What does enterprise file management contain?

What does enterprise file management contain? Enterprise file management includes the following contents:

I. Documents and archives:

(1) Party-mass work: Party work, organization work, propaganda work, discipline inspection work, trade union work, Communist Youth League work, association work, etc.

(2) Administration: administrative affairs, public security, auditing, personnel and labor, education, medical and health care, logistics and welfare, foreign affairs, etc.

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

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

Second, the science and technology archives

(1) Product literature: various task books, proposals, agreements, specifications, appraisal books, test outlines, test reports, analysis reports, review reports, implementation reports, summaries, product drawings, etc.

(2) Written materials for scientific research: various contracts (agreements), task books, scientific research reports, investigation reports, opening reports, experimental reports, appraisal certificates, invention applications, etc.

(3) Written materials for capital construction: various proposals, task books, calculations, commencement reports, preliminary (final) calculations, inspection and analysis data, construction drawings, etc.

(4) Device written materials: various applications, manuals, technical specifications, maintenance specifications, device drawings, etc.

Three. Financial documents

All kinds of IOUs, written proof materials and analysis reports attached to the original accounting vouchers and statements.

Four. personal records

Recruitment, resume and training of employees;

Verb (abbreviation of verb) electronic file

Computer tapes, magnetic disks and optical disks, etc.

Sixth, audio-visual archives.

Photographs, microfilms, cinematographic films, sound recordings, audio tapes and records, etc.

Based on my years of work experience, the author concludes that there are still some problems in the property management industry, such as the low quality of employees, but the key to solve these problems is to standardize the rules and regulations of the property management industry and formulate strict enterprise systems. According to the scope and content of property management, many experts and scholars in our country divide the services in property management into the following three categories: regular * * *: mainly refers to the services provided by property management enterprises to keep houses and the environment beautiful, clean and convenient for people's lives, such as cleaning roads and public places, garbage removal and so on. Entrustment * * *: refers to the related services provided by property management enterprises according to the requirements of residents, such as repairing houses and related facilities, delivering milk, newspapers, magazines, sending children to school, asking tutors and doctors, etc. Commercial * * *: refers to the services for the convenience of residents and for profit, such as interior decoration, electrical appliance maintenance, seedling trading, etc. In addition, there are two kinds of services, one is free service, such as repairing electric lights, installing door locks, lending umbrellas and inflating bicycles for car owners or users; Second, spiritual services, such as property management companies often organize chess games, ball games, concerts, parties and chorus and other colorful community cultural activities. 1. At present, there are still many problems in property management services. 1. The quality of property management practitioners needs to be improved. At present, the education and training of property management talents in China has not attracted the attention of colleges and universities and has been included in the plan. The on-the-job training system implemented by property management enterprises can't meet the needs of the rapid development of real estate and property management, which leads to the shortage of property management professionals and seriously restricts the improvement of management ability, management level and service quality of property management enterprises. At the same time, some local property management associations have not been established or have been established, but they have not played their due role. They lack the necessary industry guidance for the business and internal management of property management companies, and it is difficult to effectively supervise and correct irregular behaviors. There is little exchange, communication and mutual learning among peers, which makes some good experiences and practices in property management not be popularized quickly, which hinders the improvement of the overall level of property management industry. 2. The management system is chaotic and the service is distorted. A property management company is an enterprise employed by owners or users to operate, manage and provide services for property management. But in reality, some property management companies forcibly manage a property without being entrusted by the majority of owners. Some property management companies unilaterally formulate the owners' convention, forcing the owners to sign it, and some unilaterally set the charging standard, which unreasonably prevents the owners from setting up the right institution-the owners' committee. These phenomena are not commensurate with the position and responsibility of the management company as a trustee. Accordingly, due to the deformation of services in many aspects, owners or users deeply feel that property management is not worthy of the name, which leads to many disputes. 3. The problem of property management service charges is serious. There are two main reasons for the difficulty in charging: First, the * * * and the price department pay more attention to the residents' economic affordability, which makes it difficult for property managers to set service charging standards for wages, bonuses and welfare sources, and there is no basis for normal charging. However, some owners still stay in the welfare management mode under the planned economy and mistakenly think that service is a kind of unpaid voluntary labor; Second, some property management companies forget or don't understand that the purpose of property management is service, or only charge service fees. Owners take their own management level and service quality as the positioning standard to consider their own charging level, and they are willing to pay only if they feel that the charging is worth it. So these two phenomena are actually abnormal. 4. Single function. Pay attention to the regular service of the property, but ignore the cultivation of a good humanistic environment. At present, many properties in our country only stay in the conventional original services such as property decoration, heating, cleaning and sanitation, copying water and electricity bills, etc., and the entrusted business scope is too narrow, which not only can not meet the multi-level needs of owners or users, but also makes the company lose a lot of profits. As an enterprise, the property management company spends more energy on profitable projects, but rarely strengthens the construction of a good and harmonious living environment in the community. Due to the neglect of the cultural construction of the community, the owners feel lonely, lack of communication, lack of sense of belonging and pleasure in the community life. II. Establishing and Perfecting the Property Management System Based on the above problems, in order 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 norms as soon as possible, and form a new property management operation mode that is compatible with the socialist real estate market economy and fully promotes the commercialization and socialization of housing. 1. Establish and improve laws and regulations on property management, improve the system of laws and regulations on property management, and standardize the operation of the property management market. The development of property management service can not be separated from a competitive and orderly property management service market, and the premise of the healthy operation of the market is the perfection of market rules. At present, the laws and regulations on property management have not yet formed a complete system, and some are even uncoordinated. Therefore, we should formulate and improve the laws and regulations of property management and their detailed rules for implementation, so as to standardize the behaviors of competent departments, property management companies, owners and users, coordinate various relationships among them, and bring property management services into the benign operation track of legalization and standardization. 2. Cultivate market players and establish a property management service implementation mechanism that adapts to the market economy. According to the market demand, the establishment of various standardized property management companies is the basic work to cultivate and develop the property management service industry, including: firstly, * * * should strictly examine the qualifications of various property management companies and actively support the establishment of standardized property management companies. The property management company shall be certified by the competent department of * * *, obtain the property management service license, and be registered by the industrial and commercial department before it can start business. The business relationship between all kinds of property management companies and specialized service companies should be a two-way contractual relationship, thus forming a competitive situation to improve the service level of property management; Secondly, formulate and improve the bidding system of property management and advocate competition mechanism. As a socialized economic behavior, property management services should be competed with the market by property management companies with effective management, high quality service and reasonable fees, and the property management right should be obtained through bidding, thus forming a competitive mechanism in the property management service market, promoting property management companies to enter the market circle, reducing property management costs, improving the overall level of property management, eliminating those property management companies with backward management methods, poor service quality and low management level, and promoting the healthy development of the property management service industry. 3. Establish a property management industry association to give full play to its due role. For areas without property management industry associations, they should be established as soon as possible. At the same time, it is necessary to regulate the behavior of trade associations through * * * laws and regulations, clarify their responsibilities and functions, and avoid the situation that trade associations only charge fees but do not play a role. Through industry associations, on the one hand, strengthen the supervision, guidance and management of the property management service industry; On the other hand, strengthen communication, learning and improvement in the industry, and promote the improvement of the overall level of property management service behavior and the standardization of implementation. 4. Standardize investment development and construction, and form a good property management atmosphere. At present, it is common for development and construction activities to pursue short-term economic benefits while ignoring environmental benefits and social benefits, and the resulting problems and consequences are irreparable in property management. Although the intervention of early property management can make up for it, to fundamentally solve the problem, we should start with development and construction. Therefore, on the one hand, developers should change their concepts and establish a correct understanding. Developing and building a good property is the condition for the long-term survival and development of enterprises. On the other hand, we should further standardize and strengthen the supervision and management of real estate development planning, design approval and construction stage. Promote the development of real estate development and property management through internal and external functions.

Company file management system

Article 1 This system is formulated in order to standardize the file management of the company, ensure the integrity and confidentiality of files, straighten out work procedures, clarify work responsibilities and prevent data loss.

Article 2 Archives management institutions and their responsibilities

1. The archives work of the company is managed in two levels, and the first level management refers to the overall management of the company's comprehensive management department; Secondary management refers to the file management of various departments.

2. The archivist of the comprehensive management department is responsible for the unified collection and management of all the files of the company, and the archivists of all departments are responsible for the utilization and management of the files of their own departments.

3. Archivists should strictly implement the company's archives management regulations, carefully keep and use archives, and give full play to the role of archives.

4. The archivists of the comprehensive management department have the responsibility to supervise and guide the management of secondary files, and conduct an inspection and acceptance of the management of secondary files every year.

Article 3 filing system

1. All files that reflect the company's strategic development, production and operation, enterprise management, engineering construction and other activities and have reference value belong to the filing scope.

2. All files within the filing scope shall be managed by the company in a centralized and unified way, and no individual may keep them without authorization.

3. Archived files must be original in principle. If the original is used for examination and approval and cannot be archived or kept by relevant departments, the General Department will keep a copy.

4. All documents and letters received in the company's business activities shall be filed in time after undertaking; Documents and letters sent in the name of the company should be kept in manuscripts and texts for future reference.

5. The financial department stores the original fiscal and taxation information in business activities; The human resources department keeps the original materials belonging to the personnel; Belonging to engineering construction, it was originally kept by the Ministry of Planning and Construction. The above departments shall submit a copy of foreign affairs to the General Management Department for the record.

6. The economic contract signed by the company is in three originals, one for the General Management Department, one for the Finance Department and the Contract Execution (or Signing) Department. When there is only one original in special circumstances, the General Department will store the original.

7. Other materials within the filing scope shall be sorted by the agent and handed over to the archives room of the General Management Department together with related materials. What each department needs can be photocopied or copied, and what is beyond the filing scope shall be kept by each department.

Article 4 The file keeping system

1. The comprehensive management department of the company has a special warehouse to store files. All departments should set boxes and cabinets for storing files according to the number of files stored, and have fire-proof, moisture-proof and insect-proof safety conditions.

2, archive data to register, prepare the archive directory.

3. The archivist should scientifically compile the classification and compile the classification catalogue according to the classification; According to the needs, compile the special subject catalogue, improve the retrieval tools, and facilitate the inquiry.

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

5, inventory files must be consistent with the pictures and accounts.

6, file management personnel should be familiar with file management, understand the user's needs, grasp the law of utilization.

7, according to the relevant provisions and the actual situation of the company, determine the file storage period, according to the end of each year to sort out and eliminate.

8. Files identified for destruction shall be fabricated by archivists and destroyed after being jointly examined and approved by company leaders and relevant personnel. The list of destroyed documents shall be kept permanently by the archivist.

9, strictly abide by the file confidentiality system, to do a good job of protecting the lost files.

10, all employees of the company must do a good job of data transfer before transferring from their posts, and then they can go through the transfer formalities.

Article 5 File lending system

1. The file belongs to the company's secrets and shall not be lent or circulated without permission. Without the approval of the company's leaders, personnel of other units may not lend them out.

2. Borrowing files must be approved by the head of the file keeping department. Reading documents must be placed in the designated place in the office and must not be taken out. Need to borrow files, must be approved by the head of the file storage department.

3. Borrowing files must be registered and received.

4. The borrowing time of archival materials shall not exceed one week, and can be renewed if necessary. Expired documents should be returned by archivists. Need to lend for a long time, must be approved by the competent deputy general manager.

5. When lending files, a replacement card should be placed at the location where the files are lent, indicating the volume number, lending time, lending unit or lender, so as to consult and urge the return.

6. The file borrower must keep the file properly, and shall not borrow or copy it at will, and shall not open or damage the file, and shall ensure that the file is intact when it is returned, otherwise the party concerned shall be investigated for responsibility.

7. If the borrowed archives are lost due to carelessness, they should be traced and reported to the competent department for timely treatment.

8. Important documents and confidential documents shall not be checked out. Those that must be borrowed shall be approved by the deputy general manager in charge and those that must be borrowed shall be approved by the general manager.

Article 6 The secondary files shall be handed over every three years according to the nature of the data and the needs of the department, and the copies must be kept as far as possible, and the rest of the data shall be handed over to the comprehensive management department for unified custody.

What do you need to investigate the current situation of enterprise file management? We can start from the following aspects: 1, establish a file management system; 2. Full-time archives staff; 3, file management ledger (including electronic ledger); 4. Confidential files; 5, archiving and file management personnel requirements; 6, file site and record inspection.

According to the degree of concentration, enterprise file management mode can be divided into three types: centralized and unified file management, classified file management and decentralized file management.

Centralized and unified management of archives refers to the centralized and unified management of the archives of the unit by the archives department. Its signs are: first, centralized or relatively centralized management of all files; Second, establish a unified file management system. Theoretically speaking, this management mode is suitable for all types of enterprises, but it is often restricted by enterprise scale, enterprise management system and enterprise technical level in concrete implementation, and the degree of centralized and unified management will be different. Its advantages are: it is convenient to maintain the integrity and security of archives, and it is beneficial to form a unified archives information utilization center.

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

Measures for enterprise file management Enterprise file management and employee file management, it is best to use enterprise file management software or platform. Cloud file is a good file management platform, and its personnel management platform has the following functions: attendance system, leave management, performance appraisal, personnel flow system, enterprise asset management, contract management, training management, customer management and so on.

What are the categories of enterprise file management? Generally speaking, there are the following categories:

I. Documents and archives: (1) Party-mass work: Party-mass work, organization work, publicity work, discipline inspection work, trade union work, Communist Youth League work, association work, etc. (2) Administration: administrative affairs, public security, auditing, personnel and labor, education, medical and health care, logistics and welfare, foreign affairs, etc.

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

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

Second, the science and technology archives

(1) Product literature: various task books, proposals, agreements, specifications, appraisal books, test outlines, test reports, analysis reports, review reports, implementation reports, summaries, product drawings, etc.

(2) Written materials for scientific research: various contracts (agreements), task books, scientific research reports, investigation reports, opening reports, experimental reports, appraisal certificates, invention applications, etc.

(3) Written materials for capital construction: various proposals, task books, calculations, commencement reports, preliminary (final) calculations, inspection and analysis data, construction drawings, etc.

(4) Device written materials: various applications, manuals, technical specifications, maintenance specifications, device drawings, etc.

Three. Financial documents

All kinds of IOUs, written proof materials and analysis reports attached to the original accounting vouchers and statements.

Four. personal records

Staff recruitment, resume, training, etc.

Verb (abbreviation of verb) electronic file

Computer tapes, magnetic disks and optical disks, etc.

Sixth, audio-visual archives.

Photographs, microfilms, cinematographic films, sound recordings, audio tapes and records, etc.

Measures for the Administration of Enterprise Archives Archives are actually records, refer to Article 9000th.

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 prepare documented procedures to specify the controls required for the identification, storage, protection, retrieval, storage and disposal of records.

Records must be clear and easy to identify and retrieve.

Management system is a record management program.

The coding rule is record identification.

Disposal mainly refers to how to destroy records after they expire.

Coding rules are mainly divided into two parts: category and time.

Categories can be divided by departments, by the nature of documents, etc., which have a lot to do with the characteristics of enterprises and can only be analyzed in detail.

Seek the method of enterprise file management;

The archives work of the company is managed at two levels. Among them: first-level management refers to the overall management of the company's personnel department; Secondary management refers to the file management of various departments.

The archives business of the company belongs to the personnel department, and the personnel designated by the personnel department are responsible for it. Designated personnel of each department * * * manage files.

The company's file manager shall manage the company's files in a unified way in accordance with the relevant state regulations and the company's file work system and regulations; The file managers of all departments should do a good job with reference to the relevant management regulations of the company and be responsible for collecting, sorting and keeping the files of their own departments or units.

Archives management personnel should strictly implement the company's archives management regulations, carefully keep and use archives, and give full play to the role of archives.

The file managers of the company have the responsibility to supervise and guide the secondary file management. The second-level file management is checked and accepted once a year.