How to do a good job in infrastructure file management

Full life cycle management of project files.

The automated process management from drafting, approval to archiving, in parallel with distributed file sorting and digital management, fully realizes the real-time archiving of paper and electronic archives.

Abstract:Archives management is a part of enterprise management and an important task to maintain the true appearance of history. In today's increasingly modern engineering construction management and the continuous improvement of the construction market under the conditions of continuous standardization, the role of engineering archives is more important; It is an integral part of construction management, is a necessary condition for the construction of the project and its completion, and is also the original basis for the project, maintenance, management, use and transformation, and the management of the project file is more emphasized, the quality of the project file management is directly related to the quality of the project, affecting the economic benefits of the enterprise.

The archiving of project archives is basically the use of post-event management habits, so that the archives are an accessory of a project and only a tool for acceptance and coping with superior departments. This kind of post-event management method with long cycle and large workload reveals the problems of incomplete original data for project acceptance, non-standard preparation of completed parts, untimely data tracking and collection, and high inspection intensity

1.Archives management data are scattered, there is no centralized management, it is inconvenient to find, and the collection is not timely, which is easy to lead to the loss or damage of archives, the real situation of archives cannot be grasped, and the utilization rate of archives is low;

2.There is no relevant file management system, the occurrence can not be traced, some important files, such as contract files, financial files, etc., once missing, will bring significant economic losses to enterprises and institutions, and the archivist will also be jointly and severally liable, the light unemployed, the heavy will be investigated for legal responsibility;

3.The traditional file collection method is through manual methods such as excel, which is inefficient, high labor cost, time-consuming, and complex identification work, which is not conducive to the improvement of organizational efficiency.

1. Archives management.

1) All documents, materials, audio and video, and statements that can accurately reflect the company's various business activities must be filed in a timely manner to ensure integrity.

2) The document administrator must adhere to the filing system of documents at any time, and classify them into categories, and do a good job of collecting, sorting, filing and archiving.

3) The content of the file includes the documents and materials that should be filed in the operation and management work or issued by the company every year from the date of establishment.

2. Document and file management.

1) Scope of archiving.

1. Administrative comprehensive category: including important meeting materials; Formulated internal regulatory and policy documents; Organizational changes, changes, memorabilia, annual reports and other documents; Development planning, work summary report; **Important documents issued by the authorities.

2. Organization and personnel education and training: employee change table, roster, education and training card.

3. Accounting and statistics: annual plans, statistical statements, financial accounting budget statements and their descriptions, various quarterly reports, monthly reports, and relevant documents and materials issued by the competent authorities.

4. Quality management: quality management system.

5. Technical: technical documents on products and production.

6. Sales chronicle: the company's large-scale sales activities chronicle.

2) The file of the document.

1. The types and number of documents and materials filed and the number of pages of each document should be complete and complete.

2. In the archived documents and materials, the original and copy, printed copy and final version, request for instructions and approval of each document shall be classified and arranged together and shall not be separated.

3. Documents of different years are generally not allowed to be filed together, but the requests and approvals of cross-year documents shall be filed in the year of reply; If there is no reply, it will be placed in the file of the year of the request; The plan for the cross-year period is filed in the first year for which the document is directed; The cross-year summary is placed in the last year for which the meeting is filed, and the cross-year meeting documents are included in the annual file of the meeting.

3. Archiving time.

All kinds of contracts and routine statements in the company's operation and management activities shall be submitted to the general manager and the human resources department in a timely manner according to their different time limit requirements; Other types of archives such as audio and video files, activity files, engineering files, etc. are temporarily kept by various departments, and are unified to the human resources department at the end of the month. The accounting files are kept by the Finance Department.

4. Borrowing and destruction of archives.

1) The borrowed files shall go through the borrowing procedures in accordance with the regulations and consult them within the prescribed scope. The file shall not be altered or torn up, and shall be returned in a timely manner.

2) Accounting files are not allowed to be borrowed. Internal access should be approved by the person in charge of finance. When external units consult the relevant accounting files due to special needs, they should hold official documents and obtain the consent of the company's leaders.

Do not take the files out of the company when inspecting the accounting files; If you need to extract or copy, you should get the consent of the person in charge of finance.

3) Regularly identify the archives, accurately formulate the file destruction list, and register the files that have lost their preservation value, and be reviewed by the person in charge of the human resources department and reported to the company's leaders for approval before they can be destroyed, and more than two people need to participate in the destruction, and sign the destruction list.

Activities of collecting, sorting, keeping, appraisal, statistically and providing and utilizing archives. Our archives include: archives collection, archives sorting, archives entry, archives digitization, archives system, archives software customization, archives intelligent management, archives value appraisal, archives preservation, archives cataloguing and archives retrieval, archives statistics, archives and research (see archives document compilation), archives provision and utilization, archives destruction.

The division of these tasks is only relatively stable rather than absolute, and some are divided into eight links, and some are divided into two major parts: basic work and utilization work. Since modern records management has become a complex system, there are also ways to divide it into layers. The first level is divided into two subsystems: archival entity management and archival information development, and each subsystem is divided into several levels of small systems.

The management of archives entities is divided into collection, sorting, identification, storage, statistics and other work links; The development of archival information is divided into two parts: information processing and information output, information processing is composed of cataloguing, literature compilation and reference materials, and information output is composed of providing reading, copying, consulting, correspondence, loan, publishing, exhibition and other service activities.

For details, you can check it online:

It is required that all kinds of materials must be collected and sorted out in a timely manner according to the progress of the construction. It is necessary to designate a special person to be responsible for the management of engineering data, responsible for tracking and collecting quality assurance data item by item, and timely do a good job of various original records such as quality assessment of sub-items and divisions, so that the sorting of data and the progress of the project image are synchronized. Be coherent.

In the early stage of the project, it is necessary to collect the preliminary information of the project in a timely manner, such as the notice of winning the bid, the report of the results of the alignment, the geological survey report, various contracts, the construction organization design, the plan, etc. As a result of the timely collection of information, there will be no shortage of information when the project is completed. During the construction process, the on-site construction management and technical personnel should make the data of the construction project on the day in a timely manner, and they should not be piled up together and then done, which will cause data omissions or errors.

The project department designates a special person to collect and inspect the data of each project under construction every month, even if there are missing items, they can be supplemented in time, and the problems and errors in the data can be found in time and corrected in time. At the end of the project, it is necessary to collect the acceptance and testing data of various safety functions of the construction unit in a timely manner, such as fire protection acceptance, civil air defense acceptance, lightning protection acceptance, indoor environment testing data, settlement observation data, elevator acceptance data, energy-saving testing data, etc. Timely collect the design changes of the design unit, the geological survey treatment changes of the survey unit, the management checklist of the supervision unit, the notice of the supervision engineer and the information of each subcontractor.

I'll help you out:

1. The content of the file: transcripts of high school, junior college, undergraduate, volunteer letter and other personal information.

2. The information of primary and junior high schools should be displayed on your volunteer book, which has little impact.

3. You can fill in a personal registration form for entering the unit and affix the official seal of the unit as proof of participation in the work.

4. The filing is now not affected by the previous length of service, and the pension and medical insurance will be handled directly in the future without filing.

5. After the file is sealed, it will be stamped with the official seal of the unit, and it will be placed in the local talent market for safekeeping, and the fee will be paid every year.