How to manage company files

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Company document management system

1.

In order to standardize the classification, numbering, drafting, examination and approval, printing, sending and receiving, filing and other work of the company's documents, this system is specially formulated, which is applicable to the document management of Yu Zhenglong Property Co., Ltd. and its subordinate management centers.

2. Responsibility

2. 1 The general manager is responsible for the examination and approval of all external documents of the company.

2.2 The manager of the management center is responsible for the examination and approval of the management center documents. The property management department is responsible for the printing of documents in the management center and the management of document numbers.

2.3 The department head is responsible for the preparation and review of departmental documents, the examination and approval of internal documents of the department, and regularly deliver the processed documents to the Administration and Personnel Department.

2.4 The Administration and Personnel Department is responsible for the audit of the company's document format, document number and content, and the management of printing and filing.

3. File type

3. 1 above: ask for instructions, report, plan and summarize;

3.2 The following texts: reply, decision, notice, notice, notice, system and regulations;

3.3 Parallel texts: letters and meeting minutes.

4. File format

4. 1 published a document using one of the above file categories.

4.2 The classification and urgency are used to determine the sending mode and processing speed of official documents, which are uniformly marked in the upper left corner of official documents.

4.3 Receiving unit. Refers to the unit used to deal with or reply to the relevant issues and matters in the official document.

4.4 Text. Is the main part of the document. The purpose and basis of issuing a document, what to say, what problems to solve, methods and requirements, etc., should be clearly stated in the text:

4.5 The title should be bold No.2 or No.3 and placed in the center;

4.6 The text uses No.4 or No.4 Song in a unified way, which is consistent with the main delivery unit. Empty two words at the beginning of each paragraph; Reasonable division of paragraphs, correct use of punctuation, line spacing of 1.5 times, the principle is clear and beautiful;

4.7 accessories. Usually refers to the supplementary explanatory materials sent with the text: if the document has attachments, the words "Attachment: XXX" should be marked in the two blanks below the text and above the left of the issuing unit; If there are many attachments, serial numbers must be made; If there is no attachment to the document, there is no need to indicate it;

4.8 Signature. Refers to the full name or standardized abbreviation of the issuing unit. If it is sent in the name of the general manager, the name of the person in charge should be signed (the position comes first): the signature is generally placed in the lower right corner of the text/(or the attachment mark), which is related to the position named in the letter; If the text happens to fill the whole page, the signature must be placed on another blank page, and a line of words "(There is no text on this page)" must be added on it; The inscription font is the same as the text.

4.9 Date:

4.9. 1 Generally, the accounting date should be written;

4.9.2 The adoption date of the system or document adopted at the meeting shall be written in words;

4.9.3 Write the date of issuance of important documents;

5. Document number

5. 1 The documents shall be numbered uniformly according to the document category, date of issuance, issuing unit and order of issuance; See the annex for specific document numbering rules.

5.2 The company document number is managed by the Administration and Personnel Department, and the document number of the management center is managed by the Property Department.

5.3 Before issuing a document, the issuing department shall register with the above-mentioned department to receive the document number.

Use printing

6. 1 Seal is a sign that the issuing unit is responsible for the document, and it is a sign that the document has legal effect. External documents or important internal documents shall be stamped with the official seal.

6.2 After the document is printed and proofread, it shall be printed and registered by the person who manages the seal;

6.3 The seal shall be affixed between the date of signature and the date of year, that is, the position of "covering the moon by year".

7. Information management

7. 1 includes a series of work such as writing, reviewing, issuing, stamping, distributing, filing and sorting:

7.2 Official documents should be printed as much as possible, and carefully checked and reviewed by the author.

7.3 issue. The issuer is fully responsible for the documents issued, and should read the manuscript carefully in a responsible spirit and write the comment on writing realistically. Agree to release, and go through normal procedures after indicating "Agree to release"; If you don't agree, write specific opinions and return them to the author for re-writing;

7.4 seal printing management personnel shall print according to regulations and make registration. For important documents with more than one page, it is also necessary to affix the seal of riding a horse.

7.5 distribution. The issuing department shall fill in the Document Distribution Registration Form, and do a good job in signing and registering documents. If you need to reply to the document, you should also fill in the document handling form, put it in front of the document and send it to relevant personnel or departments for handling.

7.6 receipt. The document manager (usually the relevant personnel of the administrative personnel department or the property department of the management center) will register the received documents on the receipt registration form, including: serial number, receipt date, sending unit, receipt title, document number, issuance date, number of copies, handling situation, remarks, etc.

7.7 circulation. Circulation work is generally the responsibility of the administrative personnel department or the property department of the management center. After reading, the reader should sign his name and date.

7.8 save. After the documents are processed, they shall be kept by the personnel of the final processing department.

7.9 filing. All departments regularly remit the documents processed by their own departments to the Administration and Personnel Department, which will sort them out and file them.

8. Relevant documents

8. 1 symbol coding rules

8.2 "Document Number Use Registration Form"

8.3 Foreign Post Registration Form

8.4 "Internal Post Registration Form"

8.5 Receipt Registration Form

8.6 Document Processing Table

8.7 circular sheet

8.8 print the registration form

8.9 Format of External Release

8. 10 internal posting format

8. 1 1 report summary format

8. 12 meeting minutes format

8. 13 meeting record format

9. Revision and implementation

9. 1 This regulation shall be implemented by all departments of the company and supervised by the administrative personnel department.

9.2 The Company has the right to modify these terms.

9.3 These Provisions shall be implemented as of May, 2004 1 day.