How To Classify Documents In An Orderly Way

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, and according to the characteristics of questions.

A document reflecting the same problem will be formed.

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, according to the author's characteristics.

The method of combining the relevant materials into a volume with the same author as the standard.

These authors may be statutory organizations or institutions, which can be used for the filing of superior documents and the documents of their units.

It reflects the activities and sources of the same author, the relationship between the writing and the importance of the document.

3, according to the characteristics of the script.

According to the same name, the documents should be combined into volumes.

Different types of literature have different application scopes and functions. Filing can reflect different ways of activities of a unit. It is of no practical significance to separate such standards into "minutes of meetings" and "notice volumes", and should be combined with other forms of filing standards. For example, "the economic contract volume of a certain company" and "a company's sales network report volume" will be of practical value and easy to find.

4, according to the characteristics of time.

Take the document formation or the content time of the document as the standard to combine the filing.

The formation time of work plan is earlier than content time, and the content time of work summary is earlier than the time of formation.

Materials that are widely used are not suitable for forming time marking, and are suitable for the purpose of content oriented and time sensitive documents.

The general document is based on the written date; the interannual communication documents are based on the time of the unit's dispatch or copy; professional documents are based on special annual standards, such as the teaching year.

5, according to the characteristics of the district.

Taking the area, place and location of the document as a standard, the paper should be combined to form a file, involving documents from the same area, which can reflect the work of the area and the handling of the relevant regional problems.

The author often leads a regional unit to organize papers for subordinate organizations.

Such as "a company's sales situation in Guangdong area".

6, according to the characteristics of correspondent.

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 business activities correspondence".

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 book 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.

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