Also known as management archives, it refers to the archival materials that are formed in the leadership and administrative activities of machines, organizations, troops, enterprises and institutions, and have the value of preservation for future reference. File filing refers to the process of classifying, combining, sorting and cataloging files that are in a chaotic state and need further sorting, so as to achieve systematization.
Document file arrangement method:
A new sorting method-taking pieces as management unit;
Traditional sorting method-taking volume as management unit.
Second, the general procedures for filing
From the whole process of document file arrangement, it mainly includes the steps of distinguishing all cases, classifying files in all cases, filing (or binding by pieces), sorting and numbering files (or files), cataloging and shelving.
1. Distinguish the whole clan: separate documents according to different organs, organizations or individuals to avoid mixing documents formed by different organs, reflecting the historical development of each unit.
2. The whole clan file classification: classify all files in a unit according to the similarities and differences in source, time, content and form, and sort them out according to certain methods.
3. Archiving: classify the archived files according to certain characteristics to form the basic storage unit of archives-files. Including the combination of documents and materials, the arrangement of documents in the volume, the drafting and binding of document titles.
4. Arrangement of files: Arrange files according to the standard system such as year, organization or problem, so as to fix the file order.
5. Cataloging: the work of revealing and introducing the contents and formal characteristics of archives in a certain form, including filling in the archives catalogue, reference table, archives cover and compiling the archives catalogue or filing the archives catalogue and file number, etc.
Three. Principles of archival arrangement
1, which has been completed and has preservation value;
2. Follow the formation rules and characteristics of documents and keep the organic connection between them;
It refers to the internal relations formed in the process of file generation and processing, which are mainly manifested in the sources, time, contents and forms of files.
Such as: a unit and its internal institutions;
A certain historical stage, a year;
Specific activities, handling business, conducting investigations, undertaking cases and holding meetings;
Different languages, carrier materials, etc.
3. Distinguish different values;
According to the requirements of Archive and Non-archive Scope of Office Documents and Materials and Provisions on Archive Scope and Storage Period of Office Documents and Materials, the values of different documents within the archive scope are distinguished and different storage periods are defined.
4. Convenient storage and utilization of files.
It is the basic starting point and fundamental purpose of archival arrangement. When there is a conflict with the historical relationship between files, the convenience of file storage and utilization should be fully considered.