How to Water File Management

Abstract: Hydraulic file is directly in water project construction activities, has kept the value of the formation of words, drawings, charts, audio and video, data and other records of historical data, but also to carry out water conservancy project planning, surveying, design, construction, management , operation, maintenance, scientific Research, disaster and other important basis for different jobs. Water should be in accordance with the integrity of file data, standardization, standardization, systematic order the preparation of the requirements, including completion of technical documentation and drawings and the Government for all kinds of information should be submitted for approval document file simultaneously with the water conservancy construction project, the Water Project completion and acceptance, the contractor to submit the records of a qualified and complete construction drawings, as a condition of final acceptance for future maintenance, provide the basis for the management and renovation, good water conservancy project file management is essential.


Keywords:: water resources, project files, management

First, create a file management network to ensure that management standardization of archival work to strengthen the centralized management of water conservancy project file is complete, complete, standardized important guarantee. First, the leading group set up file, the harmonization of file management, file by the competent overall responsibility for leadership of the work with a full file on the file room staff, designated by the department in the business part-time or full-time dedicated staff for the archivist. The second is to design a useful information management software, file management, digital archive of the input information disaggregated and cataloging, digitization of archives, information organization and management of the ordering. Third, establish a sound records management rules and regulations, amendments and file management system of job responsibility, so that clear duties. Fourth, establish a scientific archive system should conduct a comprehensive document archiving, careful examination, check the archives in the content of the file are complete integrity. both in various stages of construction or the various departments within the unit, can ensure that documents and materials from the organization did not omission, is not lost, so that file management to achieve a systematic, standardized, and standardization.


Second, changing concepts, scientific management

Long time, we file for the management of various types and levels of scientific management is not an awareness of the file does not permeate all aspects of the work among the leading business and management department fragmented, incomplete accumulation of archival material, to the file difficulties brought on File. To make file management more standardized hydraulic engineering, standardization, we must raise awareness, change their ideas, develop a series of measures, scientific management of water conservancy project files, and according to the complexity of the characteristics of hydraulic engineering, broadening file collection channels.


From the actual situation, the water conservancy construction is more complex, from the project application to the stage of completion of the project more. This project involves the formation of a wide range of documentary material, content complex, involving departments and personnel, experienced a long time, slightly negligence, may be omitted. The majority of small-scale water conservancy construction demand a radical, short construction period, the number of documents the formation of small, less likely to arouse enough attention to personnel files, plus the construction of the composition of complex, often resulting in difficulties to complete engineering tasks, the dissolution of the Provisional Institutions , and archival materials disappeared. In order to ensure complete data collection files, complete file management personnel we require to first understand the specific operation of hydraulic engineering construction work processes and work flow and the phase of the work, need to master each stage of the And what the file information, the contents of each data, the number of be aware of. On this basis, take the following collection methods: (a track collection for a short project cycle, the formation of archival material works fast. archivist or part-time files took the initiative to the site to ask and understand the progress of the project in a timely manner to project information and technical guidance and supervision department has targeted to collect archival material. This method is faster to collect, file information is available, the quality is high, but the cost of manpower, material larger.


(B phases Collection

Long construction period for the project. Some of the large-scale water conservancy and irrigation works in some multi-year, and we always maintain the part-time archivist and construction, building departments, to grasp the progress of the project, and to strengthen the collection, try to avoid the original file material loss, this will ensure continuity of project files, integrity.


(C mandatory collection

Applies to certain people scattered, the construction of more units of the Provisional Institutions. We use the information collected deposit files practice. When a water Gongchengbaojian, the construction unit to pay a certain amount of information on first deposit, the construction unit will complete the files Data transferred to the archives department of this deposit is refundable after. This method of construction of some of the more complex units within a certain binding, can guarantee the file data will not be lost due to human factors. reposted elsewhere in the Research Papers Download http : / / www.hi138.com Third, file management a clear scope and requirements (a range of hydraulic engineering file management project water conservancy project, feasibility reports, design, decision-making, construction, quality inspection, supervision, process acceptance, final acceptance, commissioning and other projects in the construction process of the formation, and should be archived text, tables, audio and video, drawings and other vector data.


(B file management requirements

The first project files should be synchronized with the construction management, and second, the file should be complete, accurate, systematic, and do surface clean, neat binding, signature procedure is complete, pictures, photos and other information note to be attached to the third is completed map should be reflect the actual situation, we must do things in line graph, good construction records, inspection records, inspection records and the transfer of visa stamps and stamp completed, four are in the process of construction pictures, photos, audio, video and other materials, and construction process of major incidents, accidents, etc., should be a complete text, while detailed information on completing the file Registration Form.


Fourth, to strengthen professional training for archivists, records management to improve the level of water conservancy project scope and requirements of records management, the quality of the archives staff has put forward higher requirements. Engaged in the work of water conservancy project files, professional knowledge and skills should be better than the general a more comprehensive unit personnel file, they must not only understand archives, but also to understand the technology and hydraulic engineering-related files and some professional class file.


Therefore, in order to achieve standardization of the requirements of hydraulic sorting files, respond to all full-time or part-time training of personnel records management. Would explain the formation of water conservancy construction in the types of documentation, which are files that have conservation value, the scope of the specific archive . At the same time, in accordance with records management requirements, the drafting of the document, writing requirements and the standardization of materials made for detail, so that people understand the contents of the file ahead of time, work, pay attention to the accumulation of information. This training and records management and engineering simultaneously, in order to lay the foundation for future work of archiving, so the file standardization for an effective protection.


Fifth, through the development and utilization of file information, it facilitates the management of archives to do the collection, archiving, storage of files accumulated in order to better use and development of archival information. Kaifeng City in 2003, for example, dredging rivers, the situation is flood of the Yellow River, the river was covered by mud, the severely damaged water conservancy, irrigation farmers severely affected, in order to ensure a good harvest, Lee regime, city and county government instructed the city and county water departments take corrective measures for river dredging, Water construction workers access to the files through the Water and quickly set the program to deploy officers to design, measurement, data exchange chart summary of the various rivers, dredging out the best solution, the first time to government departments, government programs under the water sector within the county for the status of the river towns, and made timely dredging mining programs, and rapid implementation, so to minimize the disaster of the township, the greatest area of farmland loss of control, these are highlight the role of Water file. hydraulic file workers in the formation of water crystallization of the wisdom of labor, material collected by the archive file into a file of its information resources, and these resources were provided by archivists use of water workers. For archivists, if the file can provide timely information to the business sector and water workers to enable them to experience the value of information to a file, it will encourage them to be more proactive in working with the archives department do a good job archiving.


In recent years we have implemented information management, will be entered into the computer file data in a timely manner, at any time for business to provide more comprehensive information resources, information about these files is no doubt the cause of our water to provide a great help. Every business professional and technical personnel from access to information using the file, they will be more active archive material archives own initiative, to ensure the integrity of project files, make file management more on the new level. reposted elsewhere in the Research Papers Download http://www. hi138.com