Question 48: How to manage fire records?

There should be scientific principles and methods in the management of fire fighting archives. Only by establishing and perfecting the working system of management process can we give full play to its service role.

(1) unified storage, for future reference. According to Article 41 of the Regulations on Fire Safety Management of Units: "Units shall keep fire records for future reference." The fire archives of the unit shall be kept in a centralized and unified way and managed by consulting. This management facilitates the concentration of materials, maintains the integrity and safety of fire protection files, is conducive to confidentiality and easy access, and is also conducive to making fire protection files play a better role.

In daily management, we should do the following work:

(1) Collect archive materials frequently, arrange them and keep the archives well;

(two) to establish a fire file register or file index;

(3) carefully handle the receiving, transmission and borrowing registration of fire protection files;

(4) Fill in, sort out and change the fire file register and cards.

(2) Material collection system. Fire archives require fire safety management personnel to collect scattered archives formed in daily fire safety management and compile them into fire archives.

The collection work is closely related to other links of fire fighting archives work. The arrangement, supplement, storage and utilization of fire fighting archives must be carried out on the basis of collection. If the collection of fire-fighting files is incomplete or incomplete, it will bring great difficulties to sorting out and supplementing, which will affect the normal development of centralized and unified custody and future reference. The required files can't be consulted, which makes the fire fighting file work lose its fundamental significance.

Collecting is a hard and meticulous job. It is difficult to do a good job without clarifying the collection way of fire protection files and solving the problem of collection methods.

(1) Ways of collecting works

A. establish a regular archival material collection system. It is of great significance to establish a system and strengthen management to strengthen the management of fire protection files and ensure the normal development of collection.

B establish the system of receiving, sending, forwarding and borrowing all kinds of documents and materials related to fire safety management.

C. Regularly sort out, fill in, sort out and submit archival materials, supplement the contents of fire fighting archives, and ensure the integrity of the contents of fire fighting archives.

D. broaden the sources of archival materials. Establish contact with all relevant departments of the unit that can form fire files, so that the materials formed by each department in daily fire inspection and patrol can be submitted to the fire safety management department of the unit in time.

(2) The collection method of fire fighting files.

A. directional collection. The so-called directional collection is to collect from certain units and departments. Specifically, according to the characteristics of the formation of fire protection files and the ways of collection, contact with the organs, party affairs, administration, public security, fire protection, safety production and other important departments involved in this unit to collect possible files. In order not to omit, we can investigate and understand according to the actual situation of our unit, list the names of relevant units and departments, and collect them one by one.

B. get it on time. Archival work is a regular work. It is not enough to collect fire files once or twice. Collecting money on time is a general requirement for collecting time. Including at any time, regularly, irregularly and other forms. Collect at any time is to collect in time according to the timeliness characteristics of the materials forming the fire archives and the information mastered. Regular collection is to set a fixed time and collect fire fighting files formed in a certain stage according to the actual situation. Irregular collection is an irregular collection according to the actual work needs. It has great flexibility, but the time cannot be too long apart.

C. tracking and collection. Tracking collection is a method to collect and clean up the clues and traces found in the files or from other aspects of fire safety management according to the characteristics of the interconnection of fire protection files.

There are many ways to collect fire files. In order to make these methods effective, they must be fixed, institutionalized and regularized through the system, so as to ensure that the collection of fire fighting files can be carried out frequently and effectively.

③ Requirements of collection work. The collection work is meticulous and tedious. Fire safety management personnel must have a proactive attitude and a hard-working spirit. They should not wait for the relevant units or employees to send the materials home, but should hold hands, hand in hand, mouth to mouth, and take the initiative. Without this attitude and spirit, the collection work will not be done well.

A. accurate. Accuracy means that the scope and content of fire protection files should be accurate. In terms of quantity, materials should be collected in strict accordance with the filing scope; In terms of quality, the content of collected materials must be true and reliable, and materials that are fabricated out of nothing, false or fraudulent shall not be collected.

B. Timely. Timely means that the collection of fire protection files should be time-conscious, and the contents of fire protection files should be kept complete in time. If the collection work drags on, it will often lead to aging and shortage of files, thus affecting the comprehensive understanding of fire safety management.

C. meticulous. To be meticulous, you must be serious. Without being serious, it is difficult to be meticulous. Meticulousness is a matter of working attitude and style, which requires fire safety management personnel to be serious and responsible in the collection work, and not to be careless, otherwise it will cause mistakes, omissions and confusion of fire protection files, make the collection work inaccurate, and then affect the whole fire protection file work.

(4) Material appraisal system. The appraisal of fire fighting archival materials is the last inspection and judgment of the collected archival materials before filing, so as to make a decision on acceptance or rejection, or transfer them to relevant departments for processing.

The identification of fire fighting archives materials is the key to determine the selection of materials. The materials collected by fire fighting archives are scattered and complicated, some belong to archival materials with preservation and utilization value, and some have no preservation and utilization value. For these materials, only after careful inspection and appraisal can we know the authenticity, value and content of each material, and we can know which materials should be archived and which materials should be destroyed. At the same time, through appraisal, the archival materials are more concise and true, and are easy to keep and use. If this link is ignored, all documents and materials will be filed, which will not only complicate the contents of fire protection files, but also bring inconvenience to storage and future reference. In order to ensure the simplicity and practicability of fire fighting files, it is very important to carefully identify the materials.

A. the principle of identifying materials. The appraisal of fire fighting archives is a complicated policy work, and the following principles should be followed:

First, adhere to the principle of seeking truth from facts. In the appraisal of fire fighting archives, we should adhere to this principle, and judge the value of materials and determine the selection of materials according to the laws and regulations of fire fighting management and various rules and regulations. It is necessary to fully embody the spirit of being highly responsible for fire safety management, and make sure that the selection of materials has sufficient basis and reasons, and it is not allowed to make it up at will.

Two. Adhere to the principle of concrete analysis of specific situations. In order to objectively evaluate and identify the fire protection files, the fire safety management personnel should analyze and evaluate the collected files realistically. Avoid one-sidedness and metaphysics. Especially under the conditions of different periods, different environments and different people, the situation described and reflected will be very different. Therefore, when identifying materials, we must adhere to the principle of concrete analysis of specific situations and objectively analyze and evaluate the contents of materials.

B. methods of identifying materials. Appraisal method of fire fighting archives;

Ⅰ. Judge whether the materials belong to the contents of the fire fighting archives. In the work of fire fighting archives, due to the imperfect system and other reasons, some contents and materials collected by fire fighting archives belong to fire fighting archives, while others do not. One of the tasks of the appraisal work is to distinguish between the two, and the materials belonging to the fire protection archives should be filed in time; Materials that do not belong to the fire archives shall be promptly eliminated or handed over to the relevant departments for handling.

Two. Check whether the materials belong to the same archival materials. Fire fighting files should be classified and filed, and each file must be an independent case of the same kind to prevent similar mistakes, but files at different times should be filed separately, especially those involving personnel, and should not be confused with personnel files.

ⅲ. Find out whether the materials should be filed. All materials filed should be disposed of. Working documents and materials involving major issues and other needs to be investigated shall be regarded as materials that are not suitable for filing, and shall be filed or transferred to relevant departments for investigation after the work is completed. If some problems are difficult to find out, they should be withdrawn from the fire archives and set up a special volume for the problems to be found for future reference.

Ⅳ. Check whether the materials are complete. The materials classified into the archives should be complete, otherwise the use value of the fire protection archives will be reduced. The purpose of checking whether the information is complete is to find the problem, remedy it in time and maintain the integrity of the fire protection file.

In the process of inspection, we should pay attention to the internal relationship between materials and not separate them. If incomplete materials are found in the appraisal, they should be filled in time to ensure the integrity of the archival materials. Pay attention to the integrity of each document. Found incomplete content, missing pages, residual pages, etc. , should be disposed of in time.

ⅴ. Determine whether the material has preservation value. The materials classified in the archives must truly reflect the basic situation and realistic performance of the fire safety management of the unit. Materials that are worthless, inaccurate, can't explain the problem and can't prove their functions should be promptly eliminated and not filed.

(5) Material arrangement system. The arrangement of fire-fighting archival materials is to classify, arrange, register, process and bind the collected and identified archival materials in an independent unit according to certain rules, methods and procedures, so as to transform them into fire-fighting archives.

① The significance of archival material arrangement

A. It is one of the important conditions for fire fighting work to convert fire fighting files into fire fighting files. Fire fighting files that have not been sorted out and dispersed can only be the factors that constitute fire fighting files, not the files with scientific significance.

B the collected fire fighting files shall be sorted out after appraisal to avoid confusion and loss in the process of utilization, access, storage, reference and transmission.

C. Only after sorting and filing can we create convenient conditions for the storage and utilization of archives.

D. After sorting, we can know and check whether there are omissions and repetitions in the collection work and whether the appraisal work is accurate, so as to promote the collection work and improve the quality of appraisal work.

E. Only after finishing can the requirements of modern scientific management of fire fighting archives be met. Without scientific classification and sorting, it is difficult to compile various retrieval tools, and it is not conducive to computer storage and retrieval.

(2) The procedure of archival material arrangement.

A. identification. It is the last inspection and judgment of the collected archival materials before filing, so as to make a decision on acceptance or rejection. Identification, first of all, depends on whether the material belongs to the fire fighting archives and whether it has reference value for future work. The second is to judge whether it is complete and accurate and meets the filing conditions. Incomplete materials, or incomplete procedures and certificates, should be collected again to ensure the integrity and accuracy of fire protection files.

B. classification. It is a unified classification and systematic arrangement of all materials of fire protection archives, which comprehensively reflects the situation of fire safety management. After classification, the materials in each category should be arranged in a certain order, so as to reflect all kinds of contents in an orderly and systematic way. The arrangement can be arranged in chronological order, that is, in chronological order of material formation; It can also be arranged according to the time of problem combination. The materials with several questions in a class are arranged according to different question categories.

C. registration and review. Registration and audit are the last procedures before filing. When you register, you should fill in the category number first, that is, according to what kind of content these directories belong to, the serial number should be supplemented in the order of archival materials. Then fill in the name of the material, choose the title of the material if necessary, or summarize the content and text of the material concisely. Finally, write down the formation time, pages and copies of the material.

After the catalogue is registered, a comprehensive review and audit must be carried out. The main inspection items during the review include: whether the appraisal materials are accurate; Whether there are all kinds of supporting materials; Whether the filing materials meet the filing requirements; Whether the material classification and arrangement are reasonable; Whether the work such as directory registration meets the requirements of the specification.

(3) Requirements for document arrangement. Generally speaking, the requirement of sorting work is to make files complete, true, concise and practical.

A. complete. It includes three meanings: first, it should reflect the basic situation of fire safety management and be included in the fire archives intact; Second, it is required that every document should be complete, and there should be no missing items, missing items or wrong items; Third, all archival materials should be intact.

B.that's right. Refers to the content of the fire archives materials in line with the actual situation of fire safety management, and shall not resort to deceit.

C. concise. On the basis of completeness and truthfulness, materials that have no archival value or have nothing to do with fire safety management are eliminated, and the content is concise, concise and centralized.

D. practical. It means that the classification, arrangement and catalogue registration of archival materials should be scientific, standardized and easy to use, which can improve the accuracy and retrieval speed.

(6) File keeping system. The preservation of fire fighting archives is one of the important tasks of fire fighting archives work. Archives are material things, and any material thing has a process of emergence, development, change and extinction. With the passage of time and the influence of various unfavorable factors, the fire records will continue to be damaged. Doing a good job in the custody of fire fighting files can prevent and limit the damage and loss of files and maximize the life of files.

(1) The contents of the fire protection file keeping work.

A. Keep the fire fighting archives according to the scope and principles stipulated by the relevant departments, and number, sort out, keep and establish the ledger.

B. Be responsible for receiving, transmitting and registering documents.

C. Regularly or irregularly inspect the fire fighting archives, and make timely rectification according to the problems found in the inspection to ensure the integrity and safety of the archives.

D. according to the protection requirements of fire protection documents. Put the fire fighting files in a safe, reliable and guaranteed environment to avoid damage caused by human factors and natural factors.

E. Strictly implement storage, anti-leakage, anti-loss and anti-leakage, and ensure the confidentiality and safety of fire protection files.

F compile various retrieval tools to make timely and effective use of fire fighting files.

(2) Requirements for keeping fire fighting files. There are two main reasons for the damage of fire fighting files: human factors and natural factors. Man-made factors refer to the loss, defacement and tearing of fire-fighting archives materials due to imperfect fire-fighting archives working system, negligence of fire-fighting archives managers and poor custody of relevant users. Measures should be taken to end the damage caused by this man-made factor.

A. Establish and improve various rules and regulations, and clarify the responsibilities of fire archives management personnel. All saved fire fighting files should be registered one by one.

B. The file manager shall check the fire-fighting files under the jurisdiction of the unit once every six months, and repair them in time if any damage is found; Find it lost and get it back in time.

For the damage caused by natural factors, corresponding measures should be taken to control the temperature and humidity, and facilities and safety measures such as fire prevention, sun protection and moisture prevention should be regularly checked.

(7) the use of the file system. The purpose of fire archives work is to develop fire archives information resources and provide archives information for fire safety management.

1 reference. Access refers to the user's access to the contents of fire protection files in the fire protection file management organ or designated place. Pay attention to the identity of the borrower before consulting, and ask the reason for looking at the file to determine which part of the fire file should be provided or not. After consulting, the used fire protection files should be recycled and counted, and put back to the original storage place after inspection. At the same time, do a good job in borrowing registration.

2 borrow. Under special circumstances, the fire management department or the competent department at a higher level may check the fire files out. Under any of the following circumstances, it can be lent out for use after going through the borrowing formalities according to the regulations.

A. The fire safety management department needs to borrow fire files when auditing some fire safety management activities of the unit;

B. The public security organ needs to know the contents of fire protection files and borrow fire protection files during the investigation and handling of fire accidents;

C. The superior competent department or the public security fire control functional department needs to borrow fire control files;

D. The organization or department of this unit needs to borrow fire fighting files;

E. In other special circumstances, it is necessary to borrow fire fighting files. The utilization of fire fighting archives is a highly policy-oriented work, and the following requirements should be observed in the process of utilization:

1. Units or individuals who consult or borrow fire fighting archives shall go through the borrowing procedures according to the Measures for Unit Access to Archives and the Provisions for Unit Access to Archives.

Second, when consulting and borrowing archives, it is forbidden to alter, read around and replace archival materials.

Three, access or borrowing files, must abide by the access system and confidentiality system, access personnel shall not spread or publicize the contents of fire archives to irrelevant personnel.

Fourth, visitors must consult in the fire archives or designated places to ensure that the archives are not damaged.