Keywords leadership; Full participation; archives administration
The eight quality management principles are "paying attention to customers, leading role, full participation, process method, system management method, fact-based decision-making method, continuous improvement and mutually beneficial relationship with suppliers". It is highly generalized, expresses the most basic and universal general law of quality management in easy-to-understand language, provides the correct theory for quality management, and thus produces the correct method. These principles are a management philosophy, a management realm, a contemporary advanced management concept and an important quality consciousness. Based on the two principles of "leadership and full participation", this paper discusses the significance of archives management in combination with practical work.
I. Leadership
The first level is business leaders. They should fully understand the importance of archives and archival work. Archives are an important part of national information resources and state-owned assets, a true record of the process of enterprise construction, production, operation and development, an important certificate and basis for the management of state-owned assets of enterprises, and an indispensable information resource and important asset of enterprises. Ensuring the integrity, accuracy, system, safety and effective utilization of enterprise files plays an irreplaceable role in safeguarding the legitimate rights and interests of enterprises, improving their core competitiveness and promoting the preservation and appreciation of state-owned assets. In the process of formulating corresponding policies and strategies, especially in the construction of archives informatization, enterprise leaders have invested heavily, and the uncertainty and concealment of future output-social benefits and economic benefits are incomparable to their main business. Compared with other things such as quality and safety management, national laws and regulations have mandatory requirements and lack urgency, so in the trade-off, the leading and key enterprise leaders attach importance to or ignore archival work.
The second layer is the leader of the business department. Taking scientific and technological archives as an example, as the project leader or department chief, we should fully realize that scientific and technological archives have special functions for the exchange, reference, inheritance and development of science and technology. We must be clear about what is scientific and technological literature and what is scientific and technological archives. Scientific and technological literature directly describes and reflects the process and achievements of scientific and technological and production activities. Scientific and technological archives are scientific and technological documents with preservation value and have fulfilled filing procedures. Scientific and technological documents are the predecessors of scientific and technological archives. In order to ensure the quality of scientific and technological archives, we must start with the formation of scientific and technological documents and attach importance to the collection and accumulation of scientific and technological documents from the beginning of the project. For example, in the preparatory stage of the project, there are many sources and complex contents of documents, which are both instructions and replies, which is an important basis for the whole project construction, and there is only one original, which is easy to be lost if it is not managed properly. Another example is the collection of scientific research files. Generally, the research cycle of major scientific research projects is long, and the formation of documents is random. Therefore, we should pay attention to both centralized collection and peacetime collection. Department leaders should designate a special person to be responsible for this work in advance, and incorporate the management and archiving of scientific and technological documents into the compilation of management systems and program documents such as scientific research, production, capital construction and operation, so as to realize the "four synchronizations" management, that is, arrange, inspect, summarize and accept the archival work while arranging, inspecting, summarizing and accepting all the work, and incorporate the archival work into the leadership agenda, target responsibility system and annual assessment.
Second, full participation.
Enterprises should set up archives departments with full-time archivists to ensure the normal performance of archives management functions, and subordinate units and departments should also set up part-time archivists to form a managed archives work network at all levels. The purpose is to improve the file awareness of all employees.
The first is the document material shaper. Scientific researchers write rigorous and realistic reports, and the experimental records are accurate and effective; Carefully designed by product/engineering personnel; The documents drafted by managers are accurate and standardized, and these many documents condensed with wisdom and sweat can not be obtained by reading, processing and using themselves; In the end, it should not belong to itself, and it should not be scattered in a small drawer in the office or a corner of the filing cabinet. They are the true records of scientific research, production, construction projects and management of this unit. For those with long-term preservation value, we should think about finding the final and best destination for them-archiving and centralized storage in the archives department. On the other hand, employees of the enterprise should complete the formation, accumulation and arrangement of various documents and materials in stages and steps according to various working procedures and relevant standards and specifications such as scientific research, production, engineering construction and management, so as to ensure that the formed documents and materials can be formed without loss or damage. Pay special attention to the weak links, such as: the project establishment stage; Special attention should be paid to the original and process records that are easily overlooked, such as relevant review, experiment and test records. For those official documents and fruitful materials that are easy to form and accumulate in various activities, such as technical reports, engineering or product design drawings, we should pay attention to strengthening version management to ensure that different versions of the same document are different and interrelated, and that the revision process of the document can be completely and comprehensively recorded and traceable.
Second, the heads of various business departments and part-time archivists. Part-time archivists should be responsible for supervising and guiding the personnel of this department to form and accumulate archive files; The person in charge of each business department is responsible for the final audit to ensure that key data and core technical data are not omitted.
The third is the archivist. Their business guidance ability is reflected in their own business knowledge, computer application level and familiarity with various workflows. In particular, it is necessary to master the file control procedures, standardize the compilation, circulation, change, distribution and transmission of files, understand the principles of filing work, clarify specific requirements, actively participate in learning exchanges and organize training, and help improve the file awareness of all staff.
In this way, all kinds of personnel in various departments perform their duties, which is the participation of all staff and the most solid foundation for doing a good job in archives work.