Discussion on paper for property file management

Property file management is an important part of property management and plays a very important role in the complex economic service activities of property management enterprises. The following is my paper on property file management for your reference.

Model essay on property file management 1: research abstract on property file management: research on property file management? School of Applied Arts and Sciences of Beijing Union University and Beijing Jinyu Group Co., Ltd. (hereinafter referred to as? Jinyu group? ) cooperation projects. Focusing on standardizing property file management, through in-depth investigation of property file management in enterprises such as Jinyu Group, this paper grasps the present situation, experience and existing problems of property file management, and puts forward a set of property file management methods in combination with the requirements of improving property management level, and systematically expounds the necessity and methods of strengthening property file management.

Keywords: property management, standardized management of property files

First, the necessity of standardizing the management of property archives

Property archives are all kinds of historical records that are valuable for the state, society and owners to preserve and consult when property enterprises engage in property management activities. Property archives management is to do a good job in the formation, collection, arrangement, filing, provision and utilization of property documents and archives in time in the process of property management, so as to promote the improvement of property service level and efficiency.

Property archives management is one of the basic work of property enterprises. The comprehensive management level of property enterprises restricts the management of property archives, and standardizing the management of property archives plays an important role in improving the overall level of property management. The two complement each other.

Second, the composition of real estate files

The basic composition of property files is as follows:

1. Property list: reflects the status of all property units, public areas and ownership. Including the number of houses, number of households, area, structure, intact condition, ownership of property rights, nature of use, etc. ;

2. Real estate rental and sales files: including rental and sales contracts, property ownership certificates, housing safety appraisal materials, documents agreeing to rent (sublease), notarial certificates, etc.

3. Owner and tenant files: reflect the situation of owners and tenants in each unit. Including the type, name, age, occupation, family size and structure, contact number and occupancy notice of the head of household.

4. Property maintenance files: including maintenance plan, maintenance approval form, maintenance drawings, acceptance certificate, maintenance project permit, project budget table and bill of materials.

5. Property service archives: archives formed by the property department in carrying out public and special services. Including: files generated by greening, sanitation, security, vehicle management, agency rental, etc.

6. Property fee account (volume): it is a list document of the payment made by the owners and tenants of each unit of the property.

7. Property management archives: archives formed when property enterprises carry out operations and property extension services.

Among the above files, special property files are unique to the property management industry and the main direction of standardized management of property files, which can guarantee the improvement of property management level and service quality and must be paid special attention to.

Third, the standardized management of property files

Basic requirements and implementation methods

Through investigation, we found that the problems existing in the current property file management are:

First of all, there is no unified management system and standard, the basic work is not standardized (the classification is not uniform, the file form is not uniform, and the storage period is not clear), and the operation is arbitrary. Even the subsidiaries in the same property group are the same.

Secondly, the archives of most property enterprises are not centralized and unified management, but are stored separately according to the division of internal institutions, so the integrity and security of archives can not be guaranteed. For example, some property companies put housing sales files in the parent company, infrastructure files and administrative files in the company office, owner files and maintenance files in the housing management department, and financial files are managed by the finance department alone.

Thirdly, the information asymmetry between the property management company and the owner, and the inadequate publicity of file information are one of the main reasons for the contradiction between the manager and the owner (customer).

Fourthly, part-time archivists lack professional training in archives and master the basic skills of archives management, which affects the level of property archives management.

Through in-depth and meticulous investigation, according to the theory and operating norms of file management and the characteristics of property management, Jinyu Group formulated the Interim Measures for File Management of Property Enterprises. The main ideas and key points of its implementation control are as follows:

1. To standardize the management of property archives, we must first establish the management system and norms of property archives and clarify the responsibilities of property archives managers.

? Formulate a set of norms and define a management responsible person? , and make the system supporting, strong operability, clear responsibility, which is the first point of property file management standardization.

File management system is an integral part of property management system. The establishment of property archives management system is to improve the supervision mechanism of property management and give full play to the role of property archives in improving the level of property management; Secondly, clarify the responsibility of property file management in the form of system, restrain and standardize the behavior of file management, and improve the level of property file management.

The construction of property archives system and norms includes: the business scope of property archives management, the classification standard of property archives, the filing system of property archives, the arrangement method of property archives, the custody system of property archives, the open utilization system of property archives, and the responsibilities of property archives managers.

Among the property enterprises affiliated to Jinyu Group, 65,438+0,000% have a property file management system and full-time (part-time) file managers. At the same time, through special guidance and training, improve the quality of archivists, standardize archival work, and thus promote the management of property archives.

2. Doing a good job in the formation and filing of property documents is not only the starting point of property file management, but also an important property foundation work.

The standardization of property archives should start from the basic work: forming property archives according to the norms, filing property archives, sorting and keeping property archives, providing property archives openly, analyzing and studying archives information, etc. Considering the actual situation of property file management at present, we especially emphasize the formation and filing of property files.

(1) Let every property management and service personnel form documents consciously and according to specifications, and pay attention to accumulation.

In order to improve the quality of property management and service, it is required that every business person must consciously and normatively follow the business process and form a document as a work basis and performance certificate.

Right? Document formation? There are two aspects of control: first, in the property management system, the documents formed in each property management link are clearly defined; The second is to clarify the content and quality of each property document (what to fill in the document and how to fill it in). Only by meeting these two requirements can it be called a standardized property document.

② Strictly implement the filing system.

File filing is an important part of business process, which needs to be consciously implemented by property management and service personnel, and it is regarded as the end of every property management and service business. To truly implement this concept, it is necessary to have supporting norms in the property system, including item-by-item or regular acceptance, inspection and performance evaluation after the completion of each service, and also to check the quality of the documents that should be formed.

3. Highlight the characteristics of the industry and focus on the construction of special archives for property management; Improve the management form of one household and one file.

The archives of property enterprises are often well managed, such as administrative archives, infrastructure archives, etc., but most of the professional archives of property are loose and random, with various forms.

Property special files are unique to the property management industry. In fact, after the property is put into use, the importance of such files will far exceed that of other files, and its number will increase year by year, so it should naturally become the focus of management.

? One household, one file? The management form is mainly aimed at the user-oriented part of the property special file. Although 90% of enterprises have the management of one household and one file, different enterprises adopt different methods in the management of one household and one file. Some take the file of each owner as a volume, some take the file of all owners of the whole building as a volume, and then take the file of each owner as a sub-volume.

It is not only convenient to implement the management of one household and one file? Home use? Targeted management is also conducive to providing personalized services for owners, promoting the management quality and service level of property management companies, and is a good way to reflect the characteristics of the property industry and protect the legitimate rights and interests of owners and property management companies. Within the scope permitted by law, we should also try our best to enrich the content of one file for each household, including collecting personal information such as hobbies, habits and contact information of owners and tenants.

4. Take the early intervention of property management as an opportunity to consolidate the foundation of property archives and implement dynamic management.

Before the owners' committee and the property management company signed the formal entrustment management, the property management company was temporarily signed by the developer and the property management company to perform the property management duties. This kind of entrustment is usually before the property is officially put into use, and it is the early intervention of property management. It can better grasp the links of property design and construction, strengthen the comprehensive understanding of property, and facilitate the future property management.

In the process of early property intervention, the file managers mainly do a good job in quality supervision and collection of infrastructure acceptance files and completed files. All property management enterprises and real estate development enterprises coordinate in time, improve the participation of archivists, and earnestly assume the responsibility of inspection, supervision and guidance.

After the property enterprise takes over the property, another key point of archives work is to do a good job of dynamic management. Because the situation of the property is not static, the property file is very dynamic. Owners may change due to the sale, exchange and inheritance of real estate, and the real estate itself needs constant maintenance and repair, which requires the corresponding real estate files to be changed in time to keep in line with reality. In the process of management, the property management company should take regular inspections, routine maintenance, tracking projects, etc., to ensure that the dynamic information is filled in timely and without omission, and to maintain the realistic effectiveness of the archives. The archivist collects the changed property documents in time.

In addition, the property company also publicizes the openness of property files to the owners, which is convenient for the owners to make use of the files and actively disclose important public file information; Make full use of property file information to meet residents' service needs and carry out property extension services according to local conditions.

In a word, property file management runs through the whole process of property management, and improving the level of property file management is to improve the overall level of property management. Property enterprises should truly realize this and provide spiritual and material support for property archives work, which is of great benefit to the overall level of property management to a new level.

Abstract: With the continuous development of property management in China, the importance of property file management is increasingly reflected. This paper expounds the significance of strengthening the management of property archives from three aspects: the characteristics, present situation and suggestions for improvement.

Keywords: property file management, strengthening property management

China Library Classification Number: G27 1 Document Identification Number: A.

Article number:1004-4914 (2011) 09-263-02.

Property archives are produced with the appearance of property management. Property management has only a history of more than 100 years, and it has only been introduced to China for more than 20 years. In this short time, although file management is not the main link of property management, its important position can not be ignored. After the formal development of property management, almost every link is inseparable from archives, whether it is the maintenance of property facilities, or understanding the situation of owners and property users, or collecting management fees and conducting business activities. , property files should be used. For example, a family is going to decorate their house before they live in it. Because the renovation plan includes changing the interval of the original house, we must first understand which walls of the original house are load-bearing walls and which are partition walls; The transformation plan also includes changing the original wire layout, so it is necessary to know the circuit wiring position of the original house. This information is recorded on various drawings of the house and belongs to a part of the real estate file. If the property file management is not good. Even if it is not sorted out, in order to understand the necessary information, we need to look for it in other places where it is possible to save it, and even need to re-measure it, resulting in unnecessary waste. Therefore, property management should be carried out in a standardized and orderly manner. It is particularly important to strengthen the management of property archives.

First, the characteristics of property file management

1. Dynamic. Property management involves specific aspects: the object of management is property, and the object of service is the owner or user of property. The situation of related objects is usually not static. The property may need repair and maintenance; The owner may change due to the change of property ownership, such as sale and exchange; Residential users are more likely to change frequently because of the change of lease relationship, so the corresponding documents and materials of property, owners and residential users should also be changed constantly. This determines that the management of property files must be timely, accurate and dynamic.

2. Integrity. Property archives can be mainly divided into two parts: one part is the ordinary archives formed by the daily operation of property companies, including administrative files, infrastructure files, equipment files, accounting files, personnel files, honor files and so on. The other part is the special archives of property management formed by the daily operation of the grass-roots property management office, including the daily inspection book of property, the archives of property maintenance, the archives of property leasing, the archives of owners and tenants, and the archives of property services. Property files are composed of files based on property units. No matter how the property is handled, the generated documents and materials should be supplemented. Therefore, every file is an organic whole, which fully reflects the changing process of a property right unit, and therefore requires a complete and standardized management of property rights files.

3. Relevance. Property management activities are carried out around people's daily life, and no archives are so closely related to people's daily life as property archives. Many files, such as office documents, litigation files, etc., are rarely used after filing, because people rarely involve these files in their daily lives, and property files will be constantly accessed with the needs of property decoration, leasing, re-decoration, re-leasing and other activities. This fully reflects the close correlation between property file management and people's daily life.

4. Flexibility. Compared with some files, such as property rights files and personnel files, property files. It has a certain publicity, because the property files record the relevant information and management of the property, and the contents of these files are open to all people related to the property, such as the maintenance files of the property, the files related to greening, hygiene and safety, etc. However, the real estate archives have certain confidentiality, because they also contain a lot of private content and certain company secrets. The contents of this part of the file are not easy to disclose, such as the personal data of residents, the property rights information of each unit in the property, and the major decisions of the company. This requires that the management of real estate archives must be flexible, which can not only be kept, but also can not be made public indefinitely.

Second, the problems existing in the management of property archives

1. Business leaders pay insufficient attention to property file management. Many property enterprise leaders think that property file management is? Placement type? Work. Due to the leaders' insufficient attention to archives work, they have not publicized the social and economic benefits generated by the use of property archives. For a long time, many enterprises have no special archives warehouse, archives management facilities and equipment, the development of archives information resources is insufficient, and employees' archives awareness is weak. The utilization rate of property files is low. Heavy? Hide? Light? Use? .

2. The quality of property file managers needs to be improved. At present, the archivists of property enterprises are often served by receptionists or customer service personnel, and there is no special archivist. Due to the lack of leaders' attention and their own understanding of the importance and responsibility of archival work, many staff members have the idea of coping with things, feel uneasy about their work and lack enthusiasm for their work; Property archivists usually lack some professional knowledge training, and the management level of many archivists stays in experience, and their concepts and management level can't keep up with the requirements of development, lacking innovation and vitality, and their professional quality and management level need to be improved.

3. The data collected by the property file is incomplete. Property archives are gradually accumulated by receiving and collecting, and are transformed from property management documents and materials through sorting and archiving. The formation and accumulation of property management documents directly affect the integrity, accuracy and systematicness of property files. It can be said that without collection, it is impossible to have a complete file. At present, many property file managers often fail to collect property files correctly. On the one hand, staff are not familiar with the process of property file collection, and will forget some important steps, such as signing and stamping without signing and stamping. On the other hand, the requirements for the documents to be collected in the property archives are not clear, such as the decoration content in the decoration application form is incomplete. Sometimes the owners don't hand in the materials, and the archivists don't collect them in time. The delay of time will lead to the loss of files, which will lead to uneven data collection.

4. The property file management system is not perfect. As the saying goes? No rules, no Fiona Fang? . The file management system of many property enterprises is not perfect, the implementation is not in place, and the file work lacks institutionalized management procedures. First, the file arrangement is not standardized: in the process of arrangement, some file managers did not sort the files according to the file directory order, and the directories in the files did not match the actual files. The phenomenon of data leakage in a volume is very common. In addition, it does not meet the requirements, which is not conducive to finding and using; Second, the comprehensive management of archives is not enough; Third, the use of archives is not standardized. The file manager is loose inside and tight outside, and the loaned files are not returned on time. Although some have formulated systems, they cannot be implemented in their work because of irregular management, which seriously affects the institutionalized and standardized development of file management.

Three. Suggestions on improving the management level of property archives

1. Leaders attach importance to and enhance the file management awareness of all employees. (1) leaders should attach importance to the management of property archives, establish and improve the management system of property archives, implement responsibilities, strengthen management, and effectively regard property archives as an important assessment basis for property quality management and target management. (2) Organize all employees to seriously study the Archives Law and the Measures for the Implementation of the Archives Law. Strengthen the propaganda work of archives management and protection, constantly strengthen the construction of archives legal system, improve the understanding of the importance of archives work, and improve the archives consciousness of all staff. (3) Equipped with professional archivists, strengthen the training of archivists, and cultivate their sense of responsibility, serious work attitude and the idea of serving wholeheartedly.

2. Comprehensively improve the quality of property file management personnel. The management of property archives is a long-term work, which requires patient and meticulous work. It is the foundation to improve the management level of property archives and the quality of property archives managers. (1) Archivists should consciously set up the spirit of loving their posts and dedication, and earnestly abide by it? Be loyal to your duties, work hard and provide excellent service? Archives professional ethics, diligence-oriented. Selfless dedication, constantly cultivate the spirit of hard struggle and rigorous, meticulous and serious work style. To clarify the duties and tasks of archivists, we should not only do a good job in archives collection and custody, but also constantly strengthen the awareness of the rule of law.

Document consciousness. (2) Archivists should be familiar with the procedures, methods and requirements of classification, collection, collation, identification, storage, borrowing and destruction of archives, and pay more attention to receiving guidance in collection, collation and storage; Actively participate in all kinds of business training, exchange working methods and experiences with file managers of other units, and constantly learn and improve.

3. Collect all the information and put it in order. (1) Files should be logically demonstrated. The quality of file management directly determines and affects the quality of file collection and the integrity of documents handed over by various departments. The contents of archives come from all aspects, and the forms are not consistent. Therefore, the collection, filing, sorting and recording must follow the specifications. Be scientific and concise, and play an important role. (2) Realize the originality of archives. The essential feature of archives is the unity of originality and record. Absolute originality means that files can only be original manuscripts, while relative originality means that besides the original manuscripts, some copies of files, books and materials are also files. These raw materials are very important for the realization of business goals. Let's check each other's gender? It plays a key role in the development strategy of real estate enterprises. (3) Make files easy to understand. In order to make people fully understand a file, it is necessary to save useful information related to the content of the file. Give the collected property file information to the archivist for centralized arrangement. In the process of sorting, the key point is to classify according to the content and source, so as to be clear at a glance and easy to refer to. In the process of sorting, files can be made into standardized drawings, files, cards, books and tables.

4. Improve the rules and regulations and manage files according to law. (1) Property enterprises should establish and conscientiously implement various rules and regulations of archives management in property enterprises, make clear and strict provisions on filing system, utilization system, confidentiality system, storage system and post system of archives personnel in property enterprises, establish dynamic management mechanism, make archives management work rule-based, ensure timely updating of archives management, and promote institutionalized and standardized development of archives management. (2) Archives management personnel should standardize archives management in strict accordance with rules and regulations. First, the management of archives utilization is strict. When borrowing money, it must be registered before lending. When returning, it must be returned in person and signed. The archivist checks the materials and repairs them immediately if they are damaged. If the circumstances are serious, the responsibility of the relevant personnel shall be investigated; Second, the storage of files should be fire-proof, moisture-proof and moth-proof. When filing electronic documents, we should pay attention to keeping backups to avoid poisoning after computer virus invasion, and there are no documents. A series of preventive work should be done in leveling posts.

5. Vigorously improve the modernization level of property file management. With the development of information technology, the means of property management are more and more advanced. At present, many property companies have implemented it in their daily work? Paperless office? Mode, that is, working through system software. Through the application of information technology in property archives management, the drafting, modification, deletion, retrieval, printing and collection of documents and materials can be completed systematically, so that the formation and operation of documents are organically linked with office work; Using information technology to organize files can not only reduce the influence of human factors in file filing, but also give full play to the advantages of computers, reduce manual operation, improve work efficiency and get twice the result with half the effort.