How to organize files

Archives arrangement refers to the process of classifying, combining, arranging, numbering, cataloging and establishing the whole clan. They are in disorder and need to be further organized to form an orderly system.

More comprehensively, file arrangement is the general name of file entity arrangement and file content arrangement, and it is an important content of file management. The arrangement of archival contents mainly includes the identification of the authenticity of archival contents, the textual research of the objectivity of archival contents and the compilation and publication of archival historical materials. The arrangement of archival entities is mainly a working process of classifying, combining, arranging and cataloging scattered documents or archives that need to be further arranged to form an orderly whole archives. Generally speaking, file arrangement mainly refers to the entity arrangement of files, including the following three aspects:

(1) Archives receive and collect archives.

1, system sorting and cataloging

Under normal working conditions, archives mainly receive files set by clerical departments and business departments according to filing requirements, and archives mainly receive files handed over by office archives according to library entry requirements. In this way, the filing work of archives and archives is mainly to further systematically sort out the received files in a larger scope, such as the sorting of fonds and files, the processing of file directories and so on.

2. Local adjustment

For the files that have been put into storage and left indoors, after being tested by management practice or special quality inspection, archives and archives rooms need to deal with the files that do not meet the requirements in order to improve their quality; On the other hand, some archival materials have changed because of the preservation time and must be sorted out.

3, the whole process of finishing

Archives and archives rooms sometimes receive and collect some scattered files, which requires the whole process of sorting out files, including classifying, grouping, filing, numbering, cataloguing and systematic discharge of all case files. [2]

The significance of file arrangement;

It is the premise of the utilization, opening and function of archives, and it is also an important basic construction in the whole archives work. It is an important basis for the development of archival information resources. Improving the scientificity and standardization of file arrangement has a direct and extensive impact on the overall optimization of file management. [3]

Basic requirements for document arrangement:

Follow the formation rules and characteristics of documents and materials, and keep the organic connection between documents and materials; Distinguish the value of documents and materials and determine the storage period of files; Easy to store and use. [4]

There are two ways to organize files:

The first is to organize by "archives".

Finishing by "quantity" is a traditional method, which can be generally divided into the following steps:

(1) classification. There are many classification methods, such as annual classification and problem classification. Annual classification is to separate documents belonging to different years according to the time targeted by the document content. Problem classification is to classify files according to their main contents. In enterprise archives work, document archives work can be divided into four categories: party-mass work, administrative management work, business management work and production technology management work. It is considered that it is more in line with the actual needs to classify documents and files by the classification of annual problems.

(2) Group papers (i.e. files). It is the most basic link of file arrangement, and its essence is to combine a group of closely related documents and materials for easy storage and utilization. The document processing department classifies the completed documents into relevant folders through the usual filing, which lays a good foundation for the year-end filing work. Before determining whether a group of files can form a volume, it is necessary to make the final comprehensive adjustment of the archived files, and then make specific systematic arrangement and combination. The contents of the procuratorial adjustment of archived documents include: whether the documents to be archived are collected completely; Whether the filing documents belong to the filing scope of this year and this department; Whether the files in each volume keep the organic connection between files and reflect the characteristics of archiving; Check whether the preservation values of files in each volume are basically the same, and determine the preservation period; Check whether the number of files in each volume is appropriate;

(3) the arrangement of documents and materials in the volume (according to the time of document formation or important procedures);

(5) Compile the table of contents (style attached) and reference table;

(6) According to the order of contents, documents and reference forms in the volume, bind them into volumes one by one or put them into file boxes;

(7) write the title of the file and fill in the cover of the file. The file title is the title of the file, the name of the file, and a high summary of the file materials in the volume. The content of the title of the document to be written should be summarized accurately, and the words should be concise and smooth, and the number of words in the title should generally not exceed 50 words. The title structure generally consists of three parts: main publishing organ, content and language.

(8) Arrangement and numbering of documents. The arrangement of files should keep the organic connection and organization between files. Generally, it can be arranged according to permanent, long-term and short-term, and then a serial number is compiled every year according to the arrangement order;

(9) Prepare the file directory. The file directory consists of filing number, file number, title, year, number of pages, storage period and remarks. The document catalogue can be compiled for one year or many years.