Discussion on how to do a good job in personnel file management of geological prospecting units

Personnel files record a person's comprehensive information such as ideological quality, professional level and personal ability, which is the first-hand information for selecting outstanding talents. As personnel file managers in geological prospecting units, while doing well in file management, they should refine file information, strengthen supervision, make use of the advantages of file information, formulate their own talent training and development plans, and strive to promote personnel file management in geological prospecting units by establishing and improving the database of personnel file management system.

[Keywords:] geological prospecting units; Personnel files; Management; Problems; Solve; Methods; database

Personnel file is a very important part of social public information, which is accompanied by everyone's life and has the closest relationship with individuals. It is an important feature of China's personnel management system. Personnel files are not only the proof of personal identity, education, qualifications, etc. It is also closely related to personal salary, social labor security, organizational relations, etc. It has legal effect and is an important basis for recording life trajectory. At present, personnel files are needed for leaving the country, calculating the length of service, job transfer, postgraduate entrance examination, examination for civil servants, regularization and grading, application for professional titles, handling various social insurances, and further studies. Without personnel files, not only the above matters can't be done, but even the basic personal experience is difficult to prove. According to the national policy, the most direct impact of not having files is that you can't apply for retirement and get a pension. Because the retirement age is not determined by the household registration book or ID card, but by the birth age recorded in personal files, everyone must properly protect their personal files. As an archivist, we should be more conscientious, responsible for our profession and others, and do a good job in archives management.

Based on my experience in file management in recent years, I talk about my views on personnel file management in geological prospecting units.

First, the problems existing in personnel file management

As a professional and technical unit, geological prospecting units are different from other units in production and have particularity. In terms of file management, there are similarities with other units, but also their own personality problems.

(A) file management is not strict enough

Because geological prospecting units are scattered, some units are not in a city, and the management of personnel files is also scattered. Professional title approval and salary promotion not only increase the workload of archivists, but also frequently travel between the two cities where the unit is located and the place where the professional title salary is approved, which is also easy to cause omissions in work. In addition, conditional units can establish independent archives, and archives managers can sort out and consult files in the archives; If conditions do not allow, it is difficult to ensure the confidentiality of files. In particular, some grass-roots units have not formulated strict and standardized file lending procedures, which is easy to make mistakes in file management. Influenced by the relatively closed geological prospecting industry and historical factors, some employees are "married" in the industry, some three people in a family or their father and son work in the same unit, and some three generations are geological prospecting employees. Nepotism is very serious, which makes it easy for archivists to keep their own files or those of their immediate family members, and it is also easy for individuals to use their power to modify and erase files. According to the "Regulations on the Work of Cadres' Archives", "No individual may consult or borrow the archives of himself and his immediate family members, and it is strictly forbidden to alter, delimit, extract or replace the archives."

(2) Archives have little effect.

Personnel files record a person's ideological quality, professional level, personal ability and other comprehensive information in detail, which is the first-hand information for selecting outstanding talents. If archivists can't make full use of the effective information in personnel files to find and cultivate talents, excellent talents can't be found and used in time, which is not only a waste of talents, but also a loss of units. At present, the archivists in most geological prospecting units are usually not professional in their posts or have not received special on-the-job training. They don't know enough about archives management, don't know how to use the effective information in archives to make targeted plans for talent training and development, and lack the initiative to think and study archives management. Basically, after the files are filed, the files are directly put into the filing cabinet, and when the information needs to be found, it is searched again. Usually, there is no sorting and research, and it is limited to a simple file keeping behavior, and the role of files is not great.

(c) No database of personnel file management system has been established.

The simple file management method has long been unsuitable for the needs of modern file management, and it is not suitable for geological prospecting units that have a great demand for professional and technical personnel. Establishing the database of personnel file management system has become a part of modern file management, and it is also the development trend of file management in the future. It is a common problem in personnel file management of geological prospecting units that the database of file management system is not established. Generally speaking, it is still in the transition stage from file processing to information management system, and the lack of scientific management of personnel files not only wastes time, but also increases the workload of file managers. Establishing the database of personnel file management system suitable for the development characteristics of geological prospecting units is a problem that every geological prospecting file manager needs to think about and solve.

Second, the solution

In order to prevent and reduce the occurrence of the above phenomenon, the author thinks that the personnel file managers of geological prospecting units should do a good job in file management from the following aspects.

(1) Elaborate and strengthen supervision.

First of all, the personnel files of party and government leaders and personnel in charge of file management in each unit should be managed by the personnel management department at the next higher level, and other personnel files of this unit should be managed by the personnel department. Secondly, the personnel file management department should back up all the important information in the personnel file. As file managers, some important personnel information, especially the file information of technicians who bring economic benefits to the unit, should be backed up and saved as electronic documents. It not only prevents people from tampering with files, but also provides convenience for files that are frequently consulted and used. Third, strengthen the management of contract workers' personnel files. Since 2003, with the improvement of the national coal situation and the expansion of the international and domestic markets, the demand for professional and technical personnel of geological prospecting teams has been increasing, and the demand for temporary workers and medium-and long-term contract workers has also shown a straight upward trend, especially medium-and long-term contract workers. Often after a period of training and training, these contract workers have developed into skilled workers who can produce and understand business, and can be used as mature workers. However, as soon as the construction period is over, most geological prospecting units will terminate the labor contract relationship with workers. When local exploration units need such skilled workers again, it will not only take considerable time and energy to retrain, but also affect the construction process. Therefore, it is necessary to establish archives for skilled workers with labor contracts, do a good job in information storage, and reserve some mature workers with labor contracts for geological prospecting teams by formulating corresponding preferential policies. When local geological prospecting teams need these workers, they can take up their posts immediately, which is a constraint and guarantee for geological prospecting units and contract workers.

(2) Making use of the advantages of archival information to make a talent training plan.

Through personnel files, we can know a person's strengths and advantages. The file managers of geological prospecting units should make use of the effective information in personnel files, and take professional and technical talents as the strategic focus of talent training and talent development, so as to better train and develop talents for geological prospecting units. Firstly, the professional and technical personnel and management personnel are classified in detail. According to the characteristics and needs of classification, we should make targeted plans for personnel training and development. So that talents of different types and positions can learn and master the latest job knowledge and improve their professional level. Secondly, through business training, we can stimulate the work potential of all kinds of talents and enhance their cognition and recognition of their work. By carrying out talent training, we can improve work efficiency, maximize the efficiency of talents, and make people do their best. Especially in the booming geological prospecting units, the demand for professional and technical personnel is increasing. According to the file information, the professional and technical personnel are evaluated and the talent training and development plan is formulated, which not only trains and reserves talents for the development of geological prospecting units, but also reflects the effectiveness of personnel file management.

(C) the establishment of personnel file management system database

Personnel files are the proof of personal identity, education, qualifications, etc. If the information in the personnel file is built into a management system database, then every time you look up the personnel file information, you can complete it through the personnel file management system database in the computer. It not only saves a lot of working time for archivists, but also provides convenience for personnel training and development planning. In particular, geological prospecting units with higher requirements for professional and technical personnel should establish a complete and detailed database of personnel file management system. No matter when and what kind of personnel are needed, first-hand information can be found quickly and accurately through the file management system, which can reserve information for the talent training and development of geological prospecting units. The establishment of database system is a long-term work, which goes through a step-by-step process from low to high and from individual to group, and has a certain relationship with the specific situation of each unit. For example, leaders attach importance to whether there is a unified understanding, and computer technicians and archivists should cooperate with each other. When building a database, they should be application-oriented, highlight the key points, establish a "living database" and form an open step-by-step database group through network connection, thus greatly improving the efficiency of the automation system.

References:

[1] Deng Shaoxing. On perfecting the management system of cadres' personnel files. Archives and Construction, 2008( 1).

[2] Wei. Reflections on the attribution of personnel files. Bulletin of Archives Science, 2008( 1).

[3] Wang. Legal thinking on the loss of personnel files. Lantai World, 2007( 19).

About the author: Liu Ruixin (1980-), female, from Tangyuan County, Heilongjiang Province, Organization Department of Heilongjiang Coalfield Geology Bureau, and assistant librarian.