What are all the classifications of business records, the more detailed the better, the newer the better~

What are the classifications of corporate records

The finishing work of the archives is the basic classification, combination, arrangement and cataloging of fragmented and need to further organize the archives, the process of composing an orderly system.

Arrangement of files is a relatively independent part of the enterprise records management work, its system structure and operation mechanism has certain characteristics: on the one hand, the generation of complete archives complex and all its processes, archives organizing work is by the decomposition of a number of internal links can be interconnected (elements) composed of organic systems; on the other hand, on the specific records management On the other hand, in terms of a particular archives management enterprise, the items of organizing work vary according to the specific environment and the condition of the archives. The main contents of the archives organization work include: differentiation of the whole file, the classification of the file in the whole file, the establishment of storage units (generally volume), the arrangement of the file and the preparation of the directory of the file.

One, distinguish the whole

Enterprise archives is a specific enterprise in the production and operation and other activities in the historical process of formation, accumulation, is composed of a variety of original records, inseparable organic system, its components include a specific enterprise of various categories, various forms of archival materials. Determine whether the archives of an enterprise can constitute a whole, the main study should be in the administrative, financial and organizational human resources on whether it has a certain degree of independence. That is, to have the following conditions:

( 1) the organization can independently exercise their powers and can be in their own name alone external documents.

( 2) The organization is a budgetary conference body or an independent economic accounting body, can prepare its own budget or financial plan.

( 3) The organization has a body or a person who manages human resources and has some authority to appoint or remove human resources.

Some archiving organizations do not fully have these three conditions, the most basic of which is the first condition, so the specific distinction between the whole file, should be the core, from the practical point of view, specific issues and specific analysis, flexible, dialectical use of its constituent conditions.

Determine the specific file belongs to which the whole, the key is to determine the formation of the file - archival institutions, that is, the formation of the whole file of enterprises or individuals. Need to clarify the concept of a full file of components, including the archival institution of the various forms and various sources of archives. The formers of the archives must be understood accurately and cannot be equated with the authors of the documents. To this end, it is first necessary to grasp the basic types of documents in a full file composition. The composition of the entire file consists of no more than three types of documents: internal documents, dispatches (copies, originals) and receipts, and it is necessary to focus on these three aspects in order to identify their respective authors. The internal documents and documents issued by the archival institution, the author of the document that is, the formation of the file, as long as the author of the document to identify the author, to determine the belonging to the whole file. The actual recipient of a document received by an archival institution is the author of the file, not the author of the document. As long as the actual recipient of the receipt of the document is identified, it is also determined to belong to the whole file.

Two, the whole file classification

For an enterprise, the classification of corporate records refers to the content of corporate records, the nature of the formation of laws and interconnections, in accordance with the principles and requirements of unity, the use of scientific, applicable methods, the corporate archives are divided into categories, so as to make all the files of the enterprise has become a structured, with a certain subordination and parallel relationship of the Treasury system. Classification is the core content of enterprise archives organizing work, is the basic means of managing enterprise archives. It includes the selection of classification methods, the development of classification programs, classification for archival materials (classification of documents) and file arrangement and other specific content.

Specifically, the classification method of enterprise archives mainly includes the selection of classification standards, the combination of classification standards and classification level determination.

1. Selection of classification standards for corporate records

The classification standards are sometimes directly referred to as "classification methods". Because of the complexity of the types of business records, there are many classification standards.

( 1) Functional classification standards, that is, according to the content of the file reflects the division of management functions to the division of business records. It is an important part of the principle of classification of business records, so all kinds of enterprises in the classification of files, are applied to the functional classification standards for the first level of class settings.

( 2) problem classification standards, that is, according to the nature of the problem reflected in the content of the file to divide the enterprise file categories. It helps the scientific management of enterprise files and the development and utilization of enterprise file information resources.

( 3) organizational classification standards, that is, the organization set up within the enterprise to classify enterprise records. It can objectively reflect the historical appearance of the work activities of various organizations within the enterprise, to maintain the integrity of the archival materials formed by the same internal organizations in the enterprise.

( 4) annual classification standards, that is, according to the formation of documents or processing of the belonging to the time stage to the division of corporate archives. It can reflect the development and changes in the management of the enterprise, easy to grasp, simple and easy to implement.

( 5) model classification standards, that is, according to the types and models of products or equipment to divide the enterprise product files or equipment files. It can be the same model of product or equipment file material to focus on, reflecting a model of product or equipment and its internal structural affiliation of the whole picture, to facilitate the use of model sets of relevant files.

( 6) subject classification standards, that is, according to the independent research project to divide the enterprise's scientific research file categories. It can make the same research subject file material sets together, can be comprehensive, systematic reflection of all the activities of a research subject and the historical process, easy to find by subject to utilize the relevant files.

( 7) project classification standards, that is, according to the independent infrastructure projects to divide the enterprise infrastructure file categories. It can reflect the full picture of a project, easy to find and utilize the archives by project.

( 8) professional nature of the classification criteria, that is, according to the content of the file involves and reflects the professional nature of the division of enterprise records. It facilitates the enterprise from the perspective of professional nature to find and utilize the relevant files.

( 9) file form classification standards, that is, according to the shape of the file documents, name and production of carriers, etc. to classify corporate records. It makes the same name, the same form, the same carrier of the archive material to be centralized.

2. enterprise file classification standard combination

When the classification of enterprise files have two or more levels, we must use the classification standard combination of methods for file classification, but the use of these classification standards are in order. When a classification standard is the first to be used, then the enterprise file material will certainly be prioritized in accordance with this standard to focus. Therefore, the combination of enterprise file classification standards, in fact, is to solve the problem of what classification standards centralized enterprise file material, the formation of what kind of enterprise file classification system, what kind of retrieval path for enterprise files.

Enterprise file classification standard combination of specific methods are as follows:

( 1) the first level of enterprise file category setting method. A class is the first level of enterprise file classification. Industrial enterprise file classification trial rules" stipulates that the classification of industrial enterprise files, set up nine first-class categories: administrative management, business management, production and technical management, products, scientific and technological research, capital construction, equipment and instruments, accounting files, leading staff files. But this is not absolute, the enterprise can be adjusted according to the actual situation. Such as some very large enterprises or production procedures of special industrial enterprises, such as metallurgical enterprises, according to the special nature of their respective file composition, the appropriate increase in the first class; and some smaller enterprises, according to the nature of the work of the enterprise, the work content and the number of files, reduce or merge the relevant first class; for some non-productive enterprises, such as commercial enterprises, financial enterprises, etc., you can also be According to their special circumstances, the addition of the relevant first-level categories.

( 2) enterprise records of the second level and the second level of the following categories set method. Enterprise archives of the second level and the second level of the following categories set up, the same as the first level of categories should be based on the division of labor of enterprise management functions.

3. Determination of the classification level of enterprise files

The determination of the classification level of enterprise files should be based on the nature of the enterprise, the type and number of files and other factors to determine the specific, there is no absolute model.

( 1) the different nature of the enterprise file classification level determination method. Smaller enterprises, due to the management of simple, uncomplicated work, the formation of a small number of files, so the classification, according to the actual needs of the enterprise, appropriate to simplify the classification level, if necessary, you can only set up a level. On the contrary, large-scale enterprises, the classification level of the file is generally three or even four levels.

( 2) the same enterprise of different categories of files classification level determination method. This method is determined by the nature of work and tasks and the number and size of files. Such as commercial enterprises, its business management files reflect the basic functions of such enterprises, its work is complex, the number of files, so, may need to be divided into three or more than three levels, while its equipment files are only auxiliary functions of the enterprise, so only two levels will be sufficient.

Three, the establishment of the custodian unit (volume)

The case file is in accordance with certain themes, internal and external characteristics of the establishment of a number of documents with a close relationship between the combined body. It is both the custody of the file unit, but also one of the basic units of the file statistics and general retrieval, is composed of the basic unit of the whole file. Existing enterprise documents file work in the clerical department and the business sector, but the archives department should be assisted and guided by the work of the file.

Four, file arrangement

refers to a certain method to determine the order of each type of file before and after the location and storage, to maintain the link between the file and the file. There are a variety of methods of arrangement:

( 1) according to the work reflected in the file on the arrangement.

( 2) according to the content of the file reflects a certain problem.

( 3) Arranged according to the starting and ending dates (time) of the files.

( 4) According to the author of the document, the unit of sending and receiving documents, and the content of the document involved in the region.

( 5) personnel files or monitoring, letters and visits, etc., according to the head of the case file, you can also be arranged according to the strokes of the family name, the alphabetical order of Hanyu Pinyin, or four-cornered number and other methods.

The first two methods are the most commonly used, but also a better method. The above methods, can be used alone, but in practice often a combination of several methods. Among them, the first, second and fourth, and often all combined with the degree of importance to use. The arrangement of the various types of files within a full file can be consistent or inconsistent. However, the arrangement of files within a class, at a level can only be used in a method, the following and then sequentially combined with other methods, and can not be used at the same time, several methods of arrangement of files. For different types and custody period of the archives of the whole file, in the file arrangement should be distinguished.

Fifth, the preparation of the file directory

The file directory is the file of the roster, is recorded in the file content and composition and arranged in a certain order of the list.

Set the principle of the case file directory is that it must be compiled in accordance with the whole case, a whole case to compile a directory, you can also compile a number of case file directory. Therefore, there are basically two types of case file directory: the whole case as a unit of the comprehensive directory; to the whole case of the various categories as a unit of the compilation of the catalog.

Booklet directory according to the characteristics of its categories, the preparation method can be divided into the following types:

( 1) to the whole file classification of the category for the unit of preparation.

( 2) Prepared in accordance with the period of custody.

( 3) Prepared in accordance with the duration of custody in combination with the classification program. This method can be divided into two forms: according to the whole case files of different custody period, the preparation of one or several case file directory; according to the whole case of blocking the classification of categories, the preparation of one or several case file directory.

( 4) according to the degree of confidentiality of the files were prepared.

Generally, the number of volumes of the case file directory and the number of digits of the file number should not be too much to control the number of files in the thousands is appropriate.