Corporate document management regulation model 1
1. General
In order to reduce the number of documents, improve the speed and quality of documents, and give full play to the guiding role of documents in all work, this system is formulated.
2. Document management mainly includes: letters, telegrams and communications from superiors, letters, telegrams and communications from peers, and various documents and materials submitted and distributed by the company. According to the principle of division of labor, all kinds of documents in the company are managed by the office.
3. Manage incoming mail
3. 1 official document signing
3. 1. 1 All official documents coming to the company (except those ordered by company leaders) must be registered and signed by the mailer (except those sent directly to the confidential room by the superior or confidential correspondent of the post office), and then handed over to the confidential secretary of the office for unpacking. When signing and unpacking, the recipient and confidential secretary should pay attention to check the seal and postmark. To find out the reasons for tearing stamped letters, those who open confidential documents and tear stamps in foreign letters should refuse to sign for them.
3. 1.2 Do you need to make envelopes, documents, document numbers and confidential numbers for the documents sent by the superior confidential department? Four pairs? Approval, if one of them is wrong, should immediately report to the superior security department, and register the wrong file number.
3.2 Save the file number
3.2. 1 office documents should be attached in time after unpacking? Document processing flow sheet? , and classified registration number, custody. Documents that must be undertaken or filed by the company and signed by the company leaders should also be unsealed by the company leaders and submitted to the office for normal procedures.
3.2.2 The documents and materials brought back by the company's out-going personnel attending the meeting shall be sent to the office archives for registration and numbering in time, and shall not be kept by individuals.
3.3 Reading, approving and transmitting official documents
3.3. 1 All official documents are read and signed by the office director (or deputy director) according to the contents and nature of the documents, and then distributed to the undertaking department by the confidential secretary. Important documents should be submitted to the company leaders (or leaders in charge) to read and approve in person, and then distributed to the undertaking department for reading. In order to avoid the backlog of documents, it should generally be read and signed every day, and urgent documents should be handled once a month.
3.3.2 General letters, electricity, documents, etc. Directly handled by the confidential secretary of the office. Rushe
And several units have to do the file, should contact the organizer and then transfer processing.
3.3.3 In order to speed up the document operation, the confidential secretary should send the document to the company leaders and contractors on the same day or the next day. Involving more than two business departments, it shall be circulated in the order of instructions, which shall not exceed 2 days at the latest (except in special circumstances).
3.4 Document Distribution and Reminder
3.4. 1 circulated documents shall strictly abide by the scope of circulation and confidentiality provisions, and confidential documents shall not be taken home, dormitory or public places, nor shall they be lent to others for reading. The contents of documents that have not been communicated shall not be leaked to the outside.
3.4.2 You should spend time reading these documents. After reading the documents that day, you should hand them over to the confidential room before coming off work. In general, reading this batch of documents should not exceed 2 days. Sign your name after reading it to show your responsibility. What if there is a leader? Explain? 、? Give advice? Office according to the document summary and leadership instructions, instructed the relevant departments and personnel to handle related matters.
3.4.3 When reading a document, you are not allowed to copy the full text, and you are not allowed to take away any documents and attachments in the folder at will. If it is really necessary for work, you should go through the borrowing procedures to prevent it from being lost and leaked.
3.4.4 After reading the document, it shall be sent to the confidential secretary of the office and shall not be circulated.
3.4.5 The confidential secretary of the office is responsible for supervising the inspection and supervision of documents, and the undertaking department shall immediately designate a special person to handle documents and letters. Documents must not be scattered under pressure. For future reference, copies or excerpts should be made in accordance with the relevant confidentiality provisions and with the consent of the office, and the originals should be filed and handed over in time.
3.4.6 According to the reading scope, retired cadres are generally organized by relevant departments to study relevant documents regularly, or notified to read documents by the confidential office.
4. Post management
4. 1 posting rules
4. 1. 1 The power of the whole company to report and issue official documents is concentrated in the company, and all mass organizations and departments are not allowed to issue documents on their own.
4. 1.2 Mass organizations and departments that need to report important information upwards or arrange important work downwards should apply to the company for issuing documents and submit the documents and manuscripts to the factory office for review. If the company agrees to issue a document, it shall be centralized by the company according to the organization setting and business division. Text release.
4. 1.3 documents that have great influence on the whole company and involve the management scope of two or more company leaders must be approved and issued by the manager. Other documents shall be approved and issued by the leaders in charge of the company.
4.2 Scope of documents
4.2. 1 All documents, notices, decisions, resolutions, requests for instructions, reports, meeting minutes, meeting briefings, etc. issued in the name of the company belong to the scope of posting.
4.2.2 The documents issued by the company are mainly used for: ① announcing the company's rules and regulations;
(2) Forwarding superior documents or company documents formulated according to the spirit of superior documents; (3) To announce the change of the company's organizational structure or the appointment and removal of cadres;
(4) To announce the company's major development, projects, management, political work and welfare decisions;
⑤ Issue relevant reward and punishment decisions and notices; ⑥ Other important matters related to the company.
4.2.3 The upward writing and outward publishing of the company are mainly used for:
(1) Report work plans, reports and decisions to higher authorities;
(2) Contact with brother units on major development projects, personnel and labor, material supply, scientific research, infrastructure and management.
4.2.4 In the daily project development and operation management of the company, matters involving drawings, technical documents, process modification, examination and approval, arrangement and deployment, and conveying instructions from superiors shall be handled according to relevant systems, and shall be implemented by written or oral notice from the competent business department after being approved by the company's leaders in charge. Generally, it is not required to publish company documents.
4.2.5 Decisions made by various business departments, such as holding special meetings, are generally not made public, and the minutes of the meetings can be published in the name of "work briefing" for short.
4.2.6 For general business contacts between business departments and other units, letters can be sent in the name of each abbreviation (which should be numbered separately for future reference), but not in the name of the company.
5. Filing and archiving of documents 5. 1 Archive scope of documents
5. 1. 1 All the following documents are filed by two offices respectively: ① letters from superior departments, including the reply of superior departments to company reports and applications;
(2) Reports, instructions, decisions, resolutions, notices, minutes, important notices, work summaries, leaders' speeches, production and operation statistics, quarterly reports and annual reports, etc. Issued by the company;
(3) Minutes of meetings of the manager's office, general affairs, company management committee, middle-level cadres and various professions;
(4) Reports, summaries, resolutions, speeches, briefings, minutes of meetings, etc. Formed by the congress organized by the company at the next higher level;
⑤ Records and processing results of people's letters and visits with preservation value;
⑥ Documents brought back by attending various meetings held by superiors, and materials reported by our company at the meeting.
Materials, etc.
⑦ Reports and instruction records of superior leading comrades coming to the company for inspection and inspection, as well as the outline and materials reported by the company to the superior;
(8) Audio-visual products reflecting the company's production and business activities, deeds of advanced figures and the company's leadership work;
Pet-name ruby company logs and memorabilia;
Attending the documents and related materials submitted by the company to the superior for examination and approval.
5. 1.2 Activity data formed in the daily work of business departments and mass organizations shall be filed by business departments and mass organizations.
5.2 Filing requirements
5.2. 1 Files shall be filed by content, name, author and time sequence.
5.2.2 When filing, the replies, originals, documents, main parts and attachments of all documents shall be collected, and the integrity of documents and materials shall be maintained.
5.2.3 Adhere to the principle of combining ordinary filing with year-end filing. Documents and materials formed by important work and important meetings should be filed in time.
5.2.4 The documents and materials formed in the previous year shall be sorted out before May of the following year. In June, it was officially handed over to the archives (room), and the list was made in duplicate (the handover unit kept one copy for future reference).
6. Destroy documents
6. 1 For redundant, repeated, expired and unsalable documents, the company's confidential room shall regularly clean up and record them, and go through the formalities for applying for destruction according to the relevant regulations of the superior.
6.2 Documents approved for destruction shall be escorted by the confidential secretary and director (deputy director) of the company to the paper mill designated by the superior for monitoring and destruction.
Model of company document management specification II
In order to standardize the company's official document processing flow and ensure the efficient, safe and smooth operation of official documents, this regulation is formulated and applicable to all departments of the company. The office of the company is the centralized management department of the company's official documents and foreign official documents, and is responsible for sending and receiving documents and document management.
Article 1 Types of official documents
I. Decisions and resolutions
1, arrange important events or activities. Decide? .
2. For matters discussed and approved by the meeting and required to be implemented, use? Resolution? .
Second, notice, notice class
1. It is suitable for approving or forwarding relevant official documents, issuing regulations, conveying matters that subordinate units are required to handle and notifying relevant units for common understanding or implementation. Have you noticed? .
2. Praise and criticize, punish and reward, and convey important information. Notice? .
Iii. Reports and requests
The above articles are submitted in batches. Among them, report to the superior supervisor and department, reflect the situation, make suggestions and use? Report? ; Ask for instructions and approval from superior supervisors and departments. Ask for instructions? .
Fourth, the official letter class
Foreign business negotiation, inquiry and reply, with? Letter? .
Verb (abbreviation of verb) meeting minutes
Record and convey the agreed items and main spirit of the meeting, so as to implement them within a certain scope. Meeting minutes? .
Article 2 official document format
Generally, it consists of title, document number, issuer, subject word, classification, urgency, main sending organ, text, attachment, seal, time of issue, cc organ, remarks and sending range.
First, the title of the official document should accurately and briefly summarize the main contents of the official document, and should indicate the issuing authority and the type of the official document. Such as: company? Notice from the Ministry.
Second, the certificate number.
(1) The document number includes company name, department name, year number and serial number.
(2) Company-level documents.
1, with? Shangfa? Words, only the documents drafted by the general manager and confirmed by the company office meeting.
2. use? On (*)? Documents sponsored by one department, involving the overall situation of the company or requiring the cooperation of multiple departments, can be published in the name of the company, but the contents of the documents can only be published after being reviewed by the department manager. Examiner? Sign for confirmation.
3. use? On (*)? In Word, if several departments jointly issue a document, only the document number of the sponsoring department is indicated, and the content is reviewed by the manager of the sponsoring department? Examiner? Issue a signature. If the Finance Department and the Service Department jointly issue a document, the company-level documents sponsored by the Service Department will be issued according to the following numbers:
(3) The department file does not use the company name, but directly consists of the department name, year number and serial number. Department documents are mainly used for the internal management affairs of the department, and the following circumstances shall not be issued as department documents: documents involving rules and regulations; Documents related to the formulation and revision of the company's financial system or financial regulations, in the form of company-level documents, need to be approved by the joint-stock company and signed directly by the general manager himself; Documents involving rewards and punishments; Documents involving other departments.
3. Keyword is the abbreviation of official document title, which is used for the retrieval of computer files. For example, the theme of the notice about the Spring Festival holiday is abbreviated as? Notice of Spring Festival holiday? .
Four, official documents should be stamped with the official seal, and should indicate the issuer.
5. If there is no text on the stamped page, it should be enclosed in the upper left corner of the page (there is no text on this page).
Six, official documents should indicate the scope of transmission and the number of copies. For writing? Submit, merge and copy newspapers? Words, for the following text? Send? ; Parallel and pragmatic? Main delivery, cc? Words. Look at a file in turn, which one should be marked? Cycle? Words. Generally speaking, only one submission leader is identified in the above article. If it is necessary to submit it to several higher authorities or leaders at the same time, it can be combined and copied. Sometimes, in order to let leaders and departments know each other's views, opinions and attitudes on a document, they can take the form of circulation.
Seven, confidential documents should be marked separately? Secret? Whether the text is confidential or not shall be determined by the leader of the issuing unit according to the contents of the document.
Eight, emergency documents should be marked separately? In a hurry? 、? Urgent? .
Nine, document page number standard format (attachment 1- 1, 1-2, 1-3).
The third writing rule
1. You are not allowed to write your own articles before all departments of the company have reached an agreement on related issues.
Second, all departments of the company can jointly write.
Third, the company's subordinate departments shall not go beyond asking for instructions.
Four, the official document request should generally be one thing.
Article 5 Requirements for drafting official documents.
First, the drafting must use a unified document format in the office.
Two. Official documents are important documents related to the overall situation of the company, which are signed and approved by the general manager and distributed by the office. Department documents involving a certain aspect of work shall be issued by the competent leader. If it involves other departments, it will be issued as a company-level document.
Third, where to go? On (*)? The number of official documents issued must be reported to the office for review. The focus of the audit: whether it is necessary to write, and whether the content, expression, use and format of the official document comply with the relevant provisions of these Provisions. The official documents issued by each department shall be reviewed by the department manager and reported to the office for the record.
Four, official documents should fill in the seal registration, approved by the relevant leaders, the office can handle. If the department uses its own seal, it is necessary to establish a registration system, and the office will check it from time to time.
Five, when transmitting secret documents, corresponding security measures must be taken to ensure the safety of the documents.
Article 6 Procedures for handling letters.
1. The registration system for sending, receiving and circulating official documents shall be uniformly formulated by the office, and the implementation of each department shall be checked at any time (receipt registration, document number, circulation tracking record, etc.). ).
Two, the need for reminders of official documents, to establish a strict registration system. The undertaking department must handle it within the specified time, fill in the receipt processing form and report to the issuing department.
Three, the official document is completed, the host department shall reply to the competent leader in writing the document processing situation and results.
4. Any official document that needs to be signed and approved by the leaders above the general manager of each department shall be reported by the office. Do you see it? Article 6. Receipt processing program? .
Article 7 Filing and destruction of official documents.
1. All important documents related to the company's business activities, such as letters from higher authorities, important meeting documents, contracts, agreements, company documents and departmental documents in economic activities, shall be filed.
Second, the relevant units of the company should collect and sort out the materials that should be filed in the previous year before March 30 of that year and hand them over to the office in a centralized way.
Iii. after receiving the filing documents and materials submitted by each unit, the office shall conduct annual review? Organization? Classification, cataloging methods and filing of document contents.
Four, there is no filing value and necessary documents and materials, should be listed by the office, solicit opinions from the business department, after the approval of the director of the office can be destroyed. For the documents approved for destruction, a special person (two or more persons) shall be appointed to supervise the sale, and the supervisor shall sign the list of destroyed documents.
Company document management regulations model essay 3
1. Purpose: In order to adapt to the overall standardized management of the company, do a good job in the management of the company's documents, ensure the uniformity and effectiveness of the documents used, and standardize and institutionalize them, this system is specially formulated.
2. Scope of application: This system is applicable to the management of all documents of the company.
3. Definition: Company documents are important tools for conveying principles and policies, issuing company administrative rules and regulations, instructions, asking for instructions and answering questions, guiding negotiations, reporting situations and exchanging information.
4. Document processing flow: All departments of the company should adhere to the work style of seeking truth from facts, respecting objectivity, integrating theory with practice and being serious and responsible, and strive to improve document quality and processing efficiency. Document processing must be accurate, timely and safe, and be completed in strict accordance with the prescribed time limit and requirements.
4. 1 The president's office is responsible for the preparation, distribution, registration, filing, alteration, recovery and invalidation of the company's administrative documents.
4.2 Each functional department of the company is responsible for the preparation, numbering, registration, filing, modification and management of special documents of the department. The issued documents must be backed up and archived in the president's office, which will check and supervise them.
5. Document classification: The official documents of the company are mainly divided into the following categories:
5. 1 management system: the definition of normative procedures applicable to all departments of the company, including rules, systems, regulations and management measures. ? Rules? Generally used in systematic system compilation; ? System? Generally applicable to the clarification of a function; ? Rules? Clarity applicable to specific work; ? Management methods? Generally speaking, the detailed operating procedures of rules, systems or regulations are clear.
5.2 Work notice: applicable to matters that the superior documents and the subordinate documents require the subordinate to handle and execute;
5.3 The personnel notice is applicable to the employment, promotion, transfer, demotion, rewards and punishments of company personnel.
5.4 Work report is applicable to the text that subordinates report to their superiors for instructions for a certain job.
5.5 Meeting minutes are applicable to documents recorded at all levels of the company.
5.6 External communication is applicable to documents sent by the company to external institutions or individuals on a certain matter.
5.7 Decisions and resolutions: make arrangements for important matters or major actions, and use? Decide? ; Matters discussed and approved by the meeting and required to be implemented. Resolution? .
5.8 Notification: commend the advanced, criticize the mistakes and convey important information.
5.9 Ask for instructions: Ask for instructions and approval from the superior. Ask for instructions? .
5. 10 reply: used to reply to the request? Reply? .
6. File format:
6. 1 All the company's documents are in A4 vertical mode, with margins of 2.5CM around and footers of 1.5CM in digital form; 6.2 Add the company logo and Chinese and English names at the top of the first page of the document.
6.3 A document generally consists of title, document number, issuer, classification, urgency, text, attachment, time of issue, seal, subject words, sending unit (department) and issuing unit (department).
6.4 The title of the document is Song Ti No.2 in Chinese, and all others are Song Ti No.5, with 1.5 times line spacing. There is a blank line between the title and the company logo; Below the title on the right is the symbol number; There can be a blank line between the document number and the text; Subtitles in the text can be bold; There can be blank lines between chapters and paragraphs; The signature position of the document is on the right, and there are two lines between the text and the signature; For documents with attachments, the attachments should be listed after the text and before the signature, one line away from the text and two lines away from the signature.
6.5 Document number includes code number, year number and serial number; All kinds of documents of the company shall be numbered in a unified way, and the numbers shall be arranged in chronological order.
6.5. The general word XXXXXXX of1company-level document Rip is generally applicable to major company-level decisions, strategies and management systems. As a work article related to the main responsibilities, it is generally not global. 6.5.2 Rip word XXXXXXX is used for personnel appointment and dismissal.
6.5.3 The President's Office issued a document with Rip word XXXXXXX.
6.5.4 The Finance Department issues the Rip financial word XXXXXXX.
6. 5. 5 R&D department issued the document number XXXXXXX.
6.5.6 Quality Control Department issued a document with Rip word XXXXXXX.
6.5.7 Marketing Center issued a document, RIP Pinzi XXXXXXXX number.
6.6 Issuer: The system and notification documents shall be added above the signature. Issuer? Project, signed by the relevant person in charge. Two horizontal lines with the same width as the text page should be added at the bottom of the file, and between them? How many copies were submitted, sent, copied and printed? And other projects, 1.5 times the line spacing. ? Submit? For leaders at or above the director level who need to know this document, the main delivery? The object is the department or personnel directly related to the file. Cc？ The object is a department or person who is not directly related to the document but should know it. For a document with slightly more than one page, you can appropriately reduce the line spacing in the document body to keep the document within one page. However, if the seal is not effective and the relevant leaders sign it, the words "There is no text on this page" can be written at the beginning of the second page of the document.
6.7 Classification: What are the classifications of company documents? Top secret? 、? Confidential? 、? Secret? 、? Internal documents? Level 4, note in the upper right corner of the document.
6.8 urgency: the most urgent, important and weighty work or item, marked with? Urgent? Or? Urgent? Managers and supervisors attach great importance to the requirements of reading and processing such documents, organize the most powerful resources with the fastest speed, make overall arrangements, organize scientifically, coordinate and implement one by one, and ensure that the work is completed on schedule within the specified time.
6.9 Specific requirements:
6.9. 1 The title of the document shall accurately and concisely summarize the main contents of the document;
6.9.2 Bullets, document numbers, statistical tables, schedules, serial numbers, special terms and percentages contained in the document must be written in Arabic numerals and identified by layers. Year, month, name, place name, document name, thing name, etc. Generally, it is not abbreviated, and the document must be stamped with the official seal of the company.
Exodus: 1.
( 1) 1, ( 1) 2, ( 1)?
Or:1.1.1.12.2.12./,?
6.9.3 There are subject words above the horizontal line in the footer of the last page of the document;
6.9.4 Company documents with more than two pages must be numbered, located at the bottom of the page, with the alignment centered, and the page number displayed on the home page, with the default format;
6.9.5 The contents of the document shall be arranged in chapter and article order, with complete structure and clear levels; Seeking truth from facts, clear-cut, clear-cut, concise text, correct punctuation, accurate words and standardized format;
6.9.6 Matters not covered in these Provisions shall be written in the standard format of practical writing.
7. Receipt:
7. 1 Use the email of Tianjin Ruipu Biotechnology Co., Ltd. for all emails;
7.2 The President's Office shall designate a special person to receive all documents from other units, which shall be unpacked and registered by the President's Office. After the administrative supervisor fills in the reading room and puts forward the handling opinions, the issuer shall send the documents to the relevant departments or leaders according to the requirements of the documents on the day of receiving them without delay. If it is urgent, it shall be submitted immediately after receipt.
7.3 Document handling:
7.3. 1 Document processing includes the procedures of document distribution, delivery, undertaking, urging, receiving, keeping and filing;
7.3.2 The daily management of departmental documents requires classified management. The title on the side of the folder is set to four words, and the company logo and English abbreviation are added. Such as: administration, company system, company certificate, data statistics. There is a directory in the folder, which is easy to find. See the attached table for the title format;
8. Release documents:
8. 1 Implement the Document Distribution Process of Tianjin Ruipu Biotechnology Co., Ltd., and the document distribution procedure is as follows:
Drafter? Reviewers: department heads (managers, directors) review? Approved by the company's competent leader (director, vice president)? Number? Print? Stamp (signature)? Send a message? Filing and posting:
Drafter? Audited by department manager or director and vice president? Presidential approval number? Print? Stamp (signature)? Send a message? place on file
9. Supplementary provisions:
9. 1 The final interpretation and modification right of this system belongs to the president of Tianjin Ruipu Biotechnology Co., Ltd.;
9.2 This system shall be formulated, interpreted and revised by the office of the President of the Company, and released after being approved by the President of the Company;
9.3 This system shall take effect as of the date of promulgation.
9.4 Attach relevant supporting documents.
9.4. 1 file page format
Document reading list
Draft official document
title format
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