Basic Handling Procedures For Official Documents

1. document handling procedures: official documents are divided into receipt and dispatch. Generally speaking, the procedures include delivery, receipt, registration, sub office, planning, undertaking, pressing, closing, filing, destroying and so on. Document processing staff should work hard to improve the efficiency and quality of document processing in a highly responsible spirit. Document processing must be accurate, timely and safe. All aspects of document handling should be completed on the same day. It should normally be completed within fifteen days and reply to the message unit. Due to the complexity of the problem, it is difficult to make a conclusion within fifteen days. Urgent documents follow. Sometimes the required documents must be completed within the time limit. There are specific links in the following aspects:

First, sign and register: first, we should establish strict receipt and registration system, strengthen the management of official documents, and ensure the receipt of public documents. The receipt and registration of the receipt are usually signed and sealed by the Secretariat (room), and numbered and registered according to the regulations. Letters sent to leading comrades shall be sealed up by special departments, except for parents, secrets and special confession. Those who need to be included in the receipt should be numbered, registered and handled according to the prescribed procedures. Generally speaking, the registration should include the following items: the date of receipt, the number of the receipt, the unit of the incoming document, the title of the communication, the classification, the number of copies, the undertaking unit or the scope of delivery.
(2) to organize or plan to do so: any document that needs to be processed shall be submitted to the leader of the Department for instructions or submitted to the relevant functional departments for processing in time. Urgent documents should be completed according to the required time limit; general documents should be handed over to the underwriting department or sent to the relevant leaders within three days from the date of the text. In addition to special circumstances, leading comrades do not accept and approve documents without registration or registration.
To urge: the document processing departments of state administrative organs at all levels must establish and perfect the system of pressing and investigating and handling. Any official document which is required for examination.
Whether it is a functional department or the approval of a leader, it should be promptly urged. To do urgent document tracking and pressing, important documents should be emphasized, and general documents should be regularly promoted. Generally speaking, two forms of telephone promotion and written promotion are adopted. No delay can be imposed on departments, which can not be answered at any time, and can not be solved at the door.
4. Official documents should be regularly cleaned up by the official contractors. According to the relevant provisions and circumstances, it is necessary to decide whether to finish the case. We must make sure that documents should be organized accurately and should not be classified into documents for processing documents. The documents that have been completed shall be temporarily retained by the contractor according to certain methods before the official filing. The contractor should make proper arrangement for the temporary documents, pay attention to the order and organic combination of the document formation, keep the materials intact and complete, and eliminate the duplicate parts. The management of temporary files is easy to find, make use of and facilitate the filing and filing. Generally, it can be classified according to the arrangement of numbers, or by other methods of the principle of symbols determined by the office.
Filing and filing: after the official documents are completed, the official documents, the original and the relevant materials should be collected and filed in a timely manner in accordance with the People's Republic of China archives law and relevant provisions. The telegram is filed along with the documents. The filing of official documents should be based on the official documents formed by this organ, and should be classified, arranged and filed according to the characteristics, interconnections and preservation values of official documents, so as to fully reflect the main work of the organ so as to facilitate the search and utilization. The original document of the joint processing is filed by the sponsor and archived by other units. As a document copy used as official document, the certificate of reproduction organ should be affixed and treated as official document. The complete files should be handed over to the archives department regularly according to the relevant regulations, and individuals should not keep materials such as official documents, manuscripts, etc.
2. document issuing procedures: document processing generally includes draft, nuclear release, issuance, printing, proofreading, printing, registration, distribution, filing, filing and other procedures.
(1) draft. The draft should generally be based on the principle of "who organizer and who draft". Important documents should be drafted or personally conducted by leading comrades, and the main points, opinions and methods of the proposed text should be clearly put forward. The drafts should be handled in accordance with the relevant provisions of the state organ's official document processing method and the detailed rules for the handling of official documents of the state administrative organs of Sichuan province. The relationship between documents, types of documents and format of official documents must be accurate and standardized. We should properly determine the level and urgency of documents according to the content and nature of documents. The official document should strive to be accurate, standardized and refined, and avoid big words, empty words and polite words.
Attention should be paid to the following items in the draft:
- draft manuscript should be made in a uniform format and should be written in pen or brush. Revision of more or less easily recognized manuscripts should be completed.
- conforming to laws, regulations, rules and policies. In case of changing the existing policy requirements or putting forward new policies and regulations, it shall consult with the departments concerned and make written explanations on their necessity and feasibility.
The situation is true, the point of view is clear, the arrangement is clear, the text is refined, the writing is neat, the punctuation is accurate, the space is short, and the documents involving emergency or secret matters should be accurately calibrated to emergency degree or secret level.
- names, place names, numbers and quotations should be accurate. Time should be written in specific days.
- except for written time, part structure level ordinal numbers, and idioms, abbreviations, and modifiers, the numbers used as morphemes must be used with Chinese characters, while other numbers are written in Arabia numerals. Official documents shall be used in legal units of measurement.
To quote a document, the title should first be quoted, and the text number will be raised afterwards.
The use of official documents simplifies characters, does not use variant characters, does not regulate simplified characters and simplified simplified Chinese characters. The full name should be used for the abbreviation, and the abbreviation should be used.
- drafting the full text, using pen, brush or special signature pen according to the requirements of file management. Official documents should also conform to the requirements, and no documents or pens that do not conform to the requirements of archival filing should be drafted.
(2) nuclear manuscript. The manuscript of official document, as an important link in the production of official documents, will be introduced in the article "how to manage the examination and approval of official documents".
3. Issue. We should strictly enforce the countersignature system before sending documents to other departments or regions. The signed documents must be signed and sealed by the person in charge of the unit. Generally speaking, the manuscripts that need to be signed should be contacted by the sponsoring department and the relevant units. If no agreement can be reached in the process of countersigning and coordination, the disagreement should be reported truthfully, and the specific contractors (rooms) shall make suggestions and suggestions in the process of making proposals, and submit them to the leaders at the higher levels for approval.
Proofreading. After printing, documents need to be proofread by full-time proofreaders. Generally, three people should collate the manuscript together, and through the three procedures of reading manuscripts, reading manuscripts and drawing up manuscripts, each procedure should be signed, the responsibility should be implemented, and the quality of proofreading should be guaranteed. After proofreading, check the manuscript and sign it on the final draft. Proofreading marks are strictly labeled according to national standards.
Printing. The general documents should be printed in time according to the prescribed time, and the dispatches should be printed at the time required, without delay.
Distribution of documents. Formal documents should be sent by a special liberal arts department (room).