Detailed Rules for the Management of Documents and Archives 1
Article 1 These Measures are formulated to strengthen the scientific management of water administrative law enforcement documents and archives and give full play to the role of law enforcement documents and archives in water administrative management.
Article 2 Law enforcement documents are the crystallization of law enforcement achievements of water administrative law enforcement personnel and the true records of law enforcement actions. Establishing and perfecting the management system of law enforcement documents is an integral part of water administrative law enforcement and a necessary condition for improving the efficiency and quality of water administrative law enforcement.
Article 3 All documents and files formed by water administrative departments at all levels in law enforcement work shall be under centralized and unified management by law enforcement agencies of this department.
Fourth water administrative law enforcement documents and files refer to all kinds of documents and materials (including words, charts, audio-visual materials, etc.). ) formed in water administrative law enforcement.
Fifth law enforcement agencies of water administrative departments at all levels should be equipped with full-time or part-time file management personnel, responsible for the daily management of law enforcement documents and files.
Article 6 Collection and filing of law enforcement documents and files
(a) after each law enforcement activity, the specific undertaker shall timely submit the documents and materials formed in the law enforcement activities to the file management personnel for filing;
(two) the filing materials should be complete and have preservation value;
(three) the scope and classification of law enforcement documents and materials that should be filed;
1. Water-related cases: acceptance of water-related illegal cases, filing and reporting, on-site investigation records, investigation records, audio-visual materials, testimony, notice of ordering to stop water-related illegal acts, investigation report, decision of administrative punishment (punishment) in violation of water laws and regulations, receipt of delivery, application for enforcement of administrative punishment, closing report, etc.
2. Administrative reconsideration (not applicable to counties (cities)): application for administrative reconsideration, notice of acceptance of administrative reconsideration, notice of rejection, notice of correction within a time limit, relevant materials, evidence and defense provided by the applicant and the respondent for administrative reconsideration, withdrawal of the applicant's application for reconsideration, ruling and decision of administrative reconsideration, and receipt of service;
3. Administrative litigation: copies of the indictment, defense, proxy, materials, evidence, power of attorney, judgment and judicial documents related to the case submitted by the water administrative department to the court;
4. Statistical statements: various statistical statements and other statistical statements of water administrative law enforcement;
5. Normative documents: laws, regulations, rules, resolutions, decisions, instructions, replies and notices related to water administrative law enforcement, water resources, water projects, local electric power, soil and water conservation and river management. Issued by the superior, and the corresponding explanations, instructions and implementation details, etc. And the documents, notices and regulations related to water administrative law enforcement formulated and issued by this department;
6. Other categories: people's letters, visiting records and handling opinions, photos and audio-visual materials with preservation value taken and collected in water administrative law enforcement activities, etc.
(4) When receiving documents and archives, archivists must check them one by one, and the received materials should be registered in the archives directory according to the category and storage period. Registration should be accurate and the font should be neat.
Seventh law enforcement documents and archives sorting and storage.
(1) Bind the files into volumes by category and time order, and fill in the file directory for retrieval and management;
(two) according to the number and category of files, configure the corresponding storage equipment;
(three) the file management personnel should go through the transfer procedures before the transfer.
Article 8 Use of law enforcement documents and files
(1) In order to facilitate retrieval, archivists should compile a general catalogue of archives and compile necessary retrieval tools and reference materials according to the actual situation and work needs;
(two) due to the needs of the work, you can consult and borrow the archived law enforcement documents. If other departments need to borrow files, they should go through the borrowing formalities with the approval of the leaders of the competent departments, and stipulate the borrowing period.
Ninth district water administrative departments, according to the requirements of this management system, combined with the specific situation of the unit to develop a file management system, and report to the Municipal Water Conservancy Bureau for the record.
Detailed Rules for the Management of Documents and Archives II
1, file archiving
At the beginning of each year, the government document department or business department should first work out the document categories that may form documents in that year, and do a good job of collecting and classifying documents according to the document categories. On the basis of collecting complete documents, they are classified item by item according to the following characteristics.
(1) By year. Separate documents according to the year when they were formed.
② Grading. According to the relationship between file authors, files are divided into superiors, peers and subordinates. Documents that are closely related to each other, such as the approval of superiors and the instructions of subordinates, should be put together.
③ Sub-institutions. Separate documents according to the production or undertaking department.
4 sub-questions. Separate the documents according to the problems reflected by the contents of the documents.
⑤ Time limit. According to the provisions of the storage period of documents and archives, documents are separated according to different storage periods.
On the basis of document classification, according to the actual situation, the characteristics of documents (problem, author, time, region, document name and document exchange institution) are flexibly used to combine into several documents respectively. Write the title of the file and reflect the contents of the file in the volume concisely and accurately. After the files are formally determined, they shall be systematically sorted according to the filing time, important procedures, problems, authors, regions, file names, document exchange institutions and other specific conditions. Write the page number of the file in the volume; Fill in the file list and reference table in the volume; Dismantle the metal objects on the archives and bind the archives; Fill in the cover of the case file, including the title of the case file, the start and end date, the number of pages, the number of pieces, the storage period, the case file number, etc.
2. Document management
Arrange and number the filing cabinets and bookshelves in the archives scientifically. Keep the warehouse clean and hygienic. Learn and master file protection technology. The warehouse should have safety facilities such as high temperature prevention, moisture prevention, theft prevention, light protection and dust prevention. In order to avoid the harm of dust, harmful gases, microorganisms, insects and rats to the archives.
3. Archives utilization
Prepare the retrieval tool. Compile archives catalogue, full citation catalogue, special literature catalogue, data card, archives preservation index, and compile relevant documents and reference materials. , actively carry out the compilation and research of archival historical materials. With the approval of the Secretary General, consult and borrow relevant documents; Review and register the extracted and copied documents, and then indicate the time of going out on the extracted and copied documents. When borrowing files, you should carefully fill in the borrowing register "Registration Form of File Utilization Effect" for future reference. Loaned files should be collected and put into storage in time.
4, file statistics
Establish a file entry and exit register. Accurately compile the annual statistical report of archival work and report it to relevant departments in time.
5. Document identification
According to the provisions of the state on the duration of archives preservation, a schedule for the duration of archives preservation is formulated, and an appraisal team composed of personnel from the archives department and relevant business departments will regularly appraise the archives. Reject files with no preservation value and determine the preservation period of archived files. Archives with a storage period of 10 years shall be handed over to the municipal archives for preservation. The materials, memorabilia, meeting minutes, etc. formed by the meeting should also be filed, filed and put into the library.
Detailed Rules for the Management of Documents and Archives III
In order to implement the relevant provisions of the National Archives Law, the archives management norms of China Academy of Sciences and the filing standards of documents and archives, improve the quality and level of filing, promote the standardization of filing, effectively serve the work of our hospital, serve the modernization drive, and accumulate archival historical materials for the country, the following implementation rules are formulated in combination with the actual situation of our hospital.
First, the document file management system
1. Establish a file management system with comprehensive archives as the core and part-time archivists of various functional departments as the basis, and implement a filing system for file processing departments (that is, functional departments of various departments and offices) according to the relevant regulations of higher authorities.
2. The person in charge of the department shall designate a special person (hereinafter referred to as part-time archivist) to manage the documents and materials formed by the department and complete the filing work.
Second, the file management responsibilities
1. The file and archives management personnel must conscientiously implement the archives law, abide by various archives rules and regulations, be loyal to their duties, safeguard the secrets of the party and the state, and ensure the integrity and safety of our archives.
2. Collect, organize, keep, use and count the documents and archives of the Institute.
3. To guide and organize the filing of documents and materials of our firm.
4. Actively carry out archives utilization services and provide archives information to serve scientific research, management and leaders at all levels.
5. Be responsible for the identification and destruction of the documents and archives of our firm, and regularly hand over the archives with permanent preservation value to the archives at higher levels.
Three. Responsibilities of part-time file clerk
1. Understand the work of this department and master the basic methods of filing.
2. Responsible for the collection and accumulation of documents and materials of this department, and keep the documents and materials with preservation value in a unified and centralized way.
3. Take the initiative to do a good job of pre-filing, timely "sit in the right place" according to the filing scope and category, and store the documents in the counter, and abide by the confidentiality system.
4. Do a good job of filing the documents and materials of this department, so as to be complete, accurate and systematic, and hand them over to the archives on time.
Four, the collection and archiving of documents and materials
1. All kinds of documents and materials formed by various departments in their functional activities, which are processed and have preservation value, should be kept as documents and materials, and must be collected completely and sorted.
2. Each functional department shall establish pre-filed documents at ordinary times and file them every year.
3. Before the end of June each year, the documents and archives formed in the previous year will be handed over to the comprehensive archives room.
Verb (abbreviation of verb) The filing scope and storage period of documents and archives.
1. principle of filing scope of documents and materials: all documents and materials (including all electronic documents that should be filed) and photos and audio-visual materials (hereinafter referred to as audio-visual materials) that reflect the work activities of our institute and have reference value belong to the filing scope.
2. The storage period of documents and archives is divided into permanent, long-term and short-term. The permanent period is more than 50 years, the long term is 16 to 50 years, and the short term is less than 15 years.
3. Principles for determining the storage period of archives:
3. 1 All files that reflect the main functions and activities of the Institute and the basic historical features and have long-term use value for the Institute and social and historical research are classified as permanent preservation. It mainly includes: documents formulated by our institute that belong to laws and policies, documents formed by handling important matters, main documents for holding important meetings, requests for instructions, reports, summaries, approvals, plans, comprehensive statistical statements and institutional settings of important matters, etc. Important documents and materials that belong to the business in charge of the Exchange and should be issued and executed by the directly superior organ, as well as important documents and materials that should be executed by the non-directly superior organ for the business in charge of the Exchange.
3.2 All documents and materials that reflect the general work activities of our firm and have reference and use value for our long-term work are classified as long-term storage. It mainly includes the documents and materials of general work problems formed in the scientific research management activities of our institute, the main documents and materials of general meetings, the general documents and materials formed in personnel management, the general documents and materials that belong to the business scope of our institute and need to be implemented issued by the directly superior institutions, and the important summaries, reports and statistical statements submitted by subordinate units.
3.3 All documents with reference value in a short period of time are classified as short-term custody, mainly including: general documents of various functional departments of the Exchange, documents issued by higher authorities and authorities at the same level that are not in charge of the Exchange but need to be implemented, summaries, reports, statistical statements and other documents submitted by subordinate units.
3.4 According to the actual management work of various functional departments in our hospital, documents and files can be divided into six categories according to the problems: ① comprehensive management; ② Party-mass work; ③ Personnel education; ④ Scientific research management; 5] Infrastructure materials; [6] Logistics enterprises.
Six, file arrangement requirements
1. Arrangement principle
Filing should follow the law of document formation, keep the organic connection between documents, distinguish different values, and facilitate storage and utilization.
2. Quality requirements
2. 1 The archive file shall be complete, complete and accurate. Damaged documents should be trimmed, and illegible or perishable documents should be copied.
2.2 The written materials, paper and binding materials used for filing documents shall meet the requirements of document protection.
3. Finishing method
3. 1 The file classification scheme of our institute adopts the method of "annual M-topic M-retention period"; Storage period is divided into permanent, long-term and short-term.
3.2 Archive documents are classified as "pieces", generally one piece for each document. The original file and the final file are integrated; The text and attachments are integrated; The original and the copy are integrated; The forwarded file and the forwarded file are integrated; Reports, rosters, drawings and other volumes (volumes) are one; A communication and a reply are each one; When important documents (such as laws and regulations, etc.) need to be revised, one copy of the original and one copy of the previous draft (including the final draft).
3.3 Archived documents shall be bound as "pieces". When binding, the original is in the front and the final version is in the back; The text is in front, and the attachment is behind; The original is in the front and the copy is in the back; Forward the text in front, forward the text in the back; Reply before, ask for instructions after.
3.4 Archived documents shall be classified according to their respective years, and generally the date of issuance (signing date) of the documents shall prevail. The documents and materials formed by the inter-annual meeting shall be filed at the end of the meeting; The documents and materials formed by non-litigation cases handled in different years shall be filed in the year when the case is closed.
3.5 The arrangement method of archived documents should be arranged in the lowest category of the classification scheme according to the chronological order of reasons and record group.
3.6 Archive documents shall be numbered one by one according to the classification scheme and arrangement order. According to the lowest category of the classification scheme, the files are marked from "1" in the order of arrangement.
3.7 Archive documents shall be sorted according to the classification scheme and room number.
3.8 Archive documents shall be catalogued one by one. The communication and reply to the same question should be indicated in the remarks column.
3.9 Person in charge: the organization or individual who fills in the document, that is, the issuing authority or signatory of the document.
3. 10 document number: the document number of the system document. When filling in the form, it should be copied truthfully and must not be omitted.
3. 1 1 Title: fill in the title of the document. If the document has no title or the title is not standardized, it shall be redrafted or supplemented according to the contents of the document, and "]" shall be added. When the title of the meeting minutes needs to be redrafted, the meeting time and important contents should be clearly stated.
3. 12 date: fill in the time when the document was formed, separate it with 8 Arabic numerals and mark the year, month and day, such as 2006-0 1-09.
3. 13 pages: fill in the total number of pages of each filing document. When calculating the number of pages, the pages with pictures and texts in the document are regarded as one page, excluding blank pages.
3. 15 Remarks: What needs to be explained in the annotation file.
3. 16 preparation table: the preparation table is placed behind the documents in the box. Fill in the information about defects, modification, supplement, deletion and destruction of documents in the box, and fill in the organizer, inspector and date of filing documents.
3. 17 archive files with different filing years, different categories and different storage periods shall not be placed in the same file box.
3. The18 file box should be marked with the full names of all cases. Fill in the box number, year, storage period, starting and ending parts number, box number and other items.
3. 19 After filing, fill in the "Annual Filing Precautions" by year.
VII. Filing of documents and archives
1. Documents and archives shall be sorted by part-time archivists of various departments according to the specifications before being handed over to the comprehensive archives room.
2. Filing time: the filing department shall hand over the filing to the archives room before June 30th of the following year.
3. When filing, the filing document transfer directory shall be prepared in duplicate, and one copy shall be kept by the filing department and the comprehensive archives room after signing. When handing over files, both parties should go through the handover procedures carefully and check and accept them carefully.
4. After the documents are filed, the comprehensive archives room shall sort, classify and catalog them according to the relevant working procedures, so as to find and use them.
VIII. Preservation and utilization of documents and archives
1. All kinds of documents and archives in our hospital are managed by the comprehensive archives room.
2. The archives department should allocate a special warehouse suitable for the safe preservation of archives, implement the "eight precautions" measures, keep the warehouse clean and tidy, and ensure the safety of archives storage.
3. Check the inventory files regularly, and handle and solve problems in time when found.
4. Establish necessary retrieval tools for documents and archives, and actively provide convenient services for archives users.
5. Consciously abide by the system of file borrowing and confidentiality, and strictly fulfill the borrowing procedures.
6. Every staff member must take good care of archives and consciously safeguard their true colors. No one is allowed to alter or damage the files. Violators will be held accountable.
7. Archivists must carefully handle the handover procedures when they transfer their jobs or retire.
Nine. Identification and destruction of documents and archives
1. According to the storage period of documents and archives, the archives shall be appraised regularly.
2. Documents and archives must be appraised by the documents and archives appraisal team and reported to the competent leader for examination and approval before being destroyed, and relevant filing procedures shall be handled.
3. The destruction of archives needs to prepare a destruction list; At the time of destruction, two or more persons shall be designated to supervise the sale, and the supervisor shall sign the destruction list.
X. Rewards and punishments
1. Incorporate the filing work into the annual assessment of the hospital, check the pre-filing situation of the department once every six months, and conduct inspection and appraisal once every two years. Commend and reward the departments and part-time archivists who can complete the filing work completely, accurately, systematically and timely.
2. Any department or individual that fails to complete the annual filing task or fails to meet the requirements for filing will be disqualified from year-end evaluation. The filing certificate shall be provided by the archives, and notified to the personnel department and the comprehensive office of the institute, and the personnel department shall be responsible for the implementation.
XI。 These Rules are applicable to the filing work of this firm, and the comprehensive archives room is responsible for the interpretation.
Twelve, these rules and the provisions of the higher authorities on file management, according to the provisions of the higher authorities.
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