Company document control center management method

Chapter I General Provisions 1. To regulate the management of company data, strengthen the collection and management of data, effectively protect and utilize the information, serve the company's work, enhance the practicality and effectiveness of the company's data, and formulate the company's actual conditions. These measures.
Second, the scope of data The company's file scope is determined as:
Archives materials for company establishment, change application, approval, registration, etc.; archive materials formed by the company's shareholders' meeting, board of directors, and supervisory committee; archives materials for finance, accounting, and management; labor wages, personnel, and legal affairs management Archival materials; archival materials for business management; archival materials for production technology management; archival materials for product production, energy consumption, and safe production; archival materials for instruments and equipment; capital construction, engineering design, construction, completion, maintenance Archive materials; scientific research, technology introduction, transfer materials; archives materials for education and training; archival materials for information and intelligence; and other archival materials with utilization and preservation value. The above archives including wmxz.net include regulatory documents such as resolutions, decisions, regulations, rules and regulations, various conference files, important records, work plans, work plans, work summary, labor wages, business conditions, and personnel files. Archives with reference value such as decisions, power of attorneys, agreements, contracts, project plans, notices, technical drawings, plans, and manufacturer's materials, as well as the main functional activities and employees of the Baili Group in various work activities such as R&D and management. Formed, the archive material that has preservation value for the company.
Company information also includes audio-visual materials: photo archives; video archives; audio archives; video archives.
3. The centers/departments and individuals within the company shall abide by these Measures and shall be obliged to collect, organize, file, archive and protect files and materials.
Chapter II Management System and Its Responsibilities 4. Implement a system that combines centralized and decentralized management. The General Manager of the Group is responsible for the management of the main archives and the supervision and guidance of the archives management of other departments. The General Manager Office sets up a document control center, and the administrator of the document control center is responsible for the work of the company's main file and data, and is directly led by the system management department. The responsibility of the administrator of the document control center is to ensure that the original materials and documents of the company and various departments are complete, secure, and easy to use.
5. The Document Control Center is not only the administrative function management department of the company's archives and archives, but also the institution that permanently preserves and protects archives. It is also the information exchange center for the development and utilization of archives resources.
The main responsibilities of the Wenkong Center:
1. Responsible for planning, coordinating the company's archives and data work, supervising, guiding and inspecting the archives and data of each center/department.
2. Formulate and organize the implementation of the company's rules and regulations on the work of archives and materials.
3. Responsible for the collection, collection, sorting, classification, identification, storage, protection, statistics and other work of company files and related materials.
4. Strictly implement the secrecy system, do a good job of file data confidentiality control, confidentiality, and decryption.
5. Carry out archives, information publicity, and consultation activities, do a good job in the opening and utilization of archives and materials, and actively serve the company's work and employees.
6. Give full play to the educational function of archives and materials, and establish the Wenkong Center as one of the company's training and education bases.
7. Carry out the work of editing and researching archives and information and communication, and play the role of information sources of archives.
8. Organize the business learning and training of the archivists of various departments of the company and guide them in their work.
9. Do a good job in fire prevention, theft prevention, and insect prevention to ensure the security of archives.
Chapter III Management of Archives Materials 6. Collection of Archives Materials:
1. Establish and improve the file filing system, establish the scope of archiving, filing time, and retention period; indicate the version number of the file.
2. Take different measures for the incomplete archives and actively collect them;
3. The files that have been processed in time will be handed over to the recycling, and the archives will be organized after the inspection is completed.
7. Filing, filing and management of archives:
1. Distinguish the whole sect and determine the unit.
2. Classification: According to the source, time, title, content, and alphabetical order of the archives, it is divided into several levels and categories. Classification is divided into categories according to the department, confidentiality, and confidentiality.
2.1 The main categories are: system / regulation: s; file: f; data: d; file: a; contract: b.
2.2 Department Pinyin Abbreviation: Material Control: wk; Health Management: sg; Warehousing: cc; Quality Control: pg; R&D: yf; Technology: js; Customer Service: kf; Purchase: cg; Production: sh; Market: sc; Sales: xs; equipment: sb; finance: cw; oem: wb; post total: hz; total management: zj; human resources: rl; manufacturing center: zz; marketing center: yx; research and development technology center: yj; :cw; Guangzhou Branch: gz; Shanghai Branch 1 Company: sh; Beijing Branch: bj; Hong Kong Branch: xg; Faith Company: xn.
2.3 Confidentiality is represented by y, and non-density grade is represented by n.
2.4 secret level: top secret: as; confidential: cs; secret: ps; no: op
Coding principle: The code is a total of 12 digits, □□□□□□□□□□□□. For example, the total number of the system is szjnop040001.
3. The data is sorted before being archived and grouped into the pending file.
4. Case file arrangement: The volume is divided into permanent, long-term and short-term. The file in the volume puts the text, the manuscript, the attached file request and the batch together, and compiles the file directory and the file directory.
5. Organize the file to make it suitable for thickness, between 1cm and 2cm. If the material is too narrow, it should be lined; if the material is too wide, it should be folded neatly; if the writing is difficult to identify, it should be attached with a copy;
6. Arrange all company file data systems, determine the retention period, compile the archives directory, and arrange and store them in a certain order.
7. The archives are cleaned once a year to remove unnecessary materials; repair and copy damaged and faded materials.
8. Statistics on the receipt and removal of archives, the number of files, and the use of such files are regularly reported to the competent authorities. Part-time or full-time document controllers of various departments and subordinate companies of the Group shall regularly submit relevant information to the Commissioner.
9. The retention period of company archives is divided into three categories: permanent, long-term and short-term. In the case of two kinds of storage periods, the storage period is long. The archives with the expiration of the retention period shall be identified and destroyed in accordance with the relevant regulations.
10. The company shall adopt strict management measures to prevent the loss and confidentiality of archives.
Eight, the preservation of archives:
1. Prevent the damage of archival materials, extend the life of the data, and maintain the security of the materials;
2. The company establishes a special location or a dedicated archive to store the archives;
3. Do a good job in the anti-theft, waterproof, moisture-proof, anti-insect, dust-proof, anti-rat, high-temperature, anti-glare work of the document control center room, the doors and windows should be firm and firm.
9. Loaning and utilizing archives materials:
1. The director-level or above personnel can borrow the non-secret file data and go through the lending procedures directly through the administrator of the document control center. Due to work needs, other personnel of the company need to fill in the "borrowing file application form" when borrowing non-confidential file data. The department manager will sign the approval and the general manager of the system management department will review the application.
2. The company's file confidentiality is divided into three levels: top secret, confidential and secret. The top secret file data is forbidden to be read. The confidential file information can only be viewed in the document control center. It is not allowed to borrow. The secret file data can be borrowed after approval, but borrowed. The time must not exceed 4 hours. The borrowing of secret-level archives is subject to approval by the department head, and the cross-department is approved by the system owner; the cross-system is approved by the general manager, and the general manager may entrust the deputy general manager or the general manager's office director for approval when going out. Performed according to the contents of the power of attorney.

3. The file is generally only for reading in the document control center. The files and materials of the file can be borrowed. For the loan, you must go through the registration formalities.
4. The borrowing period may not exceed one week and will be refunded upon expiration; if you need to borrow again, you should apply for renewal.
5. Those who borrowed the archives should take care of the materials and ensure the integrity of the materials. They should not be altered, sketched, tailored, smashed, broken or damaged. Pay attention to security and confidentiality. It is strictly forbidden to copy, lend or lose without permission. When returning the archived materials, they must be clearly viewed in person. If they are found to be lost or damaged, they should report to the supervisor in a timely manner.
6. If the external unit borrows the archives, it shall hold a letter of introduction from the unit, which may be borrowed after approval by the general manager, and may not be taken away from the document control center. The contents of the transcripts must also be approved by the general manager and approved.
7. The ways of using the company's archives are: 1) providing original archives; 2) providing copies of archives; and 3) providing literature index data.
8. When the person in charge of the written department requests or agrees, the document control center shall provide the company's archives information research and research information services to all departments and employees. The main aspects are business strategy information, management information, product information, and special technical information.
Chapter IV Identification and Destruction of Archives
1. No company or department of the company may destroy the company's archives without permission. When some archived materials arrive at the destruction period, the archives data administrator fills in the “Company's Archives Data Destruction Approval Form” and submits it to the department in charge of the department and the manager of the system management department for review. All files belonging to the confidential level must be approved by the general manager before they can be destroyed; the general file information can be destroyed only after being approved by the manager of the system management department.
2. When destroying, it must be supervised by the general manager or the deputy general manager in charge to supervise the destruction and sign the destruction list.
3. For the archives of the company that has been invalidated and approved for destruction, the administrator of the document control center must carefully check and prepare the “destroy list”, and archive the approved “Archives and Materials Destruction Approval Form” together with the destroyed file list, and save it forever. .
Chapter V Supplementary Provisions
1. The Wenkong Center actively uses computer information systems to manage archives and improve management efficiency.
2. These measures are explained and supplemented by the General Manager. Effective from the date of promulgation.