat and clear.

The files in the volume are arranged in an orderly manner, according to the time or importance of the file formation, the contents of the volume are filled correctly, and the page number is correct.

The file is bound firmly, neat and beautiful, there is no metal in the file, and the binding line does not cover the writing.

Prepare the file directory, the full list, and submit the catalogue to the archives.

Article 13 The archives shall be catalogued in accordance with the requirements and time.

All departments should complete archiving, cataloging and warehousing before the end of June each year.

Ensure that the filing procedures are complete. Before the file is handed over, each volume department shall collect all kinds of files, and compile the file catalogue and the full catalogue. After the inspection, the project shall be handed over to the archives at one time, and the transfer list shall be carefully filled out.

Chapter IV File Protection

Article 14 The archives shall scientifically classify, process, sort, arrange, and keep the archives received and keep them in a safe place.

Article 15 The office is responsible for maintaining the archives room, setting up special warehouses, and ensuring that there are sufficient filing cabinets.

Article 16 Maintain the security of the archives, ensure the archives are strong, and install facilities such as anti-theft, fire prevention, insect control, rodent prevention, moisture prevention, dust prevention and high temperature protection. File management personnel should always check the storage of files and repair, copy or perform other technical processing on damaged or degraded files.

Article 17: Ensure that the archives are clean and free of archives; the files are scientifically arranged, neat and beautiful, and easy to find.

Chapter V Statistics and Utilization of Archives

Article 18 The archives office shall, according to the needs of management work, prepare necessary search tools such as catalogues and special cards, compile reference materials such as archives and archives, actively provide utilization, serve for various tasks, and create conditions for the modernization of archive management methods. .

Article 19 The archives office shall establish a file registration and statistical system, set up a registration book and a statistical booklet, and conduct statistics on the receipt, removal, custody and utilization of the files. The task of filling in the file statistics form should be completed carefully, and the “Statistical Table of Agricultural System Archives Work” should be submitted to the archives department of the Ministry of Agriculture.

Article 20 The borrowing of files shall strictly implement the system of file lending.

The department's departments and employees' borrowing files should be carefully filled out. The borrowing application form should be approved by the director of the office. The infrastructure financial file borrowing should be approved by the director of the Infrastructure Finance Department. The science and technology file should first be filed by the department, technology and industry. The Director of Development agrees.

After borrowing the archives of the firm, the external unit must first present the unit's letter of introduction and the ID card of the borrower, and then follow the above lending program.

The borrowed files may not be borrowed, dismantled or altered. The borrowers shall be responsible for confidentiality and custody. They are not allowed to leave the archives with the files, and the files must be approved by the director of the office.

Article 21: Staff transfer work must be transferred after the return of the borrowed files; when the file management personnel transfer their work, they should complete the handover procedures before leaving the company. The personnel management department shall implement this system in a sound and strict manner.

Chapter VI Identification, Destruction and Transfer of Archives

Article 22 The archives office shall regularly identify and destroy files that have exceeded the retention period. The appraisal work is carried out by the archives office, and the relevant personnel are organized to set up an appraisal team to review and appraise the maturity files. After the end of the appraisal work, an appraisal report shall be written to register the archives that have no preservation value, and may be destroyed after being approved by the head of the branch.

Article 23 Specialized supervisors shall be designated for the destruction of files to prevent loss and disclosure of files. The supervisor shall sign the archive of the destroyed archives.

Article 24 When an organization changes, the archives shall be properly handled.

When an institution withdraws or merges, its files should be handed over to the archives. The archive materials that have not been completed shall be handed over to the corresponding department for further processing.

Approved restoration or newly established institutions shall be independently filed and filed from the date of approval of the official text.

When various temporary work agencies are revoked, their archival materials should be directed to the relevant ministries.

The door or archive room is handed over.

Chapter VII Rewards and Punishments

Article 25 The archives department shall organize the examination of archives every year, conduct an assessment of the archives work of all departments of the Stock Exchange, and implement rewards and punishments.

To comply with these Measures, earnestly complete the collection, collation, and filing of archives, or make outstanding achievements in the research and development and business guidance, or commend the departments or individuals that have made use of the archives information resources to achieve significant social and economic benefits.

Any department or individual who violates these Measures, damages, loses files, or alters, forges, transcribes, copies files, reveals secrets of files, or fails to file files according to regulations, and fails to transfer files on time, shall be punished according to the circumstances.

The departments that violate these measures cannot be rated as advanced collectives in the year; individuals who violate these methods cannot be rated as advanced individuals, and the annual assessment cannot be rated as excellent or A.

Chapter VIII Supplementary Provisions

Article 26 The Office is responsible for the interpretation of these Measures.

Article 27 These Measures shall be implemented as of the date of promulgation, and the original measures shall be abolished at the same time.