The Choice Of Document Collation (Filing)

The choice of the document collation (filing), that is, the selection of the place of filing, refers to the question of whether the organ's official document collation is placed on the floor of the organ, or which organ or unit of the institution is responsible for collating (filing).

The size of organs is different, and the establishment of internal departments is different.

How to correctly select the filing link must be seriously investigated and studied. According to the different conditions of different organs, the general principle is to set up the links of sorting out (filing) in the areas that can best control the formation and processing of documents, so as to facilitate the collation of documents in peacetime, improve the quality of finishing work and the efficiency of organs.

1. the relevant factors that should be considered in the selection of official documents and filing documents are:

(1) the clerical department, which was identified as the finishing part, should handle the documents directly.

For example, sending and receiving documents, distributing offices, promoting and undertaking contractors.

Only in this way can we understand the formation process of official documents, grasp the historical links between documents, and ensure the quality of collation.

(2) there are certain requirements for the number of documents processed by hand.

If the number of official documents is too large, it is bound to affect the understanding of the formation of official documents, so we can consider separating the marking links from the lower level departments.

If the number of documents is too small, we should consider centralization.

(3) when deciding whether to arrange (roll up) links, we should also consider the distribution of offices.

If departments and departments concentrate on office work, the links of filing can be properly centralized.

The scattered locations of offices should be properly dispersed.

(4) consideration should also be given to the number and disposition of clerical staff and their familiarity with their business.

2. various organs and units

The selection of links should normally be in line with the organizational form of organ document processing.

It can be centralized, decentralized or centralized and decentralized.

(1) for some relatively small organs or grass-roots units, because their internal organizations are relatively simple, there are not many staff, and their offices are also concentrated.

Not much.

Under such circumstances, centralized management can be considered, that is, the office or secretarial Office of the office shall be responsible for centralized collation (filing).

(2) for some middle organs or large organizations, they usually have more than two organizations. According to the distance, division of business, quantity of documents, and organization of work documents, they can adopt decentralized or partial centralization and partial decentralization.

Specifically, if the premises are relatively scattered, the number of documents is relatively large, and the division of business is clearer, we can consider defining the link of the winding up. If there are some organizations in the agency which are relatively centralized and the number of documents is not large, we can consider centralization.

The Department collated (filing).

(3) for organizations with special characteristics in accounting, personnel, letters and visits, and security, they may consider arranging them separately, so as to facilitate the work of these units.

(4) we should properly select and determine the filing staff.

In an organization, personnel who are responsible for sorting (filing) should preferably consider selecting the clerical staff who receive, operate, and urge them to do so.

Because these people are familiar with the context of official documents, understand the historical links between documents, and grasp the operation process of official documents in the internal organs.

They are responsible for management (filing), which can give full play to these strengths and improve the efficiency and quality of filing documents.