Official document processing regulations

□ General

Article 1 In order to standardize and institutionalize the company's official document processing work, the implementation rules are formulated in light of the actual situation of the company.
Article 2 The official documents of various departments are important tools for conveying the principles and policies of the party and the state, requesting and answering questions, guiding and negotiating work, reporting the situation, and exchanging experiences. We must conscientiously handle the official documents.
Article 3 All units shall carry forward the work style of seeking truth from facts, conscientious and responsible work, overcome formalism and literaryism, and improve the efficiency and quality of official document processing.
Article 4 The processing of official documents must be timely, accurate and safe. The official document is unified by the office secretarial personnel to send and receive, separate, use, and roll.
Article 5 The official document processing work of each unit must implement a strict confidentiality system to ensure that ~.

□ Type of official document

Article 6 The main types of official documents are:
Please show the instructions and approval of the superior, and use "please".
Report the report to the higher authorities, reflect the situation, and use the "report".
Instructed to arrange work for lower-level organs, clarify the guiding principles of work activities, and use "instructions."
Notices, announcements, and notices disclose to the public the matters that should be observed or known, and use "notices."
Announce major events at home and abroad, "use announcements."
Use "notices" to announce events that should be observed or known within a certain scope.
Reply to the request and use the "approval".
The notice conveys the instructions of the superior, requests the subordinates to handle or need to know the matters, forwards the official documents of the lower level or forwards the official documents of the higher level, the same level and the non-affiliated units, and uses the "notice".
Use the "notice" to report good things, criticize mistakes, convey important situations, and matters that need to be known to all units. Decisions, resolutions, arrangements for certain issues or major actions, and "decisions."
After the meeting was discussed and passed, the requirements for implementation were implemented with "resolutions."
The units that are parallel or not affiliated with each other will negotiate with each other, and ask the relevant competent authorities for approval and other questions and answers, and use the "letter".
The minutes of the meeting shall convey the agreed items and the main spirit of the meeting, and require the relevant units to abide by the implementation, and use the "meeting minutes".

□ Official document format

Article 7 The official document format generally includes: title, main delivery unit, body text, subsidiary file, unit seal, time of issue, CC unit, public text number, subject words, etc.

The title of the official document should accurately and briefly summarize the main contents of the official document and indicate the type of the issuing unit and the official document. In addition to the transfer of regulatory documents, official titles are generally not subject to book titles and other punctuation.
The official documents requested by the superiors generally only write one main delivery unit; if they need to report to another superior unit, they can use the form of copying.
The time of issuance shall be subject to the date of issuance of the leader; the date of the joint writing shall be subject to the date of issuance of the last unit.
The public text number generally includes the unit code, year number, and sequence number. Several units jointly issued a document, indicating only the official document number of the organizer.
If there is an attached file in the official document, the name and number of the attached file shall be indicated after the text and before the name of the unit.
The receiving and issuing units shall write the full name of the unit or the standardized abbreviation. In joint writing, the organizers should be ranked first. The text is written horizontally from left to right.

Article 8 Official documents are generally opened 16 and bound on the left side. "Notice" and other paper sizes, according to actual needs to determine the relationship.

Article 9 For the request or report of the organization of the higher level, the organization shall issue a document in the name of the organization.

Article 10 For the municipal government and government departments, commissions, bureaus, departments of the municipal bureaus and municipal bureaus to request or report, and non-affiliated units to negotiate work, etc., in the name of the administrative language.

Article 11 Internal writing may be written in the name of a branch or department according to the type and nature of the problem. Branches and departments must not jointly write, and departments should not use the form of issuing documents to solve general problems.

Article 12 All units are generally not allowed to cross the level. If it is necessary to go beyond the level of writing due to special circumstances, it shall copy the unit that has passed.

Article 13 The official documents requested by the higher authorities shall be sent to one unit without a single article. Do not copy to the lower-level units at the same time, and do not directly send the individual leaders; the important texts of the lower-level units may be copied to the immediate higher-level units.

Article 14 In accordance with the management principle of the first-level level, the company's writing is only sent to all branches and departments in principle, and is not directly sent to subsidiaries.
Article 15 The issuing of documents shall be determined according to the needs of the main and copying units, and shall not be spammed.

□ Document processing program

Article 16 Receiving processing. Generally, it includes procedures such as registration, branching, planning, approval, and reminder.

The files sent by the superiors and the archives, telegrams, and data sent by the secret level are all signed, opened, registered, submitted, distributed and classified by different secretaries. The urgent items with important contents are submitted to the leaders for approval in time. If the leaders are on a business trip, they will immediately send them to the office leaders for processing.
The organizer shall arrange for circulation or handling according to the circulation scope or leadership instructions stipulated in the file. Leaders should not directly transfer horizontally to avoid backlog or loss.
Any official documents that need to be handled should be sent to the office director for approval, and then distributed to the relevant departments for handling or sending the leadership instructions. When signing the official document, the director of the office thought that there is no need to send a general document for the leadership to read the approval. The relevant department can directly approve the relevant documents according to the content and nature of the official document. When all units receive urgent items, they should reply and return the files within 3 days. Generally, the files to be processed should be processed and retired within one week, and no more than 15 days at the latest. If you need research and cannot deal with it immediately, you must first respond in writing or verbally.
Strengthen the inspection of official documents. The secretarial personnel must carefully supervise and urge the official documents with the instructions of the leaders and the files issued by the company to prevent backlogs or leakages. All branches and departments that need to report the implementation of the files issued by the superiors shall promptly check the feedback.
Leading the archives brought back by the important conferences, after reporting and communicating, the archives of the conference should be filed with the secretaries.

Article 17 is issued. Generally, it includes drafting, reviewing, issuing, printing, proofreading, printing, and sealing.

Drafting the requirements of the official document:
1. It is necessary to comply with the national guidelines, policies, laws, decrees and relevant regulations of superiors. If new policy requirements are proposed, they should be linked to the original relevant policies and explained.
2. The situation should be clear, the viewpoint should be clear, the words should be refined, the rules should be clear, the levels should be clear, the punctuation should be correct, and the length should be short.

3. The official document quoted must state the issuing authority, official document number, title and time of issue.
4. Drafting a document must use a common form of public manuscript paper. The file should be clear and the text should be kept clean and tidy. If the text is messy, the manuscript should be re-examined.
5. The method of writing numbers. In the official file, except for file numbers, statistical tables, plan numbers, serial numbers, special terms and percentages, which must be written in Arabic numerals, others are written in Chinese characters.
6. The way the chapter ordinal is written. Generally, they should be arranged in the following order: the first layer is: "one", the second layer is "", the third layer is "1", and the fourth is "".
7. Do not abuse the abbreviation. Year, month, day, person name, place name, file name, name of the thing, etc., generally do not abbreviate.
Document review. Before the company's manuscript is issued, it should be reviewed by the person in charge of the drafting department and sent to the office for approval. If a document is issued in the name of a trade union or a society, it shall be reviewed by the board of directors and the in charge of the management.
The focus of the review:
1. Do you need a text?
2. Whether it conforms to the national guidelines, policies, laws, and decrees; whether it is connected with the official documents issued by the unit.
3. Whether the requirements and measures proposed are clear and specific.
4. Whether the processing program is complete, whether the text relationship and official document format are in compliance with the regulations.
5. Whether the text description conforms to the grammar and logic, and whether the punctuation is correct.
If any defects are found during the audit, they must be revised. It is an important principle issue and should be returned to the original contractor for revision. If the changes are too large, it must be re-corrected.
Official documents are issued. The administrative file of the company shall be issued by the general manager after the deputy general manager in charge of the company signs the opinion. The general files of trade unions and associations are issued by the leaders in charge, and important files are issued by the highest administrative leaders.
Drafts, revisions, and issuance of official documents, all with pens, the use of pencils and ballpoint pens is prohibited.
The official document after the issuance shall not be modified any more. If it is necessary to modify it, it must be re-submitted.
After the official document is issued, the secretarial office is responsible for printing, stamping, binding, registering and distributing. The printed file should be beautiful and conform to the official document format. Binding should be neat and tidy, no missing pages, wrong pages, sticky pages. The seal is placed in the middle of the year, month and day. The upper edge does not press the text. The lower edge slightly presses the year, month and day. If there is no space at the end of the text, you can add a blank page to the date stamp and The top left of the page says "This page has no body".
The official documentary is subject to the original, and the non-contractor may not modify the original text without authorization. The proofreader's undiscovered errors are the responsibility of the proofreader; after the proofreading, the typist is not corrected and the typist is responsible.

Article 18 After the official documents have been processed, they shall be promptly sent to the secretarial personnel to sort out the documents, and the individual shall not privately save the files to be archived.

□ File management

Article 19 All units shall have special personnel responsible for the handling and management of documents, establish a strict management system, strengthen the education of confidentiality of relevant personnel, and do a good job in the management of archives. It is strictly forbidden to bring secret files to public places or homes. In the process of file transfer, it is necessary to go through the formalities of registration, signing, cancellation, etc., and check and file in accordance with the receipts to prevent omissions.

Article 20 The documents formed in the work of each unit, including archives, meeting minutes, resolutions, photographs, charts, audio tapes, video tapes, etc., which have preservation value, must be collected by the organizer, sorted, and handed over to the relevant documents or relevant personnel. After checking and sorting, it will be filed in the archives in the second quarter of the following year. All units and managers will not be allowed to keep the files that should be filed on their own.

Article 21 The official documents that are not archived and have the necessary documents are identified, registered and sold by the archives. These Rules shall be implemented from the date of ××××年××月××. In the past, if the provisions on the processing of official documents are inconsistent with these Rules, these Rules shall prevail.