Document file filing system

General

Article 1 This system is specially formulated in accordance with the "Archives and Methods for Filing of Posts and Telecommunications Documents" of the Ministry of Posts and Telecommunications to strengthen the work of the company's documents.
Article 2 The archived materials to be archived must be filed on an annual basis. All kinds of archive materials with preservation value formed by the internal organs of the unit in the work activities shall be filed separately according to the provisions of this system.
Article 3 The official documentary department or the contractor shall ensure that the system of the file is complete. After the case is closed, the staff of the full-time paperwork will be filed in time. When the work changes or the reason for leaving the company, the file materials to be handled shall be handed over to the pick-up personnel, and shall not be taken away or destroyed without authorization.

Collection management of archival materials

Article 4 adheres to the department's system of collecting and managing archival materials. All departments should appoint full-time clerical staff to manage the department's archival materials and remain relatively stable. Personnel changes should be promptly notified to the archives.
Article 5 All official documents issued by the company shall be collected and managed by the office.
Article 6 A work is carried out by several departments, and the archive materials formed in the work activities are collected and collected by the sponsoring department. The meeting files are collected and collected by the conference organizer.
1. When the staff of the company go out to study, investigate, investigate and study, participate in the official activities such as meetings held by the higher authorities, and report the travel expenses, the main archives of the meeting must be filed with the archives, and the archives must be signed and approved. The department only gives the nuclear travel expenses.
2. The company convened a meeting, and the meeting organizer designated a special person to file the meeting materials and audiovisual files with the archives. After the signature of the archives, the financial department will pay the meeting fee.
Article 7 Responsibilities of the full-time documents of various departments:
1. Understand the work of the department, master the archiving scope of the department's archival materials, and collect and manage the archives of the department.
2. Conscientiously implement the usual filing system, and timely collect and collect the archive materials undertaken by the department. The archival archives should be archived before March of each year, and the transfer and signing procedures should be completed to the archives office.
3. When the contractor borrows the archival materials, he shall actively provide the use, do a good job in the service, and go through the formalities for the temporary borrowing of archival materials.

Archive scope 〖ht〗

Article 8 Important meeting materials, including notices, reports, resolutions, summaries, speeches of leaders, typical speeches, conference briefings, and minutes of meetings.
Article 9 The documents, such as decisions, resolutions, instructions, orders, regulations, regulations, plans, etc., related to the company sent by the higher authorities.
Article 10 The official documents issued by the company and the documents of the relevant units.
Article 11 The request of the company and the approval of the higher authorities.
Article 12 The company reports reports and summary of major functional activities.
Article 13 The company's various work plans, summaries, reports, requests, approvals, meeting minutes, statistical statements and briefings.
Article 14: Letters and visits work materials.
Dijon collects archives such as contracts and agreements signed by the company and relevant units.
The first file is the archival materials for the appointment and dismissal of the company's cadres, as well as the archival materials for employee rewards and punishments.
Article 17 The archives of labor, wages and benefits of the employees of the company.
Article 18 The company's historical evolution, memorabilia and clippings, photographs, recordings and videos reflecting the important activities of the company.

Usually returning

Article 19 All departments must establish and improve the system of normal return. The archived materials that have been processed or deposited shall be kept in a centralized manner by a full-time document.
Article 20 Each department shall, according to the business scope of the department and the tasks of the current year, prepare a "case series" for the normal use of archival materials. The terms of the "case file category" must be clearly defined and numbered.
Article 21 Official documentary personnel shall collect and complete the archives materials that have been completed or approved by the leaders in a timely manner, and shall be submitted to the department for the full-time documents.
Article 22 The staff of the full-time papers shall promptly put the archived materials that have been returned into the "storage number" in the usual archive file folder according to the "case file category" clause, and indicate it on the mail register.

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Article 23 is to unify the norm and ensure the quality of the case file. The work of the roll-up is coordinated by the part-time filers of the relevant departments, and the archives of the archives are responsible for the formation and cataloguing.
Article 24 The general requirements for the quality of the case file are: follow the law and characteristics of the formation of the file, maintain the organic connection between the files, distinguish different values, and facilitate the storage and utilization.
Article 25 The number of archived materials, the number of copies and the number of pages of each file shall be complete and complete.
Article 26 In the archived archival materials, the original documents and auxiliary files, prints and final drafts, requests and approvals, and forwarded files shall be separately set up together with the original documents and the same files formed by multiple characters. It is not allowed to separate, the text and electricity should be combined into a single volume; the secret text is a separate volume, and if a small number of ordinary texts are closely related to the secret text, they can also be accompanied by the secret text.
Article 27 Archives of different years may not be put together in a separate volume, but the annual requirements and approvals shall be placed in the re-enactment year; if there is no replies, they shall be placed in the year of the request; The first year of the volume; the cross-year summary is placed in the last year of the target; the annual meeting archives are placed in the opening year of the meeting, and the other files are executed in accordance with relevant regulations.
Article 28 The archives in the volume shall be arranged according to different situations. The inseparable archival materials shall be arranged in order, that is, the approval is in front and the request is in the back; the original is in front and the attached file is in the back; Before the final draft is finalized; other archival materials should maintain close contact and systematic arrangement according to their regularity or characteristics.
Article 29 The archives in the volume shall be written in the order of non-column order. The bound file should be printed in the upper left corner of the upper right corner of the front of each page of the material with text.
Article 30 Permanent, long-term and short-term files must be filled out in the file format in the prescribed format. The words you fill out should also be neat. The volume directory is placed at the beginning of the volume.
Article 31 The description of the information on the archives in the volume shall be filled in the test preparation form item by item. If there is no circumstances to explain, the name of the person involved and the name of the inspector should be filled in to show responsibility. The test preparation form should be placed at the end of the volume.

Article 32 The cover of the case file shall be written with a brush or a pen item by item, and the handwriting shall be neat and clear.
Article 33 The binding of the case file and the arrangement of the parts of the case file:
Bookbinding. Before the binding, the archive materials in the volume should be removed from the metal materials. The damaged archival materials should be placed in accordance with the technical requirements of the paste. The printed materials should be copied and rolled up together with the originals. The files should be bound with a three-hole, one-line seal and a live knot.
Article 34 The arrangement format of each part of the file is as follows: the cover of the soft roll is a file, and the roll box is placed in the order of the case number and stored in the file cabinet.
Article 35 This system shall be implemented as of the date of issuance.