Soon after I entered the first bureau of the county, I was faced with information such as party building work and party style construction every day, and I didn't know which one belonged to which cate

Soon after I entered the first bureau of the county, I was faced with information such as party building work and party style construction every day, and I didn't know which one belonged to which category. Ask for help How should documents be sorted?

Classification is the core of filing documents, and the quality of filing depends largely on whether the classification method is scientific and reasonable. In recent years, in the inspection and guidance of the filing of government documents and materials, the author found that this has always been an insurmountable gap between government documents and archives departments. Therefore, I would like to talk about my personal views on this issue in order to discuss with my peers. ?

First, the basic meaning of classification and writing papers

Classification is the result of people's cognitive thinking and a basic method to understand objective things. Objective things have a process of constant change and development from less to more, from simple to complex. When things become more and more complicated, people divide things according to a standard or an angle in order to understand and master the essence of things more accurately. Each category belongs to this thing, reflecting the attributes of things from different aspects, and the sum of categories is exactly equal to this thing. For example, people can be divided into men and women according to gender, and enterprises can be divided into state-owned enterprises, collective enterprises, private enterprises, joint-stock enterprises and foreign-funded enterprises according to ownership forms. According to the logical rules of classification, classes classified by the same standard must be mutually exclusive and cannot cross, duplicate or contain each other. The sum of lower-level classes is equal to the upper-level classes, and only one standard can be used for the same classification.

In archival work, there are many classification concepts, such as information classification, concept (category) classification, entity classification, clan classification, annual classification, organization classification, problem classification and so on. Here, the author emphasizes that in the classification of archival entities, the classification of organizations and problems after all cases and years is a process of dividing archives into several categories and levels according to the characteristics of archives content. Generating test paper refers to the process of putting record groups with the same characteristics or close connections into files on the basis of classification. This is the general meaning of file classification and volume generation.

Second, the relationship between classification and generating test papers

In the theory of document filing, the methods and principles of classifying and composing papers are different, and it is not difficult to distinguish them. However, in the practice of file archiving, the classification of grades, authors, languages, storage periods and other classifications used in file classification and file archiving methods are often vague and inconsistent in application, which greatly reduces the quality of files. Therefore, it is very important to correctly understand the relationship between file classification and generating test papers. ?

1, classification is the premise of generating papers.

First of all, classification is the basis of file management. In archives management, in addition to family classification, archives category classification and chronological classification, archives must also be classified, because after family classification, category classification and chronological classification, archives are still a mess of materials. The result at this time will inevitably lead to the mixed contents of archives, and it will also make it difficult to carry out many tasks such as shelving and cataloging of archives in the future, which is extremely unfavorable to standardized management. Secondly, the category of classification is the first element of searching documents in archives (rooms). Generally speaking, when users query files, the clues they provide are often the specific author or content of a file or the characteristics of time or language, but files rarely directly reflect the specific characteristics of a file, because files are a collection of files, and files can only reflect the * * * characteristics of a group of files rather than the specific characteristics of a file. Therefore, the first step to retrieve a file in an archive (room) can only be found from one or several files in the category to which the file belongs, that is, the first step is to determine the category to which the file belongs, and then retrieve the file through other features in the determined category. Therefore, categories become the first portal to retrieve documents. If there is no clear category commander before collecting documents, searching documents can only be a needle in a haystack. ?

2. Generating test papers means combining files on the basis of classification, that is, re-classifying?

After documents are classified according to a standard, there should be a parallel relationship between several categories, and the contents should not overlap, repeat or contain each other. On this basis, you can enter the process of combining files, one class after another. Within a class, it can be combined (reclassified) according to the characteristics of document author (level), question, name and so on. , or a combination of several characteristics. Finally, according to the storage period and the number of documents, they are combined into one volume or several volumes in a class. Then proceed in turn until the files in each class are merged. ?

It can be seen that classification and generating papers are essentially two steps in the process of filing, and they are the process of classifying and re-classifying files. Classify first, which is the premise of generating test papers, and then group, which is the extension of classification and reclassification. Classification focuses on distinguishing, that is, dividing files into different categories through deduction, and combining focuses on merging, that is, combining the characteristics of * * * through induction. ?

Third, the principles and methods of generating test papers should not violate the principles and methods of classification?

According to the logical requirements of classification, categories cannot be overlapped, duplicated or included, and only the same standard can be used to divide files in the same classification. Therefore, when writing a composition, we must ensure that we cannot violate the classification principle. But in fact, irregularities can be seen everywhere in the filing work. For example:

Example 1:

Summary and plan of annual (semi-annual) work, special rectification work, anti-corruption work and family planning work of XXX Bureau (1 volume)

Notice, regulations and measures of XXX Bureau on family planning indicators, building a clean government and XXX issues (Volume II)?

From volumes 1 and 2, it is found that the anti-corruption work and family planning work in volume 1 belong to discipline inspection and supervision and health respectively, which obviously violates the principle of non-overlapping and non-repetition. ?

Example 2:?

* * * Notice and Measures of the Central Committee and the State Council Municipality on Anti-drug and Anti-pornography, Rural Work and XX Work (1 Volume)?

* * * Notice and Measures of Hainan Provincial Party Committee and Government on Criminal Offences, Family Planning and XXX Work (Volume II)?

Notice and Measures of Haikou Municipal Party Committee and Municipal Government on Border Inspection, Urban Planning and Xxxx Work (Volume III)?

Notice and measures of Haikou XX Bureau (the unit) on eliminating pornography and illegal publications, allocating funds and XXX work (Volume IV)?

From Volume 1 to Volume 4, it is also found that drug control and pornography, criminal offence, frontier inspection and pornography, and illegal publications belong to the same political and legal category, but they are combined in four files respectively, which also makes the mistake of Example 1. ?

The key to the overlapping and repetition of problems in the above two cases is that there is no clear classification idea, and two standards are adopted in the same classification. Example 1, classified by question and file name. Example 2, there are both problems and authors. The similarity lies in that the genre and author characteristics in the composition method of the paper are regarded as the criteria for the classification of another part of the document, and the name of the document, namely abstract, plan (for example 1) and the level of the author of the document (for example 2) are directly regarded as the criteria for the classification of another part of the document. This violates the original logical requirement, that is, the whole document should be classified according to a standard, that is, the problem standard. I don't know that the method of generating papers according to genre or author characteristics can only be used when generating papers in the same category (problem), not across categories. I don't understand the requirement that generating test papers can only be based on classification, so directly applying the method of generating test papers in the second step to the classification method in the first step will lead to the repetition and intersection of file contents, which will eventually lead to the tedious and omission of retrieving files.

Fourth, give priority to classes and give consideration to others.

In practice, this situation often occurs, that is, some units have a small number of documents but many contents, and their storage periods are different. According to the theory of classification, files should be divided into categories first, and then combined according to the characteristics of files under each category. At this time, there must be few files in this category, and it is even difficult to form a file. If the storage period is controlled first, the contents of the files in the volume will be very complicated, such as?

Example 3:?

XXX Bureau 1997 Summary and Notice of Target Responsibility System and Personnel Appointment and Dismissal (Permanent) (1 Volume)?

Summary and notice of XXX Bureau on 1997 semi-annual target responsibility system, personnel appointment and dismissal, XXX issues (long-term) (Volume II)?

XXX Bureau1March, 997 Work Summary of Target Responsibility System, Personnel Arrangement and Notice of XXX Issues (short-term) (Volume 3)

This kind of file is undoubtedly correct from the point of view of correctly dividing the storage period and facilitating the future file management, but from the point of view of utilization, it can not achieve the purpose of fast retrieval of files. As we know, there are three criteria for evaluating application quality: speed, accuracy and completeness. Judging from the above files, if the user wants to find the documents on the implementation of the target responsibility system or the appointment and dismissal of personnel in a certain bureau in a certain year, the personnel who provide the use can only retrieve all the files to ensure that the files needed by the user are retrieved, and it is easy to cut off the inevitable connection between a group of files. After filing, if you want to find a file or a document, you have to look at all the files. I think the purpose of filing has not really been achieved, and it can even be said that it runs counter to the purpose of filing. In this case, it is meaningless to strictly distinguish the shelf life when filing. For example, in strict accordance with the provisions of the custody schedule, it is unrealistic to divide the documents related to appointment, dismissal, rewards and punishments of a unit into permanent, long-term or short-term. Because in the future, when users query files, they will generally say to check the appointment and dismissal documents, not to say that they are permanent, long-term or short-term personnel appointment and dismissal documents. It is generally difficult for file users to judge whether the appointment and dismissal documents are permanent, long-term or short-term, especially long-term files. He can only judge that the appointment and dismissal documents belong to the personnel appointment and dismissal files of public institutions. Therefore, from the point of view of convenience, it is appropriate to group all the same or similar record groups of category II and III into one volume. Even if the storage period of individual files is short, the principle of "high is not low" can only be adopted to ensure that similar files will not be scattered. Only by facilitating rapid, accurate and complete retrieval and utilization can other characteristics be properly taken care of. Otherwise, it will lose the meaning of filing.

Therefore, classification is the core of the whole archiving work and the key to the success or failure of archiving. Only by clarifying the guiding ideology of classifying first and then composing papers, and correctly handling the specific application of classification and composing papers, can the quality of archives stand the test of providing and using.