What does enterprise file management include?

What does enterprise file management include?

Enterprise file management includes the following contents:

1. Documentary files:

(1) Party and mass work: party affairs work, organizational work, publicity work , disciplinary inspection work, trade union work, *** Youth League work, association work, etc.;

(2) Administrative management: administrative affairs, public security, audit work, personnel and labor, education work, medical and health, Logistics welfare, foreign affairs work, etc.;

(3) Business management: business decision-making, planning work, financial management, material management, enterprise management, etc.;

(4) Production management : Production scheduling, quality management, energy management, safety management, technology management, environmental protection, measurement work, standardization work, file and information management, infrastructure management, equipment management, contracts, etc.

2. Science and Technology Archives

(1) Product written materials: various mission statements, proposals, agreements, instructions, appraisals, test outlines, test reports, analysis reports, Review reports, execution reports, summaries, product drawings, etc.

(2) Scientific research written materials: various contracts (agreements), task letters, scientific research reports, investigation reports, project proposal reports, experimental reports, appraisal certificates, invention applications, etc.

(3) Infrastructure written materials: various proposals, task books, calculations, start-up reports, rough (preliminary and final) accounts, inspection and analysis materials, construction drawings, etc.

(4) Installation written materials: various applications, instructions, technical regulations, maintenance procedures, installation drawings, etc.

3. Financial files

Accounting Various IOUs, written supporting materials, analysis reports, etc. attached to the original vouchers and statements.

4. Personnel files

Recruitment, resume, training, etc. of employees;

5. Electronic files

Computer tapes, disks and optical discs, etc.;

6. Audio and video files

Photos, microfilm, film, video, audio tapes and records, etc.

Based on his many years of work experience, the author concluded that the property management industry still has problems such as low quality of employees in terms of management services, but the key to solving these problems lies in standardizing the property management industry regulations and formulating Strict enterprise system to implement. Many domestic experts and scholars divide the services in property management into the following three categories based on the scope and content involved in property management: Conventional***: mainly refers to the services provided by property management companies to maintain the beautification, cleanliness and people-oriented nature of houses and the environment. Services provided for the convenience of life, such as cleaning of roads and public places, garbage removal, etc.; entrusted ***: refers to relevant services provided by property management companies on entrustment according to the requirements of residents, such as house repairs and related facilities, delivering milk, newspapers, magazines, children to school, hiring tutors, doctors, etc.; Business ***: refers to services for the convenience of residents and for profit, such as interior decoration, electrical appliance repair, nursery sales, etc. . In addition, there are two kinds of services, namely, free services, such as repairing lights, installing door locks, providing umbrella rentals and bicycle pumps for owners or users; second, spiritual services, such as property management companies often organize chess games, Various community cultural activities such as football games, concerts, evening parties and choruses are organized. 1. There are still many problems in property management services at present 1. The quality of property management practitioners needs to be improved urgently. At present, the education and training of property management talents in my country has not attracted the attention of colleges and universities and has been included in the plan. The job training system implemented by property management companies cannot meet the needs of the rapid development of real estate and property management in terms of number of personnel. This has resulted in The lack of specialized talent sources for property management has seriously restricted the improvement of property management companies’ operating capabilities, management level, and service quality.

At the same time, some local property management associations have not been established or have been established but have not played their due role. They lack necessary industry guidance on the business and internal management of property management companies. It is difficult to effectively supervise and correct irregular behaviors. There is a gap among peers. There is very little exchange, communication and mutual learning between them, which prevents some better experiences and practices in property management from being quickly promoted, and also hinders the improvement of the overall level of the property management industry. 2． The management system is chaotic and the service is deformed. Property management companies are hired by owners or users to operate, manage and provide services to property management. However, in reality, some property management companies forcefully manage a certain property without being entrusted by the owners. Some property management companies unilaterally formulate owners' covenants and force owners to sign. Some unilaterally set charging standards and unreasonably obstruct owners. Establish a rights organization - owners committee. All these phenomena are not commensurate with the status and responsibilities of the management company as a trustee. Correspondingly, due to the deformation of services in many aspects, owners or users feel that property management is not worthy of the name, resulting in many disputes. 3. The problem of charging for property management services is serious. There are two main reasons for the difficulty in charging: First, the government and price departments have given more consideration to the financial affordability of residents, which makes it difficult to introduce service charging standards for the sources of property management personnel’s salaries, bonuses and benefits, and normal charging cannot be based on. , and some property owners are still stuck on the welfare-based management model under the planned economy, mistakenly believing that service is necessary and necessary, and is a kind of voluntary labor without compensation; secondly, some property management companies forget or do not understand the property management model. The purpose of management is service, or only charging but no service. The owner considers its fee level based on its management level and service quality as positioning criteria. It must feel that "the fee is worth the money" before it will be willing to pay. So both phenomena are actually abnormal. 4． Single function. Pay attention to the regular services of the property and ignore the cultivation of a good humanistic environment. At present, many properties in our country only provide regular original services such as property decoration, heating, cleaning, and collection of water and electricity bills. However, the scope of entrustment and operation is too narrow, which not only cannot satisfy the needs of owners or users. The level of demand also causes the company to lose a large part of its profits. As an enterprise, property management companies spend more energy on profit-making projects and rarely strengthen the construction of a good and harmonious living environment for the community. Due to the neglect of the cultural construction of the community, the owners feel lonely and lacking in community living. Communication, lack of belonging and pleasure. 2. Establish and improve the property management system. Based on the above-mentioned existing problems, to further promote the development of the property management service industry, it is necessary to establish and improve the property management service system and implementation specifications as soon as possible to form a socialist real estate market economy and comprehensively implement housing commercialization, A new property management operation model adapted to socialization. 1． Establish and improve property management regulations, improve the property management legal system, and standardize the operation of the property management market. The development of property management services is inseparable from a competitive and orderly property management service market, and the prerequisite for the healthy operation of the market is the improvement of market rules. At present, property management laws and regulations have not yet formed a complete system, and some are even uncoordinated. Therefore, property management laws, regulations and implementation details should be formulated and improved to regulate *** competent authorities, property management companies, owners and Users' behaviors, coordinate various relationships between them, and bring property management services into a legalized and standardized benign operating track. 2． Cultivate market entities and establish a property management service execution mechanism that adapts to the market economy. According to market demand, the establishment of various standardized property management companies is the basic work for cultivating and developing the property management service industry. Specifically, it includes: First, *** should strictly conduct a qualification review of each property management company and actively support the establishment of standardized property management companies. company.

Property management companies should undergo a qualification review by the *** competent authority, obtain a property management service license and be registered with the industrial and commercial department before they can operate. The business relationship between each property management company and a professional service company should be a two-way contract. relationship, thereby forming a competitive trend to improve the service level of property management; secondly, formulate and improve the property management bidding system and promote a competition mechanism. As a socialized economic activity, property management services should be competed with the market by property management companies with effective management, high-quality services and reasonable fees. They should obtain property management rights through bidding and form a competition in the property management service market. mechanism to promote property management companies to enter the market cycle, reduce property management costs, improve the overall level of property management, eliminate those property management companies with backward management methods, poor service quality, and low management levels, and promote the healthy development of the property management service industry . 3. Establish a property management industry association to play its due role. For areas where property management industry associations have not been established, they should be established as soon as possible. At the same time, laws and regulations should be adopted to regulate the behavior of industry associations, clarify their responsibilities and roles, and avoid the situation where industry associations only charge fees and do not play their role. Through industry associations, on the one hand, it strengthens the supervision, guidance and management of the property management service industry; on the other hand, it strengthens communication, learning and improvement within the industry to promote the improvement of the overall level of property management service behavior and the standardization of execution. 4． Standardize investment, development and construction behavior and form a good property management atmosphere. At present, it is common for development and construction activities to pursue short-term economic benefits and despise environmental and social benefits. The problems and consequences caused by this are irreparable in property management. Although the early intervention of property management can play a certain compensatory role, to fundamentally solve the problem, we must start from the development and construction link. To this end, on the one hand, developers should change their concepts and establish a correct understanding that developing and constructing good properties is a condition for the long-term survival and development of enterprises; on the other hand, *** supervision in the planning, design approval, and construction stages of property development Management should be further standardized and strengthened. Through the role of both internal and external aspects, we will promote the coordinated development of real estate development and property management.

Company File Management System

Article 1 In order to standardize the company's file management work, ensure the integrity and confidentiality of files, streamline work procedures, clarify work responsibilities, and prevent data loss, This system is specially formulated.

Article 2 Archives Management Organization and Its Responsibilities

1. The company’s archives work shall be subject to two-level management. The first-level management refers to the overall management of the company’s comprehensive management department; the second-level management is Refers to the file information management work of various departments.

2. The archivist of the General Management Department is responsible for the unified collection and management of all archives of the company, and the archivists of each department are responsible for the use and management of the archives of their own departments.

3. Archives management personnel must strictly implement the company's archives management regulations, carefully preserve and utilize archives, and give full play to the role of archives.

4. The archivist of the General Management Department has the responsibility to supervise and guide the management of secondary archives and conduct an inspection and acceptance of secondary archives management every year.

Article 3 Archiving System

1. All archival materials that reflect the company’s strategic development, production operations, corporate management, engineering construction and other activities and have research and utilization value are within the scope of archiving.

2. All archival materials within the scope of archiving are centrally and uniformly managed by the company, and no individual is allowed to retain them without authorization.

3. In principle, the archived information must be the original. If the original is used for approval and cannot be archived or is retained by the relevant department, the General Department will store the photocopy.

4. All files and letters received in the company’s business activities must be archived in a timely manner; files and letters sent in the name of the company must be kept in manuscript and text for future reference.

5. For financial and taxation information involved in business activities, the original copy will be stored by the Finance Department; for personnel information, the original copy will be stored by the Human Resources Department; for engineering construction information, the original copy will be stored by the Planning and Construction Department . The above departments should submit photocopies of foreign-related affairs to the General Management Department for record.

6. Three original copies of economic contracts signed by the company should be retained, one copy shall be stored by the General Management Department, and one copy shall be stored by the Finance Department and the Contract Execution (or Signing) Department. In special circumstances, when there is only one original copy, the original copy will be stored by the General Department.

7. Other information within the scope of archiving will be sorted out by the person in charge and transferred together with relevant information to the Archives Office of the General Management Department. Those required by the department can be photocopied or copied, and those outside the scope of archiving will be kept by each department.

Article 4 File Storage System

1. The company’s comprehensive management department has a special warehouse for storing files. Each department should set up the cabinets for storing files according to the number of files stored, and It has safety conditions such as fire protection, moisture resistance and insect protection.

2. Archived data must be registered and an archive directory compiled.

3. Archivists should scientifically prepare classifications and compile catalogs based on classifications; compile special catalogs as needed and improve search tools to facilitate inquiries.

4. Files should be classified, divided into volumes and bound into volumes, kept in an orderly manner, prioritized, and stored scientifically.

5. The inventory files must match the drawings and items, and the accounts and items must match.

6. Archives management personnel must be familiar with the archives materials they manage, understand the needs of users, and master the rules of utilization.

7. Determine the storage period of files based on relevant regulations and the actual situation of the company, and sort and eliminate them accordingly at the end of each year.

8. For files that are determined to be destroyed, the archivist will compile a destruction list and destroy them after review and approval by company leaders and relevant personnel. The list of destroyed records is permanently stored by the archivist.

9. Strictly abide by the file security and confidentiality system and do a good job in protecting files from loss.

10. All company staff must complete the transfer of information before they are transferred from their posts, and then they can go through the transfer procedures.

Article 5 Archives Lending System

1. Archives are company secrets and may not be borrowed or transmitted without permission. Personnel from outside units are not allowed to borrow without the approval of company leaders.

2. Borrowing of archive materials must be approved by the person in charge of the archives storage department. Files must be read in a designated place in the office and cannot be taken out. If files need to be loaned, they must be approved by the person in charge of the archives storage department.

3. To borrow files, you must complete the registration and signature procedures.

4. The period of loaning archival materials shall not exceed one week and may be renewed if necessary. Overdue documents will be returned by the archivist. If long-term lending is required, it must be approved by the deputy general manager in charge.

5. When lending files, a replacement card should be placed in the location of the loaned file, indicating the volume number, borrowing time, borrowing unit or borrower, for easy reference and reminder.

6. Those who borrow archival materials must properly keep the archives and materials. They are not allowed to lend or photocopy them at will, or to open or damage the archives. When returning the archives, they must ensure that the archives are intact and intact. Otherwise, the party concerned will be held accountable.

7. When loaned archival materials are accidentally lost during storage, they must be traced in a timely manner and reported to the competent department for prompt processing.

8. Important files and confidential files are not allowed to be borrowed. If they must be borrowed, they must be approved by the deputy general manager in charge. If they must be borrowed, they must be approved by the general manager.

Article 6 Secondary files should be transferred every three years according to the nature of the data and departmental needs. Photocopies of those that must be retained should be kept as much as possible, and the remaining data should be handed over to the General Management Department for unified storage.

What content is needed to investigate the current status of enterprise archives management

To investigate the current status of enterprise archives management, you can start from the following: 1. The establishment of the archives management system; 2. The work status of full-time archives personnel; 3. File management ledger (including electronic ledger); 4. Archives secret classification; 5. Requirements for filing and file management personnel; 6. On-site and record inspection of the archives room. Enterprise archives management model

Enterprise archives management models can be divided into three types according to the degree of concentration: centralized and unified archives, hierarchical archives management, and decentralized archives management.

Centralized and unified management of files means that the archives department implements centralized and unified management of the files of the unit. Its signs: first, implement centralized or relatively centralized management of all archives, and second, establish a unified archives management system. Theoretically, this management model is suitable for all types of enterprises, but the specific implementation is often restricted by the size of the enterprise, the enterprise management system, and the technical level of the enterprise, and the degree of centralized and unified management will vary. Its advantages are: it is easy to maintain the integrity and security of files, and it is conducive to forming a unified file information utilization center.

Decentralized file management refers to the management of files formed by different departments within the enterprise. The advantage is that the division of labor is clear, but the disadvantage is that there is a lack of overall planning for enterprise archives management. There are often management gaps or overlaps in the management of cross-category or new types of archives, which is also not conducive to the security and utilization of archives. Enterprise file management methods

For enterprise file management and employee file management, it is better to use enterprise file management software or platform. Cloud Files is a good file management platform. Its personnel management platform has the following functions: attendance system, leave management, performance appraisal, personnel process system, enterprise asset management, contract management, training management, customer management, etc. What are the categories of corporate archives management?

Generally there are the following categories:

1. Documentary archives: (1) Party and mass work categories: party affairs work, organizational work, publicity work, disciplinary inspection Work, trade union work, *** Youth League work, association work, etc.; (2) Administrative management: administrative affairs, public security, audit work, personnel and labor, education work, medical and health, logistics and welfare, foreign affairs work, etc.

(3) Operation management: business decision-making, planning work, financial management, material management, enterprise management, etc.

(4) Production management: production scheduling, quality management, energy management, Safety management, technology management, environmental protection, measurement work, standardization work, archives and information management, infrastructure management, equipment management, contracts, etc.

2. Technology archives

(1) Products Written materials: various task letters, proposals, agreements, instructions, appraisal letters, test outlines, test reports, analysis reports, review reports, execution reports, summaries, product drawings, etc.

(2) Scientific research Written materials: various contracts (agreement), mission letters, scientific research reports, investigation reports, project proposals, experimental reports, appraisal certificates, invention applications, etc.

(3) Infrastructure written materials: various suggestions Documents, task books, calculations, start-up reports, estimates (preliminary and final), inspection and analysis materials, construction drawings, etc.

(4) Installation text materials: various applications, instructions, technical regulations, Maintenance procedures, installation drawings, etc.

3. Financial files

Various IOUs, written certification materials, analysis reports, etc. attached to the original accounting vouchers and statements.

4. Personnel files

Recruitment, resume, training, etc. of employees

5. Electronic files

Computer tapes, disks and CDs, etc.

6. Audio and video files

Enterprise archive management methods such as photos, microfilms, film films, videos, audio tapes and records

Archives, In fact, it is a record, refer to Clause 9000

4.2.4 Record Control

Records established to provide evidence of compliance with requirements and effective implementation of the quality management system must be controlled.

The organization must develop archival procedures that specify the controls necessary for the identification, storage, protection, retrieval, storage, and disposal of records.

Records must be kept clear and easily identifiable and retrievable.

Management system is the record management program

Coding rules are record identification

Disposal mainly refers to how records are destroyed when they expire

The coding rules mainly consist of two parts: category and time.

Category can be divided by department, by file nature, etc. It has a lot to do with the characteristics of the enterprise and can only be analyzed in detail according to the specific situation. Looking for enterprise archives management methods

Enterprise archives management methods:

The company's archives work implements secondary management. Among them: first-level management refers to the overall management of the company's human resources department; second-level management refers to the file management of each department.

The company’s archives business belongs to the Human Resources Department and is responsible for ***, the designated person from the Human Resources Department. Personnel designated by each department are responsible for file management.

The company’s archivists shall uniformly manage the company’s files in accordance with relevant national regulations, as well as the company’s archives work system and regulations; file managers in each department should do a good job with reference to the company’s relevant management regulations and be responsible for collecting and organizing , Keep the archives of this department or unit.

Archives management personnel must strictly implement the company's archives management regulations, carefully preserve and utilize archives, and give full play to the role of archives.

The company’s archives management personnel have the responsibility to supervise and guide the secondary archives management work. The secondary archives management shall be inspected and accepted once a year.