Voucher file box: date, month, * * number of copies in the current month, number of copies in this box, number of vouchers and clan number: fill in the code number assigned by the archives to the filing unit.

Enterprises can fill in the catalogue number of the Chinese phonetic alphabet of the expression unit: fill in the catalogue number of files within the whole family, and the catalogue number of files within the same family is not allowed to be duplicate. An enterprise or unit that makes a classification scheme according to the Trial Rules for Archives Classification of Industrial Enterprises may fill in the category characteristic code. Case number: the serial number of the case file in the directory. Duplicate case numbers are not allowed in the same file directory (or the lowest category in the classification system).

File number: when sorting out accounting files, fill in according to the corresponding items on the accounting voucher box or accounting file box.

2. How to fill in the filing number of the document portfolio as the document processing number?

Files are divided into document file boxes, scientific and technological files (infrastructure, scientific research, equipment and instruments, products), accounting files, cadres and workers files (personnel files), litigation files, photo files, audio-visual archives, electronic files, etc. Different types and carriers have different sorting methods and requirements.

But the sorting principle is the same. That is, "follow the formation law of documents, keep the organic connection between documents, distinguish different values, and facilitate storage and utilization".

1. Basic requirements: In order to organize documents and archives, we must learn and understand the filing rules (da/t22-2000) and the detailed rules for the implementation of filing rules, which are People's Republic of China (PRC)'s archival industry standards. 2. Basic concept: (1) Archived documents: paper documents formed by the archiving unit in its functional activities and should be kept as documents and archives after handling.

(2) Filing: the process of binding, classifying, sorting, stamping the filing seal (number), cataloging (compiling the catalogue of filing documents) and packaging in pieces to make the filing documents neat and orderly. Significance of archiving: Archiving is the symbol of the transformation from file to file, the end point of document processing and the starting point of file management.

(3) Quanzong: refers to the organic whole of archives formed by independent organs, groups or other organizations or individuals in social activities. The main qualification for the establishment of Quanzong is that the filing unit has the qualification of an independent legal person, can independently exercise its functions and powers, and can independently write in its own name. Generally speaking, all files of an archiving unit are a complete clan.

(4) fonds number: it is the code given to the filing unit by the archives. Third, the sorting method: (1) Collection: Collection is the premise and foundation of filing and sorting. Without a complete collection of documents and materials, filing and sorting can not well reflect the historical outlook and work situation of the filing unit.

Therefore, the collection of documents and materials that should be filed must be complete and complete; The scope of collection is the correspondence and internal documents of the unit. The following corresponding measures must be taken: 1.

Archiving units should establish and improve the registration system for sending and receiving documents, with a complete receipt register, dispatch register and seal register, and collect the registered "red-headed documents" according to the filing scope. 2。

Check whether the "Whitehead Document" materials generated in the annual work of the unit are collected and filed. For example: ① meeting materials: the annual work meeting materials (summary, plan), commendation materials, professional meeting materials, and representative speech materials of the unit; This unit makes speeches, reports, experience materials, typical materials, exchanges or publishes papers, and inspection reports at higher-level work meetings.

② Comprehensive materials: meeting minutes (meetings of Party committees and leading bodies, administrative office meetings), etc. Various rosters and registers (roster of cadres and workers, roster of party member, roster of professional and technical personnel and main business work register); Annual report (business, party member, personnel, labor and other statistical reports); Stubs of various letters of introduction (organizational relations between the party and the masses, cadre transfer, administrative affairs, etc.). ), agreements and contracts. The above-mentioned "red-headed documents" and "white-headed documents" are documents formed during the work of the unit and should be collected by the archiving unit.

(II) Judgment of filing: The filing unit shall, according to the filing scope and non-filing scope of the Provisions on the Filing Scope and Storage Duration of Office Documents (Order No.8 of the State Archives Bureau), eliminate the documents that are not filed, and the rest are documents that should be filed by the filing unit and must be filed. There are three main types of files that are not filed: ① duplicate files.

Refers to the copy of the document and part of the receipt issued by the unit. ② General documents.

It mainly refers to the documents and materials that superiors and non-subordinate units at the same level do not need to deal with the popularity of their own units, and the documents and materials for the appointment, removal and reward of supernumerary personnel for work reference. (3) Invalid file.

Such as the manuscript drafted by the unit on behalf of the higher authorities that has not yet become an official document. (3) Binding: The filing documents within the filing range are fixed together with stainless steel nails or lines in units of "pieces", that is, a single "piece" is bound, which is convenient for storage and utilization.

1。 Finishing unit: determine the file as the finishing unit.

Generally, each document is one, the original and finalized document is one, the text and attachment are one, the original and copy are one, the forwarding document and forwarding document are one, and the original and previous revisions of important documents can be one respectively; The documents formed in the computer and its network environment have not been finalized or printed, and the final documents have not been filed. The original and manuscript paper are one piece, and the report, roster, atlas, meeting minutes, letter of introduction stubs, etc. It will be a book according to its original binding method, and a natural book (book) will be a book. Unbound forms of the same style can be combined according to a certain unit and can be bound together into a book; The correspondence and reply can be one, the unbound meeting material set can be one, and the text and document processing table can be one. 2。

Document binding: the specific requirements for the binding of archived documents by piece: the original is in the front and the final is in the back; The text is in front, and the attachment is behind; The original is in the front and the copy is in the back; Forward the text in front, forward the text in the back; Reply in front, reply in the back; Chinese comes first and minority languages come last; For texts in different languages, unless otherwise specified, Chinese comes first and foreign languages come last; If there is document processing, the document processing list is in the front and the text is in the back. 3。

Binding position and alignment and precautions:? When binding documents, they should be aligned left and right for binding and use. ? When binding, the general staples that do not meet the storage requirements should be removed from the archives with permanent storage period, and the documents bound with stainless steel staples should be bound (note: the documents bound with stainless steel staples should not be disinfected with microwave equipment, otherwise it may cause fire).

Or the thick file is bound by "three holes and one line" thread. (4) Classification: Archive documents are classified by year-shelf life.

The same clan should maintain the stability of the classification scheme. 1。

Distinguish the year ① The year shall be based on the date of signature. For example, the 2008 work summary formed in 2009 will be classified as 2009.

② Cross-year documents are put into the completion year. For example, the 2009-20 10 work plan formed in 2008 should be included in 2008; A petition case filed by a unit in 2007 and closed in 2008, whose documents and materials were filed in the closing year, is designated as 2008.

3. How to fill in the front cover and back cover of documents and archives

The front cover and back cover of the case file constitute a book.

The "eyes" of such files with unclear categories are categories that cannot be filled in the category column. 3. The title of the document, so as to have a general understanding of the contents of this volume. The title of the case file is generally composed of three elements: author, question, case file "key" and case file name. The maximum number of words in the title is 50.

The title and back cover are directly related to the standard writing format of the files, and the quality of the volumes with uneven length cannot be scribbled. So fill in a few lines, and the number of words should be appropriate according to the article. Start to shrink two words, the front cover and back cover of the case file are the top line after the second line until the title is written. You should use the title of the case file. Now use a pen or signature pen to fill in the case file, not a ballpoint pen or pencil, in case the main traces on the front and back cover of the word fade.

The column filling method is summarized as 4. Time. When the second horizontal line is above the bottom of the case file cover, fill in the earliest and latest formation time of the file in the volume below, and fill in 1 in this column. Name of the whole case: the case file is detailed and meticulous, so as to be consistent with the documents in the volume, especially the formation time of the first horizontal bar on the cover of the cross-year document should be filled in accurately.

The name of the whole clan should be filled in, that is, 5, the number of documents. When filling in this column, it is not allowed to write the standard name or documents of a filing unit in multiple copies at will, and there should be unified standards, such as the commonly used abbreviations of the original documents, which cannot be simplified at will (including attachments), and the final versions of the original and important documents.

Making documents; The request and reply count as one document; Forward file of 2.

4. Is there any format requirement on the back of the engineering document box?

From top to bottom, the spine is the storage period, file number and file title, and information such as year can be added as needed. In principle, if there is more than one box, the spine needs to fill in the starting and ending file numbers in the box, but it is not necessary to fill in the file title.

Generally, the word 16 is used, which has various widths according to different file box specifications, and actually depends on the requirements of the management unit. The subject can understand the file management module of the communication system. All file forms can be generated with one click, and the functions cover the whole life cycle management of files from collection, sorting, entry, filing and keeping, borrowing and returning, editing and verification, thus realizing the unified management of entity and digital files.

After the orderly management of archives is completed, Huibotong also provides functions such as borrowing application, borrowing registration, and reminder. , so that the archives can give full play to its important functions of historical reference and promoting improvement.