The company s document management measures and document management system rules

<> advent of document management systems can reduce the time for personnel to organize documents and improve their work efficiency. So what are the functions that a document management system should have?

1. The document management system has the functions of sharing and monitoring. Unified document sharingIn the era of big data, the centralized storage of enterprise monitoring is based on the branch monitoring sub-center, and a unified monitoring center is set up in the headquarters to save manpower, save manpower, and establish an emergency rapid response system between branches, sub-branches and head offices.

2. The document management system has the function of authority management, which controls the division of authority of departments, users and positions, and controls the operations of users to read, manage, browse, delete, print, subscribe and so on;

3. The document management system supports full-text indexing, which can index the content of office, pdf and other documents, and quickly and accurately find the required documents from massive data;

4. The document management system can be audited and trailed, and the operation of all documents in the system can be grasped globally. For example, every action in the whole process, including the action, operator, date and time, etc.

6. The document management system can be freely combined to design numbering rules;

7. The file management system can be locked for protection, and the management user can lock the document to ensure that the document is not modified at will. If a document needs to be modified or deleted, it can be unlocked;

8. The document management system can set up rules for application. The system supports setting directory rules and specifying actions, conditions, and actions. When the action trigger meets the set conditions, the system automatically executes the rule operation.

9. The file management system can encrypt the files to fully ensure the security and reliability of enterprise-level data;

10. The file management system user can set the backup time and backup location by himself. When the specified time is reached, the system automatically performs backup operations to fully ensure the security of the internal data of the system.

11. The document management system can control user access, and the user access can be controlled in the process of document lending, and the system supports automatic withdrawal of loaned documents according to time;

12. The document management system supports the approval process, which can be customized to achieve process solidification and solve the problem of chaotic internal process approval;

13. The document management system automatically counts the use and preservation of personnel and department documents.

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In order to ensure the integrity and security of the company's documents, improve the quality and management level of the management documents, the following provisions are formulated:

The document administrator is responsible for the management of all documents and materials of the company, including notices, regulations, official letters, summaries, reports, circulars, meeting minutes, etc., as well as technical drawings, manuals, manuals, audio and video, employee files, municipal regulations, vehicle files, etc.

Any person borrowing the above documents and information must obtain the approval of the manager of the management office, the registration date, use, handler and return time.

Documents that are secret should be properly kept, and their contents must not be disseminated, read by persons without the approval of the leadership, copied, or taken out of the office.

Employees' personal files are confidential materials that others do not have the right to read, and custodians are not allowed to give these materials to others without authorization.

Documents and materials should be reasonably archived, and the archiving should be neat, and the information should be classified before archiving, whether it is in alphabetical order or by content, by time, etc., the purpose is to find quickly and conveniently, so it must be clearly marked in the file folder.

It is necessary to clean up and archive frequently, so as to avoid the accumulation of chaotic data, and clean up the expired documents and materials in a timely manner, without saving the necessary materials, and the management office can be destroyed with the approval of the leadership.

Actively implement the modern management of archives, apply computer retrieval methods, and achieve standardization, standardization and proceduralization of document management.

In conjunction with relevant departments, when the purchase of important equipment arrives, check the acceptance documents and materials, and file them in a timely manner.

The **, audio and video materials of the activities of the record management office taken by each department must be sorted out within one week after the end of the event, indicating the time, place, guest name, and activity content, and submitted to the file administrator for timely filing.

The above is the details of the company's document management measures. These regulations are designed to ensure the integrity and security of the company's documents and to improve the quality and efficiency of administrative documentation work. At the same time, it is also necessary to strengthen the training and education of employees in the use and storage of documents, so as to enhance the importance of employees to document management.

The project document is the project managerUnderstand the progress of project development, control the quality of the project, find the problems of the project and the management basis of the expected goals.

Most of the project members come from different departments and positions. Therefore, in the enterprise document management, there are often problems of information fragmentation and no evidence, which makes the management of the entire project chaotic.

For effective document management,A standard set of document management specificationswithDocument management toolsIndispensable.

The first is to establish document management specifications:

Project managers need to formulate their own document management specifications based on the actual situation of the industry and the project. For example, the specific classification of project documents is clarified

1.From the perspective of importance and quality requirements: it can be divided into informal documents and formal documents.

2.From the perspective of the project cycle: it can be divided into development documents, product documents, and management documents.

After that, we can use the tools to build a unified document management platform:

Take the document collaboration and knowledge base management tool ONES Wiki as an example: ONES Wiki can help project teams efficiently manage documents and accumulate team experience.

1.Write all kinds of documents, discussions.

2.Efficient precipitation of weekly reports and meeting minutes.

3.Organize project documentation and manage project knowledge.

4.Build a team knowledge base.

This makes it easy to manage project documentation and help your team move toward a knowledge-based organization.

Nowadays, most of us have been accustomed to writing on computers and mobile phones, this way of writing brings us convenience at the same time, we have to face a problem "scattered documents", all kinds of documents scattered in various places on the equipment in the process of business operation, if you want to find these contents will spend a lot of time, which greatly reduces our work efficiency.

How are the company's documents managed? It's important to choose the right management tool.

A good document management tool can help teams and enterprises achieve effective document management and application, and improve the work effectiveness of employees.

Diversification of document collection: support a variety of document types one-click collection**, video, various documents (word, excel, ppt, pdf, txt, etc.) support a variety of document collection is related to the cost of document sharing, and teams and enterprises need to pay attention.

Whether documents are convenient for structured storage: For teams and enterprises, the storage volume of documents is large and complex, and document management tools need to be structured and classified storage, such as multi-level column and label management.

The product is difficult to get started: the simpler the product is to use, the better, if you need a certain technical foundation, it is not convenient for this document tool to be fully promoted in the enterprise, and it is impossible to make everyone a document and sharer.

Whether it is convenient to share and whether it is easy to search: The convenience of sharing greatly affects the circulation and utilization of documents, which is the top priority of enterprise document management tools, and the inconvenience of sharing cannot solve the situation of scattered information.

Easy multi-person collaboration: In addition to storing and managing documents, management tools are very important to consider whether the tool is easy to use, whether the mainstream rich text and markdown methods are available, team collaboration is also very important, after all, it is an enterprise and a team.

Multi-permission management data can be backed up: The enterprise document management tool is a summary repository of enterprise and team data, so multi-level permission management functions are required to restrict the operation rights of members at different levels to protect data security. Of course, when it comes to data security, the most important thing is whether the data is in your own hands, and some cloud document platforms such as this should provide such functions.

As an all-in-one electronic publishing platform for document creation and hosting, baklib allows enterprises and individuals to manage and share their documents more conveniently and easily, and provides enterprises and individuals with a variety of document display templates, so that you can display the content in more forms to meet the needs of different scenarios.

Landlords can try this enterprise document management system, which can help enterprises solve problems such as centralized file management, sharing, collaboration, distribution, encryption, backup, mobile office, etc., and improve the office efficiency of the enterprise team, which is simple, efficient and secure.

Different users can be divided into different document management permissions and the corresponding management scope to prevent irrelevant personnel from viewing and deleting important documents. For example, all employees can view and delete their own documents, but they cannot view or delete the documents of some managers, nor can they view the documents of employees in their departments. You can also set different operation permissions for each person according to your needs, such as prohibiting copying, copying, printing, modifying, outgoing and other operations.

It can be set up according to needs, which is very convenient, and there are many other functions, which I will not go into detail here, if you are interested, you can learn about it.

By using teamdoc document management software, we can encrypt and store documents in a centralized manner, effectively organize and classify our files, and set permissions to protect important documents to the greatest extent.

3. Remarks: According to the actual production and operation of the unit, find out the thinking logic of the gradual development of the work and formulate a reasonable system. 4 2.

General Provisions 5 Clarify the original intention of formulating the company's document management system, and the mutual rights and obligations that need to be adjusted urgently. 6 Sentences are specially formulated to improve quality and play a role. 7 3.

Scope of application: 8: According to the types of documents involved in the work of several departments of the unit, the scope of documents and the scope of the system can be enumerated or delineated, and the ultimate centralized rights and responsibilities can also be clarified. 9 4.Document Receipt Management 10 Clarify the rights and responsibilities of the legal person of the unit to open the documents for public issuance, clarify the counterpart registration of the superior unit when receiving the documents, clarify the circulation procedures after receipt, clarify the principles and attributes of the custody of the receipts, clarify the rights and responsibilities of the reading and handling of official documents, clarify the rights and responsibilities of other documents when they are received, clarify the rights and responsibilities of document confidentiality, clarify the circulation time, clarify the rights and responsibilities of document extracts and borrowing, clarify the rights and responsibilities of the attribution of documents after circulation, clarify the full responsibility for document management and supervision, and clarify the requirements for the use of originals and distributions.

There are many paper documents in the company, and there are problems such as difficult management and difficult to find and call, but now many enterprises choose to use document management tools to intelligently manage enterprise documents, such as Yunmai paper document management system.

Yunmai paper document management system has a unique folder list that can classify and orderly manage documents, and a unique sorting mode, which can be sorted according to personal habits, and fully control file resources as you like.

It also has a keyword retrieval function, which allows the staff to retrieve the document name, document full text, and document remarks stored in the system through this function, and quickly retrieve the required original scanned copies and identification data.

In addition, the Yunmai paper document management system can also share information across space and time, and assist various departments within the enterprise to establish necessary information channels through the document sharing function. Online sharing, to achieve a piece of information, multi-party appreciation, helps to improve the efficiency of employees.

Legal Analysis: "Archives" as used in this Law refers to various forms of historical records that have preservation value to the state and society, such as texts, charts, audio-visual records, which are directly formed by past and present organs, groups, enterprises, public institutions, and other organizations, as well as individuals engaged in economic, political, cultural, social, ecological civilization, military, foreign affairs, science and technology, and other activities. The following materials that are directly formed and have preservation value to the state and society shall be included in the scope of archiving.

Where archives formed by units and individuals such as non-state-owned enterprises, social service organizations, and so forth, have important preservation value to the state and society, or shall be kept confidential, the owners of the archives shall properly keep them.

Legal basis: "Archives Law of the People's Republic of China" Article 21 The principles for appraising the preservation value of archives, the standards for the retention period, and the procedures and methods for destroying archives shall be determined by the competent department of state archives.

It is forbidden to tamper with, damage or falsify files. Unauthorized destruction of archives is prohibited.

Document management system.

1. The secretarial department is responsible for the filing of documents and files, and completes the filing task of the previous quarter in the first month of each quarter.

2. All archived documents must be complete and complete, follow the formation law of documents, and carry out scientific classification, cataloguing, registration and necessary processing and sorting.

3. The registration procedures must be strictly fulfilled for the inspection (borrowing) of the archives, and the users of the archives must take care of the archives, and shall not dismantle, alter, outline or deface the archives without authorization.

4. The files lent for use must be properly kept and shall not be brought into the public place.

5. Do not talk about the content of the file to unrelated personnel.

6. The documents must be neatly arranged and numbered accurately. And do a good job of mildew prevention, insect resistance, fire prevention, anti-theft and other work. Make sure the file is complete.