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How To Classify Documents In An Orderly Way

2008/10/11 17:13:00 41846

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Secretaries or archivists combine documents according to certain common characteristics into files. They are called "Filing features". They can usually be marked according to the following characteristics:

1, filing according to the characteristics of the problem.

Will reflect the same problem.

Document

Make up a file.

This method can reflect the connection and handling of a specific aspect or a specific problem, and it is the most widely used.

For example, "a certain type of product" can be combined with research and development, process planning, processing and manufacturing, trademark packaging, product sales, additional information and other aspects.

2、按作者特征立卷。以同一作者為標(biāo)準(zhǔn)將有關(guān)材料組合成卷的方法。這些作者可以是法定組織或機(jī)構(gòu)，可用于上級來文和本單位文書的立卷工作。反映同一作者的活動和文書來源、行文關(guān)系以及文書的重要程度。

3、按文種特征立卷。按照同一文種名稱為標(biāo)準(zhǔn)，將文書組合成卷。不同的文種有不同的適用范圍和作用，立卷可反映單位的不同活動方式，立卷時(shí)單獨(dú)以這種標(biāo)準(zhǔn)分成“會議紀(jì)要卷”、“通知卷”等無實(shí)際意義，應(yīng)與其他形式的立卷標(biāo)準(zhǔn)組合使用，如“某某公司的經(jīng)濟(jì)合同卷”、“某某公司的銷售網(wǎng)報(bào)告卷”等等，才會具有實(shí)際使用價(jià)值和便于查找。

4、按時(shí)間特征立卷。以文書形成或文書內(nèi)容時(shí)間為標(biāo)準(zhǔn)組合立卷。工作計(jì)劃的形成時(shí)間要早于內(nèi)容時(shí)間，而工作總結(jié)的內(nèi)容時(shí)間又早于形成時(shí)間。類別較廣的材料不適合用形成時(shí)間立卷，適合用于內(nèi)容針對時(shí)間性強(qiáng)，針對的時(shí)間比較明確的文書。一般公文以成文日期為標(biāo)準(zhǔn)；跨年度的往來文書，以單位發(fā)文或復(fù)文時(shí)間為標(biāo)準(zhǔn)；涉及專業(yè)性的文書以專門年度為標(biāo)準(zhǔn)，如教學(xué)年度等。

5、按地區(qū)特征立卷。以文書的地區(qū)、地點(diǎn)和部位因素為標(biāo)準(zhǔn)組合立卷，將涉及同一地區(qū)的文書組成案卷，可以反映該地區(qū)的工作情況和有關(guān)地區(qū)問題的處理。其作者往往是領(lǐng)導(dǎo)一個(gè)區(qū)域的單位，對下屬機(jī)構(gòu)來文的組卷。如“某公司廣東地區(qū)銷售情況表”。

6, according to the characteristics of correspondents.

It is a standard for the unit and the foreign unit to record the relevant documents on certain issues.

If you ask for answers and reply, ask for instructions and reply, etc.

Such as "a joint venture and a certain enterprise in a country to carry out the correspondence of business activities."

According to the author's characteristics, the author of the paper is different from the author. Only two authors can be included in the work of liaison and consultation on a common problem, not including the two authors' other posts.

The application of the six characteristics of the filing is the concrete embodiment of the relationship between the instruments. There are many connections between the instruments, and it is impossible to use only a fixed pattern to organize the papers.

Therefore, when applying six characteristics, two or more than two characteristics should be used to combine each file.