An archive is an important historical record of an individual or organization that often has legal effect, so its integrity and authenticity must be maintained. However, sometimes archives may be unsealed due to various reasons, which can pose a threat to their integrity and authenticity. In this case, resealing is even more important. The steps to reseal the file after opening it are detailed below.
1. Preparation stage.
1.Tools: Tools to prepare include new seals, special glue, seals (if needed), scissors, gloves (keep your hands clean to prevent contamination of the archives).
2.Environmental Preparation: Ensure that the working environment is clean and tidy to prevent dust or other contaminants from affecting the archives.
2. Verify the content of the file.
1.Check one by one: Open the file bag and check each document in the file one by one, confirm the integrity of the document, and check for any missing, damaged or altered documents.
2.Documenting: If a document is found to be missing, damaged, or altered, it should be recorded immediately, including the name of the document, the number of pages, and the details of the missing or damaged document.
3.Report processing: report the inspection situation to the superior or the relevant person in charge, and carry out further processing according to the instructions. For missing or damaged files, it may be necessary to apply for supplementation or repair.
3. Re-encapsulation of the archives.
1.Organize documents: Organize the documents in the file in the original order to ensure that each document is in place.
2.Clean the bag mouth: Use a clean paper towel or cloth to clean the file bag mouth to make sure it is clean and dust-free.
3.Paste the seal: Take out the new seal and use special glue to stick it on the mouth of the file bag, making sure that the seal fits perfectly into the mouth of the bag and there are no gaps. Avoid excessive force during the application process to avoid damage to the seal or bag opening.
4.Stamping: If a seal is required, the seal of the relevant department should be stamped on the seal to prove the authenticity and legitimacy of the file. When stamping the seal, make sure that the seal is clear and complete.
5.Secure the seal: Use a special glue to hold the seal in place to prevent it from being torn or moved. During the fixing process, make sure that the glue is evenly distributed, not too much and not too little.
6.Check the package: After the packaging is completed, the file should be checked again to ensure that the package is complete and correct. If any problems or errors are found, they should be corrected immediately.
4. Storage and management.
1.Secure storage: Store repackaged files in a secure place, such as a dedicated filing cabinet or safe, to prevent them from being stolen or damaged. Make sure that the storage environment is dry and well ventilated to avoid moisture or mold in the archives.
2.Periodic Inspections: Stored archives are regularly inspected to ensure their integrity and security. If any problems or anomalies are found, they should be dealt with immediately and reported to their superiors.
3.Strict management: Strengthen the management and custody of archives, establish strict management systems and operating procedures, and ensure that similar incidents do not occur again. Illegal operations or behaviors that cause loss of archives should be dealt with seriously.
VI. Conclusions. After the file is unpacked, first verify that the file material is intact and undamaged, and report the missing or damaged documents to the superior or person in charge. Next, prepare the sealing tool and keep the operating environment clean. When resealing, the documents are organized, the mouth of the bag is cleaned, sealed with a new seal and special glue, and the relevant seals are affixed. When you're done, check the packaging integrity and ensure that the archives are stored securely. Regularly inspect and strictly manage archives to prevent similar incidents from occurring.