Secretarial knowledge > Rules and regulations

Filing and filing system

First, the compilation of documents is a basic system of the paperwork of the organs. The work of the firm's documents is carried out by the internal staff.
Second, the archives of the Institute should compile and sort out the categories and conscientiously implement the provisions of the file management measures.
Third, the quality of archives should follow the law and characteristics of the formation of archival materials, maintain the organic connection of archives, distinguish between different values, one thing, easy to keep and use.
1. The archived files, the types of materials, the number of copies, and the number of pages of each file should be complete and complete, and files with illegible or easily degraded files should be copied;
2, the archive file is based on pieces, generally one file for each file, the original version of the file is finalized, the text and the attached file are one, the original and copy are one, and the forwarded and forwarded are one. A book such as a statement, a roster, or an album is one, and the communication and the essay can be one;
3. The file materials in the box should be requested after the first batch of approval, and the attached files should be arranged first and then the order of the finals after printing;
4. The files in the box should be removed from metal objects. If it has been damaged, it should be trimmed, and the pallets should be neatly arranged, and the sewing machine should be bound one by one and the page number or part number should be edited one by one;
5. Fill in the catalogue and the test preparation form in the box and follow the relevant regulations. Write with a brush or a pen, and the writing should be neat and clear;
6. The audiovisual file is marked with text to indicate the content of the camera or recording object, time and location, and the responsible person.
7. The physical file sets the text to indicate the awarding unit, the name of the award, the date, the unit and the type of carrier;
8. The accounting files are collected by the financial department. The accounting documents, accounting books, and accounting statements are sorted and organized into volumes. The storage period is indicated on each cover and transferred to the archives after one year of management by the financial department. Prepare two copies of the accounting file directory and the handover list;
9. The infrastructure files shall be collected and organized by the infrastructure department, and the catalogues and handover lists shall be submitted in duplicate according to the classification and combination files. After the completion of the project, the project shall be handed over to the archives;
Fourth, the requirements for writing
1. The writing materials are coated with carbon ink and blue-black ink. No pencil, ball pen, pure blue ink or carbon paper can be used except for special industry regulations.
2. Text writing will be written horizontally from left to right.

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