First, the document file management system

Post responsibility system of archivists

1. Implement laws, regulations, principles and policies on archival work, and establish and improve various systems.

2. I love my job, have a strong sense of responsibility and dedication, study hard the basic theory and business knowledge of archival science, and constantly improve my business level.

3, responsible for collecting and sorting out all kinds of documents and materials formed in the work activities of this bureau, ensuring the integrity of all kinds of files of different carriers, filing them in time, and handing them over to the archives room to perform handover procedures.

4, the implementation of party and state secrecy and security system, shall not be allowed to expand the scope of use of archives, shall not be allowed to destroy archival materials, to ensure the safety of archives.

5. Conduct business guidance, supervision and inspection on the archives work of subordinate units.

6. Seriously complete other tasks assigned by the leaders.

Archiving system

1. All documents and materials that reflect the work activities of this bureau and have reference and utilization value shall be sorted and filed, and centralized and unified management by the archives room, and no department or individual may take them for himself.

2. The documents and materials formed by each department shall be filed by each department in the first quarter of the following year, and the accounting documents and materials shall be filed by the accounting department and handed over to the archives room one year later. Documents and materials for special work such as infrastructure and equipment shall be sorted and filed by the forming department in time after the task is completed or finished.

3. The materials for the staff of this bureau to study and attend meetings on business must be handed over to the office of this bureau in time.

4. All archived documents and materials must be convenient for long-term preservation, with good paper quality, clear images, neat handwriting and complete signing procedures. It is forbidden to write with ballpoint pens, pencils and colored pens.

5. Filing of documents and materials, generally one document and several important or frequently used documents.

6. The documents and materials that should be archived should be collected completely, and the archiving quality should comply with relevant regulations.

7. All departments must hand over all the files that should be filed to the archives room on time, and prepare the handover catalogue in duplicate. When the archive room receives it, it should be counted and checked, and both parties should perform the signing procedures.

8, the municipal environmental monitoring brigade, environmental monitoring station must be the annual file filing directory handed over to the Bureau of Archives for the record.

Archives secrecy and utilization system

1. The archives kept by this bureau are mainly used by this bureau and its subordinate units, and the external provision and utilization must be approved by the leaders in charge of archives work.

2. The archives shall strictly abide by the confidentiality provisions, and strictly control the different scope of use according to the confidentiality degree of the archives.

3, bureau staff can only use the archives within the scope of their work functions, such as the need to use the archives outside the scope of their work functions, should be approved by the leaders in charge of archives work.

4. Personnel from other units are not allowed to borrow files.

5. All users should fill in the Register of Borrowing Files as required.

6. Users must keep the documents properly, and shall not open, extract or tear them, or deface, scratch or alter them. Smoking and drinking are not allowed when consulting files. The lent files shall be properly kept and returned in time, and shall not be lent or lost. Offenders shall be investigated for responsibility according to relevant laws and regulations.

7. When the archives room provides files for utilization, a registration form of file utilization effect shall be attached as required, which shall be truthfully filled in by the user after the utilization work, and submitted to the archives for filing in time.

File storage system

1. The archive room should be equipped with necessary warehouses and dense shelves according to the number of files saved, and equipped with facilities such as anti-theft, light-proof, high temperature prevention, fire prevention, moisture-proof, dust prevention, rat prevention and insect prevention.

2. Flammable, explosive and easily contaminated articles shall not be rotated near the warehouse, and sundries unrelated to files and materials shall not be piled up in the warehouse to prevent kindling from entering. Non-archivists are not allowed to enter the warehouse without permission.

3. The shelves and files in the warehouse are arranged orderly, and the warehousing index is compiled.

4. Archives should actively take corresponding measures to ensure the safety of archives according to the requirements of archives protection.

5. Regularly conduct a comprehensive inspection of the document storage status and make records. Report to the leaders in charge in time when problems are found. In case of special circumstances, timely check and solve the problem in time.

6, archivists handover work, should do a good job in custody handover procedures before leaving.

Archives statistics and inspection system

1, the archive room shall establish a record book of archival materials, and establish a file transfer material account.

2, regularly check the inventory storage quantity, do account content.

3. The archives room shall report the reduction and changes of archival materials to the superior archives department every year.

4. If the archivists are transferred, they shall go through the handover procedures. If the files are inconsistent, they cannot be transferred from the original company.

Archives appraisal and destruction system

1, archivists, in their daily work, should pay attention to be familiar with their own files and give advice on the storage and destruction of files on a regular basis.

2, the destruction of archival materials, should organize the appraisal committee or appraisal team, according to the examination and approval of the Municipal Archives Bureau "archive materials storage period table", for more than the storage period of archival materials, according to its historical value and utilization period to be closely identified, will be destroyed files list, after approval, can be carried out.

3. If there are the most files without preservation value in the box, they must be taken apart and destroyed, and the parts that should be preserved shall be kept by the archives room after finishing. It is not allowed to judge whether they are saved or destroyed only by the file name in the file directory and the storage period on the volume.

4, the destruction of archival materials, should implement the system of marketing, and by the approver, appraisal committee or team leader, marketing people sign the destruction list.

5. The list of files approved for destruction shall be kept by the archives room for a long time.

Second, the accounting file management system

1, according to the principle of centralized and unified management, all accounting files of this organ are centralized and managed in the archives.

2. The filing of accounting files should be classified and numbered according to different storage periods to ensure that the file directory is consistent with the file "account".

3. The accounting files formed every year shall be filed and bound by the Finance Department according to the filing requirements. After the end of the fiscal year, the accounting files of that year can be temporarily kept by the finance department for one year, and then transferred to our archives after the expiration, and the transfer list can be filled out.

4, file management, to store orderly, easy to find, to prevent damage, loss and leakage.

Accounting document lending system

1. Accounting files are provided for the use of the unit, but are not allowed to be lent to the archives. If there are special circumstances, it must be lent by the unit leader, but it must be returned within a time limit.

2. When other units consult the archives, they need to issue a letter of introduction, indicating the identity of the searcher and the contents of the consultation, and can only consult it after the approval of the unit leader.

3. Borrow files, keep them properly, add, alter, tear up, reprint, disassemble, make and lend them to others.

4. When the files are returned, they must be counted and checked correctly, and the IOUs shall be cancelled face to face. If there are any defects, losses, etc. , to timely report to the leadership, accountability, severely punished.

Accounting file destruction system

1. When the accounting files need to be destroyed after the expiration of the storage period, the archives department of this unit will put forward the destruction opinions, and will conduct appraisal together with the financial department to strictly review the quantity. The destruction of inventory accounting files shall be approved by the unit leader. For the outstanding creditor's rights and debts in the future and the original documents with search contents, they should be issued separately and filed separately until the creditor's rights and debts and related documents are processed.

2. When destroying accounting files, the archives department and the financial department should send people to supervise the sale.

3, sales personnel in the destruction of accounting files, should be carefully counted and checked; After destruction, sign and seal the destruction list and report the sales supervision to the unit leader.

Third, the cadre file management system

Responsibilities of the cadre personnel file administrator

1. Collect, identify and sort out personnel files of cadres.

2, the cadre personnel files check (borrow) reading, forwarding, statistics and so on.

3. Changes in the positions and wages of registered cadres.

4. Provide cadre information for relevant departments.

5. Do a good job in the security and protection of cadres' personnel files.

6. Handle other related matters.

Collection system of cadre personnel files and materials

1, in strict accordance with the "Regulations on the Collection and Filing of Cadres' Personnel Files", timely collect cadres' personnel files.

2. The collected archival materials must be complete official documents. The materials must be true, complete and complete, with clear words and clear objects, with the signature of the organizer or individual and the date of formation of the materials.

3. Do a good job in the registration of collected materials.

4. Regularly collect and supplement archival materials in a planned way, so as to achieve a small harvest in the first quarter, a bumper harvest in half a year and a bumper harvest at the end of the year. At the same time, within half a month, the received materials should be put into file bags, bound into volumes and filed every two years.

5. Archival materials must be written in 16 format office paper, and ballpoint pens, pencils, red and pure blue ink and carbon paper are not allowed.

Appraisal and filing system of cadre personnel archives materials

1, carefully identify and review the collected archival materials according to the requirements of relevant documents of cadre personnel archives work.

2 materials that do not belong to the contents of cadre personnel files should be handed over to the relevant departments in time, and those that should be returned to me should be returned to me in time.

3. Incomplete or irregular materials shall be returned to the material forming department in time for completing the formalities.

4, the identification of materials that really need to be destroyed, detailed registration and reported to the leadership for approval, can be destroyed.

5, after the identification and registration of cadres and personnel files should be promptly loaded into the file bag, bound every two years.

Audit system of cadre personnel files

1, in the reception, transmission, borrowing and daily work of cadres' personnel files, we should carefully check and check, find errors and register in time.

2. At the end of each month, check the return of lent documents. If it is overdue, it should be urged in time.

3, every six months to comprehensively check the management of cadres and personnel files, so that the names on the roster are consistent with the files in the filing cabinet, the files are consistent with the names on the file cover, surface and material, and the location and number of the files are consistent.

4, at the end of each year, according to the notice of appointment and dismissal of cadres, check the delivery of a file, and promptly urge those files that have not been handed in.

5. Do a good job in the registration and statistics of cadres' personnel files.

Transfer system of cadre personnel files

1. The files shall be handed over to the new competent unit in time after receiving the appointment, removal and transfer documents of relevant cadres or the instructions of leaders.

2. The transferred cadres' personnel files must be complete, and bound into a book according to the requirements of the Regulations on the Work of Cadres' Files, and transferred out at one time.

3, the transfer of files must fill in the "notice of the transfer of cadres and personnel files", and sealed with the file, stamped.

4, the file must be forwarded by confidential traffic or sent to party member cadres to carry, are not allowed to post or pay the cadres themselves.

5. After the file is transferred out, the year, month and place must be marked on the file roster for future reference.

6. Carefully check and check the received cadre personnel files, and sign and seal the receipt immediately after confirmation. If missing materials are found, they should be noted on the receipt. If it is not returned within one month, the transferring unit shall ask for it in writing to prevent it from being lost.

7, to receive the cadre and personnel files, must be carefully registered, numbered, and kept in time.

8, cadre deployment, appointment and removal departments should promptly notify the changes in the cadre personnel file management department, and establish the necessary contact system.

System of checking (borrowing) and reading cadres' personnel files

1. When checking (borrowing) and reading cadres' personnel files, there should be two * * * party member, and fill in the Examination and Approval Form for Checking (Borrowing) and Reading Cadres' Personnel Files, and go through the examination and approval procedures.

2. No one is allowed to consult (borrow) the files of himself and his relatives.

3, check (borrow) reading cadres and personnel files of comrades must strictly abide by discipline. Only relevant parts can be checked (borrowed), and all files are not allowed to be viewed.

4, check (borrow) reading cadre personnel files, to take good care of the files, pay attention to keep the files clean, it is strictly prohibited to scratch, alter, fold, dismantle, take out, add and damage the contents of the files on the materials.

5, without approval, check (borrow) read the cadre personnel files of the unit or individual shall not arbitrarily extract, shoot, copy the contents of the file.

6, check (borrow) reading cadre personnel files must ensure absolute safety. Strictly confidential, properly preserved, not allowed to lend out, not allowed to take away archival materials, not allowed to give them to irrelevant personnel and cadres for their own reading, not allowed to disclose or publish the contents of archives without authorization, and violators should be criticized and educated until disciplinary action is given according to the seriousness of the case.

7. Without going through the file borrowing formalities, cadres and personnel files may not be borrowed, and the borrowing time generally does not exceed 15 days. If the loan term is not used up, the borrower shall promptly explain to the cadre and personnel file management department the reasons for the need to postpone the use, and may renew the loan after approval, and the renewal shall generally not exceed 7 days. Those who fail to pay back within the time limit should find out the reasons, and those who fail to pay back without reason should be criticized and educated.

8. It is forbidden to drink water and smoke when reading documents, so as to avoid damaging the documents.

9. Files should be counted before they are delivered out of the library, and returned after they are recovered.

Confidentiality system of cadre personnel files

1, the cadre personnel file management department shall set up a special file warehouse, consulting room and office, and shall not access files or work in the warehouse.

2. The warehouse should be equipped with air conditioners, dehumidifiers, fire extinguishers, thermometers, preservatives and other facilities to meet the requirements of fire prevention, theft prevention, moisture prevention, high temperature prevention, light protection and moth prevention.

3, cadres and personnel files must be stored in the iron filing cabinet.

4, irrelevant personnel shall not enter the archives.

5. Smoking is forbidden in the warehouse. Warehouses and filing cabinets should be kept clean, and sundries are not allowed to pile up.

6. Regularly check the preservation and protection of archives, and put forward suggestions for improvement of existing problems.

7, archivists should strictly abide by the confidentiality system of the party and the state, are not allowed to talk about the contents of the file to irrelevant personnel, are not allowed to use the phone to ask or provide the overall situation of cadres and archival materials involving political history or other important issues.

8. Archivists are not allowed to bring cadres' personnel files into public places, and individuals are not allowed to keep others' files without permission. Whoever engages in malpractices for personal gain by using archival materials shall be dealt with severely according to the seriousness of the case. In violation of the "People's Republic of China (PRC) Archives Law" and "People's Republic of China (PRC) Secrecy Law", it shall be dealt with according to law.