On Accomplishment And Document Management Of Secretarial Staff

The secretary is a staff member of the party and government departments, enterprises and institutions. As a job, it is not only to copy, write, receive and distribute, but also to play the role of assistant and adviser in handling affairs. At the same time, generally speaking, the Secretary of the small and medium-sized organs, enterprises and institutions is also the manager of document archives. The key to the value of archives is the quality of archives, and the quality of archival data depends on the quality of written secretaries and document management staff. For this reason, this article starts with the self-cultivation of the Secretary, and then talks about his understanding of the relationship between the accomplishment of the Secretary and the management of the document and archives.
First, the quality literacy of a good secretary is an important basic condition for the management of document archives.

The word secretary is the assistant and counselor of the leadership, one is recording and copying, and the other two is drafting of manuscripts. Records, leading dictating records, receiving visitors' records, meeting minutes and telephone records, etc., are copied, namely, scribbled handwriting or repeated drafting, modification and delineation of manuscripts during the drafting process, so as to facilitate continuous modification or delivery of printing. It is the duty of a written Secretary to help leaders to praise manuscripts so that they can make time for other jobs. Drafting is a major part of the Secretary's work. The drafting process of a manuscript is usually carried out by a leader and a written secretary. Sometimes, the leaders themselves, secretaries help to write. As well as doing some collection, supplement and verification; sometimes it is the main content of leader's oral dictation; the secretary is responsible for processing and finishing words; sometimes it is the leader who dictates only one key point, or forms a main point with the Secretary in the discussion, and then the Secretary collects materials and points to form words. In the last case, the leader is only a problem, and the secretary is solely responsible for drawing up the outline, collecting materials, drafting the manuscript, and discussing the amendment. It is particularly necessary to point out that when drafting a manuscript, a secretary can not only make his own views when he deliberate and discuss the manuscript, but also be able to write his ideas directly in the drafting process, so as to form a preliminary draft, so that the leaders can make decisions, instead of writing the manuscripts so that they can truly, comprehensively and vividly reflect the decisions, principles and intentions of the leaders, and make them a mass action. 　

To achieve the above purpose, the secretary must have a higher quality. In addition to having the basic conditions of the general staff, he should also have his own special knowledge, skills, moral cultivation, and self-cultivation. Knowledge accomplishment, skill accomplishment is good or bad, is a secretary Secretary incompetent for the job; moral cultivation, style of self-cultivation is good, is a secretary Secretary qualified unqualified problem. Therefore, the word secretary should consciously and comprehensively strengthen these four aspects of self-cultivation, and strive to make himself a qualified, competent and competent national special post. In his job, he not only completes the assistant and staff of the leadership through transcribing, recording, and drafting the manuscripts, but also provides high-quality, accurate and abundant raw materials for the documents and archives. Therefore, the quality accomplishment of a good secretary is one of the important basic conditions for the management of document archives. *

Two, the word secretary should be an excellent administrator of file and archives.

Due to the limitations of staffing and institutional setup, many government departments, enterprises and institutions are responsible for the administration of clerical records. According to the relevant provisions of archival management, the business of document and archives management is also under the leadership of the local archives bureau. Therefore, the word secretary should follow the principles of unified management, integrity, safety and ease of use, and strive to improve the professional accomplishment of the management of archives and archives on the basis of adhering to party spirit, practicality and scientificity.

The word secretary, as well as the clerical file management, mainly does the work of filing, filing, sorting, microfilming, identification, retrieval, protection, utilization, information and statistics. These links are interconnected and interrelated, and utilization is the central link in all links. Other links are to make use of services and lay the foundation and create conditions for the use. It is the fundamental task of the clerical archival staff to do well the work of documents and archives and serve the central work of the departments and units.

To do well in the management of documents and archives is to ensure the role of the archives in the central work, that is, the role of the staff in the work of the organs, as the material of publicity and education, as the voucher of history, as the necessary basic condition for scientific research, and its importance is self-evident. Because the management of administrative documents and archives is carried out through the internal organization of the office departments, that is, the document room, such a document room is comprehensive for smaller organs. It is not only a management document file, but also manages files such as personnel, science and technology, accounting, etc., with more categories, richer contents and more complicated work, which requires a large number of reference materials to be created to create convenient conditions for the utilization of the central work of the authorities, and the information required to provide the information is fast and accurate, which adds a certain degree of difficulty. Therefore, in strengthening secretary's work accomplishment, secretary must also have the accomplishment of relevant theories, business, discipline and skills of clerical archival staff, and be a qualified archival management worker.

Three. In the new situation, it is necessary to strengthen the training of word secretaries and document managers.

To sum up, as the management of documents and archives in small and medium-sized organs is usually accompanied by a written secretary, the self-cultivation of the Secretary of the text directly affects the quality of the manuscript and the level of document management. The work of writing secretaries and the management of documents and records, though professional, are different, but their business relations are interrelated. What is more important is that the achievements of the two parties are often in the same carrier. It can be said that the accomplishment of written secretaries is the basis for determining the value of documents and documents, so as to improve the management of documentary archives and make the archives and archives play their due role. This is the essential link between them.

Since the third Plenary Session of the 11th CPC Central Committee, with the shift of the central work to the economic construction, the reform and opening up and the development of the market economy, various departments have been demanding more and more word secretaries in the construction of the government. The management of the administrative documents and their functions has also been paid more and more attention. After twenty years' efforts, as an important aspect of archival management, the management of clerical archives has made great progress. However, the construction of the management team of clerical records, especially the construction of the management team of documents and archives and the management level of documents and archives in the grass-roots departments and departments, is still not suited to the requirements of the times. The number of people who are now able to be competent for word secretaries and clerical records management is small and their posts are unstable. The main reason for this situation lies in the fact that the leaders concerned do not have a high demand for written secretaries, and do not attach importance to clerical records. They believe that Secretarial Personnel are merely copying, writing, running, and insignificant. The management of clerical records is only to receive, distribute, bind and order, without professional, and a small number of leaders are negatively affected by social ethos. Secondly, they do not care about their training and education, and their professional level is not improved.

To this end, in view of the importance of the management of word secretarial and clerical records and the problems existing in practical work, we should strengthen the team building from the following aspects. First, with the basic quality requirements of civil servants as the basic conditions, when providing secretarial and document management personnel, the relevant professionals should be selected. Second, the professional staff on duty should regularly carry out education and training so that they can continuously improve their morality, business and skills to meet the requirements of the new situation; third, under the guidance of their respective business management departments, regular assessment should be made to the Secretary of the Department, document managers, especially the clerical secretary and document management staff. Qualified persons should be given corresponding professional qualification certificates and enjoy the prescribed wage allowance, so as to encourage them to do their job well.

The above is my own experience in the actual work. I would like to talk about the above views and discuss with colleagues in the office of the Secretary and file management.