What is the Best Way to Organize Files?

File management method, that is, how to manage your daily files, the method of managing your daily files. The essence of file management is that it is easy to save and quickly extract. All files will be well organized by folder classification and placed in the place you can find most conveniently. The best way to solve this problem is classification management.

File management

Right!

File management method, that is, how to manage your daily files, the method of managing your daily files. The essence of file management is that it is easy to save and quickly extract. All files will be well organized by folder classification and placed in the place you can find most conveniently. The best way to solve this problem is to

Piles of useful and useless paper, cluttered books and office supplies are scattered all over the place, which is the general situation on our desk. Inside the computer, on the computer's desktop, in the "

In order to facilitate the use of documents and access them at any time, the daily management of documents should be as scientific and standardized as possible.

Document management method

In the operation of official documents, in order to facilitate the search and confidentiality, we must accurately grasp its flow. The main measure is to do a good job of registration. Registers can set up special books or take the "diary" method of diligence and sales.

"Diary record" is a record of the day of each end of the office documents in the circulation and undertaking process. It is a powerful tool for word processors to find and access documents. It is generally recorded with a file tracking sheet.

The document tracking form is in the form of a card, and each type of document tracking form is put together. Taking the county party office as an example, the central documents, internal journals, provincial Party committee documents, internal journals, provincial government documents, internal journals, municipal Party committee documents, internal journals, and municipal government documents and internal journals are placed in their respective boxes. After the documents are recovered, the tracking order will be invalidated by itself.

Document management method

Retrieve and send the documents after they are retrieved and store them according to the pre-defined position for them, which is called positioning management. The specific method is:

Make a document box of appropriate thickness according to the length and width of the document (either a plastic box or a self-made plywood box), and mark all the names of the documents on the box according to a certain rule (refer to the category of the receipt register) The file cabinet is divided into two or more periods of use in the first half and the second half of the year. The cabinets are then used to divide the levels (central, provincial, municipal, etc.). Then according to the name of the file box SD, in the order of top to bottom, the box is placed at the corresponding level in the cabinet. The documents returned from operation are arranged in order and in layers.

File management method Card management

In the file management work, in order to facilitate the search, files can be managed in the form of "document cards". "File card" is a retrieval tool that reveals the content and composition of the unit's files in the form of a card. Store the vast file information and classify it scientifically, so that the same issue and thematic content information are brought together and arranged together to form an organic whole, which is easy to actively provide and use information for leaders. "File card" is one of the more widely used manual search tools.

Pay attention to the following situations when preparing document cards:

1. Whenever it is illogical to fill in the document title, you should change the title according to the actual situation. For example, some statistical tables are often directly and uniformly issued by higher-level organizations. The title is often National ××× Statistical Table. If such tables are used in county-level units, the title should be rewritten as ×× County ××× Statistic table. "

2. When encountering a document with no title or file name as the title, a concise title should be prepared according to the content of the file.

3 Although some documents have titles, it is more accurate to add a subtitle to make them clear at a glance.

4 If the title is too long, it can be appropriately abbreviated and understandable at first sight without affecting the willingness of the document.

After the cards are sorted, the order and position of each card in the class should be fixed according to a certain method, and the historical relationship between the files should be maintained to make it visible. The card format standards prepared by each unit every year should be consistent, so as not to be separated, and at the same time easy to find and use. The arrangement of document cards mainly refers to the arrangement of document cards within the genus and sub-categories, which can be arranged in the order of category-genus-subcategory (question)-year-author-time. Arranged in this way, documents of the same nature are gathered together for easy and accurate search. In the same year, the habit of ordering the cards was: first higher, then lower, then lower; party committee first, administration first; leading agencies, then business departments. After the cards are arranged and fixed, they are placed in the card cabinet, and index cards of categories, subcategories, questions or years, authors, etc. are set up, and finally a "reading need to know" is written. In this way, it can overcome the confusion of document storage and utilization, and ensure the quality of document cards.

Document management method

It is necessary to establish a document borrowing, transfer, and filing system so that when problems such as loss and damage are found, check and find.

Establishing a document lending, delivery, and filing system generally includes the following:

1. Create a document borrowing book. That is, the various documents are organized into books by subject and purpose, so that they can be easily found when reading.

2. Pay attention to the following points when borrowing documents:

(1) Seriously. No matter who, why, or when you borrow documents or information, no matter how urgent or busy, you must meticulously perform the registration and signature procedures on the "borrowing book".

(2) Tight. Define the borrowing time and control the scope of "secret" documents. In particular, for foreign loans marked with secret documents, leaders should be asked at any time, and they should present their precautions in person before lending.

(3) Diligence. Documents under management are cleared once a week, one month in January, one season, one month, and one half a year, and the report is proactively and timely reported when there is a problem.

3 List the documents to which this book belongs only and when.