What is the process of organizing files?

What is the process of organizing files?

1. Collect all files.

The file archiving work is carried out according to a certain period, which may be a year or a quarter. Therefore, when doing the archiving work, we must first collect all the files on a yearly or quarterly basis to ensure that later The archiving work went smoothly.

2. Screen in accordance with relevant regulations.

Generally speaking, files that have no current or later reference, use or execution value do not need to be saved. Such files can be removed first and destroyed. The remaining files can be based on the specific requirements of the agency on file archiving management. Filter.

3. Divide categories and levels.

After the screening work is completed, the file management personnel can first classify the files horizontally according to the name of the department to which the files belong, and then arrange them vertically according to the affiliation of superiors and subordinates. Files that cannot be divided into levels can be filed alongside the files of the department as appropriate. .

4. Determine the storage period.

All documents that can have a global impact on the agency's entities and functions need to be preserved permanently. Other archived documents can be reserved for a sufficient storage period based on the length of their value and relevant rules and regulations. Do not destroy prematurely.

5. Repair the file content.

For omissions or damage in documents, archives management personnel need to consult colleagues at the source of the documents to obtain the correct content and make repairs, additions and deletions to the documents. In addition, they also need to standardize the document paper size and binding for preservation. .

6. Number the files.

Archives managers can first bind closely related paper documents into a basic unit according to the order from top to bottom, from primary to secondary, and then bind them into a secondary unit according to category, level and time. The unit is then numbered with the filing stamp.

7. Pack boxes and compile a search directory.

Print a directory of all files according to the information on the filing stamp. Pack the files into boxes in order. Fill in each item on the file box in a standardized manner and number it. The numbering should be uniform and consistent. Finally, summarize all the file directories to facilitate quick post-processing. Check the archives.

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