OnePurpose
In order to strengthen the management of the company's archives, standardize the collection and archiving procedures and methods of the company's archives, and ensure the integrity, accuracy and systematization of the company's archives. To provide evidence that meets the needs of the company and ensures the effective operation of the management system, and to better serve the company's work, this system is specially formulated.
IIManagementResponsibilities andprinciples
1) Management responsibilities.
1) The Administration Department establishes and improves the management system and work standards, and collects, supervises, guides and inspects the file management of various departments.
2) Each department submits updated files and management ledger information to the administration every month.
3) The administrative department shall use the server or fixed hard disk to save all the archives according to the regulations.
4) Strengthen the construction and improvement of the archives management system.
2) Management principles.
1) Centralized and unified administrative management.
2) Maintain the integrity and security of the file.
3) Easy to use on a daily basis.
IIIScope of application
This system applies to the file management of all departments of the company.
FourthArchivesManagement
1) The content of the file.
1. The historical records of various forms and carriers such as various written materials, charts, audio and video and other forms and carriers formed in the process of company establishment, business development and management should be archived. Specifically, including but not limited to the following:
2. Documents and materials formed by personnel administration and management: including the articles of association, company qualifications, various management systems, comprehensive administrative affairs management, various contract agreements, legal affairs and disputes, personnel management and other information. The appointment and dismissal of the company's employees, deployment, training, professional and technical job evaluation, employee recruitment, regularization, grading, capital transfer and retirement, retirement, medical treatment, pension, death, rewards and punishments, housing lease management, public relations and foreign affairs, and the documents issued by the first authorities that need to be implemented by the company.
3. Documents formed by operation management: including store business strategy resolution, planning and statistical work, trade secrets, marketing management and other documents.
4. Documents formed by production technology management: including documents and materials on production preparation, organization, transfer, quality control, quality control, testing, control, production safety, fire protection, measurement, standardization, etc.
5. Documents formed by product production or business development: including market research, product formula, product technology, trial production, processing and manufacturing, product research and development, etc.
6. Documents and materials formed by the management of facilities and instruments: including the approval of the purchase of facilities and instruments, the purchase contract, the unpacking and receipt of facilities and instruments, installation and commissioning, use, protection and transformation, scrapping, accident analysis and handling, etc.
7. Documents and materials formed by accounting work: including accounting vouchers, accounting books, financial reports and statements.
8. Documents formed by personal management of employees: including resumes, judgment checks, professional and technical job evaluations, rewards and punishments, salaries, insurance, benefits, training and post technical evaluation, etc.
8. The company's historical evolution (including company profile), memorabilia, yearbooks, newspaper clippings, audio and video materials reflecting the company's important activities and events, honorary award certificates, commemorative and documentary objects and exhibitions, audio and video recordings, video recordings and other documents;
9. Instructions, reports, plans, inspection summaries, important briefings, meeting minutes, meeting records, audio-visual materials, materials with reference value, work documents, etc. formed in the company's important activities and meetings;
2) Accounting files.
1) Accounting files due to the content involved is more professional, in principle, by the Ministry of Finance to keep their own, special circumstances by the Department of Finance and the Department of Administration to negotiate for special treatment.
2) Accounting files refer to the company's accounting materials, such as accounting vouchers, accounting books and accounting statements. The Ministry of Finance is the department in charge of accounting archives, and the Ministry of Finance establishes and improves the management system of filing, archiving, keeping, access and destruction of accounting files. The company accepts the business guidance, supervision and inspection of the superior financial authorities and archives business agencies.
c) Electronic file type.
Including: word processing files (finalized electronic files, official electronic files), image files, graphic files, video files, sound files, multi-** files, database files, hypertext files (referring to browser files made by web technology).
4) All departments of the company have files in the form of other carriers, and the files in the form of other carriers will be submitted together.
1) Archiving time period.
In principle, all documents and materials will be submitted to the company's administrative department for archiving within one week after completion, and the original department will keep copies. If there is a duplicate of the document, the original department retains the part required for the work, and the rest will be handed over to the administration department for unified management. If the original needs to be used for a long time, the original department needs to submit a copy to the Administration Department for archiving, and after the completion of the original will be handed over to the Administration Department for a copy. For incomplete documents, the original department actively cooperated with the Administration Department to trace and hand them in. The administration collects archives from each department once a month.
2) Archiving requirements.
2.1. The archived documents must be complete, true and accurate, and the request for instructions and approvals, prints and manuscripts, originals and copies must be consistent.
2.2. The classification of the confidentiality level and storage period of the archived documents and materials must be accurate, the classification is clear, the classification is accurate, the volume is reasonable, and the cataloging is clear.
2.3. The accounting files formed every year shall be organized and bound into a book by the financial department in accordance with the filing requirements, and the accounting files shall be prepared for safekeeping.
2.4. When archiving, the two parties check the archived documents according to the transfer file, and sign the transfer list for confirmation.
2.5. Electronic documents must have a stable and reliable network environment, strict security management measures, and the content of important electronic documents to make paper versions can be logically archived, to archive electronic documents in the company's fixed hard disk.
2.6. The original files with permanent storage value must be printed and retained, and the important files must be backed up and stored in other places.
2.7. Electronic files should be regularly sampled and inspected, and problems should be repaired in a timely manner.
2.8. Classified files must be stored in a locked filing cabinet for safekeeping.
5. Archives management period
1. The period of file management of each department, according to the category and importance of the archives for appraisal standards, the retention period of each archived document. Generally, it is divided into permanent preservation and regular preservation, of which regular preservation is divided into 30 years and 10 years.
2. Accounting file management period.
1) The finance department is responsible for organizing the accounting files formed every year in accordance with the requirements of archiving. The accounting files of the current year can be temporarily kept by the Finance Department for one year after the end of the accounting year. After the expiration of the period, in principle, the inventory shall be prepared and handed over to the company's archives department.
2) The accounting files accepted by the Administration Department shall be kept in the original volume in principle. If it is necessary to unpack and rearrange it, it is necessary to unpack and sort it out together with the finance department and the handler to clarify the responsibilities.
3) Accounting files should be properly kept, stored in an orderly manner, easy to find, strictly implement the security and confidentiality system, shall not be stacked at will, and strictly prevent damage, loss and leakage.
4) The company's access to accounting files should be handled in accordance with the regulations. If the superior organ or other unit needs to check it, it must be approved by the company's leaders, and a special person should be sent to accompany it to read it, and the original copy shall not be lent.
5) If there is a change in the personnel of the accounting department or a change in the department, the accounting file should be transferred to the designated individual or department, and the handover procedures should be handled.
6) The retention period of various accounting files can be divided into two categories: permanent and regular, see the accounting file retention period for details. The retention period begins on the first day after the end of the fiscal year.
3. The retention period of electronic documents.
1) Before the filing and transfer of electronic documents, the relevant departments should check the authenticity and integrity of the electronic documents of the department, and ensure that the transfer is timely, the data is complete, the content is accurate, the cataloging is standardized, the accounts are consistent, and the procedures are clear. The handover list shall be made in duplicate, and one copy shall be held by each party after the handover is signed.
2) The Administration Department is responsible for the supervision and guidance of electronic documents before archiving, as well as the unified cataloguing, storage, development and utilization of archives after inspection and acceptance and receipt.
3) At least two sets of electronic files should be made for the transfer of electronic files, one set for sealing and safekeeping, and one for access and use. It is necessary to make a third set and store it off-site.
4) The main process of receiving electronic archives is: checking electronic file data, handling handover procedures, migrating and converting electronic file data, storing electronic file data and other steps. After receiving the electronic file, it should be updated in real time, and problems should be remedied in time.
5) With the development and update of computer technology and equipment, the inventory electronic files should be updated and copied synchronously under the premise of completeness, accuracy and guarantee. After copying or remediating a new version, the old or problematic carrier remains to be stored for three years.
SixArchivesKeeping up with new and borrowing
1. The Administration Department shall compile the archival information every year to form a compilation of memorabilia, systems, special documents, corporate honors, and important films. Compile a catalogue of various types of archival information to improve the efficiency and utilization of archival management.
2. Archives borrowing.
1) The borrower shall conscientiously implement the provisions of the file management measures and confidentiality system to ensure that the company's secrets are not leaked, and the borrower shall be responsible for the confidentiality and security matters during the file borrowing period.
2) The electronic scanned copy and original copy of the borrowed file need to be applied, and the borrowing can only be done after the application process is passed, and the archivist needs to fill in the "File Lending Registration Form" when borrowing.
3) Employees of the enterprise can directly consult the archives within the scope of the department's business work. The use of classified archives must fill in the "Approval Form for Checking and Borrowing Classified Archives", which can only be accessed after being approved by the leader in charge of the archives archiving department. Top secret and classified records must be consulted in the Archives Reading Room and are not photocopied or lent out.
4) The borrowing period of archives shall generally not exceed 7 working days, and they shall be returned at the expiration date. If you need to borrow again, you must renew it. The maximum renewal period may not exceed 30 business days.
5) The user of the file shall keep the content of the file confidential according to the file level, be responsible for the security and integrity of the file, and shall not mark, deface, alter or lend the file.
6) When the archives are returned, they will be filed in a timely manner after being verified by the archivist. If there are problems such as alteration, missing pages, damage, and loss, it should be reported in time.
7) When employees are transferred and resigned, all the files must be returned to the archives management department before they can go through the corresponding resignation procedures, and if the normal operation of the company is affected by the non-handover of the files, 100 yuan will be deducted from personal performance.
SevenIdentification and destruction of archives
1) Archives management at all levels shall destroy archives in accordance with the prescribed procedures and approval authority, and no one shall destroy any form of archival materials at will.
2) For the archives that have no storage or utilization value after the expiration of the custody period, the archives management department shall organize an appraisal team to confirm whether they need to be destroyed. The members of the appraisal team include archivists, department heads, and archiving department leaders.
3) After the appraisal team reviews the archives that need to be destroyed, the archives management department shall compile the "Archives Destruction Inventory", and the "Archives Destruction Inventory" shall indicate: the catalogue of destroyed archives, the signature of the archivist, the signature of the supervisor, and the destruction time. The Inventory of Destruction of Archives shall be kept permanently.
4) The destruction of documents must be carried out at the designated place, and a special person should be appointed to supervise the sale, and it is strictly forbidden to use the destroyed documents for other purposes. Before selling, according to the inventory; After the sale, the destroyer and the supervisor shall sign and confirm the destruction list and report the supervision to the person in charge of the unit. After the archives are destroyed, it is necessary to ensure that others cannot obtain the original information of the archives through the destroyed archives.
5) The archives that have expired but cannot be destroyed, such as: unsettled claims and debts, unfinished matters, and those that still have preservation reference value after verification, should be separately drawn out and filed until the end of the matter.
6) Accounting archives custody expires, need to be destroyed, by the company's archives or the Ministry of Finance put forward the destruction of opinions, and strict review, the preparation of accounting files destruction inventory, reported to the supervisor for approval after destruction. The original materials involved in the unsettled creditor's rights, debts and legal disputes should be separately drawn out and filed separately until the case is concluded.
7) The financial and archives departments jointly send personnel to supervise the sales. Before the destruction of the accounting files, the supervisor should carefully check the inventory, sign the destruction list after the destruction, and report the supervision to the relevant leaders.
EightRewards and punishments
1. The archives management department shall inspect and evaluate the archives management of each unit from time to time.
2. Departments or individuals with the following behaviors shall be punished according to the "Employee Reward and Punishment Measures":
1) Archives management does not meet the requirements, management chaos;
2) Failure to file or transfer archives on time, resulting in damage or loss of archives;
3) Altering, forgery, damaging, losing, or deliberately concealing archives, or drawing, unpacking, exchanging, or tampering with archives when borrowing or copying archives;
4) Knowing that the archives are in danger and failing to take measures, resulting in the loss of archives;
5) Borrowing archives beyond the return period, failing to return the archives on time;
6) Leaking file secrets, causing losses to the enterprise;
7) Unauthorized destruction of files.
NineAttachments:
Appendix 1 "Scope and Duration of Filing".
Annex 2 "Archives Transfer Form".
Annex 3 "Archives Borrowing Registration Form".
Appendix 4 "Approval Form for Checking and Borrowing Classified Archives".
Appendix 5 "Approval Form for Destruction of Archives".
Annex 6 "Inventory of Archives Destruction".
Annex 6Inventory of the destruction of archives
Signature of the destroyer: Signature of the supervisor of the sale:
Destruction time: Destruction location: