On the national key project File Management

Abstract: With the social and economic development, the state key construction projects increasing year by year, which will focus on project file management was extremely important. To strengthen the scientific management of key project file, you can better serve economic construction. This paper focuses on key projects file characteristics, combined with a number of common file management issues, puts forward corresponding countermeasures and methods.


Keywords: construction, project files, and scientific management

First, the key characteristics of project files is the key project of the administrative regions of the country or economic and social development of key projects have a significant impact. Key projects large investment and long construction period, demanding and involves many, many units involved in the construction, is a huge project. key project file refers to the construction of key projects and the formation of the whole process of construction activities related to national, social, and save the value of units of various text, graphics, audio and video, etc. different forms of historical record.


Key project files have the following characteristics: First, the long time span. State key construction projects is longer than the average span of time, and file management of key projects of the time span much longer than the project construction period. Baoquan Pumped Storage Power Station, Henan Case construction period is from 2003 to 2010, while the national key project file management cycle include the geological exploration phase is 17 years (1993 to 2010.


Second, it involves a category of disciplines and expertise widely. Such as Henan Baoquan Pumped Storage Power Project files related to hydrology, meteorology, geology, environmental protection, civil engineering, equipment manufacturing, installation and commissioning, EHV electrical equipment. Third, the file types large quantities, the carrier forms. such as Henan Baoquan Pumped Storage Power Project files, including archives, technology files, accounting files, audio and video files, electronic files, physical files and other types of carriers in the form of paper, tape, CD-ROM, hard drive, photos, testing ray, core and so on. Fourth, many units involved. generally the focus of the project is divided into a number of contract tenders by a number of different construction unit is responsible for construction, in addition to design units, supervision unit, quality control unit to participate. such as Henan Baoquan Pumped Storage Power Station in the Construction of the flats, including equipment suppliers, and commissioning unit reached more than 20.


Because of key project files have the professional, complete, realism and strong features, the archive file management control of the macro and micro management of both entities very difficult.


Second, the key project file key macro-management problems on the prevalence of macro-management of project files "heavy construction, light file" thinking, only put into operation in the project will be completed or only after the agenda, totally dependent on management department to complete the whole project files collection, sorting, classifying, filing and archiving, etc., obviously, not on dozens of administrative relationship of the relevant units of the file control, not only by an independent functions of the Registry is not enough, project files management of professional quality is not high, the file sector arrangements become old and sick of the "leisure sector", the file management means backward, inadequate protection facilities, the majority still remain in the scattered archives, slow, inefficient manual stage do not have the system, fast and efficient Information management tools [1].


Third, the key project management problems physical file file management file management entities, the focus of widespread documentation lost, incomplete collection, archiving lag, before the surprise inspection order, receive not strict review, file contents are not accurate, missing items, by the changes, drawing version of the map data of a change in reality, there is lack of original, signed and sealed documents be incomplete and so is invalid, the file does not meet the requirements of carriers, drawings defaced, illegible, neglect audio, video, photos, core, testing ray and other non-paper files, ignore the contents of the file, one-sided pursuit of binding form.


Fourth, to solve engineering problems of poor records management measures 1. Construction unit, with overall responsibility, while exploiting the role of the Commissioner of the construction units should establish and improve the system of archival work, decision-making leading to a unified, co-ordinating arrangements for the implementation layer to build networks and coordination mechanisms archives, archives and departments should take the lead in the total catch, is responsible for organization, coordination, inspection, guidance and participating in the construction of the units collected all the work files. fully play the role of supervision, supervision of construction units required documentation of the formation of quality inspection checks, unified form of the construction units, in accordance with the supervision order requirements, control node in the review, sign, identify problems in a timely manner so that it rectification.


2. Establish a sound management system

Establish and improve the file management system, standard file collection, collation, test paper, catalog number, identification, examination and other aspects of the procedures and standards. Clearly the scope of archives collection, retention and classification programs to ensure timely and effective coordination of archives, archives collection sorting rules to follow. main system specifications: classification numbering scheme, the scope and archive storage period, the participating units, departments and the duties and evaluation system, documents (drawings transceiver management approach and completion of required documentation and file reorganization, file check Acceptance of transfer of audit procedures and methods and so on.


3. Into the contract management

Give full play to the role of the contract, and design, construction and supervision units contract, agreement, special provisions should be established, clearly defined the responsibilities of all parties, including copy number, quality, cost, completion time, etc., to increase supervision contract of design and construction archive audit responsibilities. archivists to participate in the drafting of the terms of tender documents, contract negotiations, records management requirements of the relevant provisions detailed, clear and explicit project file penalty margin accounts for the ratio of quality, file control sector in the contract payment .


4. Integrated management of paper files

Enhanced document management, document and file management between the complete management chain. To establish uniform project documentation and delivery of all ports, all the flats to establish a unified file, the file coding system, a unified template, document management and records management will be unified up and implementation of a full range of integrated document management material.


5. Information Management

Implement records management system and project management Information system docking, or document and file management into project management system. Use file Information management platform, archival material collected on the project complete, accurate, systematic and timely for effective monitoring, control of native electronic document capture, archiving, storage and effective management, digitize paper files.


6. Front-end control, synchronization management

Formation law master documents and materials in advance to take measures to requests, to avoid passive. Can be for specific projects to develop specific implementation of the program files, to enhance training and guidance, in-depth on-site, to project progress, develop archiving plan. To file work into the project management process , tied with the operational procedures, the implementation of node control.


Five key ideas of scientific management project files

1. Strengthen publicity and education to raise awareness of the construction unit full file should fully understand the importance of archival work, regular or irregular conduct of the file lectures, in-depth study <"File method >>,<< scientific and technical archives files constitute the general requirements> > and other laws and regulations. through knowledge of respondents file, print and distribute knowledge and manual files and other activities, and gradually raised awareness of engineering and technical personnel files, so that engineering and technical personnel from the understanding of the importance of archival work, organize the file specification to understand the reason, to support file work and eventually play the role of each of engineering and technical personnel, and jointly improve their archives. reposted elsewhere in the Research Papers Download http://www.hi138.com 2. Focus on coordination, strengthen the constraints

Establishment of coordination mechanisms, such as file regular work, coordination meeting, internal and unit leaders, relevant departments and personnel to communicate with the outside of the flats the whole process of communication, but also with external regulatory authorities such as local files or the higher administrative authorities file to communicate the business management department. We must be good grasp of key sectors, active communication, teamwork, identify the key processes and nodes, for weight.


3. The whole process of management by

The whole process of the project management body for the management of the core, to include the basis for the management contract, to control as an important means of supervision, in the archives administration department, engineering department in charge of the supervision and guidance, and engineering construction, design, construction and supervision units in all directions , the implementation of the pre-intervention, things in control, after review and acceptance checks of the management. the records management requirements and measures to implement in the whole process of construction, and with the simultaneous implementation.


4. Integration of resources, outside help

Integration of the system file management expert resources, both human resources into full play the role. The construction unit to find ways to help all external forces, including the higher level units file authorities, to promote the work of the local Archives. In addition to providing reasonable use of the professional intermediary services.


5. Macro-management to macro management go hand in hand with the physical order to strengthen the supervision and guidance on, the archive control, not passive reception, countersunk finishing. While reorganizing the files on the material and files to simplify collation, reduce the workload reasonable.


6. Adhere to the principle of appropriate and flexible

File reorganization of work should follow the basic principles of records management, focusing on maintaining the original appearance and maintain documented organic links, easy to use and safe custody, to learn to master the standard file operations in real terms, combined with practical flexibility, avoid dogma. Pragmatic without seeking external form .


7. Actively explore, be good at drawing

Records management in the process of key projects, on the one hand actively explore innovative methods of work, on the other hand should be good at learning from the experience of other projects, increase the exchange of learning efforts, please come in, get out and avoid detours.


References

[1] Guo Xinghua. On the national key project file management [J]. Hydropower, 2001, (12:65-66. Links http://www.hi138.com Research Papers Download