File Management Measures

File Management MeasuresIt is content produced to strengthen archives management and further improve archives work. The archives management method is to gradually realize the standardization, institutionalization and modernization of archives management to better serve the development of the unit. The free version of the file management method is provided by Huajun Software Park for free download. The source file is in docx format, which is convenient for users to edit by themselves.

Contents of file management measures

​ 1. Collection of archival materials.

The management office and each grassroots unit office should designate dedicated personnel to collect, organize and archive the archives of each unit.

​​ 1.1 Each department and each toll station of this unit has a full-time archivist who is responsible for the department and station area.

1.2 The files formed by each department of the unit shall be kept by the department before transfer.

​ 2Document filing standards:

​ ​ 2.1 Complete documents.

​ ​ 2.2 Accurately classify, reasonably generate volumes, and scientifically arrange documents in volumes.

​​ 2.3 Fill in the content clearly.

​​ 2.4 Needle removal: For documents with thicker materials, the original binding method of three holes and one line should be continued; used for other documents, sewing machines, paste, heat sealing glue, staples, stainless steel clips, etc. Can be used, thread binding is recommended.

2.5 The storage period should be accurately divided. The retention periods of archived documents are divided into three categories: "permanent", "long-term" and "short-term". Archived documents should be stored in accordance with the retention period schedule, the retention period should be correctly determined, and the confidentiality level of the archived documents should be indicated. (Note: "Long term" is 50 years, and "short term" is 15 years)

2.6 The title should be concise and accurate, filled in with carbon ink, and should not exceed 50 words.

​ 2.7 The filing person shall stamp it.

2.8 If the bound document is larger than the specification, it should be cut or folded without damaging the text; if it is smaller than the specification, or there is text on one side of the binding line, it should be widened with another piece of paper.

​​ 2.9 For non-durable handwriting (such as ballpoint pens, carbon paper, pencils, pure blue ink), they should be copied again and filed together with the originals.

Elements of file management methods

In accordance with the principle of centralized management of files, various files formed by each department in the daily work of each unit are managed by dedicated personnel. The personnel archives department is managed by dedicated personnel in accordance with the "Regulations on Cadre Files Work".

​​Set up archives warehouses, archive equipment and other necessary facilities, and strictly manage archives warehouses to prevent the occurrence and leakage of confidential information.

Strengthen the scientific management of archives to ensure that archives are kept in an orderly, systematic and scientific manner. The archived materials are clearly classified and reasonably combined to facilitate access, storage and file security, and to prevent and reduce file damage.

The documents in the volume should be listed in categories, damaged documents and information should be pasted in time, the page numbers of the documents in the volume should be determined, and the metal binders should be removed to maximize the storage period of the documents.

When archives management personnel are transferred, they must make a clear explanation of the number and current status of the archives they keep and go through the handover procedures before leaving their posts.

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