Company office automation management regulations

1. Purpose

In order to strengthen the management of the company's office automation system, ensure that all functions of the system operate effectively, and information is processed and feedbackd in a timely manner. Efficient, standardized, safe and timely processing of electronic documents to improve work efficiency.

2 Scope of application

This regulation applies to the management of office automation systems of various units within the company, liberation dealers, and service stations.

3 Terms and definitions

Electronic official document: Electronic official document refers to the official documents formed in the process of enterprise management with administrative effectiveness and standardization, which can be processed, copied, stored and transmitted by modern data communication technologies. Secret tribe

4 responsibilities

4.1 The company office is the management department of the company's office automation system. It is responsible for the management of the company's office automation system. It regularly inspects, guides, evaluates and evaluates the use, operation and confidentiality of the company's office automation system.

4.2 The company's computer room is the system maintenance department that guarantees the normal operation of the company's office automation system. It is responsible for the normal operation of the company's office automation system, and is responsible for the permanent backup of information.
4.3 The human resources development room is responsible for the flow of personnel and the timely provision of user change information.

4.4 The network room is the management department of the liberation dealer's office automation system. It is responsible for the management of the liberation dealer's office automation system. It regularly inspects, guides, evaluates and evaluates the use, operation and confidentiality of the liberation dealer's office automation system.

4.5 Service Management Department is the administrative department of the office automation system of the Liberation Service Station. It is responsible for the management of the office automation system of the Liberation Service Station. It regularly inspects, guides, evaluates and evaluates the use, operation and confidentiality of the office automation system of the Liberation Service Station.

5 Management requirements

5.1 Electronic official document management regulations.

5.1.1 The relationship between electronic official documents and paper documents.

5.1.1.1 Each department shall designate a person to be responsible for the management of the office system and handle the electronic documents in accordance with the paper document processing procedures.

5.1.1.2 The relationship between electronic official documents and texts is the same as that of paper documents.

5.1.1.3 Unless otherwise specified, electronic official documents have the same administrative effect as paper official documents. Electronic official documents are not stamped.
5.1.1.4 The official document elements of the electronic official document are basically the same as the paper official documents, including: official document head, secret level, text number, issuer, official title, main delivery agency, body text, attached file description, date of writing, subject heading, copying CC office, attached files, etc.

5.1.1.4 The processing of electronic documents is divided into receiving and sending documents, and the workflow is basically the same as that of paper documents.

5.1.2 The operator on the machine must memorize his/her user code and password, and keep secrets. In the system, you must not engage in activities that are not related to work. The system should be withdrawn from the system in time. The on-board personnel should notify the office and the computer to adjust the business process and change the user settings in time. Persons registered in non-office systems may not be operated or browsed.
5.1.3 For files above the confidential level and for longer forwarding of auxiliary files, they are still transmitted in paper form, but a brief description is required to enter the business process, and the approval work is still carried out in the office system.
5.1.4 The user should check the "to do" during 8:00-8:30 and 16:00-16:30 on each working day and sign the opinion.
5.1.5 Confidential secret documents above the state secret level and group companies may not be transmitted online in the form of electronic official documents.

5.1.6 After receiving the electronic official documents, each department needs to copy into a paper official document. It is necessary to affix a copy of the special copy in the upper right corner of the copied paper document to indicate the copying unit, date, number of copies, and then continue to handle other documents. Program. The same paper documents received should be archived as backups.

5.1.7 Electronic document processing and storage must use dedicated computers and storage devices, and be managed by personnel who receive electronic documents to ensure the safety of the relevant equipment.
5.1.8 Electronic official documents [hard disk, tape, CD, etc.] shall be managed as follows:
5.1.8.1 The use and preservation of electronic official documents is equivalent to the use and preservation of paper documents.
5.1.8.2 The maintenance and repair of the electronic official media is the responsibility of the company's computer room.
5.1.8.3 The destruction of electronic official documents, equivalent to the destruction of paper documents, must be registered and supervised by two persons to ensure that they are not missed or lost.

5.1.9 User Authentication Management.

5.1.9.1 User password mode: The system forcibly changes the password when the user logs in for the first time. The user password is modified every one month.

5.1.9.2 It is recommended that the system use an electronic identity card to ensure the security of the system.

5.1.10 User Management.

5.1.10.1 User re-audit: The existing oa user is signed and confirmed by the department head of the user according to the department list.

5.1.10.2 New User Application Program: The newly added user will fill in the new user list. After signing the leadership of the department, he will confirm it in the human resources development room and create a user from the computer room.

5.1.10.3 User License Change: When there is a special need for user permissions, please fill out the User License Change Form.

5.1.10.4 User Change: When the personnel moves, the human resources development room fills in the user's new form and provides it to the computer room. The computer room changes the department to these users.

5.1.10.5 User cancellation: When personnel are transferred, retired, retired or resigned, the human resources development room fills out the user cancellation form and provides it to the computer room, and the computer room cancels the user.

5.1.11 User group management.

5.1.11.1 User Group Re-review: After the group name and group members are listed, they will be re-reviewed by the competent authorities.

5.1.11.2 New User Group Application Program: The user will fill in the user's new form and create it in consultation with the computer room.

5.1.11.3 Daily management of user groups: User groups are routinely maintained by the computer room.

5.1.11.4 Publishing User Group Information: In order to facilitate the query of the members included in each user group, the computer room will post the user group information in the notification announcement every other month.

5.1.12 Management of function modules. The competent authority of each module designates a person to maintain the documents in the module.

5.1.13 System operation requirements.

5.1.13.1 It is required to open the oa office system every day at 8:00, trigger the button when the work is off, and the formed information is managed by the special personnel of each department and linked with the attendance.

5.1.13.2 View the latest information every hour during work.

5.1.13.3 The main management unit of each module is responsible for updating the information in a timely manner.

5.1.14 Information management requirements.

5.1.14.1 E-mail system: It is required to clean up frequently to ensure that the e-mail space is less than 100m.

5.1.14.2 Notice Announcement, Message Board: The document is kept for one month. After the overdue period, the document is deleted by the computer room.

5.1.14.3 Document management, party committee work, canteen management: documents are maintained by the office.

5.1.14.4 Policies and Regulations, Economic Responsibility System: The document is regularly maintained by the Enterprise Management Office.

5.1.14.5 Information release and information collection: Maintenance is carried out by a designated person in a designated department.

5.1.14.6 The information for permanent retention is backed up by the computer room.

5.1.14.7 Important information The main management department should back up itself.

5.

2 dealer electronic official document management regulations.

5.2.1 Each dealer has a user name, which is managed and used by a special person. The user name and password must be known by two people to avoid personnel transfer, and others cannot log in.

5.2.2 The on-board personnel are transferred from the work position, and the new operator should change the user settings in time.

5.2.3 The operator must remember the username and password and keep the secret.

5.2.4 The operator on the machine shall not engage in activities unrelated to the work in the system, and the system shall exit the system in time.

5.2.5 Do not set the IE browser to "form automatic prompt password".

5.2.6 The on-board personnel shall not send e-mails to all users in the mail system. Once found, they will be credited to the dealer for comprehensive evaluation.

5.2.7 The user should log in to the system daily, at least once in the morning and evening, and inform the relevant personnel of the relevant information of FAW Trading Corporation in time.

5.3 Service provider electronic official document management regulations.

5.3.1 Foreign official documents are registered and processed, and processed in the receiving process, such as: FAW online official documents, service notifications, monthly report review notices and other forms of files. The service station informant is responsible for managing the process.

5.3.2 The official documents formulated within the service station shall be processed and archived according to the process and processed in the process of issuing documents. The service station informant is responsible for managing the process.

5.3.3 Information is compiled and used to collect various relevant information from various media. After screening and editing, various theme publications are formed and released. For example: quality information feedback, major quality problem reports, user information, claims, market information, etc. It is mainly responsible for the service manager, appraisers and information staff who hold the training certificate issued by FAW Trading Company.

5.3.4 Public services provide information and services for each service station. The contents of the information are compiled and updated by the service management department for inquiry and use.

5.3.4.1 The service system address book is used by the service station and is mainly handled by the trading company's computer room.

5.3.4.2 Service information notification and monthly report review information shall be prepared by the service management department each month for viewing by the service station.

5.3.4.3 Data management is all aspects of information that need to be shared in daily work, such as new vehicle information, product improvement information, parts information, fault codes, and warranty standards. Mainly by the service management department.

5.3.4.4 The electronic bulletin board is used to publish all kinds of public information and notices, and all service stations can be released.
5.3.5 Direct delivery of e-mail is mainly used for communication within a small area.

5.3.6 Regulations on the use of the disk.

5.3.6.1 Any disk brought back, copied back or purchased from an external unit must be approved by the relevant station manager and checked by a computer administrator at the service station before being used on the machine.

5.3.6.2 When the external unit personnel come to the service station, the disk must be approved by the stationmaster of the service station. After the virus check confirms that there is no virus, it can be used on the machine.

5.3.6.3 When a virus is found, the operator shall not handle it without authorization. After the person in charge of the computer management of the service station has identified the cause, the person shall be instructed to handle it.

6 related files

7 related records and retention period

7.1 New User Table Save Period Five Years

7.2 User License Change Form Storage Period Five Years

7.3 User cancellation form Storage period Five years