File management system template

File management system templateIt is the activity of collecting, organizing, keeping, identifying, counting and providing utilization of archives. Establishing and improving the storage system is the key to effective storage of archives. The free version of the file management system template 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. For more information about the file management system template, please pay attention to Huajun Software Park for free download.

File management system template content

​ ​ 1. According to the number of files to be saved, cabinets for storing files should be set up and have safety conditions such as fire protection, moisture resistance, and insect protection.

​ ​ 2. Archived information must be registered and an archive directory compiled.

​​ 3. Archivists should scientifically prepare classifications and compile catalogs based on classifications; compile special catalogs as needed and improve search tools to facilitate searches.

​ ​ 4. Files must be classified, divided into volumes and bound into volumes, kept in an orderly manner, prioritized, and stored scientifically.

5. The inventory files must match the drawings and items, and the accounts and items must match.

​ 6. Archives management personnel must be familiar with the archives materials they manage, understand the needs of users, and understand the rules of use.

7. According to relevant regulations and the actual situation of the company, determine the retention period of the files, and sort and eliminate them accordingly at the end of each year.

8. For files that are determined to be destroyed, the archivist will compile a destruction list and destroy them after review and approval by the company leaders and relevant personnel. A list of destroyed records is permanently maintained by the archivist.

Other matters of archives management system template

​​ 1. Files are company secrets and may not be lent or transmitted without permission. Personnel from outside units are not allowed to borrow without the approval of company leaders.

2. If files need to be loaned, they must be approved by the person in charge of the archives storage department.

3. To borrow files, you must complete the registration and signature procedures.

4. Overdue items will be returned by the file administrator. If long-term lending is required, it must be approved by the deputy general manager in charge.

5. When lending files, a replacement card should be placed in the location of the borrowed file, indicating the volume number, borrowing time, borrowing unit or borrower, for easy reference and reminder.

​ 6. Those who borrow archival materials must properly keep the archives and materials. They are not allowed to lend or copy them at will, or to open or damage the documents. When returning the archives, they must ensure that the archives are intact. Otherwise, the parties involved will be held accountable.

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The file management system template is a free template. You can download the source file for you to edit, modify and replace. Huajun Software Park also providesMeasures for the Administration of Financial Leasing Companies,Measures for the Management of Quality Guarantee Deposits for Construction Projectsdownload.