1. Purpose:
In order to effectively protect and utilize archives, realize that any archives can be coded and inquired, and systematically manage archives, this regulation is formulated.
2. Scope of application:
Various forms of historical records, such as words, charts, vouchers, reports, technical materials, computer discs, audio and video, films, honorary objects, certificates and so on, which are directly formed by various departments and employees of the company engaged in business, management, enterprise management, public relations and publicity activities.
III. Responsibilities:
general manager office is the centralized management department of all files of the company, and general manager office has full-time staff to manage the classification, filing, borrowing, updating and keeping of original files.
iv. classification, identification and coding method of archives
1. classification of archives: archives are classified according to their categories and stored in file boxes, which are named as the categories to which they belong. If more files of the same type need multiple file boxes, serial numbers can be added. Examples: external communications ① and ②.
2 file storage: the named file box is stored in the file cabinet and labeled. If the No.1 filing cabinet to No.14 filing boxes are full, the No.2 filing cabinet will be coded from No.15.. The label of the file box with the same name is unified.
3 file coding: the file coding adopts the digital file classification storage method, and the coding consists of the file cabinet number and the file serial number in the file box number.
schematic diagram of file coding: xx-xx
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┃ ┃ ┗ ┗ ┃ ┃ ┃ ┃ ┃ ┃ ┃ ┃ ┃ ┃ ┃ ┃ Number according to the carrier category, namely: special carrier (TZ)? Category [certificate (Z), photo (P), audio tape (Y), video tape (X), floppy disk (R), CD-ROM (G), book (S), physical object (SW)]? Serial number identification. Example: TZ? R? 1； TZ? Z? 1……。 V. File-related processes
1 File query: File coding and storage location are combined to query files.
Example:
File name and file code storage location ...
Notice on ... 2-4-12 External communication ② .........................................................................................................................
2 Borrowing of archives:
2.1 Borrowing on the spot in the archives room or directly filling in the Registration Form for Borrowing Archives.
2.2 when it is necessary to take away the original or photocopy of the archives due to business needs, the relevant department head shall approve and issue a "volume adjustment form", and after being signed by Director general manager office, read it from the file management personnel with the "volume adjustment form" and fill in the Archives Borrowing Registration Form.
2.3 when the files are returned, the file manager will check that they are correct, fill in the return date and sign the "volume adjustment form" for confirmation, and then the files will be put into the file folder. The "Volume Adjustment Sheet" shall be kept by the file management personnel for future reference.
3 retention of files: the retention period of files shall be handled in accordance with the following provisions:
3.1 permanent preservation: (1) articles of association; (2) register of shareholders; (3) organizational rules and working rules; (4) Records of the board of directors and shareholders' meeting; (5) financial statements; (6) approval documents of government agencies; (7) Property ownership certificate and other creditor's rights certificates; (8) Engineering design drawings; (9) Other documents that have been approved for permanent preservation.
3.2 ten-year preservation: (1) budget and final accounts; (2) accounting vouchers; (3) business plan information; (4) Other documents that have been approved to be kept for 1 years.
3.3 five-year preservation: (1) expired or terminated contracts; (2) other documents that have been approved for 5 years.
3.4 one-year preservation: if it is not necessary for long-term preservation after closing the case.
3.5 the regulations shall be kept permanently by the regulations management department, and the user department shall keep them as long as they are valid.
4 destruction of archives: for redundant, duplicate and worthless archives, after confirmation by the competent archives department and consultation with relevant departments, a document destruction request will be issued, which will be approved and implemented by the general manager. General manager office fills in the Archives Destruction Record.