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Company document control center management method

x company document control center management measures

Chapter I General Provisions

First, in order to standardize the management of company data, strengthen the collection and management of data, effectively protect and use the information, serve the company's work, enhance the practicality and effectiveness of the company's data, and formulate these measures in light of the company's actual situation.

Second, the scope of information

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. Transferred to wmxz.net The above archival materials 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 Agency Responsibilities

Fourth, the implementation of a combination of 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 archival 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; Purchasing: 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 denoted by y, and non-density grade is denoted by n.

2.4 Confidential level: top secret: as; confidential: cs; secret: ps; none: 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.

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