In order to ensure the integrity of company documents, facilitate search and utilization, do a good job in collection, filing, storage, etc., and maintain the integrity and security of documents and files, the company's documents must be well managed. The following are the company's internal document management rules, please refer to them.
Sample of the company’s internal document management regulations 1
1. Purpose
In order to better standardize the issuance and archiving management of various company documents and establish a formal and rigorous company good image.
2. Scope of application
The company, its departments and stores will issue internal documents.
3. Standards
Based on the actual requirements of the company, and on the premise of complying with the file format and standards, the format and standards are flexibly used.
4. Content
4.1 Commonly used company documents
4.2 Specifications: Use A4 paper uniformly, with top and bottom margins of 2.54cm, and left and right margins of 3.17cm.
4.3 Company department codes:
General Manager Office: ZJB;
Personnel Administration Department: RZ;
Operations Department: YY ;
Product Department: SP;
Marketing Department: SC;
Finance Department: CW;
4.4 Confidentiality Level: Company Documents Management is divided into five confidentiality levels: A, B, C, D, and E
Level A: confidential documents, limited to the general manager, board of directors and other members;
Level B: high-level documents , only known to management members above the department manager;
Level C: Intermediate document, limited to internal members of the relevant department and management members above the manager; Level D: General document, known to all members within the company;
Level E: General document, known to all members within the company and the store.
5. Drafting, approval, issuance and receipt of documents
5.1 Drafting
5.1.1 Each department is responsible for drafting documents, and the drafting should be To comply with national laws and regulations and the company's relevant management systems, the department head is responsible for document review.
5.1.2 The main text should have clear information, clear viewpoints, accurate expressions, rigorous structure, clear organization, straightforward narrative, standard words, correct punctuation, and should be as short as possible.
5.2 Approval
5.2.1 All company-level documents and systems must be approved by the general manager of the company before they can be printed and circulated;
5.2.2 If not If a document is issued after approval or if there are obvious errors in the document, causing adverse consequences, the relevant person in charge will be held accountable.
5.2.3 Taking into account the actual situation of the company, the company’s internal emergency documents are first uploaded to the *** in an electronic version after confirmation by the general manager and are notified by phone first, and then the paper version is reissued. and sign for receipt.
5.2.4 Notices from the company’s functional departments to departments that do not need to be upgraded to company-level documents do not need to be implemented as required by this document.
5.3 Issuance and receipt
5.3.1 The HR department is responsible for the issuance/circulation/archiving of company documents
5.3.2 The company’s documents are handled by various departments The person in charge signs the original document, and at the same time, the department head is responsible for transferring documents to other employees in the department.
6. Effective date
6.1 This management system will be implemented from April 8, 2013.
6.2 The final interpretation of this system rests with the Human Resources Department
Sample 2 of the Company’s Internal Document Management Regulations
Chapter 1 General Provisions
Chapter 1 entry.
By managing the company's internal document control process, the document management and control work is made more systematic, scientific, standardized and efficient to ensure that all departments and personnel use effective documents in a timely and correct manner and improve work efficiency.
Article 2 Scope of application.
The "documents" in this system include documents generated or required in the company's daily operations, company business documents, and all processes, systems, operating standards and specifications, and operating instructions issued internally by the company. Books etc.
According to the nature of the company's various documents, the documents can be divided into the following five levels.
Article 3 Division of management responsibilities.
(1) The deputy general managers in charge at all levels are mainly responsible for reviewing and approving documents within the scope of their jurisdiction. Among them, the general manager (or management representative) is also responsible for reviewing various system documents of the company. Responsibilities for periodic review.
(2) The general manager’s office is mainly responsible for the organization, preparation and review of the company’s first-level documents, as well as the organization of joint review of second-level documents.
(3) The Personnel Administration Department is responsible for the preparation, interpretation and revision of this system, and its administrative specialist is responsible for the custody of company operations and qualification documents; among them, the System Document Management Office under the Personnel Administration Department , and its document controller is responsible for the unified numbering, sending and receiving, archiving, invalidation and other management matters of the company's various system documents.
(4) Each functional department is responsible for the preparation and storage of copies of relevant documents for each centralized function and business line.
Chapter 2 Coding Rules for Internal Company Documents
Article 4 The coding of internal company documents mainly consists of the following five parts.
(1) The first part: company code, code is.
(2) Part 2: Level classification codes, the codes are 1, 2, 3, 4, and 5 respectively.
(3) The third part: major category codes, the codes are comprehensive (comprehensive management category), manufacturing (production and manufacturing category), market (marketing category), research (research and development category), and other ( Other categories) etc.
(4) Part 4: Sub-category classification codes, the codes are goals (target planning category), human resources (human resources category), office (office category), general affairs (general affairs logistics category), security (security category), production (production category), quality control (quality control category), project management (project management category), production research (product research and development category), and others (other categories), etc.
(5) Part 5: File serial number, codes are 001~999.
Article 5 Examples of coding of documents at all levels within the company are as follows (taking the documents of the Personnel and Administration Department as an example).
(1)Level 1 file: 1?001.
(2) Secondary file: 2?Comprehensive?001.
(3) Third-level documents: 3. Comprehensive Administrative Document 001.
(4) Level 4 documents: 4.Comprehensive?Administrative?001.
(5) Five-level documents: 5?Comprehensive?Administrative?001?001.
Chapter 3 Regulations on the Preparation, Review and Approval of Documents at All Levels of the Company
Article 6 The company’s first-level documents shall be prepared by relevant personnel organized by the general manager’s office of the company. After the first-level document is compiled, it must be reviewed by the director of the general manager's office and then submitted to the company's general manager for approval.
Article 7 The company’s secondary documents shall be prepared jointly by each business department and the collaborative process and operation department. After the preparation of the secondary documents is completed, the general manager's office will organize relevant departments and personnel to conduct a joint review. After joint review, the secondary documents need to be submitted to the general manager for approval.
Article 8 If the company’s third-level documents cover more than 2 (inclusive) functional departments, their preparation shall be organized by each centralized management functional department and submitted to the deputy general manager in charge for review and submission. Approval by the general manager. The specific division of labor is as follows.
(1) The general manager’s office is responsible for organizing and preparing the third-level documents of goals and plans, and submits them to the vice president in charge of operations for review.
(2) The personnel and administration department is responsible for organizing and preparing the third-level documents of personnel, administration, and general affairs, and submit them to the deputy general manager in charge of administration for review.
(3) The finance department is responsible for organizing and preparing the third-level financial documents and submit them to the deputy general manager of finance in charge for review.
(4) The third-level manufacturing documents are organized and compiled by the production department and submitted to the responsible production vice president (or factory director) for review.
(5) The third-level marketing documents are prepared by the marketing department and relevant departments and submitted to the responsible marketing vice president for review.
(6) The third-level supply documents are organized and compiled by the purchasing department and relevant departments, and submitted to the responsible vice president of operations for review.
Article 9 The preparation, review and approval regulations for the company’s fourth- and fifth-level documents are as shown in the table below.
Table of preparation, review and approval regulations for the company’s fourth- and fifth-level documents
Article 10 In addition to department and workshop internal documents, other internal company documents must be submitted after content review The Human Resources and Administration Department or the System Document Management Office will conduct a secondary review of the document format, duplication and conflict of the document content. After passing the second review, each document preparation department can submit it to the relevant approver for approval.
Chapter 4 Document Distribution Management Regulations
Article 11 All documents issued internally by the company must be issued with a distribution number issued by the Personnel Administration Department and stamped with a "controlled" seal before they can be released. Different copies of each document must be marked with a different distribution number for traceability.
Article 12 System documents must be issued and managed by the document controller of the System Document Management Office, and the issuance of other internal documents must be implemented by the administrative specialist of the Personnel Administration Department.
Article 13 According to the batch classification of document issuance, there are two main situations of document issuance: large-scale issuance and sporadic issuance.
(1) When distributing in large quantities, an "Internal Company Document Allocation, Issuance and Recovery Registration Form" should be established and submitted to the deputy general manager in charge of each document-focused functional department for approval.
(2) When distributing on a sporadic basis, an "Internal Company Document Issuance and Recycling Registration Form" should be established.
Article 14 The document recipient should sign the "Company Internal Document Allocation, Issuance and Recycling Registration Form" or the "Company Internal Document Issuance and Recycling Registration Form" before receiving the document with the distribution number. and "Controlled" status flags.
Article 15 After receiving the documents, the receiving department should promptly establish a "Registration Form for Receipt of Documents".
Article 16 After the documents are distributed, the administrative specialist of the Personnel Administration Department or the document controller of the System Document Management Office should classify, archive and save the documents in a timely manner, and update the "Company Internal Document List".
Chapter 5 Regulations on the Use and Borrowing of Internal Documents
Article 17 The document using department should promptly publicize and train the relevant personnel on the content of the documents and place the documents in the appropriate location (Place) to ensure that relevant personnel can use documents in a timely and correct manner.
Article 18 When the following situations occur, the user department can fill out the "Document Receipt and Borrowing Application Form" and apply for replacement or additional issuance.
(1) When the file is damaged and seriously affects its use.
(2) When new additions or revisions are required according to the needs of use.
(3) When the document is lost and needs to be retrieved.
Article 19 The "Document Receipt and Borrowing Application Form" must be approved by the Personnel Administration Department before replacement or additional issuance. When changing or re-acquiring, the original document distribution number shall be used; when additional issuance, a new distribution number shall be added in the order of the original distribution number.
Article 20 The rules for borrowing internal company documents are as follows.
(1) When other companies or individuals need to borrow documents, they should fill in the "Document Receipt and Borrowing Application Form", and after approval by the Personnel Administration Department or the System Document Management Office, the administrative specialist or document controller Only then can you go through the borrowing procedures and be responsible for collection.
(2) The maximum period of borrowing shall not exceed half a month.
(3) When various departments and workshops within the company need to borrow documents, they must be approved and registered by the Human Resources and Administration Department or the System Document Management Office before the borrowing procedures can be completed. When borrowing, the administrative specialist or document controller is responsible for clarifying the borrowing period and urging for payment.
Chapter 6 Regulations on Change, Recycling, Invalidation and Review of Internal Company Documents
Article 21 If the company’s internal documents encounter any of the following circumstances when using them, they should be modified.
(1) When the company’s current documents conflict with relevant international standards, national standards, local standards, regulations and industry standards.
(2) When the content of the document conflicts with the customer's needs or cannot meet the customer's requirements.
(3) When the content of the file is incorrect, inappropriate or not operable.
(4) When there are more appropriate, more advanced or more operable product standards, operating methods, and management methods.
Article 22 The document modification procedures are as follows.
(1) When the company's first-level documents are modified or other documents at all levels are modified in large quantities, the company should set up a special document modification team to operate. The review, approval, release and use of the modified documents and the recycling of old documents should be carried out according to the following procedures: The relevant provisions of this system shall be implemented.
(2) When a document needs to be changed, the document preparation department shall fill in the "Document Change Approval Form" and attach the specific modification content, and submit it to the original reviewer of the document for review and approval by the original approver before the document can be changed.
(3) Document changes shall be organized and implemented by the administrative specialist or document controller of the Personnel Administration Department in accordance with the "Document Change Approval Form". Changes can be made by crossing (changing) or changing pages. At the same time, the modification status mark must be changed, and a "change" stamp should be stamped on the modified place. The change should cover all places where the document is distributed. If page breaks are used, the original unchanged pages should be recycled.
Article 23 The provisions for document recycling and invalidation are as follows.
(1) When documents are revised or modified, a large number of invalid and invalid documents will be generated. Administrative specialists or document controllers should do a good job in recycling, registering and marking invalid documents.
(2) Obsolete documents should be processed regularly. The administrative specialist or document controller should fill out the "Voided Document Approval Form" and submit it to the department supervisor for approval before processing. Keep one copy of the invalidated document, stamp it with the "Voided and Retained" mark, and archive it for one year for future reference. The others will be destroyed.
Article 24 The document review regulations are as follows.
(1) The manager of the personnel administration department should regularly organize administrative supervisors, administrative specialists and other relevant personnel to review documents.
(2) The time for document review can be combined with the management review of system documents. The review content includes the adequacy, suitability and effectiveness of existing documents, and determining the list of document modifications and new document additions. To continuously improve the operability and scientific nature of documents.
Chapter 7 Supplementary Provisions
Article 25 This system is compiled by the Personnel Administration Department, and the right of interpretation belongs to the Personnel Administration Department.
Article 26 This system will be implemented from the date of issuance after being reviewed by the Vice President of Administration and approved by the General Manager.
Sample 3 of the company's internal document management regulations
In order to control the appropriate scope of issuance of company documents, timely recycling of invalid documents, and ensure the effectiveness of company documents used by various departments and workshops, This provision is specially formulated.
1. Issuance of documents:
(1) The Finance Department, Production Department, and Marketing Department offices shall arrange the documents formed in the name of the department and issued within the jurisdiction of the department respectively. Distribution and recycling. Documents that need to be distributed and implemented among the company's horizontally related departments will be distributed and recycled uniformly by dedicated personnel in the office.
(2) When each department needs the office to arrange the issuance of documents, the documents must be printed and copied. The department manager shall write down the scope of issuance, the issuance time and sign in writing before sending it to the General Management Department for arrangement by the office director. The document issuer shall issue it.
(3) For any document, the issuer must establish a "Document Issuance and Recycling Registration Form". All documents issued to each department shall be signed and received by the department head. If the person in charge of the department is not available, the department personnel present will sign and collect it. The collector must be responsible for transferring documents to the department head in a timely manner. Documents that need to be received by individuals shall be established within the department and must be signed by the individuals themselves.
(4) Documents (including study materials, etc.) that need to be issued to management, auxiliary personnel and employees below the section chief, the issuer only needs to issue them to the relevant section chief management personnel, and then the section chief will Senior management personnel arrange for distribution to relevant individuals.
2. Changes to documents:
(1) Individual words in the document need to be changed for any reason, and the changes will not affect the neatness and beauty of the entire document layout, which is formed by the original preparation. The department head shall write down the change location and how to make the change in writing (if it is data-based or principle-based, it must be reported to the direct department manager for signature and approval), and together with the private seal of the department head, it shall be sent to the original issuer, who shall make the change according to the original scope and scope of the issuance. The archive is changed.
(2) Depending on the number of words to be changed and the complexity and simplicity of the document, the document issuer can go to the site to make changes for the original document, or can take it back and make changes before returning it to the original recipient. However, when making changes, the original words must be crossed out with double lines, new words must be written in the space above the crossed-out words, and the private seal of the person in charge of the original establishment department must be stamped on the changed place.
3. Page change of the document:
(1) If a single page of the document is modified in a large area for any reason and a page change is required, the page that needs to be modified will be modified and compiled by the original compiler. After printing and copying, the person in charge of the department shall write down the page change situation in writing (it is a data-based, principle modification and must be signed and approved by the department manager) and send it to the original document issuer, who will change the page according to the original issuance scope.
(2) All documents that need to be paged shall be paged by the document issuer and the execution time shall be noted, and the original pages shall be destroyed.
4. Recycling and invalidation of documents:
(1) Due to company system summary, department adjustment, planning changes, etc., the content of the original document and the content of the new document are duplicated and conflicted. If it becomes invalid, the person in charge of the summary department or the new document preparation department will arrange for the original issuer to recycle it.
(2) When recycling documents, the document issuer must present the "Document Issuance and Recycling Registration Form" and the original recipient must sign in the relevant column of the registration form and return it.
(3) In late December every year, the office will notify all departments to clean up and recycle invalid materials such as documents and reports that are not collected uniformly during the year.
(4) All recovered documents will be sent to the office on the day of recycling, and will be destroyed under unified arrangements by the office director.
5. Other regulations:
(1) Discussion drafts or formal drafts of documents produced by any department in the name of the company must be distributed to the chairman and general manager, finance department manager, production manager, etc. department managers, marketing department managers, heads of the company's functional departments and other related personnel in order to understand the company's policy direction, systematically modify it according to all aspects of the company's situation, and ensure the mutual cooperation of the interface departments.
(2) Documents issued by departments or companies must be filed in the archives before issuance.
(3) After receiving any document, the person in charge of the relevant department must receive it or convey it to the employee who should execute it. If it is necessary to copy and distribute it to the relevant employee, he must apply to the original issuing department, and the original issuing department shall Copies will be issued according to the issuance procedures. It is not allowed to copy and distribute without permission to avoid losing control of the scope of use of the document and causing confusion between valid and invalid versions.
(4) If all page-changed or invalidated documents are archived or the relevant departments need to keep them for reference, the issuer only needs to stamp them with a void seal and they will not be taken back, but the file administrator must be in? Invalid documents? Register and indicate in the file column and keep them properly for future reference.
(5) If the document issued is a discussion draft, the discussant must submit it to the document preparation department on time after the discussion organized by the discussant.
(6) The document issuer must bind the used "Document Issuance and Recycling Registration Form" into a book on a quarterly basis and keep it properly for reference or recycling. The storage period is three years.
6. No one may provide company documents to persons outside the company without the approval of the general manager. In addition to bearing a fine of 50 yuan, you will be responsible for all consequences caused by this.
7. If any of the provisions of these regulations are violated, the responsible person will be fined 50 yuan each time, and his or her direct leader will issue a fine order to collect the violation.
Sample 4 of the Company’s Internal Document Management Regulations
1. General Principles
1. Technical documents are the core secrets of the company and are the key to the company’s sustainable development and success. A strong guarantee for maintaining strong competitiveness in the market, the company's technical documents belong to the company.
2. In order to standardize the management of the company's technical documents and ensure the correctness and completeness of the document preparation, clarify the preparation, signing, modification, storage and other related contents of the technical documents to ensure the correctness of the technical documents. and implement effective management, this system is specially formulated.
3. Scope of application: Applicable to the management of our factory’s technical documents.
2. Preparation of technical documents
1. Technical documents include: Technical documents refer to the company’s product design drawings, technical standards, technical files and technical information.
Specific include:
1) Development planning stage: scheme design, quality assurance outline, design and development plan, inspection requirements.
2) Development and design stage: schematic diagram, printed layout, product programming manual, mechanical structure diagram, programming device programming file, programmable device source code, hardware programming manual, software installation package, driver, Design review record sheet.
3) Product debugging stage: product debugging manual, product welding schedule, product debugging records, product verification records.
4) Product maintenance stage: design and development summary, software user manual, product user manual.
2. The technical requirements and data of technical documents must comply with relevant national standards and regulations.
3. Technical documents are prepared by the Technology Development Department and other corresponding departments. Each department should be responsible for the accuracy and rationality of the technical documents.
3. Submission of technical documents
1. Throughout the product development cycle, designers must carefully prepare various documents in accordance with technical document specifications to ensure that the technical documents are of integrity.
2. At each stage of product development, designers must submit design files on time and save them on the company's server. Whenever there are major changes to the design files, designers must resubmit the files in order to update the files in the server and ensure the reliability of the development work.
3. The submission of design files is subject to starteam. Designers must submit them to the corresponding directory of starteam according to the category of submitted files.
4. No one may deliberately delete submitted files on the server.
IV. Archiving of technical documents
1. Each relevant person in charge is responsible for the review and approval of technical documents; the preparation of technical documents must strictly implement a three-level control system of preparation, proofreading and review. ; Clarify the responsibilities, rights and interests at all levels.
2. Technical documents should ensure that the number, name, date in the title column, and the signatures in the design, proofreading, review, approval, etc. columns are complete. Technical documents with incomplete signatures shall not be used for archiving.
3. Document signing is divided into paper document signing, electronic document signing and CD signing. Among them, the paper document signature must be signed by hand on the paper document, the electronic document signature must be signed in the form of a note on starteam, and the CD signature must be overall signed on the label on the CD cover.
4. Archiving can only begin after all types of archived documents have been confirmed to be correct and signed. The archived files are required to be in two sets: one set is stored on the company server for review and use; the other set is burned into a CD for sealing and safekeeping.
5. The optical disc or its packaging box used to store archived documents should be labeled. The label must indicate the general information of the optical disc, such as name, number, signature information, etc.
6. When archiving documents, you must fill in the
5. Borrowing of technical documents
1. No employee may circulate technical documents privately among himself, and shall not illegally keep documents without authority.
2. If you need to borrow technical documents due to work needs, you need to report to the relevant leadership for approval and fill in the
3. Borrowed documents are not allowed to be printed or circulated without permission, and the secrets of borrowed documents are not allowed to be revealed.
4. If there are special circumstances where it is necessary to transfer documents to others or take them out, approval must be obtained from the relevant leadership.
5. After reading the documents, the borrowed documents must be completely deleted under the supervision of relevant personnel, and the
6. Responsibility