Enterprise file management system

General

The first one is to reduce the number of documents, improve the speed of writing and the quality of writing, give full play to the guiding role of archives in various tasks, and formulate this system in accordance with the relevant provisions of the central authorities on the handling of documents and the actual situation of our factory.
The second document management content mainly includes: superior letter, electricity, communication, letter of the same level, electricity, communication, various files and materials issued by the factory.
Article 3 In accordance with the principle of the division of labor between the party and the government, all types of archives of the whole factory are managed by the Party Committee Office and the Factory Office.

Receiving management

Article 4 Signature of official documents
1. All the files that come to the factory are issued by the factory transceivers, and then the two secretaries are required to open the documents. Both the transceiver and the confidential secretary are required to check the seal and postmark at the time of signing and unpacking. The reason for tearing up the opening and stamp should be ascertained, and the opening of the secret and the stamp of the foreign letter should be rejected and should be refused.
2. For the files sent by the department of the higher-level machine, the "four pairs" of the envelope, file, file number and machine number shall be verified. If one of the items is not correct, it shall immediately report to the higher-level department and register the error file. The number of the article.
Article 5 Keeping the number of official documents
1. The two secretaries should promptly attach the "File Processing Circulation Order" to the superiors after the opening of the communication, and classify the registration number and keep it. The factory leaders who have to be contracted or filed by the factory should open the archives. After the factory leader is unsealed, they should also hand over the two offices for normal procedures.
2. The files and materials brought back by the out-of-office personnel of the factory shall be sent to the secretaries of the two offices in time for custody, and shall not be kept by individuals.
Article 6: Approval and transfer of official documents
1. All official files must be read by the directors of the two offices according to the content and nature of the files. The confidential secretary should send them to the contractor for processing. The important files should be submitted to the factory leaders for approval and then distributed to the contractor for processing. In order to avoid the backlog of files, it should generally be completed on the same day. The urgent files should be read immediately.
2. General letters, electricity, documents, etc., are directly transferred by the two secretaries. For files involving several units, they should be contacted with the organizer and then transferred.
3. In order to speed up the operation of the file, the confidential secretary should send the file to the factory leader and the contractor on the same day or the next day. If there are more than two business departments, they should be circulated in the order of the order, no more than two days at the latest.
Article 7 Circulation and reminder of files.
1. Circulating files should strictly abide by the scope of circulation and confidentiality regulations. Do not bring files with confidential levels to homes, dormitories and public places, or transfer files to other people for reading. Do not disclose content to files that have not yet been delivered.
2. Read the archives should pay close attention to the time. After reading the same day, you should hand over the files to the room before going to work. The batch file should not be more than two days. After reading, you should sign it to show responsibility. If there are leaders "instructions" and "proposed opinions", the relevant departments and personnel shall be instructed to handle relevant matters in accordance with the requirements and leadership instructions of the archives.
3. Do not transcribe the full text when reading the text. Do not arbitrarily remove any files and auxiliary files in the folder. If it is necessary for the work, you must go through the borrowing procedures to prevent loss of the leak.
4. After reading the archives, you should send them to the two secretaries to avoid the cross.
5. The two secretaries must have the responsibility of reminding the inspection and promotion of the files. The contractor should immediately designate a special person to receive the files and correspondence. The files may not be decentralized. If they need to be prepared for inspection, they shall be copied or excerpted in accordance with the relevant confidentiality regulations and with the consent of the two offices. The originals shall be filed in a timely manner.
6. According to the scope of the text, the retired and retired cadres are generally organized by the relevant departments to regularly study the relevant files, or the two offices to notify the confidential room to read the documents.

Management of posting

Article 8 Provisions
1. The power of the whole factory to report the issuance of official files is centralized in the party committee and the factory department. All public groups and departments are not allowed to send official files up and down.
2. All public organizations and departments need to reflect the important situation of reporting or arrange the important work to be arranged downwards. The documents should be submitted to the party committee and the factory, and the archives should be submitted to the two offices for review. The party committee and the factory department agreed to issue a document, and the two offices issued a unified letter of the party and government agencies and the division of labor to issue the party x word, factory × word. The archives of the popular groups were approved by the party committee.
3. The impact on the whole plant is relatively large. The archives involving the scope of the two or more factory leaders must be approved by the party secretary or the factory director. The rest of the files were approved by the head of the branch factory.
Article 9 The scope of the issued documents:
1. Any documents, notices, decisions, resolutions, requests, reports, prepared minutes and conference briefings issued in the name of the Party Committee and the Factory Department are all within the scope of the publication.
2. The file issued by the party committee and the factory is mainly used for:
Announce the whole factory rules and regulations;
Forward the superior file or the factory file based on the spirit of the superior file;
Announce the changes in the institutional structure of the factory or the appointment and removal of cadres;
Announce the decision of the whole plant's major production, technology, management, political work, life welfare and other work;
Issue relevant reward and punishment decisions and notifications;
Other major matters concerning the entire plant;
3. The party committee and the factory department are mainly used for:
Reporting work plans, requesting reports, and handling decisions to the higher authorities;
Contact the fraternal units about major production, technology, personnel and labor, material supply, scientific research, infrastructure, operation and management, and party and group work.
4. In the daily production, technology, operation and management, and party and group work of the factory, matters related to drawings, technical files, process modification, approval work, arrangement and deployment, and communication of higher-level instructions shall be handled in accordance with relevant systems. It shall be executed by written or verbal notice from the competent business department, and generally no factory file is required for publication.
5. Where the decisions made by various business departments such as the opening of the special meeting are generally not to be issued, no examination is required, and the minutes of the meeting may be used in the name of the department.
6. The general business contacts between the business departments and the external units can be issued in the name of each department without sending a letter in the name of the factory.

Issues and requirements

Article 10 The issuing procedures stipulate that:
1. All units need to issue documents, and should apply to the party committee and factory department separately beforehand;

2. When the party committee and the factory department agree to issue a document, the organizer shall draft the first draft of the archives according to the party's guidelines, policies, and national laws, and the instructions of the higher level or the actual needs of the work;
3. The drafting of the manuscript must proceed from the perspective of the whole factory, so that the situation is true, the viewpoint is clear, the organization is clear, the level is clear, the words are concise, the punctuation marks are correct, and the writing is neat. It is strictly forbidden to write with pencils, ball pens, red ink and colored pencils;
4. After the manuscript is drafted, the person who intends to engage in the manuscript should fill in the front page of the manuscript paper, detailing the title of the file, the scope of transmission, the number of copies, the draft unit and the drafter, and signing, stamping, date and secret level;
5. The two offices shall review and revise the manuscript according to the requirements of the party committee and the factory department and the spirit of the relevant instructions of the higher authorities. Contributions that are unclear, have errors in words, are inappropriate in content, and do not conform to the format should be returned to the drafting unit for re-drafting;
6. Review the revised manuscripts by the two offices and send them to the department heads for approval;
7. If there are many amendments to the review and the documents that are printed and archived are obscured, it should be rewritten by the proposed department;
8. The manuscripts to be signed by the meeting shall be sent to the signing department for signing before delivery and printing;
9. After the manuscript review meeting is signed, it shall be submitted to the party committee and the factory department for approval and approval according to the approval permission.
10. After the approval of the leadership, the manuscripts submitted to the two secretaries must be sent to the typing room for printing.
11. The file should be printed and verified by the drafter, and the proofreader should sign the manuscript;
12. After the file is typed, the two offices will send a special person to print the number, and then the two secretaries will distribute and check the implementation. For the files with poor printing quality, the confidential secretary should refuse to stamp and distribute.

Borrowing and retiring of files

Article 11 The relevant staff of various departments may borrow the general files for work, and the person in charge of the department shall sign the note. The files with confidential level shall be approved by the directors of the two offices before they can borrow.
Article 12 The borrowing and reading archives shall strictly perform the borrowing and registration procedures, read them on the spot and return them on time. No one may take the file or copy it in full, and do not allow unwinding and delineation on the file.
Article 13 The two secretaries shall have the secrets of the official documents to be undertaken, and shall regularly carry out the collection and retreat work for the archives of the factory that have been completed and the files requested by the superiors to be retired within a time limit. . If the file is found to be lost, the cause and responsibility must be ascertained in a timely manner, and the report should be reported to the leader.
Article 14 All departments shall appoint a responsible comrade to be responsible for the collection, custody, confidentiality and reminder of the files.

Filing and archiving of archives

Article 15 Archives of archives:
1. Where the following files are unified, the two offices shall be responsible for filing:
The communication from the higher authorities, including the approval of the factory report and application by the superior;
Reports, instructions, decisions, resolutions, notices, minutes, important notices, work summaries, leadership speeches, and various project statistics, quarterly and annual statements issued by the Party Committee and the Factory Department;
Factory Party Committee, Factory Director's Office, Factory Affairs Committee, Factory Management Committee, Middle-level Cadres' Association, and various professional meetings;
Reports, summaries, resolutions, speeches, briefings, minutes of meetings, etc. formed by the congresses of the Party Congress, the Workers' Congress, the Trade Union Congress, the Youth League, etc.
People with saved values ​​write letters and process results;
Participate in the archives and materials brought back by the various meetings held by the higher authorities, and the materials and statements of the factory at the meeting;
The leading comrades of the higher authorities came to the factory to inspect the inspection report, the instruction record, and the outline and materials for the report of the factory to the higher level;
Reflecting the production and operation activities of the factory, the deeds of advanced figures and the leadership work of the factory, etc.;
Factory logs and memorabilia;
The factory asks the superior for the file and the relevant materials reported.
2. Business departments, the activity materials formed in the daily work of various public groups, are filed by the business departments and public groups.
Article 16 Requirements for the establishment of volumes
1. The archives should be organized and archived according to the content, name, author, and chronological order.
2. When the volume is filed, it is required to collect the documents, originals, manuscripts, main parts and auxiliary files of the files, and maintain the integrity of the files and materials.
3. It is necessary to adhere to the principle of combining the usual volume and the year-end filing. The important materials and archives formed by important meetings should be filed in time.
4. The archival materials formed in the previous year are required to be completed by May of next year. It was officially handed over to the Archives in June, and the list was made in duplicate. .

Destruction of files

Article 17 For redundant, repetitive, outdated and non-preservative archives, the two office rooms shall be regularly cleaned up and booked, and the application for destruction shall be handled in accordance with the relevant provisions of the higher authorities.
Article 18 The archives that have been examined and approved for destruction shall be dispatched by the two secretaries and the deputy directors to the paper mill designated by the higher authorities for surveillance and destruction.