Office automation management system
1. Purpose
To strengthen the company's office automation (OA) system management and ensure that the system can be effectively applied and safely and reliably Operation, these management regulations are specially formulated.
2. Responsibilities
2.1 Information Technology Department
2.1.1 is the management department of the office automation (OA) system, responsible for inspecting, guiding and assessing the OA system usage, operation and confidentiality.
2.1.2 Responsible for determining the process technical solution, determining the process to be set up and solidifying it in the OA system; improving and adjusting the OA process according to changes in personnel, institutions, approval authority, and responsibilities.
2.1.3 Responsible for the operation and maintenance of the OA system and the backup of information.
2.2 The Human Resources Center is responsible for the timely provision of user information.
2.3 The management center is responsible for the review of OA new establishment and adjustment processes (forms). The approved form processes are set up and released on the system by the Information Technology Department.
3. Form process management
3.1 After the process setting (adjustment) application department discusses and confirms the proposed new (adjustment) process (form) organization involved, the "OA" Process Form New/Modify Application Form", important processes need to be reported to company leaders for approval.
3.2 The Information Technology Department sets or adjusts the process (form) in the OA system based on the review opinions of the "OA Process Form New/Modification Application Form" or the instructions of the company leaders, and publishes it.
3.3 After the OA fixed process is initiated, if there are no special provisions in the form process, the next node processor must process it within 24 hours after receiving the to-do item. If any questions are raised at any point in the process, the initiator must also respond within 24 hours.
3.4 If the handler is on a business trip, on leave, or under other special circumstances and cannot submit to collaborative processing on time, he or she can handle the matter in advance by setting up an agent collaboratively.
3.5 When people with node permissions of "Approval" and "Form Review" are processing the process, all operations except "Agree" (read, disagree, rollback, terminate, reduce signature, modify Text, revocation, failed review, pending, saved as draft) all must have clear opinions, such as a simple "read" processing is regarded as "agree", and the consequences arising therefrom It is the responsibility of the node handler; if the node authority is collaboration and other authority, if the opinion is "disagree, roll back, terminate, reduce signature, temporarily put on hold" during the processing process, the reason must also be stated.
3.6 For questions raised in the form, the personnel at the relevant node must have clear replies and decide whether to cancel and reinitiate based on the actual situation.
4. User management
4.1 All legal users who have been assigned office automation (OA) system accounts by the company have unique user names and passwords. Since the initial password is the same, the user must change it as soon as possible after logging in. The use of simple combinations of consecutive Arabic numerals such as "123456" as passwords is not allowed. Users who need to reset their passwords due to forgotten passwords must apply to the department head or the administrator designated by the head, and the applicant will receive the reset password.
4.2 If an employee resigns, the Human Resources Center must notify the Information Technology Department immediately and close the employee’s user account immediately.
5. Information Management
5.1 The processing of various official documents involved in the office automation (OA) system should strictly comply with the various official document systems of the country and the company. The main person in charge of each unit must strictly control the documents, notices, briefings and other contents circulated and released on the office automation (OA) system, and major principle issues should be reported to the company leaders; the leaders of each unit must monitor the information released by the unit in the system. Responsible for reliability and seriousness.
5.2 For all types of official documents in electronic form that have been circulated and published in the office automation (OA) system, the validity of the company’s electronic official documents is equivalent to the validity of the original paper company documents and other official documents.
6. System security and confidentiality
6.1 The company implements a unit leadership responsibility system for the security of the system, and the heads of each department are responsible for the confidentiality and security of the unit's office system. The office system tracks and records the entire document processing process, and each user is responsible for his or her own responsibility.
6.2 All users in the office automation (OA) system should read and use the information provided by the system according to the prescribed permissions, and must not steal other people's user accounts, interfere with other users, or damage system services. OA system user passwords should be changed frequently and kept secret. It is not allowed to ask others to use or enter passwords on their behalf. If the password is lost or stolen, the user will be held responsible.
6.3 All personnel who can log in to the system must abide by the relevant provisions of the "Company Confidentiality System" for files, materials and all other information in the system.
7. System maintenance and backup
7.1 In order to ensure system stability and security, all departments must have stricter requirements for employees' daily computer office management. Anyone who violates the company's "Computer Management System" Specified personnel will be punished.
7.2 The company's OA administrator should regularly manage the OA system server, securely manage the hard disk, database, files, etc. on the server, and regularly back up system data. Off-site dumps should be performed regularly to prevent data loss.
7.3 The backup database data storage location shall have fire-proof, heat-proof, moisture-proof, dust-proof, anti-magnetic, anti-theft and other facilities.
8. Responsibility and Assessment
8.1 In order to ensure the security of the hardware, software and information of the office automation (OA) system and ensure the normal operation of the system, all users must abide by these management measures , violators shall bear corresponding responsibilities depending on the circumstances.
8.2 Information posted in the discussion area related to the work of relevant departments will be replied by the person in charge of the corresponding department. Information related to the work of the group or each branch company will be collected and organized by the group office or the office of each branch company. After research by the leader, a reply or announcement will be made to the relevant personnel.
8.3 No one is allowed to publish remarks, pictures and other information that disrupt public order and damage the company's image in any area of ??the office automation (OA) system. Violators will be punished accordingly depending on the circumstances.
8.4 The Information Technology Department is the management department of the office automation (OA) system and has the power to supervise the release of system information and the standardization of process processing. For changes and adjustments to personnel and organizations under normal circumstances, after receiving confirmation information, the information and related process adjustments will be completed within 1 working day; for changes and adjustments involving authority and responsibilities, process adjustments and adjustments will be completed within 2 working days. Complete.
8.5 The Information Technology Department is responsible for conducting random inspections on the operation status and node processing of the OA office system at least once a quarter. For violations and overtime behaviors discovered during the inspection, corresponding penalties will be imposed depending on the circumstances.
8.6 The review and processing of process content implements a level-by-level control and responsibility system. The person in charge of the initiating department is directly responsible for the process content, and the leader in charge is responsible for leadership. If there are errors in the content of the initiated process or if it is rejected by the leader, corresponding responsibilities will be investigated according to the circumstances. The specific initiator's business operation errors will be held accountable by the department based on the circumstances.
8.7 For the above responsibilities, the responsible person will be punished according to the "Process Management Red and White Ticket System" depending on the circumstances. Those who cause losses to the company due to violation of regulations will be punished according to the "Employee Reward and Punishment System" depending on the severity of the loss.
Office Automation System OA Operation Management Regulations
1. Purpose
In order to improve the company's work efficiency, effectively reduce and save costs, speed up the construction of office automation, and protect documents and all kinds of information transmission is fast and smooth. This regulation is formulated according to the actual situation of the company.
2. Scope of application
2.1 These regulations apply to the management of office automation of all departments of the group, all holding companies, and each sales company (logistics center).
Users of the 2.2oA system are tentatively designated as staff of various departments of the group, sales companies (logistics centers) and managers of various holding companies.
3. Responsibilities of relevant departments
3.1 The group office is responsible for the production, delivery, supervision of documents, and the archiving and reporting of a small number of paper documents. The electronic official document sent must have a file header and file body that comply with the regulations.
3.2 The Group Human Resources Department is responsible for cooperating with the Information Technology Department of the Group Office to register and cancel oA users.
3.3 The Information Technology Department of the Group Office is responsible for the training of oA system operating technology, the maintenance and management of oA system operating equipment and the preservation of electronic documents.
3.4 The departments and personnel responsibilities of each holding company and each sales company (logistics center) can be implemented by reference.
4. Document sending and receiving
4.1 Various official documents issued and reported by the group company and various departments and enterprises (including documents, meeting notices, announcements, briefings, information, etc. ) In principle, the office automation system (oA) is used to send the documents. In special circumstances, if paper documents need to be printed, they must be reported to the group or the leader in charge for approval.
4.2 The official documents of the group company and other official documents that need to be issued are still drafted, reviewed, and issued according to the original process. They are uniformly numbered, produced, scanned, and sent to the receiving units and individuals using OA by the office, and according to the It is actually necessary to print several copies for archiving and reporting.
4.3 Electronic official documents should be registered and signed by the person who drafts, reviews and issues them.
4.4 All oA users must log in to the oA system in time to view files every morning and afternoon after work, and always keep the oA system in an "online" state to ensure smooth communication and information. If you are on a business trip or traveling for a long time, you must designate an authorized official document agent to handle it.
4.5 After the electronic document is sent, the staff should check the receipt of the official document according to the priority of the official document, urge and supervise the processing, and contact the relevant personnel in a timely manner if any problems are found.
4.6 Each department of the group, each holding company, and each sales company (logistics center) must establish an oA system management system and designate dedicated personnel to be responsible for the management of oA system files.
5. User registration and cancellation
5.1 For new personnel who are qualified to use the OA system at the headquarters, the Human Resources Department will submit the personnel’s name, unit, position, etc. within one working day. The information is sent to the Information Technology Department of the group office, which should complete computer configuration and oA user registration within one week. Before resigning, oA users at the headquarters must go to the Information Technology Department of the group office to complete the computer handover and oA cancellation procedures before completing the resignation procedures.
5.2 All holding and participating companies and each sales company (logistics center) have newly recruited personnel who are qualified to use the oA system. The holding and participating companies and each sales company (logistics center) will notify the personnel of the personnel within two working days. Basic information such as name, unit, position, etc. must be reported to the Group Human Resources Department, which will then submit it to the Information Technology Department of the Group Office for registration. Before resigning, oA users of joint-stock companies and sales companies (logistics centers) must report to the group human resources department for filing, and the information technology department of the group office must handle oA cancellation procedures before they can go through the resignation procedures.
5.3 All departments of the group, each holding company, and each sales company (logistics center) must reasonably arrange computer access for OA users who do not have dedicated computers.
6. System security and maintenance
6.1 The network servers of the group company, each holding company, and each sales company (logistics center) must always remain online during working hours, oA system Always maintain normal operating conditions. Establish a server operation log and save it for more than 30 days. ,,
6.2 The Information Technology Department of the Group Office must designate an administrator to be responsible for file uploading and system maintenance. All configuration information must be kept confidential by dedicated personnel. System administrators should regularly disinfect network systems and establish firewalls to prevent hackers from intruding and ensure system security.
6.3 Confidential documents will not be entered into the oA system and will be processed according to the existing official document circulation method; electronic documents will be sent strictly according to the scope of issuance, and the approval of the scope of issuance is still carried out in accordance with the relevant regulations of the group company's official document management.
6.4 All oA systems should keep user passwords well and shall not disclose them to irrelevant personnel at will.
7. File sharing and archiving
7.1 The group office should clean up the files since the company was established, remove confidential and invalid files, and store all practical files in the oA system Published on the Internet for users to learn and use.
7.2 The group office organizes the electronic official documents on the OA system once a year, burns them into CDs, and stores them in the group archives.
8. Supplementary Provisions
8.1 These regulations will be implemented on a trial basis from January 1, 20xx, and the original relevant regulations will be abolished at the same time.
8.2 During the trial operation, in addition to using the OA system to handle file sending and information communication, the company will also gradually implement automated office processes in order to achieve a truly paperless office and accelerate the company's scientific management. and the construction of modern enterprise systems.
8.3 All departments of the group, all holding companies, and each sales company should report the problems, opinions and suggestions encountered during the trial implementation to the group office in a timely manner so that these regulations can be revised.