Of course, it is based on national standards. These are proven, lightweight, effective, and uniformly used methods. However, I will give you a copy of what I wrote first, followed by the national standards. I wish you success!
Relevant regulations on archiving of documents and records
1. Purpose
Standardize the management of company documents and information to ensure that company information is complete and easy to find.
2. Scope of application
Records, certificates, documents, technical information, company documents and comprehensive documents
3. Management procedures
3.1. Storage
3.1.1. Storage method of records
3.1.1.1. Classify and store records according to their numbers. Those that can be compiled into volumes will be organized into volumes by month and by year. Binding into rolls, such as information feedback forms, telephone records, picking lists, etc.
3.1.1.2. Relevant records involving the same project are kept in sets according to the project. At the end of the project, each project is bound into a separate volume and bound into volumes by year. For example: ZHHK-JL/04’s management review series records, ZHHK-JL/06’s quality plan series records, ZHHK-JL/08’s project proposal, all the way to ZHHK-JL/11’s design and development change notice, etc.
3.1.1.3. Except for the document control list and record control list, which are organized into volumes when files are changed, the remaining records are organized on a monthly basis and bound into volumes on an annual basis.
3.1.2. Custody of certificates and documents
The General Department is responsible for registering numbers of various certificates and documents; certificates belonging to individuals shall be copied and retained, and then returned to the individual for safekeeping. ;Certificates belonging to the company are kept by the General Department.
3.1.3. Storage of technical data
Technical materials, documents and materials generated at each stage from the beginning of the project to the promotion and application of the results, will be handed over to the General Department for safekeeping after use, and will be kept pending the results. After promotion, all materials are bound into rolls.
3.1.4. Storage of comprehensive documents
Organize documents with certain relevance, classify them into corresponding categories at any time, and bind them into volumes by category at the end of the year.
3.1.5. Storage of company documents
After the company documents are released, they must be registered and filed with the General Department, and bound into volumes in the order of document numbers at the end of the year. Notices worth preserving are treated as company documents, attached to the back of company documents, and arranged and bound according to the date of issuance.
3.2. Volume organization requirements
3.2.1. There must be a directory in the volume
3.2.2. The volume must have a number
Numbering rule: xx--xxx
Document category code: Record—— JL
Certificate, document type document—— Certificate
Technical information—— JS < /p>
Comprehensive documents - ZH
Company documents - GS
3.2.3. Since certificates and ID documents are frequently used, they do not need to be organized into volumes, but There must be a directory. Certificates and documents are individually numbered.
Attached are the national standards:
Archives Industry Standards of the People's Republic of China
Archival Document Arrangement Rules
DA/T22 -2000 The State Archives Administration of the People's Republic of China approved on 2000-12-06 for implementation on 2001-01-01
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1 Scope
This standard specifies the principles and methods for organizing archived documents. ?
This standard applies to agencies, groups and other social organizations at all levels.
2 Definitions
This standard adopts the following definitions.
2.1 Archived documents?
Various paper documents and materials formed by the archiving unit in its functional activities, completed and should be saved as documents and archives.
2.2 Organizing archived documents?
The process of binding, classifying, arranging, numbering, cataloging, and boxing archived documents in units of pieces to make them orderly.
2.3 pieces?
The organization unit of archived files. Generally, each document is one piece, the original document and the final version are one piece, the text and attachments are one piece, the original document and the copy are one piece, the forwarded document and the forwarded document are one piece, and reports, rosters, albums, etc. The volume (book) is one piece, and the communication and reply can be one piece.
3 Organizing principles
Follow the rules of file formation, maintain the organic connection between files, distinguish different values, and facilitate storage and utilization.
4 Quality Requirements
4.1 Archived documents should be complete. Damaged documents should be repaired, and documents with illegible or easily degraded writing should be copied.
4.2 The writing materials, paper, binding materials, etc. used to organize and archive documents should comply with archive protection requirements.
5 Organization method
5.1 Binding?
Archived documents should be bound in pieces. When binding, the original text comes first and the final copy comes last; the main text comes first and the attachments come last; the original comes first and the copy comes last; the forwarded document comes first and the forwarded document comes last; when the communication and reply are as one, the reply The text comes first, the letter comes last.
5.2 Classification?
Archived documents can be classified using methods such as year-institution (issue)-storage period or storage period-year-institution (issue). The classification scheme should remain stable for the same fonds.
5.2.1 Classify by year?
Category the files according to the year they are formed.
5.2.2 Classify according to storage period?
Category the documents according to the prescribed storage period.
5.2.3 Classify by organization (problem)?
Category the document according to its forming or undertaking organization (problem) (this item can be chosen depending on the situation).
5.3 Arrangement?
Archived documents should be arranged in the lowest level category of the classification scheme, by reason, time, importance, etc. Meeting documents, statistical reports and other complete sets of documents can be arranged centrally.
5.4 Numbering?
Archived documents should be numbered one by one according to the classification scheme and arrangement order. The filing seal should be stamped in the blank space at the top of the first page of the document and the relevant content should be filled in. The archive stamp sets necessary items such as full package number, year, storage period, part number, etc., and optional items such as organization (issue) can be set. (See Figure A1. The "*" column in the figure is an option. If it is not selected, no setting is required. The same applies to the following).
5.4.1 Collection number: The code number compiled by the archives for the filing unit.
5.4.2 Year: The year the document is formed, marked with four Arabic numerals, such as 1978.
5.4.3 Storage period: The abbreviation or code for the storage period of archived documents.
5.4.4 Part number: The sequence number of the file. ?
The part number includes the room part number and the library part number, which are compiled when the archived documents are sorted and the files are transferred into the library. The preparation method of room part numbers is as follows: within the lowest level category of the classification scheme, start from "1" in the order of document arrangement. The library part number shall be marked according to the requirements for entering the library.
5.4.5 Organization (issue): The name or standardized abbreviation of the organization (issue) as a category in the classification scheme.
5.5 Cataloging?
Archived files should be cataloged according to the classification scheme and room number sequence.
5.5.1 Archived documents should be cataloged piece by piece. When the communication and reply are treated as one document, only the reply will be cataloged. The archived file directory is set up with items such as part number, responsible person, document number, title, date, number of pages, remarks, etc.
5.5.1.1 Part number: Fill in the room number.
5.5.1.2 Responsible person: The organization or individual who prepares and issues the document, that is, the issuing authority or the signature of the document.
5.5.1.3 Document Number: The document number of the document.
5.5.1.4 Title: File title. If there is no title or the title is irregular, you can make up your own title and add a "〔〕" sign.
5.5.1.5 Date: The creation time of the file, marked with 8-digit Arabic numerals as year, month and day, such as 19990909.
5.5.1.6 Number of pages: The number of pages of each archived document. The page with pictures and text in the file is one page.
5.5.1.7 Notes: Note the circumstances that need to be explained in the annotation file.
5.5.2 The size of the paper used for archiving document catalogs adopts the international standard A4 type (length × width is 297mm × 210mm).
5.5.3 The catalog of archived documents should be bound into a volume and a cover should be compiled. The archive file directory cover can be set with the full name, year, storage period, organization (issue) and other items as needed (see Figure A3). The full name is the name of the filing unit, and the full name or standardized abbreviation should be used when filling in the form.
5.6 Packing?
Put the archived documents into the archive box in order of room number, and fill in the archive box cover, box spine and test preparation form items.
5.6.1 File box
5.6.1.1 The full name of the file box should be marked on the cover. The overall dimensions of the archive box are 310mm × 220mm (length × width), and the thickness of the box spine can be set to 20mm, 30mm, 40mm, etc. as needed. (See Figure A4(a)).
5.6.1.2 File boxes should be set with the full package number, year, storage period, starting and ending part number, box number and other necessary items on the spine or bottom of the box according to the different placement methods, and can be set Organization (problem) and other options. Among them, the starting and ending part numbers are filled in with the part numbers of the first document and the last document in the box, connected with a "-" in the middle; the box number is the sequence number of the file box, which is compiled according to the entry requirements when the files are handed over to the library. .
5.6.1.3 Archive boxes should be made of acid-free paper.
5.6.2 Exam preparation form?
The examination preparation form is placed after the documents in the box. The items include a description of the documents in the box, organizer, examiner and date (see Figure A5).
5.6.2.1 Description of the documents in the box: fill in the information on the defects, modifications, additions, removal, destruction, etc. of the documents in the box.
5.6.2.2 Organizer: The name of the person responsible for organizing archived documents.
5.6.2.3 Inspector: The name of the person responsible for inspecting the quality of archived documents.
5.6.2.4 Date: The date on which the archived files are compiled.