How to use file management in office automation system

Enterprise archives truly record the production, technology, scientific research and management activities of enterprises, and are intangible assets and valuable information resources of enterprises. Through electronic management, OA system makes the collection and borrowing of files more convenient, reduces manual operation, realizes the fun of file borrowing and simplifies the borrowing procedures.

File management scheme of office automation system

1, file classification number, orderly management

For large enterprises, there are many kinds of paper files with wide coverage. Such as company licenses, technical documents, product plans, etc. , it is necessary to file in time and organize scientifically.

1) archiving: archivists collect effective paper documents and electronic documents according to the archiving standards submitted by various departments. File-related information can be imported into OA system in batches through excel. At the same time, the important documents formed in OA system will be automatically classified into file management for management, without repeated screening and entry.

2) Clarify the classification of documents: according to the requirements of enterprise document classification, compile a classification directory, classify documents into the directory to which they belong, and maintain the corresponding category numbers; File categories are established through form modeling and displayed in a tree, which is more intuitive and convenient for maintenance personnel to maintain categories.

3) File number generation: OA automatically generates file numbers through field attributes, and numbers them according to file category+subcategory+running water, so as to realize that each file has ownership, which is convenient for reference and management.

4) File box management: according to the classification of files, an electronic file box is established, and similar files are placed in a "box". The archivist can add boxes and generate information such as box serial number, company name, box title, cabinet number, remarks, input person, input time, etc. At the same time, the spine information of the file box is generated, and the contents in the volume and the spine of the file can be printed, which is convenient for query and realizes online filing.

5) Establishment of archives information base: OA system establishes archives information base according to the basic information of archives. Establish file categories through modeling, and display files in groups through file status; In order to control the overall situation of archives, administrators can regularly export the summary data of archives collection, monthly/annual collection and destruction in the archives information base.

6) Archives validity period management: In order to ensure that all kinds of qualification certificates and license information of the company can be destroyed or updated in time before expiration, OA system has set up expiration reminder management. When the file expires, the system will automatically prompt the file manager, without checking whether it expires one by one, which is not easy to miss and efficient.

2, file lending management process.

1) file query: one of the purposes of file management is to realize fast file query. In the file information base, you can quickly query according to the file name, file number and file status. Administrators can refer to the specific file borrowing details.

2) File borrowing application: When the borrower fills in the borrowing form, the destroyed and lent files are automatically filtered, and only the files that are not lent can be selected. The borrowing date and expected return date need to be filled in the file borrowing form for tracking.

3) Tracking file status: the file status automatically changes according to the flow direction of the process, without manual modification. After the applicant submits, the corresponding information status changes to borrowing, after the operation, the file manager status changes to borrowing, and after the return is confirmed, the file manager status changes to not borrowing. In the borrowing state, if the borrower needs to postpone the renewal, he can quickly initiate the renewal by selecting the contents that need to be renewed in the previous borrowing process and pressing the renewal application button.

4) File borrowing reminder: OA system can automatically remind borrowers of overdue borrowing by creating a form modeling reminder function. Archivists can define the expiration date and the number of reminder days before expiration. The borrower receives SMS reminders two days before the expected repayment date, and once a day after the extension. If you borrow an electronic file, OA system will automatically control the available time of the current borrower, and automatically withdraw the document access right after the expected return date.

5) File security protection: In order to protect file security and privacy, electronic files will download watermarks, including the borrower, borrowing date, etc. To ensure that the company's information leakage can be investigated.

6) File borrowing record: according to the employee's borrowing application, a file borrowing record ledger is automatically formed. According to various query conditions, all the records of the borrowing and recording system are retrieved, and the details are exported with one click, which is convenient for statistics. Managers can share the data in the borrowing record ledger in OA system, and update or destroy information according to the borrowing times and * * * * values of various materials, so as to improve the utilization rate of files and avoid invalid files occupying resources.