Archives arrangement refers to the process of classifying, combining, arranging, numbering, cataloging and establishing the whole clan. They are in disorder and need to be further organized to form an orderly system. The following is my collection of how to organize documents, welcome to read.
The basic requirements of file arrangement are: following the formation rules and characteristics of documents and materials, and maintaining the organic connection between documents and materials; Distinguish the value of documents and materials and determine the storage period of files; Easy to store and use.
The range of documents and materials filed is: all documents and materials with retrieval and preservation value formed in the work activities of this institution, including sending and receiving messages, internal documents, meeting documents, telephone records, charts, books, photos, audio recordings, video recordings, computer disks, objects and publications published by this institution. , must be classified and saved after handling.
There are two ways to organize files: one is to organize files as units. The second is to organize by "pieces". Taking the "case file" as the unit is filing, that is, combining the documents and materials into the case file according to the relationship during the formation and processing. The so-called case file is a combination of a group of closely related documents. Archiving is a process of classification, combination and cataloging. Classification refers to the entity classification of documents and materials according to the file classification scheme of the filing unit; Combine the documents and materials that need to be classified and combine them in a certain form; Cataloging is the systematic arrangement and cataloging of combined documents and materials. The basic storage unit of files organized by "files" is files. There are two kinds of file volumes: soft volumes and hard volumes. The models of hard rolls are 1.2, 1.5 and 2.0cm, and the files bound by soft rolls must be put into file boxes according to the file order, and the arrangement of file materials should comply with the provisions of File Format of Archives Science (GB/T9 105-88). The unit of "piece" is organized according to the basic unit of the formation and processing of documents and materials. Generally speaking, a document, a picture or photo, an audio or video tape, a watch book or certificate, a flag and a trophy are all one. The manuscript and final version of the documents and materials shall be regarded as one copy, and the text and document handling sheet shall be regarded as one copy (the handling sheet includes: receipt handling sheet, proposal handling sheet, header file of the document to be sent, and sign-off note of the leader's instructions, etc.). ), the forwarded part and the forwarded part are regarded as one piece, the text and annex are regarded as one piece, the original and copy are regarded as one piece, the volumes of reports, rosters, atlases and publications are regarded as one piece, and relevant documents such as letters and replies can be regarded as one piece. The basic storage unit of files organized by "files" is files. Files organized by "pieces" should eventually be put into the file box.
Documents and files that need to be filed by Party organs, administrative organs, social organizations and other organizations at or above the county level are classified and sorted according to "pieces", and archived documents and materials related to party-mass work, administrative management, business management and production technology management in enterprises and institutions are classified and sorted according to "pieces". The basis of sorting out is Order No.8 issued by the National Archives Bureau in June 2006 and Archive Documents issued in February 2000.
The professional business files of each unit should be sorted according to the relevant requirements of the superior business department or the county archives bureau. Most of the short-term custody (now 10) documents and archives, and the documents and business archives of secondary institutions such as township finance offices and central schools are sorted by "volumes".
Audio-visual, electronic and physical files should be sorted by "pieces", and the requirements for electronic file sorting should be implemented in accordance with the Interim Measures for the Administration of Electronic File Filing and the Standard for the Administration of Electronic File Filing (GB/T 18894-2002) issued by the National Archives Bureau. The arrangement of photo archives should be carried out in accordance with the Management Standard of Photo Archives issued by the National Archives Bureau in 2002 (GB/T11821-2002).
Scientific and technological archives should be sorted by volume, and the sorting requirements should conform to the General Requirements for the Composition of Scientific and Technological Archives (GB/T 1 1822-2000) promulgated by the State Bureau of Quality and Technical Supervision. Among them, scientific research archives can also be implemented according to the Archives Management Standard of Scientific and Technological Research Projects DA/T2-92 issued by the National Archives Bureau. The archives of capital construction projects shall be implemented in accordance with the Interim Provisions on Archives Management of Capital Construction Projects issued by the National Archives Bureau and the State Planning Commission 1988.
Accounting files are sorted according to "boxes (volumes)", and the basis for sorting is the Measures for the Administration of Accounting Files (Caihuizi [1998] No.32) issued by the Ministry of Finance and the National Archives Bureau.
The steps of sorting files by "files" are: file classification, determination of storage period, binding, sorting, numbering, filing and stamping, compiling the archive file directory, packaging, filling in the reference table, filling in the cover of the archive box, compiling the archive file sorting instructions, compiling the archive file directory, and archiving and shelving.
The steps of sorting files by "volume" are as follows: file classification, determination of storage period, arrangement, page numbering, compilation of file catalogue in volume, case file binding, filling in preparation form, filling in case file cover, compilation of filing instructions, compilation of case file catalogue, compilation of full citation catalogue and case file shelving.
1. Archives classification principle: take all archives of each unit as the object, according to their basic functions, combined with the contents, formation characteristics and carrier forms of archives, keep the organic connection between archives, realize the standardization and normalization of archives classification, sorting, storage, retrieval and cataloging, and facilitate the scientific management, development and utilization of archives.
Second, the classification of archives and the way to set categories
(1) Category Setting In principle, each unit should set eight categories, namely, document archives, business archives and scientific and technological archives (including scientific research, infrastructure, equipment and instruments, etc.). ), accounting files, audio-visual archives, electronic files, physical files, books.
(2) Classification of all kinds of files
1. There are four ways to classify documents and files.
(1) shelf life-annual classification, that is, the archived documents are classified by shelf life first, and each shelf life is classified by year. Most units in our county adopt this method, which is convenient to operate, especially for small units and large units. Although they don't need copies, in order to facilitate the search, they still have to follow the traditional filing method and the principle of filing helplessness. Merging all departments of the unit with departments associated with relevant individuals; Combine related documents and materials such as the same job, the same problem, the same case, the same meeting, the same project, the same area and the same thing. ; Combining documents and materials related in form at the same time, in the same region, in the same language, in the same carrier and in the same specification; For pure superior files or subordinate files, in practice, if there are not many superior files and subordinate files, they will be merged into this level for archiving; If there are many superior files and subordinate files, they will be separated from this level, with the superior ranking first, the middle ranking at this level and the subordinate ranking last. The method of compiling the case number of this classification is to compile the large serial number in the same storage period from "1", and the method of compiling the part number is to compile the serial number in the same storage period and the same year from "1". The back of this classified file box is arranged as shown in the figure:
(2) shelf life-year-problem classification, that is, the documents and materials that should be archived are classified according to the shelf life, and each shelf life is classified according to the year. Then in the next year, it will be classified according to problems (such as comprehensive, political work and business). This classification is applicable to units where a large number of files are classified by "volume" and some files are classified by "piece", as well as units with documents specified by superior business departments (such as county agricultural development bank). Taking "Volume" as the sorting unit, before sorting files by problem, they should be classified by level, and the files of upper and lower levels cannot appear in the same volume unless they are files of the same level. . Taking "pieces" as the sorting unit, the upper and lower documents must be divided into various problem categories. The method of compiling the case number of this classification is to compile the large serial number in the same storage period from "1", and the method of compiling the part number is to compile the serial number in the same storage period and the same year from "1".
(3) Problem-year-shelf life classification, that is, the archived documents are classified according to the problem first, each problem is classified according to the year, and then classified according to the shelf life under the year. This classification is only applicable to enterprises classified according to ten categories (such as water companies). The method of compiling the case number of this classification is to compile a large serial number from "1" in the same problem, and the method of compiling the part number is to compile a serial number from "1" in the same year and in the same storage period.
(4) Classification of storage years. In other words, archived documents are classified by year, and each year is classified by storage period. This classification is only adopted by Bank of China and Industrial and Commercial Bank of China, and both of them are in accordance with the regulations of the superior business authorities. The method for compiling the case number of this classification is to compile a serial number from "1" in the current year, and the method for compiling the part number is to compile a serial number from "1" in the same storage period.
2. Business file classification-retention period-year.
3, science and technology archives category-storage period-annual classification.
4. There are two ways to classify accounting files.
(1) adopted category-shelf life-annual classification. That is, separate statements, account books, vouchers and others, and then arrange them according to the annual time, and compile a file serial number for each calendar year. This method is suitable for units with a small number of accounting files.
(2) Classification of Year-Category-Retention Period: The accounting year is separated first, then divided into several categories according to the form (first report, then account book, then voucher), and then arranged in the order of retention period in each category, and a file serial number is compiled every year. This method is suitable for units with a large number of accounting files.
5. audio-visual archives generally adopts carrier form-fixed number of years-storage period classification. When three types are set according to the carrier form, the audio-visual category can be divided into photos, audio tapes and video tapes;
6. Electronic documents are classified according to carrier form-age-storage period. Electronics can be divided into magnetic tape and optical disk;
7. Physical archives generally adopt the carrier form-annual classification. Physical archives can be divided into honor, souvenir (gift), seal, foldable and foldable.
8 books and materials are classified by category-annual classification. Books and materials are generally divided into politics, laws and regulations, commerce and others.
Third, the file number (fonds number, catalog number, file number (part number), page number).
(1) Compilation of fonds fill in the code compiled by the archives for the filing unit. For example, in Shaodong No.1 Middle School, the county archives determined the number of all cases as "142" and marked it as "0 142". If the case number is not determined, the file may not be filled in before entering the library. Enterprises can fill in the Chinese phonetic alphabet of the expression unit.
(2) Compilation of catalog number. Fill in the number of the directory where the files in the whole clan belong. Duplicate file directory numbers are not allowed in the same clan. An enterprise or unit that makes a classification scheme according to the Trial Rules for Archives Classification of Industrial Enterprises may fill in the category characteristic code. The file directory number should be set according to the file arrangement of the whole clan. The file directory number can be set according to different time, different organizational structure, different storage period, different themes or different carrier forms. The number of files contained in each file directory is generally three digits. That is, when the number of files in the file directory is less than 1000, there is generally no separate file directory or file directory number; When the number of files exceeds 1000, a separate file directory shall be established and a separate file directory number shall be compiled. There should be no duplicate file directory numbers in the whole clan. The directory number is a file category code identification consisting of Chinese phonetic alphabet and Arabic numerals. Categories of different levels can be separated by the separator "●". Without misunderstanding, omit the separator.
1, the directory number of the first-class category is written in one or two capital pinyin letters representing Chinese characters in its category. That is, w stands for document file; Y stands for business files (if a company has many business files, it can be marked with Y 1, Y2, Y3, etc. ); J stands for scientific and technological archives; K stands for accounting file (statement K 1, account book K2, voucher K3); X stands for audio-visual archives; D stands for electronic document; SW stands for file object.
2. Arabic numerals "1", "2" and "3" are used to indicate three different storage periods: permanent, long-term (or 30 years) and short-term (or 10 years).
3. Example of telephone number compilation
The directory number of business file y 1 represents permanent business files; Y2 stands for long-term (or 30-year) business documents; Y3 stands for short-term (or 10 year) business documents.
(3) Document (piece) number and page number
1, the file number is the serial number of the file in the directory, and the file number is identified by three Arabic numerals. The files in the directory shall be numbered according to the arrangement order, and there shall be no blank number. Duplicate file numbers are not allowed in the same file directory (or the lowest category in the classification system). All files in each file directory can only be numbered by serial numbers. If there are more than two (including two) file serial numbers in a directory, the file serial numbers should be re-compiled or the file directory should be set separately. Documents, business files and scientific and technological files sorted by "volume" should be written in turn within the same storage period, and then the part number (filled in the serial number column) and page number should be written in turn by the file unit. Financial statements, account books, vouchers and others in accounting files are written in the form of "flowing water", and each file is written with page numbers.
2. The serial number is the serial number of the archived documents, which is an important symbol reflecting the status of the archived documents in the whole clan and the fixed order of the archived documents. It is divided into "room part number and library part number". The room number is the serial number of the archive file written from "1" in the lowest category of the classification scheme, and each piece is written with a page number. The serial number of our library refers to the serial number compiled after the archived documents are handed over to our library for re-identification, sorting and arrangement. Audio-visual, electronic and physical files should be numbered from "1" by category.
3. The page number is the page number filled in the documents and materials in the volume. Page numbers are identified by Arabic numerals. The pages of documents in the volume shall be numbered in sequence, and there shall be no blank number.
Four, the file quality requirements:
(a) combination (volume) requirements; Give priority to problems and give consideration to other characteristics, so that documents and materials are closely related, graded appropriately, problems are single, types are clear, years are mixed, and storage period is accurate.
1, complete. The archived documents and materials shall be complete, and the components of a question shall not be omitted, and the handwriting materials shall all use carbon ink or blue-black ink; The collection work should take the unit as the unit, and pay attention to the collection of documents and materials reflecting professional functions and activities formed by business departments; Material collection of major events; Text and electricity integration; Manuscripts and printed copies are collected together. If the manuscript is a printed manuscript drafted directly on the computer, generally, only the manuscript paper and the printed manuscript need to be collected, and besides being signed by the leader, the official seal of the company is also needed to show its effectiveness. There are important changes or leadership instructions on the computer printout, which should be collected and filed together with the printout; Documentary documents with important leadership instructions should be collected and filed with the document; Attachments shall be collected and filed together with the original; Requests and replies to the same question shall be filed together.
2. Classification science. The archives arrangement in the whole clan adopts a unified classification scheme, with clear classification levels, clear concepts of categories, items and items, and clear boundaries between parallel categories, which do not cross or overlap each other.
3. Keep the internal connection of documents.
A. time contact. It is required to distinguish between years, and documents of different years shall not be confused. If the document has multiple time characteristics, the date of issuance (written date) of the document shall be used as the basis for determining the year to which the document belongs. Plans, schemes, summaries, budgets and final accounts, statistical statements and normative documents, etc. Related to documents of different years, the year of the document is determined according to the date of dispatch (written date) and the date of dispatch of the telegram. Encounter some special circumstances, according to the following principles:
(1) Cross-year requests for instructions and replies, letters and replies should be placed in the reply year; If there is no reply, it shall be placed in the year when the request is made; A number of documents (such as organizational relations, wage relations, administrative letters of introduction, etc.). ) as a thing that can mark the start and end time; Cross-year planning, planning and budget should be placed in the first year targeted by the contents of the document; Inter-annual summary, report and final accounts should be placed in the last year targeted by the contents of the document; The documents of the inter-annual meeting should be placed in the year when the meeting ends; Cross-year non-litigation cases shall be placed in the year when the case is closed; Normative documents shall be placed in the year of publication or approval.
(2) Documents formed according to special years (such as teaching years) are put into special years.
(3) Documents with no date of signature. The exact date or approximate date of the document should be verified by means of comparison, so as to reasonably classify it by year.
(4) Temporary institutions, which have not existed for a long time (within two years) and have few documents. The formed documents can be filed in the year after the work, regardless of the year; If there are a large number of documents every year, they can also be filed by year.
B. source contact. It is required to distinguish levels, and the documents of higher authorities, lower authorities, organs at the same level and their own units should be grouped separately. Documents with close relationship between higher and lower levels, such as the request of the unit and the reply of the higher authorities, the request of the lower authorities and the reply of the unit, should be put together with the documents of the unit to form a volume.
C. content connection. It is required to maintain the unity of the contents of files in the volume and the connection between files with similar contents. All kinds of management, business, normative documents and research materials formed in the activities of party and government trade unions and enterprise management are generally summarized according to the problems. A document on the same issue, a meeting, a project, a case, as well as originals and attachments, originals and drafts, requests and replies, forwarded parts and forwarded parts, are put together to form a paper. Telegrams and telegrams should be combined into one book. When the number of files of a single question is small, files of other questions with similar contents can be merged into one volume. Documents and materials of different carriers, such as audio tapes, video tapes, photos, movies, computer floppy disks and other content-related documents and files, are catalogued in a unified way, stored separately, and indicated in the catalogue. When classifying problems, the filing of documents should be carried out regularly according to their main contents and maintain continuity. The file of a certain content should be placed in the same category as last year, and cannot be changed casually according to temporary needs, so as not to bring inconvenience to future search and utilization.
4. Correctly divide the storage period. According to the relevant provisions of the state and the document storage period table formulated by the filing unit, documents and materials are kept separately according to different storage periods.
1. Documents and materials are separated according to two different storage periods: permanent and fixed (30 years, 10 years), according to the No.8 Order of the National Archives Bureau in 2006 and the Table of Storage Duration of Documents and Materials for Organs.
(1) There are eight important aspects in the permanently preserved documents: First, the documents and materials of laws and regulations formulated by this organ. This article, from the particularity of literary genre, can be refined into laws, regulations, rules and policy documents. Second, the main documents and materials formed by the organs holding important meetings and holding major activities. Important meetings held by this organ mainly refer to the documents and materials of meetings held by this organ, such as party committees, people's congresses, CPPCC committees, economic work meetings, discipline inspection meetings and annual work meetings, party group (party Committee) meetings, administrative office meetings, and important special work seminars. According to the nature of the organization, activities that have an important impact on the organization are counted. Such as organization setting, merger, renaming, personnel appointment and removal, evaluation first, organizational rules, staffing, seal activation and invalidation and other documents. The third is the important business documents and materials formed in the functional activities of this organ. Mainly refers to the annual or above work plan, summary, normative documents, important business documents, important special research materials, memorabilia, organizational evolution, comprehensive statistical reports and other documents and materials formed by this organ. The fourth is the organ's request for instructions on important issues and the approval, instructions, reports, summaries and comprehensive statistical statements of higher authorities. Fifth, documents and materials such as institutional evolution, personnel appointment and dismissal of this organ. Sixth, documents and materials such as house sales, land requisition, important contract agreements and asset registration. Seventh, the important documents and materials issued by the higher authorities and belonging to the business directors of this organ mainly refer to laws, regulations, rules, business standards, medium and long-term development plans, etc. Eight is the letters and requests from the organs at the same level and the organs at lower levels on important business issues, as well as the documents and materials such as the official reply and reply of this organ. Grasping the importance and generality of government documents and materials, whether to preserve them permanently, should be considered from many factors such as the scale of government functions and activities, the level of filing, the impact, whether the documents and materials produced are policy-oriented, etc.
(2) Documents and archives kept regularly mainly include: first, general business documents and materials formed in the functional activities of this organ; Mainly refers to the general provisions, measures, opinions and other documents and materials formed by various departments of this organ in performing their functions and activities. The second is the general documents formed by the meetings and activities held by this organ, and the third is the general documents formed by this organ in terms of affairs management, system and security. The fourth is the general document formed by the personnel management work of this organ; Including work plan, summary, special investigation materials, etc. Fifth, the organ's request for instructions on general issues and the superior's reply and instructions. A system engineering is carried out in stages, so the documents and materials formed in each stage can only be regarded as general business. As for general work reports, summaries and statistical tables, they refer to the documents and materials formed by various departments of the organs themselves, which only reflect the functional activities of one department or one aspect. Sixth, almost all organs have general documents and materials (including general meeting documents and materials) issued by higher authorities about the business they are in charge of, but need to be implemented. Although it is general, it is not a matter, but needs to be implemented. Seventh, the documents and materials issued by the higher authorities and the organs at the same level that do not belong to the business supervisor but need to be implemented. The superior or the same level mentioned in this article is not necessarily the competent business of the organ, but it needs to refer to the implementation, such as salary adjustment, labor insurance, welfare, travel expenses reimbursement, taxation, professional title, family planning and other documents. Issued by the finance, personnel and labor departments. Eight is the correspondence and request from the organs at the same level and lower levels on general business issues, as well as the official reply and reply of this organ. Nine is the annual or above plans (including long-term plans), summaries, statistics, important special reports and other documents submitted by the lower authorities. Seven of the nine articles kept regularly above use the word "general". Grasping the generality of literature depends on whether the problems involved in literature are conventional and technical.
(3) According to the storage period table of our company, the following points should be paid attention to when classifying the documents filed in the current year: 1. In principle, documents with multiple storage periods cannot be mixed. Second, the retention period should be defined by the importance of a problem or a group of files, not by the importance of a single file in isolation. For example, in addition to the 30-year advanced deeds, the materials of the county education work conference are permanent, and we can also make this advanced deed permanent. Our county uniformly stipulates that major activities and major work functions are concentrated in complete sets of meeting materials, all of which are designated as permanent. Iii. The documents of the superior business department are permanent and strict (policies, regulations and policy documents). Some important documents can be set as 30 years, while others are 10 years. Fourth, the internal departments at the same level should hang the brand of county institutions, and the time limit is increased. Fifth, the peer briefing will last for 30 years.
B. accounting files.
(1) Accounting voucher: kept for 15 years.
(2) Accounting books: cash book and bank journals are kept for 25 years, general ledger and subsidiary ledger are kept for 65,438+05 years, and fixed assets cards are kept for 5 years after fixed assets are scrapped and cleaned up.
(3) Accounting statements: the final statements are kept permanently (including text analysis), and the monthly accounting statements are kept 15 years.
(4) Other categories: accounting transfer list is kept 15 years, accounting file keeping and destruction list is kept permanently, and bank balance reconciliation statement and bank statement are kept for 5 years.
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C. scientific and technological archives. Infrastructure and scientific research: permanent, equipment files: long-term.
E. audio-visual, electronic and physical documents: permanent.
F the storage period of business files shall be determined according to the requirements of the superior business department or the county files shall be determined according to the existing value of their business files.
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