Documentary archives management

First, the definition of paper files:

Also known as management files, refers to the machine, groups, troops, enterprises and institutions in the leadership and administrative activities formed in the preservation of the value of documents into archival materials. Paperwork archives organization, refers to the messy state and the need to further organize the documents through the classification, combination, arrangement and cataloguing, to achieve the process of systematization.

Correspondence file organization method:

New organization method - to the management unit;

Traditional organization method - to the management unit of the volume.

Two, the general procedure for organizing files

From the perspective of the whole process of organizing paper files, mainly including the distinction between the whole file - the whole file classification - volume (or binding by piece) - file (or piece) of the arrangement and numbering - cataloging -Shelving and other steps.

1, distinguish the whole file: the documents according to the formation of different organs, organizations or individuals separate, in order to avoid the formation of different organs of the documents mixed together, reflecting the face of the historical development of the units.

2, the whole file classification: all the files in a unit according to its source, time, content and form of similarities and differences, divided into categories, and arranged in accordance with certain methods.

3, volume: the archived documents according to certain characteristics of the composition of the archives of the basic storage unit - the file. Including the combination of documentary material, the volume of documents arranged, the formulation of the file title and binding.

4, the arrangement of the file: the file according to the year, the organization or the issue of the standard system of arrangement, in order to fix the file sequence.

5, cataloging: in a certain form to reveal and introduce the content of the file and the formal characteristics of the work, including filling out the volume of the document directory, docket, file cover and the preparation of the case file directory or file directory, file number.

Third, the principle of archival finishing work

1, has been completed, the preservation of value;

2, follow the formation of the law and characteristics of the document, to maintain the organic links between the document;

This refers to the document in the process of generating and processing of the formation of the intrinsic relationship between the document is mainly manifested in the document in terms of the source, time, content, and form of the link.

such as: a unit and its internal institutions;

a certain stage of history, a year;

a particular activity, dealing with a business, conduct an investigation, undertake a case, hold a meeting;

different types of documents, carrier materials and so on.

3, distinguish between different values;

In accordance with the requirements of "the scope of filing and non-filing of documents and materials of the organ" and "the scope of filing of documents and materials of the organ and the duration of custody of documents and archives", to distinguish between the value of different documents within the scope of the archives, and to delineate the duration of custody of different.

4, to facilitate the custody and utilization of files.

It is the basic starting point and the fundamental purpose of the archives organizing work. When contradictions occur with the maintenance of historical links between the documents, should give full consideration to the convenience of the custody and utilization of the archives.