In order to implement the Archives Law of People's Republic of China (PRC), ensure the integrity of the archives of the social insurance system in reclamation areas, and improve the scientific and standardized management level of archives, this system is formulated.

I. The offices of the Social Security Bureau of the General Administration and the sub-bureaus are the archives management departments of the two-level institutions, and the social security bureaus of farms and pastures shall designate special personnel to manage the document files, accounting files and business files.

Documents and materials with preservation and utilization value formed in the work of party affairs, administration, business, finance and personnel. The second-and third-level social security institutions shall file a case and file it. The business department is responsible for filing business documents and filing them in the office regularly; The finance department is responsible for sorting out financial files and filing them in the office regularly; The rest of the documents and materials that need to be filed shall be handled directly by the office, and the office director and full-time document and archivists shall guide, supervise and inspect the archives management of the business departments and subordinate institutions of the unit.

Three, filing and filing requirements:

(a) the filing documents and materials are complete;

(2) Documents and telegrams shall be merged, sorted and filed according to their contents;

(3) The archived documents and materials shall be kept in historical contact with each other, with different preservation values, sorted and archived, and the titles of the files shall be concise and accurate, which is convenient for storage and utilization.

Four, cadres and personnel management, wages, titles, preparation and other aspects of the filing of documents and materials, as well as cadres and workers' files, managed by the political department.

Five, with the filing function of the office (room) should be in the first half of the second year to hand over files to the office, the office archivist and office (room) according to the transfer directory for transfer, after verification, perform the signing procedures. Financial files can be kept in the financial department for one year from the date of filing, but they should be kept by special personnel, and must be handed over on time after more than one year.

Six, the office is responsible for the full-time and part-time personnel of file management, should be in conjunction with the business department, according to the needs of the work, prepare the necessary tools such as directories, cards, indexes, etc., edit the collection of files and various reference materials, actively carry out the work of file utilization, serve the work of the unit, and attach importance to the use of files.

Seven, filing scope, storage period and file destruction

(1) Scope of archived documents and materials: All documents and materials that reflect the Party's work and business activities in the unit and have reference value belong to the scope of archiving.

1, documents of higher authorities or business departments:

(1) The main documents and materials that need to be implemented in the meeting convened by the superior;

(2) the documents issued by the superior that need to be executed in charge of the business of the unit, and the normative documents that need to be executed without being in charge of the business of the unit;

(3) Important instructions, speeches, congratulatory messages, photos, audio and video recordings and other materials with special preservation value when superior leaders inspect and check the social security work in reclamation areas;

(4) the final draft and printed version of the document drafted and adopted in the name of the higher level;

(5) Forwarding the documents of the unit (including reprinting newspapers and periodicals) on behalf of the superior.

2. Documents and materials of the unit:

(1) A complete set of documents and various audio-visual materials for the social security system work conference and professional conference organized by this unit;

(2) materials of the party group and the executive leadership meeting (executive meeting);

(3) all kinds of official documents, printed drafts and revised drafts of important documents issued by the unit (including forwarding and joint distribution with other administrative departments);

(4) the request of the unit and the approval documents of the higher authorities or competent departments, the request of the lower institutions and the approval documents of the unit;

(five) the work plan, summary, report, annual target management assessment implementation plan and assessment results formed by the business activities of the unit and its internal functional departments;

(6) Documents and materials reflecting business activities and regulating business management;

(seven) data (including backup computer disks and films) and work records that reflect the original data and basic data (important base) of business activities, information processing (uploading and downloading) and information system operation;

(8) Personal account information of various businesses to be established and reflected;

(nine) important documents and materials formed by inspection, investigation and research at lower levels;

(10) Statistics of original accounts, statistical reports, summary statistical reports and statistical analysis data (backup computer CDs, etc. );

(1 1) vouchers, account books, financial statements, other financial materials and summary financial statements (backed-up computer CDs, etc.). ) established by the company;

(12) audit notice, audit investigation notice, audit working papers, audit reports, audit opinions and audit decisions formed in the audit work;

(13) Documents and materials such as office building purchase and construction, major renovation projects, land requisition, commencement and completion of capital construction projects, purchase of large and medium-sized equipment, development and construction of information management systems, etc. ;

(14) documents and materials such as rules, guidelines, articles of association and various management systems formulated by this unit;

(15) The establishment, merger, cancellation, name change, seal, general rules of organization, staffing and other documents and materials of this unit;

(16) Historical evolution and memorabilia of this unit and this system, newspaper clippings reflecting important events, audio-visual materials, honorary award certificates and other documents and materials;

(17) appointment and removal of cadres (including filing), deployment, training, declaration of professional and technical positions, examination and assessment, assessment and appointment, roster and statements of party member, League members and cadres, as well as examination, assessment, attendance, evaluation, employment, regularization, grading, salary adjustment and appointment of staff.

(18) Letter of introduction and stubs of the salary, administration, party, league and trade union organization transfer of cadres and workers handled by this unit and its subordinate units according to the cadre management authority;

(19) handover certificate and list of property and material files.

(20) Finalize and print the business promotion and "CI" planning of the Unit, and finalize and print publications, such as compilation reports, bulletins and brochures, and edit the final version and samples of publications;

(2 1) various contracts, agreements and other documents signed by this unit and other units;

(22) Other documents and materials that should be filed according to relevant regulations.

3, the administrative departments or business departments at the same level and non subordinate organs of the documents and materials.

(1) Normative documents issued by the administrative department or competent business department at the same level, and non-subordinate organs that are not the competent business department of the unit but need to be implemented;

(two) the important documents formed by the relevant business institutions on the work inspection of this unit;

(three) the important correspondence between the administrative organ at the corresponding level and the non-directly under the authority and its units.

4. Documents of subordinate units:

(1) Important work plans, reports, summaries, statistical statements of typical materials, financial budgets, final accounts and other documents submitted by subordinate units;

(2) policy filing documents submitted by subordinate units (branch social security bureau).

(2) Storage period

The preservation period of archives is determined by the preservation value of archives. According to the relevant regulations of the National Archives Bureau, the storage period of archives can be divided into three types: permanent, long-term and short-term. The long-term period is around 16-50 years, and the short-term period is below 15 years. Special archives have other storage periods and destruction provisions, which shall be implemented in accordance with the relevant provisions. The storage period of social security system files in reclamation areas is divided into permanent, long-term and short-term storage, except accounting files.

1. Permanently saved documents: documents formulated by the unit that belong to policies; Documents and materials formed by dealing with important issues; Important documents and materials of important meetings held; Important instructions, reports and summaries; Final statements and comprehensive statistical statements; Documents and materials on the evolution of institutions and the appointment and removal of unit leaders; Important documents and materials issued by units directly under the jurisdiction of higher authorities that need to be implemented, as well as important documents and materials instructed by higher authorities that are not directly under the jurisdiction and need to be implemented; Basic data constituting the database, important business data of system operation (including backup computer disks), personal account data of various basic insurance types, etc.

2, belongs to the long-term and short-term preservation of documents by the office in conjunction with the filing business department to develop storage period, reported to the competent leadership or in charge of the leadership for approval before implementation; The storage period of documents and archives shall be determined by the office according to the relevant regulations, and shall be implemented after being approved by the competent leader or the leader in charge.

(3) Archives destruction management

Files that have expired according to the storage period and files that have no search value can be identified and destroyed regularly. Archives belonging to business or specialty shall be identified and confirmed by the office director and the relevant business section chief; Belong to the file file confirmed by the archivist and office director * * *. Before the destruction, the archivist shall register and make a record, which shall be signed by the director of the office and the relevant business section chief. After the report is approved by the leader in charge or the leader in charge of the unit, supervise the sales at the designated place and sign the destruction list.

Eight, the management of accounting files

(1) Accounting files are kept by the General Administration and the Social Security Bureau of the sub-bureaus to realize centralized and unified management. The Finance Department of the Social Security Bureau of the General Administration will transfer the accounting files that have been kept for more than one year to the office archivists for unified management; The Finance Department of the Social Security Bureau of each sub-bureau will transfer the accounting files kept by the sub-bureau and its affiliated social security bureau for more than one year to the office of the sub-bureau for unified management (the accounting files of medical insurance, work injury insurance and maternity insurance that are not co-ordinated by the bureau are still properly kept by the social security bureau of the agricultural and pastoral farm).

(2) According to the classification of annual forms, archivists should divide meeting files into four categories, namely vouchers, account books, statements and other storage units.

(3) The storage period of accounting files shall be counted from the first day after the end of the accounting year. The storage period of accounting files is permanent and fixed, and the storage period of accounting files in the social security system of reclamation areas is clearly as follows:

1, accounting voucher: 15.

2. Accounting books: cash book, bank deposit account for 25 years, others 15 years.

3. Accounting statement: the budget statement is 5 years, the annual final statement is permanent, and other statements are 15 years.

4. Other 15 years.

5. Fixed assets shall be scrapped after cleaning, and 5 years after cleaning.

6, accounting file transfer list 15.

7. Accounting records shall be kept for 25 years.

8. The destruction list of accounting files shall be kept for 25 years.

(4) Archivists should sort out accounting files according to the length of storage period, so as to achieve scientific management, proper storage, orderly storage and convenient search. At the same time, strictly implement the safe storage system, and do not pile up at will to prevent damage, loss and leakage.

(5) The archivist should consult with the relevant personnel of the financial department to prepare a complete accounting file directory, so as to facilitate the search, provision and utilization. And * * * to conduct business guidance, supervision and inspection on the accounting file management of each branch.

Nine, file storage system

(a) to store files, there must be a special warehouse, and there must be counters and shelves. Bookshelves and cabinets should be scientific and easy to find, so that they can be managed scientifically, placed neatly and search tools should be perfect.

(2) Microfilms, photographs, tapes, CDs and floppy disks shall be kept in accordance with the specified requirements. Backup disks, CDs and other important business data should be stored in different places.

(three) regularly clean up and check the files, so that the accounts are consistent.

(four) the warehouse should be regularly ventilated and kept clean. Smoking is not allowed in the warehouse to avoid fire. Seven precautions should be taken to prevent fire, theft, moisture, rats, insects, dust and light to ensure safety and prolong the service life of files.

(five) receiving and borrowing files must be carefully checked and accepted, and the handover and borrowing procedures must be handled.

(six) regularly check the safety and custody of permanent files and accounting files, and deal with problems in a timely manner.

X. file lending system

(1) Borrowing files should go through the borrowing procedures, and borrowers should sign and date when borrowing and returning files.

(2) Borrowed files shall not be lent to others halfway.

(three) accounting files can only be borrowed by the financial department and audit department with formalities, and other departments and personnel are not allowed to borrow.

(4) All files shall be kept confidential and shall not be defiled, scraped, smeared, cut or removed.

(five) the borrowed files shall not be copied or photographed without approval. The file borrowing period is 7 days, and it should be returned in time after use. If it is not used up at maturity, you should continue to go through the borrowing procedures.