Enterprise document management rules

□ General

First entry

In order to institutionalize the management of documents, in order to improve the quality and efficiency of the processing of documents, the rules are set.

Second scope

The term "management management" as used in these Rules refers to the documents of the departments, offices, centers or companies of the General Management Office and the documents exchanged between the various departments of the company, and the handling and control of the entire process from receipt to filing.

□ Undertaking department

Article 3 Total Transceiver Department

The sending and receiving of documents between the departments of the head office and the outside world shall be handled uniformly by the general affairs department of the general management office, and the total receipt and delivery of the location of each company shall be handled by the general affairs department of the company. The general transceiver department is responsible for the receipt and transmission of documents.

Article 4 Management Department

The departments, offices, centers and companies of the General Management Office shall use the company's general manager's office or management office as the management department; business, procurement, engineering, materials, law, services, training, etc. The department’s instruments are the highest authority of the business unit for the management department.
The location of each company is a regional instrument with the outside world, and the manager's office or management office of its location is the administrative department.
In principle, the companies, departments, departments, and departments above are the administrative departments. The management department shall designate personnel to be responsible for the draft of the documents and the issues of sending and receiving, unpacking, registration, division, reminder, proofreading, supervision, and file management; if the documents are not handled as required, the administrative department shall not accept them.

Article 5 Hosting and Organizing Department

The business sponsoring department involved in the content of the document is the sponsoring department of the instrument. If other departments are involved, other departments are the organizing department of the instrument.
The organizer, conference office and provision department of all kinds of information submitted by the company.

□ text

Article 6 Category

Letter: Publish regulations or provisional provisions and use of the organization, company number, private or related companies, and between departments within the company.
Announcement: Use when the competent business is announced to the public or to a specific object.
Letters: Used in relation to business contacts between companies, departments, or departments within the company.
Signing: The lower level is used when there is a request or report to the superior.
Telegram: Business processing must be used when telegraphing.
Form document: The official documents and company personnel orders prescribed by government agencies can be printed in a fixed format according to actual needs.
other:
1. The judicial documents shall be implemented in accordance with the procedures prescribed by the legal department; the litigation documents shall be implemented in accordance with the procedures prescribed by the relevant government litigation review committee.
2. The transmission of meeting minutes and routine reports is not necessary.

Article 7 Name, signature and letter of borrowing

The name, signature and printing of the relevant organization's external organization are as follows:
1. In the name of the company, the chairman of the board of directors is signed by the chairman:
It is a policy or policy that affects the company's significant interests.
2. In the name of the company, the general manager shall sign the general manager's post:
The texts of government ministries, conferences, bureaus, agencies and their affiliated primary and secondary institutions or provincial governments, municipal governments and their affiliated institutions.
3. In the name of the company, the general manager is signed and the general manager's title is signed.
1 The text of the provincial government, the secondary institution of the municipal government, etc.
2 The texts of the local city, county government and its affiliated institutions.
3 essays on taxation and financial institutions.
4 The departments, offices and centers of the General Management Office represent the external literature of each company.
4. In the name of the company, signed by the manager and signed the manager's title.
The writing of public institutions or public corporations or corporate bodies other than those listed in the second paragraph of this paragraph.
The business, materials, and engineering departments shall write to the customers and manufacturers within the scope of the approval or authorization of various regulations.
5. In the name of the department, the director of the factory shall sign the seal of the director of the factory.
The business, materials, and work departments shall write to the customers and manufacturers within the scope of the approval or authorization of various regulations.
6. Cover the departmental chapter in the name of the department:
1 The procurement department's writing to the manufacturer.
2 Personnel, services, training, law and other departments in the scope of the powers and responsibilities of the business to the civil business, private institutions or individuals.
7. In accordance with the name, signature and imprint of the fourth paragraph of this paragraph, if there is no manager in the unit, the company's official seal may be used.
8. Due to special circumstances or facts, the name, signature and letter of the user shall be separately stipulated. The general manager of the general management office shall be transferred to the general manager of the general management office for approval.
All departments of a related enterprise shall write in the name of the department and sign and print in accordance with the following regulations:
1. The official clerk shall be signed by the general manager or the manager of the business department in the name of the company. The person who is in charge of the business will be signed by the department head and the manager, and the departmental chapter shall be used.
2. The letter of the seals issued by the departments, offices and centers of the General Management Office to each company shall be covered with a departmental chapter.
3. The department of work, materials, accounting, general affairs and other service departments shall cover the chapters of other departments.
4. The competent department of the factory or above shall sign the signature of the department in charge of the department directly under its jurisdiction.
Announcements, personnel notices, appointments, awards, deeds, and legal or specific business, must be stamped with the company or business-specific seals, should be stamped, and subject to the business needs to affix the title of the chairman or general manager A signature or seal or a signature or private seal of the department headed within the scope of its permission or authorization.
The specific signatory and the file of the letter are prescribed from it.
Those who need to be re-named in the name of the signatory of the equivalent status should be dealt with on a case-by-case basis.

Article 8: The right to authorize the text

Those who are signed by the chairman of the board of directors shall be sent to the general manager's office of the general management office for transfer to the chairman of the board of directors.
Those who are signed by the general manager shall be sent to the general manager's office of each company to be transferred to the general manager for judgment, except for the departments and centers of the general management office and the representative of each company.
The person who signed the essay by the manager of the business department shall be sent to the manager's office and transferred to the manager for judgment.
Those who are signed by the director of the factory in the name of the department shall be sentenced by the department head.
Those who write in the name of the department shall be judged by the department head.
Those who use the official seal of the company in the name of the company shall be judged by the managerial staff.

Due to the needs of the project business, such as import and export, tax, customs, labor insurance, bidding, etc., the company must use the business-specific chapter of the chairman or general manager. The text should be approved by the competent department of the business department within the scope of authorization. It’s the beginning.
The fixed-form document shall be authorized by the authorized supervisor to authorize the business sponsoring department to follow the style.

□ Document processing program

i. General

Article 9 Classification of documents

Confidential categories: patented, uniquely technical materials and business-specific confidential files of specific regulations shall be handled in accordance with the provisions of Chapter VIII of these Provisions.
Category a: Any instrument that is significant enough to affect the company's rights and interests should be submitted to the general manager for review.
Category b: general instruments and recurring business transactions.
Category c: The general notice or reference letter does not need to be submitted, and only the registered documents are directly processed and processed by the department.
Other categories: reports, publicity or printed correspondences that are not directly related to the company's business. They do not need to be received or registered, and can be directly sent to the relevant departments for reference.

Article 10 Transceiver Registration Form

The first link is the receipt of the registration form, and the sender and receiver are bound and stored in the order of the serial number.
The second joint is the reminder. After the documents are sent to the department, the receiving and dispatching personnel will take back the documents and sort them out according to the processing deadline or the date to be reviewed.
The third joint is the supervisor's reminder, and the head of the handling department will keep it after submitting the file, and sort it according to the processing deadline or the date to be reviewed, so that it can be used for supervision at any time.
The fourth joint is the investigation and management of the handling personnel. After the files are completed, they shall be classified according to the closed case and the unfinished case.
The fifth joint is the verification association. When the archives are completed, the archives are archived. If the files are issued or authorized, the transfer personnel will forward them to the supervisor for review and filing.

Article 11: Development and management of the received text number

External font size
1. Company: x1x2 total number ○○○○. X1x2 is the company's abbreviation; x3 is the difference between the ground and the region is not required to be omitted; ○○○○ is the company's collection serial number.
2. Business Unit: x1x2x4 word number ○○○○.
3. Business department: It is formulated by the general manager's office of each company.
The font size of the relationship with the company
1. The management is unified by the general manager's office of each company.
2. The departments, offices and centers of the General Management Office shall be uniformly managed by the General Manager's Office of the General Management Office.
Transceiver number
1. The document management department shall list the number of the running water according to the year. The "Business Contact Letter" is separately prepared, and the serial number is also listed.
2. The reply number is the issue number. If there is a communication with the second or more case, the last received number is the issue number.
3. The active posting number is in the same numbered sequence as the general reposted number.

Ii. Archives with the outside world

Article 12: Receiving

After the registration and the written communication are opened by the receiving and dispatching personnel, the number of the receiving number, the date of receipt, the author, the incoming text number, the date of the communication, the attached file and the abstract are registered in the "receipt registration form". The nature judgment instrument category and the handling department are distributed by the receiving and dispatching personnel.
The distribution of the file to the sender and the dispatcher shall distribute the file, and the first link of the "receipt registration form" shall be retained, and the serial number shall be bound according to the serial number of the receipt number. The remaining second, third, fourth, and fifth joints, together with the communication, are sent to the head of the handling department for approval of the "required" and "no" reply and processing deadline, and are recorded in the "receipt registration form" second, third and fourth. After the signing of the second joint, the second joint will be returned to the "transfer-specific file" and sent back to the receiving and dispatching personnel. The receiving and dispatching personnel will sort it into the file reminder according to the date of the processing deadline.
When the file is submitted to the department in charge of the handling of the file, the name of the manager shall be recorded in the third, fourth and fifth joints of the "receipt registration form", and the third party shall be kept in accordance with the processing date. Wulian is handled together with the file transfer office.
File processing
1. When handling the file, the manager shall submit the proposed or re-issued document to the competent authority.
2. The manager shall record the summary of the process, results or essays in the "receipt registration form", the fourth and fifth joint records shall be linked to the column registration form "the fifth process", and fill in the predetermined retention period. After the date of the sale or the date to be confirmed, the letter will be typed and proofread and then transferred to the document management department to send and receive personnel. After the file is judged by the department, the "receipt registration form" will be exported to the third party.
3. When the receiving and receiving personnel receive the completed communication and the "receipt registration form", the fourth and fifth time:
1 If there is no need for a reply, the file number will be filled in according to its category and the first link will be recorded in the fourth and fifth joints, and the date of the case will be transferred to the first joint, and the second remaining joint sales case will be drawn out. Filed and returned the fourth unit to the manager.
2 If the replies are required, the replies and replies will be sent to the supervisors for printing, and the essays will be sealed and sent; the texts, re-submissions, and essays will be written in the fourth category according to their category. After the Fifth Union, the fifth joint filed with the text of the communication, the re-submission, and the re-enactment, and extracted the second remaining joint sales case, and then returned the fourth joint to the manager. If the business department needs it, it can be retained at the end of the re-enactment.
4. If the attached file of the communication belongs to cash, cheque, money order or other valuable securities, the handling department of the handling department shall, when receiving the communication, pay the signing to the cashier department and shall not pass it.

Article 13: Active publication

The draft manuscript and the registration manager shall prepare the manuscript in the official manuscript, attach the "receipt registration form" to the fifth letter, fill in the recipient, category, handling department, summary of contents, subsidiary file, name of the manager, and the scheduled retention period. In the column of the sales case or the waiting period, the person in charge of the department's supervisory committee shall be sentenced, sent and received personnel number, transferred to typing, proofreading, and sent to the document management department to send and receive personnel.
The dispatching and receiving personnel receive the issued documents and the original "receipt registration form", and the documents and originals will be sent to the supervisors for printing. After the file is sealed and posted, the first letter of the registration form is bound by the serial number of the mail number; there is no need to wait for the file, and the second and third parties are sold. If the case is to be confirmed, the second party is temporarily stored by the sender and receiver. The heads of the three-way delivery department are sorted out according to the date to be reviewed for the purpose of reminding; the fourth and fifth joints together with the original and the original version of the document are written according to their categories, and the file number and the date of the sale are recorded in the first joint. After that, the fourth joint exchange is also checked by the manager, and the fifth joint is filed together with the original manuscript and the original.

Article 14: Treatment of external replies

The receiving and dispatching personnel and the document handling department receive the external reply. Except for the processing of the receiving program, the receiving and dispatching personnel shall draw out the second joint sales case of the original issued document, and transfer the date of the sales to the first joint of the original issued document, and the date and font size of the received document. The fifth link is filed after the original post. When the handling department receives the reply, the supervisor shall draw out the third joint sales case of the original post. The manager shall fill in the date and size of the receipt in the fourth joint of the original post.

Iii. Relational business files

Article 15 Way of writing

Those who officially use official documents or mimeographed letters shall be dealt with in accordance with the provisions of this chapter. General rules, notices,
When a letter such as an announcement does not require a reply, the issuing department still handles the issuance of documents, and the receiving department handles the following:
1. When the competent department writes a letter to its directly administered department, the receiving department shall be exempted from receiving documents.
2. The departments, offices, centers and companies of the General Management Office shall write to each other. The general manager's office or the department, the department and the central document management department of the company shall receive the documents. When they are transferred to the department, the department shall be exempted from receiving the documents.
3. The recipients of the documents subject to the provisions of the preceding two items shall still be processed and filed in the order of the date of receipt.
Those who use the "business contact notes" shall apply in accordance with the provisions of Article 16.
The writing of all kinds of documents should be issued once at the organizational level, so as to avoid delays in reprinting the delays.

Article 16 Handling of Business Contact Letters

When issuing a document, the dispatcher shall list the contact information in the first link of the "Business Contact Letter", and fill in the categories of the document, the recipient, the waiting period, the attached file, etc., and submit it to the supervisor for judgment. Fill in the triple link together with the first joint supervisor, and send and receive the personnel number and record it in the "receipt number registration form" and send it to the supervisor for printing. The sender and the receiver will send the "business contact letter" to the second, third and fourth. In the case of the acceptance of the text, the first association will be sorted out in accordance with the date of the deadline.
The receiving and receiving personnel of the receiving department receive the second, third and fourth links of the "business contact letter", fill in the receipt time, compile the receiving number and record the "receipt number registration form" to write the second, third and fourth letters. After the joint delivery is submitted to the department head to approve the manager, the second and third parties shall be handed over to the manager for the joint operation. After the signing of the fourth joint manager, the receiving and dispatching personnel shall sort out the waiting dates as required by the issuing department. Reminder.
The reply to the reply by the respondent shall be submitted in the third joint proposal and filled in the date of the sale or pending, and the scheduled retention period. After the competent judgment, it shall be filled in the second joint and shall be signed and sent by the supervisor. The receiving and dispatching personnel will transfer the printed and extracted the fourth temporary transfer case or the pending date, and send the second joint to the receiving department. The third and fourth joint fixed number will be filled in the file number column; The third joint is archived according to its category; the fourth joint is stored in the order of the serial number of the received text. If the case is not closed, the fourth joint will be sorted out according to the date to be reviewed.
When the receiving and dispatching personnel of the essay processing department receive the second letter of the reply message sent by the replying department, the time of the first transcript of the original temporary note is received; the second transfer agent is ready to read and indicate the reservation. The storage period is sent to the receiving and dispatching personnel to extract the first joint sales case, and then the file number is written in the file number column. The first link is in the order of the serial number of the issued document, and the second link is archived according to its category. One Union needs to add the date to be requested by the reply department and arrange it for the reminder according to the date. If the reply is repeated, it will be processed according to the document.

□ Document processing methods

Article 17 Document Structure

Announcement: Use the "subject" and "suggestions" in the three paragraphs.
Letters and signatures: Use the three paragraphs of "subject", "description", "method", "request, plan or suggestion".
Business contact letter: It can be described point by point in the form of official documents or by regulations.
Use the style of the text to achieve the requirements of "simplified, shallow, clear, and correct", and use the form to make the best use of the form.

Article 18 Letter Processing

Letters received by designated business, public works, materials and procurement personnel shall be deemed to be official documents by the records on the envelope, and shall be deemed to be unpacked in accordance with the official documents. If they are private matters, they shall be reissued; If you are a public service document after unpacking, you should hand it over to the receiving and dispatching personnel in accordance with these rules.
A letter named by a deputy or above person shall be sent to him or herself. If it is a public service document, it shall be handed over to the receiving and dispatching personnel in accordance with these Rules.

Article 19: Signing and handling

When the manager needs to sign the special case for signing, he/she should sign the paper with the signing paper, and the signing should be filed according to the type after being verified and completed.
After the signing of the manager, the supervisor shall submit the certificate to the supervisor. If it is required to be transferred to the supervisor of the managerial level or above, the person in charge of the factory or the department shall register with the person in charge of the issuance of the office to report to the manager. The supervisor stated that after the verification, the sender and receiver of the factory will transfer the "instruction" situation, and the case will be submitted to the factory manager for review, and then handed over to the manager for instructions, but the relevant departments of the conference should copy and distribute the coordination department. Handle or check. After the manager has completed the application, the signing will be submitted to the factory and the department to send and receive personnel to record the file number in the signing and "issuing the transaction checklist", and the signing will be filed according to its category. The contents of the signing should not be known to the public, and special personnel should be designated to sign the project.

Article 20 Contract Processing

When a contract is concluded or amended, the document shall be forwarded to the Legal Affairs Office of the General Management Office for approval before the draft is submitted. After the judgment, please send, proofread, and print according to the number of copies required by the business.
The manuscript of the fixed-form contract shall be used after being drafted according to the provisions of the preceding paragraph, and the required number of copies shall be submitted in accordance with the requirements of the handling department.
The stipulations such as the stipulations such as the originals.
The original receipt of the contract by the custodian department shall be printed and printed and then filed with the original. All relevant departments of the business are kept in reserve with a copy.

Article 21: Copy and book processing

The copy shall be treated as a formal document and shall be handled and filed in accordance with the regulations; all kinds of books shall be managed in a centralized manner by the designated department.

Article 22 Telegraph Processing

The telegram is regarded as the same instrument and is handled in accordance with these rules.

Article 23: Points for handling documents

The handling documents have important documents that are important enough to affect the company's rights and interests. The originals should be properly preserved, and each application should be processed in a copy or at the shadow layer.
For the purpose of handling the documents and achieving stratification, the manager shall sign the opinions or drafts of the content points and submit them to the department heads for approval. The supervisors should pay attention to the copy and avoid signing and no opinions.
The names of the personnel, drafts, and manuscripts should be clearly identifiable and not difficult to recognize.
The handling documents shall be determined according to their priorities. If the case involves other departments, it shall be handled as the case. The department of the meeting will handle the case according to the speed.

Article 24: File Processing Period

When receiving and receiving personnel, in principle, they should be sent with them, and they should not be backlogged. At the latest, they should be sent to the relevant personnel within one hour.
The period of the division of the sub-members is determined by each company according to the number of receipts.
The processing period of the handling staff.
1. Speeding articles, telegrams, confidential files, etc. should be followed by the law, and the processing is completed within one day.
2. In the general case, the department head shall consider the workload of the manager and specify the processing period, which is generally based on the principle that the document is processed within three days.
3. If the communication has a deadline for reply, it shall endeavor to complete the processing within the time limit specified in the communication.
4. The heads of special cases such as planning, testing, research, development, regulatory revision, measurement, and collection of information shall stipulate their processing deadlines as appropriate.
5. In principle, the printing staff completed the printing on the same day.
6. The archives of the archives shall be cleared on the day of the case and shall not exceed two days at the latest.
7. In the case of signing the case, the company shall set the time limit according to the hierarchical level of responsibility.

Article 25 File Retrieval

If the manager fails to complete the file as scheduled, he/she should be notified by the verbal notification document to change the processing period before the expiration of the processing period and after the approval of the supervisor of the requesting department.
The receiving and dispatching personnel shall check and organize the joints on a daily basis. If they fail to see the case, they shall firstly notify the supervisor of the handling department orally. If they fail to complete the case for one day, they shall use the "instrument reminder". The supervisor of the department of the delivery office shall hand over the "planned completion date" and the "cause of delay" to the manager for approval, and the handling department shall keep one copy, and one of the returning and receiving personnel shall continue to monitor the receipt and dispatch, and send and receive personnel. The audit situation should be recorded in the auditing association at any time.

Article 26 Transmission method

The method of transferring documents is divided into special delivery, postal telegraph and consignment, etc. The manager shall indicate on the instrument draft.

Article 27 File Delivery

When the file is delivered, filed, submitted, and processed, if it is delivered in light gray file for ordinary cases, or in case of confidential, emergency or class A case, it is delivered in orange-red file.
Delivery of inter-department files
1. The document issuing and receiving department can deliver the file directly in the same factory area. If you need to sign the receipt, you can send it by yourself and ask the receiving department to sign and collect the reminder.
2. If the issuing and receiving departments are in different factories, the sending and receiving personnel of the issuing department shall send the files to the "internal envelope" for distribution according to the department of the document, and the "internal envelope" shall only be written by the factory of the receiving department. The name of the office, department, and room shall not be marked with the name of the manager, and shall be unpacked and distributed by the receiving and dispatching personnel.
3. Each company shall set up a file "sending center" in each office area. The head office is the general manager's office of each company. The location of each company is the general affairs department. Each "delivery center" must set a daily deadline for receiving time. Organize centralized shipments.
4. After the sender and the receiver submit the file to the "Send Center", the "Send Center" personnel should centralize the files of the factory department of the same document department, and issue the "File Delivery List" in a triple-trip, the first joint self-storage, the first The second and third links are sent together with the file collection and the special "archive bag". After the "sentence center" of the receiving area receives the "archive bag" and disassembles it, it will use the "file delivery list" second and third links together with the file to be sent to the receiving and dispatching personnel of each factory to sign and keep the second link. We send "storage center" of document to send "storage center".
5. The files of each factory area sent by the departments, offices and centers of the General Management Office shall be submitted to the “Send Center of the company for registration and transfer.
6. The "archive bag" of each "sending center" of the head office shall be sent to the general affairs department of the general management office for unified delivery before 5 pm.
7. In principle, the files should be sent with you, and there should be no backlog. The "Send Center" personnel must distribute the files in the "archive bag" to the receiving and dispatching personnel of the factories and departments within 30 minutes after work every morning.

□ Printed letter

i. Type of letter

Article 28

Official seal: Company seals registered with the competent authorities and company-specific letters for specific businesses.
Job Title: 〖zk title signature: each company's factory, director or above in charge of the title and signature of the letter.
Departmental chapter: A letter engraved with the title of the company and department. If it is not allowed for the department of the company's foreign affairs, the words "inside" should be added to the departmental chapter.
Proofreading chapter, riding seam seal, and attached archives: A letter bearing the title of the company and the words "Proofreading Chapter" or "Riding Seal" and "Affiliated Archives".

Article 29 Information and Forms of Printing Letters

All letters are round rubber.

Ii. Use of the letter

Article 30: Printing personnel

The seals of the company's official seal and the chairman's official seal shall be signed and approved by the chairman of the company.
The stamps of the specific business and the supervisors of the chairman's official seal, official seal and general manager's post shall be signed and approved by the general manager of each company.
The signatures and departmental chapters of the heads of the departments shall be designated by the heads of the departments.
When the printing personnel are absent, the agent shall supervise the printing on behalf of the agent. The appointment of the agent shall be signed or assigned in accordance with the provisions of the preceding three paragraphs.

Article 31: Printing cover

In the course of writing, it shall be sent to the supervisors in accordance with the provisions of Article 8 to print on the letter, manuscript and the basics in accordance with the provisions of Article 7.
Other files need to be stamped with the letter, and the manager should fill in the "application form for printing the letter" in two versions. After the application is approved, the application will be printed. The printer shall print the letter in addition to the printed document. The application form is stamped on the front side and the first letter is stored, and the second unit is returned to the handling department for investigation.

Article 32. Use of ink

The official seal and the service seal are printed in red ink or red.

Iii. Printing management

Article 33: Printing and issuing department of printing letter

The seals of the official seal, the chairman of the board of directors and the general manager of each company are signed by the chairman of the general management office, and the general manager of the general management office is unified for the management department.
The departmental chapters of the departments, offices, and centers of the General Management Office are approved by the managers of each department, and the general manager's office of the General Management Office is unified for the management department.
The signatures of the titles of the managers and directors of each business department, the supervisory chapters of the specific business, and the departmental chapters of each department are approved by the general manager of each company to be uniformly issued by the general manager's office of each company.

Article 34: Registration of letters

When the business sponsoring department needs to report to the relevant competent authority with a specific letter or business-specific letter, the registration, replacement, cancellation, etc. of the letter shall be handled by the sponsoring department.

Article 35 Application for Printing

If the application for printing and printing is changed due to business needs or organization, the sponsoring department shall fill in a "Request for the Printing of the Letter", and the printing management department shall submit the application to the management department in accordance with the provisions of Article 33 of these Rules. .
(2) Application for renewal of letter
1. When the printed letter of the printed letter is applied for reissue, the supervisor shall fill in the "Request for the Printing of the Letter", and print the stamp on the remarks column, stating the date of the issuance, and send the printing management department according to these regulations. Article 33 stipulates that the petition shall be reissued by the administrative department upon approval.
2. The original waste printing letter shall be handled by the supervisor in accordance with the provisions of Article 36 of these Rules within one week after the receipt of the reissued letter.
Reissue application
1. When the printed letter is damaged or lost, the supervisor shall, in addition to reporting to the printing registration agency and making a public announcement, shall fill out a "Request for the Printing of the Application Letter", stating the type and type of the original printing in the remarks column. The date of issuance, damage or loss of the passing and dereliction of duty, and will be reissued by the administrative department after the printing management department has been approved according to the provisions of Article 33 of these Rules.
2. The text type of the replacement letter should be different from the original letter, so as to distinguish it.
3. When the lost letter is found, it shall be handed over to the printing personnel within two days in accordance with the provisions of Article 36 of these Provisions.
Application for the letter supplement
1. A printing letter is based on the principle of issuing one, but if the business needs or is restricted by the region, the business sponsoring department shall apply according to the first rule of this article.
2. The printed letter of the supplement should be managed by the management to discern the difference.

Chapter 36—Printing Off

A printed, cancelled or lost letter of infringement shall be filled by the printing staff with a copy of the "Application for Payment of Credits", which shall be submitted to the printing management department for verification in accordance with the provisions of Article 33 of these Rules. The letter was sent to the management department for cancellation.
The printing management department received the written letter of cancellation, that is, it was saved or cut off at the discretion of the facts.

Article 37: Printing management

All kinds of letters are kept by the supervisors. If there is any loss or misuse, the supervisors shall be fully responsible.
The printing management department shall appoint a special person to be responsible for the management of the issuance, replacement, reissue, and inspection of the letter, and establish a "print registration form" to develop the impressions and samples, and bind them in a book in order to facilitate management.
The letter is not fixed for the replacement period, and the letter management personnel should at least check it once a year.
When the supervisor, the supervisor or the printing management personnel hand over, the project shall be handed over to the printed sample list and submitted to the printing management department.

□ File management

i. Management department

Article 38 Administrative department

After the paper is closed, the manuscripts are filed by the various document management departments, and the handling department keeps the shadows as needed. If the special case is required for business processing, the original owner must be kept by the manager of the handling department, and should be properly preserved after the consent of the supervisor of the book management department. The document management department shall file the copy of the document, and the original shall be sent to the document management department for archiving after the original is used. Switch back to the photo.
The catalogues and numbering principles of each company's file volumes shall be uniformly managed by the general manager's office or the manager's office of each department; the departments, offices and centers of the general management department shall be compiled and submitted to the general manager's office of the general management office.

Ii. Organizing and classifying

Article 39

When the file is closed and transferred to the archive, it should be collected according to the following principles:
Check whether the text and attached files of the file are complete. If there are any shortages, they should be traced back.
If the file is to be depleted, it should be signed by the head of the management department.
Whether the processing procedures of the files are complete, if any omissions are made, they should be returned to the handling department for re-issuance.
Files that are not related to the case or files that should not be filed with the case should be returned to the handling department.
The securities or other valuables shall be returned to the handling department, and the handling department shall send the documents to the designated custodial department for signing.

Article 40

After receiving the file, it should be organized as follows:
Chinese direct-write files are based on the principle of binding on the right, and Chinese-language or foreign-language files are based on the principle of binding on the left.
The right binding file and its attached files should be aligned with the upper right corner, and the left binding should be aligned with the upper left corner.
If the file is wrinkled, damaged, or uneven, it should be replenished, cut and folded to make it uniform.

Article 41 Classification of files

The file classification should be classified according to the content of the case, department organization, business project and other factors, according to the department, major category and sub-category. First, they are divided into departments. The departments are divided into several categories according to the nature of the case, and then divided into several sub-categories in the same category.
File classification should be practical and practical. If there are more cases, the third level of the previous paragraph will not be applied, and the fourth level will be added to the fourth level. If there are not many cases, you can only use the "department" and "big class" or "small class" level two.
The same "small class" case is bound to the first folder. If there are more cases, if one folder is not enough, the score will be more than two folders, and the number of "volumes" will be added after the subcategory. In order to check.
The inside page of each folder should be set up with the "Table of Contents". When the case is filed, the number will be numbered and registered. The number of each item will be based on the principle of "number".
The file number is expressed as follows
A1a2--b1b2c1c2d1--e1e2
A1a2 is the code of the department, b1b2 is the big class number, and c1c2 is the small class number. D1 is the file volume, and e1e2 is the file directory.

Article 42 File Name and Number

The classification of each level of the archives should be given a name, the name should be concise and concise, in order to fully represent the nature of the content of the archives, and there are certain categories, which should not be general and ambiguous.
The numbers of classifications, volumes and catalogues at all levels are expressed in decimal Arabic numerals; the number of digits used is determined at the discretion of the number of cases and growth.
After the names of the file classifications have been determined, the "File Classification Number Table" shall be prepared, that is, the names of all the classification levels and their representative numbers shall be arranged in a certain order for easy reference.
A number of gaps should be reserved in the numbering of the file classifications for future expansion of the organization or for additional business.
Once the names of the archives and their representative figures are determined, they should not be arbitrarily modified. If necessary, it should be carefully studied in advance, and a new and old file classification number comparison table should be prepared to avoid confusion.

Article 43

If the case is a new case, the file classification number table should be used to find out the category of the case and its order and order.
If the case can be attributed to the previous case, the file number of the previous case should be found to be listed in the same number.
The file number is based on the principle of one case. If there is a case in which a number of cases or a case falls into a multi-category, the main category should be determined first, and the file number should be listed.
The file number should be listed from the left to the right. In the case of the right binding, the file number should be filled in the upper left corner of the case home page; the left side booker should be filled in the upper right corner.

Iii. Archive and file cleaning

Article 44: Term of preservation

The archived files should be bound in the relevant category of the folder in the order of the order number, and the "see the paper" should be used to indicate the order number as needed to facilitate the reading.
The back of the folder should indicate the classification number and name of the case contained in the folder for the purpose of checking the file.

Article 45: Term of preservation

The file retention period shall be handled in accordance with the following regulations, except for the relevant government regulations or other regulations of the enterprise:
Permanent preservation: 1. Articles of Association; 2. List of shareholders; 3. Rules of organization and rules of work; 4. Records of board of directors and shareholders' meeting; 5. Financial statements; 6. Approved files by government agencies; 7. Real property ownership and other credit certificates ; 8. Engineering design drawings; 9. Other instruments that have been approved for permanent preservation.
XX years of preservation: 1. Budget, final accounts; 2. Accounting documents; 3. Business planning materials; 4. Other instruments that have been approved for XX years.
5 years of preservation: 1. The contract of expiration or dissolution; 2. Other instruments approved for 5 years.
1 year preservation: no long-term preservation is necessary after the case is closed.
The regulations are permanently stored by the regulatory authority, and the use department maintains them for the period of validity.

Article 46

Pipeline personnel should always wipe the file holder and keep the file clean to prevent insects from decaying. When the annual change is made every year, it shall be cleaned up once in accordance with the provisions of Article 45. Those who have already saved the period may be destroyed. Before the destruction, they shall be submitted to the general manager for approval, and if necessary, report to the competent department and note in the table of contents. The date of destruction is indicated in the column.
In the files that have expired the retention period, some of them are still approved to save the reference value. The management personnel should put the fifth note of the "receipt registration form" on their reserved files, and indicate the date of partial destruction on the fifth link.
Iv.

Forty-seventh

When the department's handling personnel need to access the files due to business needs, they should fill in the "volume order form" and review it with the departmental supervisors.
After receiving the "volume order", the management personnel will take out the file and fill in the loan date on the "volume order sheet" and hand over the file to the staff. The "volume order" is sorted according to the scheduled return date, in preparation for the reminder.
If you borrow from the archives on the spot, you will be exempt from the "volume order".
When the file is returned, the file is checked into the file folder after the file is checked and the date is confirmed and the signature is confirmed. The "volume order" is kept by the pipeline staff for future reference.

Article 48 Management of Volume Control

The "volume order" is based on a single case. The maximum borrowing time is limited to one week. If there is a special situation, if you want to extend the access period, you should follow the access procedure.
The revolving personnel shall not exchange or increase the damages for the transferred cases. If necessary, they shall also report the reasons.
The revolving staff should review the files and return them within the prescribed time limit. If other personnel access the same file, they should be registered and changed, and they must not be granted.
If you refer to a case that is related to the business of the business, if you refer to a case that has nothing to do with the business, you should agree with the supervisor of the book management department.

□ Confidential file

Article 49 Scope

Production equipment design drawings: mechanical design drawings with patents and unique features, as well as production equipment layout drawings.
Technical information: unique technical operating standards, technical cooperation with outsiders or technical guidance materials for outsiders, product formulation, product development, improvement or test data, foreign on-site internship reports and other technically confidential information.

Business data: sales cost data, market intelligence, foreign business inspection reports and other business-related information.
Other directors of the directors and directors of the factory believe that it is necessary to include all information on the management of confidential files.

Article 50 Custody Department

Foreign secret files shall be kept by the general manager's office of each company; if they are approved by the general manager of each company and saved in the business department, research institute or factory location, they shall be the manager's office of the business department, the director's office of the research institute, the resident manager's office or The department designated by the general manager is the custodial department.
A professional confidential file established by the technical, development, engineering, business and other departments shall be the custody department of each business unit manager or the factory management department.
The confidential files of the departments, offices and centers of the General Management Office shall be the exclusive nature of the departments, and shall be the custody department of each department, room and center.
Each custodial department shall designate a special person to be approved by the general manager of each company, and be responsible for the affairs of sending, receiving, registering and filing confidential files.

Article 51 Processing of Foreign Confidential Documents

The foreign secret file is sent to the general manager of the company's general manager's confidential file custodian by the company on behalf of the company. The "receipt registration form" is registered in the form of a five-in-one registration, and the general manager is required to issue the manager and the designated processing period. The text, the office, the replies or the active documents are processed in accordance with the procedures specified in Chapter IV. Only the delivery should be done in person, and you must not fake others.

If the content of the file affects the company's equity, the custodian should use the photocopy as the file, and the original file should be kept by the custodian.
During the processing of the archives, the organizer shall be responsible for the confidentiality of the documents; if it is necessary to assign the personnel to be handled by them, the “File Transfer Record Card” shall be used to indicate the time and purpose of the signature of the manager after the daily work. The card is retained by the organizer and handled by the secret agent. The organizer shall be responsible for taking back the secrets when they leave work on the same day, and fill in the recovery time on the "File Transfer Record Card". After signing by the manager, they will be filed with the fifth link of the "Incoming Registration Form" together with the confidential documents.
After the confidential documents are completed, the organizer personally delivers or seals the signatures and sends them to the document management department for sending and receiving.

Article 52: Self-made professional confidential file processing

The materials established by the staff of the property technology, development, engineering, and business departments to undertake the business of a specific project shall be treated as confidential documents and handled in accordance with the provisions of this chapter.
The handling department of the confidential documents of the preceding paragraph shall prepare the “Work Plan” of the month at the end of each month to indicate the specific business work theme, content summary, manager and scheduled completion period, etc. One copy of the deposit, one sent to the custodial department for investigation.

Article 53

The manager shall handle confidential files at the office and shall not carry or lend or present to others without authorization. During the processing period, they shall be properly stored to prevent others from easily obtaining or reading.
The manager may not ask others to copy and write the confidential files, and may not copy them without the approval of the supervisor above the manager level.
If the manager needs to carry a confidential file out of the office, it shall be submitted to the supervisor at or above the manager level for approval.
If the manager fails to complete the processing within the prescribed time limit, he shall, before the expiration of the contract, approve the extension of the processing period and contact the custodian to delay the reminder.

Article 54 Filing

After the foreign confidential file has been completed by the organizer and approved by the general manager, the file should be sent to the custodian with the "receipt registration form" fourth and fifth and the "file transfer record card" for signing, and the file number should be The category is registered in the "Confidential File Keeping Checklist", and the fourth link is sent back to the organizer for investigation, and the fifth link is filed with the file.
The confidential file established by the internal staff, after the manager has completed the work and approved by the factory and the director, the file type, content summary, scheduled retention period, etc. should be filled in the "secret file delivery form", and the file will be sent to the custody. After the staff has compiled the file number and signed the receipt, the "Confidential File Delivery Order" will be returned to the manager for investigation. The file will be archived by the custodian and the name and archive number will be recorded in the "Confidential File Keeping Checklist".

Article 55: Filing of Files

The custodian should fill in the confidential file added each month and fill out the "Confidential File Addition List" before May 5th. At the end of each year, the files will be cleaned up. It will be considered that there is no need to continue to keep or have disappeared the confidential nature of the files. The "Confidential Archives Destruction Form" is submitted to the general manager for approval and then destroyed or sent back to the original handling department for filing according to the general documents.
The custodian should check the "Confidential File Addition List" and the "Overseas Project Plan" or the "Work Plan" at the end of each month. If there is a file that should be sent but not filed, the clerk should send the archive to the agency. .
Confidential files should be separately filed and kept separate from other general files.

Article 56

When all departments need to access the confidential files, in addition to the methods specified in Article 48, the handling agent shall fill in the "volume order form" to indicate the period and use of the transfer, and shall be submitted to the custodian department by the director of the department. After the supervisor agrees, the volume will be transferred.
After receiving the approved "volume order", the custodian shall open a copy of the "File Transfer Record Card", and after the secret file is handed over to the recycler for signing, the "File Transfer Record Card" shall be retained by the custodian. When the contract is returned, the confidentiality is filled in by the custodian, and the return time is recorded in the "File Transfer Record Card" and archived by the recorder.

Article 57

When the confidential file needs to be copied or copied, it shall be submitted to the manager for approval before being issued to the manager, and the number of copies shall be registered in the "Confidential File Keeping Checklist"; the copy shall be treated as the original in accordance with the provisions of these Rules.

Article 58 File Management

The manager, the custodian or the reeling officer shall properly manage the confidential files of the handling; if one of the following circumstances is met, it shall be dealt with in accordance with the provisions of Article 14 or Article 36 of the Personnel Management Rules:
The dismantling of the original case has obvious drawbacks.
The original case was defaced, replaced, altered or lost.
Unauthorized transfer of documents, loan or presentation to people and other venting secrets.
If the volume is overdue, it will not be returned and the reason will not be stated.
Please ask someone to copy, substitute, copy or type, and print.
When the file is transferred, it is not recorded in the "File Transfer Record Card" or is not recovered when the work is completed on the day of the branch.

□ Supplementary

Article 59 Statistics on the number of days of file processing

Each of the receiving and dispatching personnel is based on the first receipt of the "receipt registration form", the business contact letter of the first joint and the fourth joint respectively to create a "file processing statistics table" in duplicate, before the fifth day of the month, a copy of the manager to review the deposit manager The room is for future reference and one is for self-storage.
Processing day calculation standard
1. Receiving case: From the date of the total receipt to the date when the reply is issued or the file is filed, the number of days required is the actual number of days after the holiday.
2. Cases issued: From the date of issuance of the file to the date of its sale, the number of days required is the actual number of days after deducting the holiday.
Article 60 The papers used in the documents shall be made of official documents for the documents related to the enterprises outside the enterprise. A letter to the customer or manufacturer that has the company title printed.
The relationship between the various departments within the company is based on the "business contact note", but the company's text is also available for official documents.
The telegram uses telegraph special paper.
Signed to sign special paper.

Article 61 Auditing of File Processing

The general manager's office of each company shall dispatch personnel to inspect the handling of the documents of each department from time to time and provide guidance at any time. If there is any abnormality, they shall notify the competent department of the handling department to handle it.

Article 62 Implementation and revision

The implementation of the Measures by the Business Decision-making Committee shall be implemented after the amendment.