Archives have two basic functions, namely, file-based and reference-based. Generally speaking, the original document has the function of proof and reference, while the non-original document only has the function of reference, so the archived document should be the original document. In practical work, due to various reasons, there are no original documents. In this special case, we should consider taking certain measures to archive the copies with voucher function and indicate the whereabouts of the original.
File management system:
First, the judicial office archives management by designated personnel, including receiving, collecting, sorting and keeping.
Second, all kinds of documents should be accurate. The contents in the volume and cover of the case file are complete and accurate, the handwriting is clear and beautiful, and the case file binding is standardized, unified and firm.
Third, file sorting. Formulate a unified file classification and numbering scheme according to regulations. The arrangement and quantity of documents meet the specified requirements.
Fourth, the arrangement of documents. Identification of documents without archival value can be reported to the competent leader for approval, and can be regularly cleared and destroyed. The documents, briefings and other materials of the county (district, city) judicial bureau should be well filed, and need not be archived and destroyed.
Five, file boxes, data cabinets and file data storage equipment should be neatly placed, so that different specifications can be placed in different categories.
6. Warehouse management. Keep the warehouse clean and tidy, and implement security measures such as theft prevention, fire prevention, light prevention, high temperature prevention, moisture prevention, dust prevention and rat prevention.
Seven, file management personnel should have good professional ethics of judicial archivists, strictly abide by post discipline, strictly implement the file confidentiality system, strictly abide by state secrets.