Daily Management Of Documents

In order to facilitate the use of documents, can be checked at any time, the daily management of documents should be as scientific and standardized as possible.

The tracking management method of documents is useful for finding and keeping confidential documents in operation.

The main measure is to do well in registration. Register can set up a special book or adopt a "diary" method.

The "Diary reality" is recorded on the day when the office documents are placed in the process of circulation and undertaking.

It is a powerful tool for document processing personnel to find and access documents.

Files are usually tracked with single records.

The document tracking card is in card form, and each type of file is tracked and put together.

Taking the office of the county Party committee as an example, central documents, internal journals, provincial Party Committee documents, internal journals, provincial government documents, internal journals, municipal Party documents, internal journals, municipal government documents and internal journals are put in their respective boxes respectively.

After the documents are recovered, the tracking list will be cancelled automatically.

Two, the location management method of documents is to store the documents that are sent and sent back according to the location specified in advance, that is, the location management.

The specific method is: according to the length and width of the document, the document box (plastic box or homemade splint carton) can be made according to the length and width of the document, and the names of all the organs of the organization are marked on the box according to certain rules (reference register category), and the file cabinet is divided into two or several periods of use in the first half and the second half of the year, and the cabinet is then divided into levels (central level, provincial level, municipal level, etc.) through the pverse plate.

Then, according to the name of the box, the box is placed at the corresponding level in the cabinet according to the order from top to bottom.

Three, the card management method of documents is used in document management. In order to facilitate the search, documents can be managed in the form of "document card".

"Document card" is a retrieval tool that reveals the contents and components of the unit documents in card form.

Store the vast file information and classify them scientifically so that the same problem and thematic content information can be put together to form an organic whole so as to facilitate the initiative to provide and utilize information for leaders.

"File card" is one of the most widely used manual retrieval tools.

In the compilation of document cards, we should pay attention to the following situations: 1., when changing the logic of the headings, we should change the title according to the actual situation.

For example, some statistical tables are often issued directly by the higher level organizations. The titles often use "national * * statistical tables". If these forms are used at the county level units, their titles should be rewritten as * * County * * * statistical tables.

2. in the case of the title of the title without the title or the name of the file, a concise and precise title should be made according to the contents of the document.

3., although some documents have titles, they need to be accompanied by a subtitle to make them clear.

The 4. headings of too long words can be simplified without affecting the willingness of the documents, so that people can understand them at a glance.

After sorting out the cards, it is necessary to fix the position of each card in front and back according to certain methods, and maintain the historical relationship between the documents so that they can be found.

The standard of card format compiled by each unit should be consistent, so that it will not be lost, and it is also easy to find and use.

The arrangement of file cards mainly refers to the arrangement of file cards in categories and small classes, which can be arranged in sequence according to class - category - small class (problem) - year - Author - time.

In this way, files of the same nature are arranged together to facilitate quick and accurate search.

In the same year, the order of card arrangement is: first, the higher level, then the lower level; first, the Party committee after administration; first, the leading organ and the business department.

The cards are arranged and placed in the card cabinet after they are fixed, and the index cards belonging to categories, subcategories, questions or years, authors, etc. are finally set up, and finally, a "lookup need" is written.

In this way, we can not only overcome the confusion of document storage and utilization, but also ensure the compilation quality of document cards.

Four, the system management law of documents should be set up for borrowing, pferring and filing documents, so as to check and find out problems such as loss and damage.

The establishment of document borrowing, pferring and filing system generally includes the following contents: 1. establishes a document lending book.

That is to say, all kinds of documents should be arranged in different categories and organized in order to facilitate the search.

2. borrows the document to need to pay attention to the following several points: (1) earnest.

No matter who, He Gu or when to borrow documents or materials, no matter how urgent or busy they are, they must perform the registration and signing procedures meticulously in the "borrowing book".

(2) strict.

Stipulate borrowing time to control the scope of knowledge of "secret class" documents.

In particular, you should consult the leaders at any time when you borrow the documents marked with "secret class".

(3) check frequently.

On the Monday of the Qing Dynasty, the documents under management will be cleared up in January, January and October. Once there is a problem, we will take the initiative and report it in time.

3. indicates that the files in this book are for reference only when and when.