Subway, the abbreviation of "underground railway", refers to the urban rail transit system implemented underground. The following is what I arranged. Interested parents can have a look!

On the management of contract files of subway engineering

In order to strengthen contract file management, improve contract file quality, ensure contract voucher function, and give full play to the value of contract information resources, combined with the characteristics of subway engineering contracts, this paper analyzes the problems existing in contract management, and puts forward contract management ideas such as establishing contract management system, implementing departmental filing system, accelerating information construction, and strengthening contract compilation and research.

Keywords:: contract file management department filing data collation and research

Classification number u 231.3; G27 1

Introduction to 0

The subway project has a long construction period, many contractors and complicated specialties. The role of the contract is indispensable for the successful completion of the subway project. The construction unit shall restrain, manage and supervise all contractors through contracts, and the contractors shall complete their respective projects according to the contracts. Contract is the bridge in the middle. In the event of a dispute, both parties can use the contents recorded in the contract files in time to safeguard their legitimate rights and interests according to law, and the contract plays the role of evidence. In addition, by refining the contract file information, the dead file is turned into live information. The importance of managing contract files can be seen. According to the characteristics and categories of subway engineering contracts, aiming at the problems existing in contract management, the management of subway engineering contract files is discussed, so as to standardize the management of contract files and improve the management level of contract files.

1 Characteristics and categories of subway engineering contracts

The contract archives of subway engineering have the characteristics of archives and contracts. The particularity and complexity of subway engineering determine that the contract archives also have the following characteristics: strong professionalism, large number of contracts and many types. Contracts can be divided into engineering construction contracts, management contracts, resource development contracts, company personnel and administrative affairs management contracts and comprehensive contracts. Engineering construction contracts are divided into construction-related contracts such as survey, design, supervision, consultation, construction contracting, installation contracting, decoration contracting, materials and equipment procurement, engineering agency, technical consultation and special research contracts, land acquisition and demolition, land borrowing, and other contracts for subway construction projects. Contracts can be divided into management contracts, infrastructure contracts, scientific research contracts, installation contracts, labor and personnel contracts, etc.

2 contract file management status quo

2. 1. The contract filing materials do not meet the filing requirements: some of the original contract certification materials are missing, some are photocopies, and the annexes are incomplete. The contract management of the company adopts the system of combining the review and countersignature of the undertaking department and relevant departments. Each contract must produce contract supporting archival materials such as contract approval and issuance form, lawyer's opinion, financial opinion, opinions of relevant business departments and their revised drafts, meeting minutes, etc., but these attachments are always irregular and sometimes even missing.

2.2 Some contracts were not handed over to the archives for filing in time. At present, many contracts of other departments and subordinate companies are still kept in their own hands, except the construction project contracts headed by the contract department are regularly filed in the archives room. For example, contracts for localization, scientific research and technological transformation generated by operating companies in the course of operation; Property leasing, advertising contract, agency contract, real estate development, material procurement and other contracts of industrial companies; Administrative contracts such as purchase of office vehicles, maintenance contracts and purchase of office supplies;

2.3 The contract files handed over and filed are scattered and disorganized, and it is difficult to sort out the contract documents. Because archivists don't understand the contract review process, when sorting out contract documents, they are often confused about some seemingly unrelated materials, and even more confused about the order of the draft contract revised repeatedly in the process. Moreover, due to the clutter of contract attachments, it is difficult to know whether the contract attachments are complete and the signing procedures are perfect.

2.4 The backlog of contract arrangement and test paper generation is serious. There are a large number of subway engineering contracts, which are generally signed in batches. Whenever the contract is used, it is either a surprise test paper or only a small number of contract documents can be provided. Unbound contract lending may have the risk of losing contract attachments.

2.5 The electronic documents of this contract have not been filed at present.

2.6 The management of contract archives is still in the primary stage of contract filing, the compilation and research of contracts has not yet started, and the value of contract archives resources has yet to be developed and utilized.

3 contract file management ideas

3. 1 Establish a network management system for contract files and implement a departmental filing system.

The company's archives room is responsible for coordinating, organizing, sorting out and keeping all the company's contract files, and guiding, supervising, inspecting and training the contract file management of the contract department and its subordinate companies. The Contract Department and subordinate companies shall designate a contract archivist to be responsible for filing the contract and its related documents. "Enterprise Archives Management Standard" clearly points out who makes, collects and is responsible for composing papers. Because each contract has specific attachment materials, the relationship between materials is only clear to the contractor. Let the specific undertaker pre-file, and the contract file administrator of the company affiliated to each department will sort out the papers. Only by implementing the departmental filing system can the contract files be complete, complete and systematic, and a large backlog of contract file organizations can be avoided.

3.2 Develop contract document management system. Solidify the responsibility of contract management department with system.

The contract file management system is a part of the contract management system. Through the construction of the contract file management system, the contract file management is standardized, the contract management level is improved, and the contract and its related vouchers and materials are completely preserved. Through the contract file management system, the responsibilities of the contract file management department, the specific requirements of contract filing and the use of contracts are clarified. Clarify the obligations and responsibilities of each responsible person in each department through the system. Define the filing scope, storage period, filing time, filing procedures, filing quality requirements and filing control measures of the contract and its related archival materials through the filing system. Use archiving scope to guide which archival materials should be archived. For example, documents, charts, faxes and contract results related to contract modification should be part of the contract, while some audit materials, other administrative letters and contact lists that are not directly related to contract issuance should not be included in the contract. Solidify the contract handover list through filing requirements, and make clear the accurate page number of the contract handover annex. Through the contract utilization system, it is clear that the original contract will not be lent under special circumstances to avoid the risk of contract lending losses. Employees of branches and departments who need to check out due to work needs must be signed and agreed by the branch and the leaders in charge. The contract should also be cleaned up once a year. If damage or loss is found, it is necessary to find out the reason and deal with it in time, and investigate the responsibility of relevant personnel. A single contract with more than two pages must be stamped with a riding seal and clearly stated in the contract filing requirements.

3.3 Conduct internal training for the company's contract management personnel to improve the contract management level.

Conduct legal publicity within the company, enhance the legal concept of contract managers in various departments of the company, and enhance the awareness of contract filing. Explain the contract management methods and filing requirements, clarify the rules of contract arrangement, how to identify and arrange the archived documents, and improve the quality of pre-archived documents. At the same time, through training, the daily management of contract managers receiving, borrowing and distributing contract copy files can be standardized. Further improve the quality and level of contract management. Through internal communication, we are ready for the next step to realize the transfer and filing of contract electronic documents.

4.4 Accelerate the information construction of contract files

At present, the company has developed a contract management system to track the implementation of the contract. However, the contract management system and the file management system cannot be docked. The contract information of the file management system is completely recorded and manually linked to the electronic file directory. If the two are connected together, the workload of hanging a large number of electronic catalogues of contract documents can be avoided and human errors can be reduced. Realize the synchronous transmission of electronic catalogue and electronic documents of future synchronous contracts, and even manage the contract documents, which is convenient for contract inquiry and utilization.

3.5 Develop the compilation and research of contract archives and strengthen the development of contract archives resources.

By recording contract information, compiling various contract information manuals and contract document retrieval tables according to the needs of various departments, and distributing them to the corresponding departments, or publishing contract catalog information through OA platform or information management system platform, important information can be extracted from contracts to facilitate the needs of various departments, and it can also provide decision-making reference for leaders through contract information summary. Contracts are not only vouchers, but also resources. Turn dead files into living resources and dead contracts into living information.

4 conclusion

With the development of subway construction, contract files are also produced in batches. Only by actively thinking about and applying more scientific and reasonable file management methods can we give full play to the role of contract files as information resources while keeping them well. Provide timely and effective services for enterprises.

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