How to do a good job in document and file management?

1) Do a good job in the collection of archives.

1. In order to prevent the loss of documents in the process of circulation, when the documents are delivered to the undertaker, the undertaker must sign and jointly assume the responsibility of timely and complete filing of the documents.

2. Regularly collect the files of various departments, and the department assistant and secretary are responsible for collecting the departmental files. For some important documents, the method of making copies first and then sending the copies to the undertaker is adopted.

3. In the process of handover, the data should be comprehensively cleaned up, and the information scattered on the hands of the individual shall be responsible for the person responsible for the archives of each department, and the information shall be recovered to ensure that the file collection is complete and complete, and the loss of information shall be avoided.

2) Formulate a reasonable classification scheme.

1. Archives are divided into document archives, audio and video archives, physical archives and other types.

2. Classify documents and archives according to year-category-level-storage period.

3. Audio-visual and physical archives are arranged according to administrative affairs, business projects, technology research and development, etc., according to the classification scheme and storage period, and do a good job in the usual file filing work.

3) Conscientiously do a good job in daily file management.

All kinds of files and materials are stored in different file boxes according to categories. Establish and improve a variety of ledgers such as files, file transfer registers, file utilization effect registers, destruction registers, data periodic inspection registers, and file transfer statistics as required.

4) Strengthen the study of archives management.

Abide by the professional ethics of archivists.

Do a good job of confidentiality.

Ordinary work should be planned, measured, effective, and proficient in their own business. Ensure the integrity of archives and improve the efficiency of archives utilization.

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 training, 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.

1. Retention period - annual classification method, that is, the archived documents are classified according to the storage period, and each storage period is classified by year.

2. Retention period-year-problem classification method, that is, the documents and materials that should be archived are classified according to the storage period, and each storage period is classified by year, and then classified by problem under the year.

3. Problem-year-storage period classification method, that is, the archived documents are first classified according to the problem, each problem is classified by year, and then classified by the storage period under the year.

4. Annual-storage period classification method, that is, the archived documents are first classified by year, and each year is classified according to the storage period.

5. Year-organization-storage period classification, which is the most commonly used classification method. Archived documents are first classified by year, then by department, and finally by retention period.

In carrying out archives management, it is necessary to follow the principle of centralized and unified management of state archives, maintaining the integrity and security of archives, and making them easy to use. Centralization and unification means that all state archives should be kept in a centralized manner by all types of archival institutions at all levels established by the state, and unified laws and regulations should be formulated for management.

Maintaining integrity has two meanings: in terms of quantity, it is necessary to ensure that the files are complete and not mutilated; In terms of quality, it is necessary to maintain the organic connection of archives, and cannot be artificially separated, scattered or piled up in a disorderly manner. Maintaining security also has two implications:

Strive to prevent damage to the archives themselves and prolong the life of the archives as much as possible; Protect archives from intentional destruction and archives from theft.

Ease of use is the ultimate goal of all archives management activities, and it is also a criterion for testing archives management. Archives are witnesses of history, all reflect certain historical facts, and are not allowed to be tampered with or amended arbitrarily, so maintaining the authenticity of archives and maintaining the original appearance of archives is also one of the principles that must be followed in archives management.