On how to strengthen the vocational school students file management

Paper Keywords: vocational school student records management solutions
Abstract: vocational school students in the school archives archives management is an important branch of the student file is the school for students with basic information about the fundamental basis for the selection of students to use the employer after graduation, an important basis for personnel training, do good students an important means of management, but the current level of the school's student records management, there are still some problems, so students should complete the relevant records management system, speed up the student files the construction of computer network management, to fully tap the value of the use of archives for graduate employment services.

Vocational school students who learn from the files of students graduated during the study and practice of life and social life record, is the future of vocational student organizations at all levels of employment and selection, appointment, an important basis for evaluation, but each student by the the social significance of school to resume life in the current competitive situation of employment, vocational school students, as graduates of a file important documents, has a very important role in the current file in the management of vocational school students has many problems, strengthen management, reform the student's file management is particularly important to this paper from the following aspects of student records management problems and solutions.

A vocational school student records management problems
Records management vocational school students aimed at school students, and graduate follow-up investigation of the formation of a variety of materials to organize, archive, providing access to student records, graduate student loan services and transmitting files, management etc. For a long time, due to many reasons, vocational school students file has not been given due attention, resulting in incomplete collection of archival material, quality, and can not accurately reflect the overall picture of students in vocational schools, and even the file is missing, etc. phenomenon. The current vocational school student records management there are several major issues.

1 student records management system is incomplete.

Student file is a branch of the school archives, but emphasis is often placed in vocational schools teaching files and other management work for the students do not realize the importance of archival work place, not the student file management on the agenda, the file management two institutions were not equipped with full-time staff without the necessary inspection and supervision and guidance of students did not file management and file management of performance-related, not to the institution building, do not attach importance to student records management, lack of leadership emphasis, management system is obviously imperfect.

2 student files to compile non-standard.

The current level of general school students by the students file management for unified management and collation of student records by the faculty to complete the due administration of students were not equipped with full-time staff, plus the lack of school supervision and inspection and operational guidance, leading to student records the compilation lacks standardized, full of mistakes, such as paper, different specifications written material, writing is not standardized, with a ballpoint pen writing, spelling again and again, the annual school teacher appraisal uniformity, material loss, and so on.

3 access to student records, lending and other services sectors function is not complete.

Not timely file collection, sorting, and service sectors can not keep up, leading to student records only as "waste" pile, no access, can not access, borrow, is not conducive to vocational school teachers to understand students, individualized.

4 graduate students file transmitting and management work is not perfect.

Currently, secondary vocational education school students can graduate with the file transfer custody of talent exchange centers, adult files still in school management, both methods have the same shortcomings.

Second, to address the vocational school student records management approach
1. To enhance staff job responsibilities.

Vocational school students to do the file management organization and the personnel to implement, the Treasury implemented. Practice has shown that students in secondary vocational schools to improve file management, we must first improve the management structure, so that organizations implement. Regardless of the current in the management of vocational school students to take what model should be based on actual school work, establishing student records management organization; whether the file is placed where students must have someone responsible for the management of student records, followed by the student must the number of files, compiled with the appropriate professionals. In order to ensure the quality of the management of student records, should implement a centralized management authority can be set at the student work under and with a full file manager, if the vocational school has in place a comprehensive file Hall, then the student should go to the file on the unified management of integrated archives for a decentralized management model, we must strengthen the operational guidance to ensure that students archiving and finishing quality.

(2) to expand the school to learn propaganda, and strengthen student awareness of the file.

Through the study of campaigns to raise student awareness of the work of student files, student files an active interest in supporting the work. To make people understand that student records are related to vocational schools to promote quality education, to the society with qualified personnel is a major event. A high-quality copies of the file, the employing unit is a strong allure and attraction of each student should fill out the importance of archival material, so that accurate and complete, clear writing, format specifications, file made of materials to meet the requirements, must also strive to create excellent results, writing their own history. Links to free download http://www.hi138.com 3. to establish a sound archive material, collection and transmission system.

(1) archive material specification requirements. In accordance with the provisions of the cadre and personnel records management, archiving materials must be unified use of paper, writing materials should be durable, or more durable, and shall not use ball-point pen, carbon paper, red ink, blue ink and pencil, but also inkjet print archives should not be used, but should be used in laser or electrostatic print a copy of the archive. Those who do not meet the requirements, all materials must be returned to the original form before processing unit to re-archiving.

(2) the establishment of archive material collection system, although the vocational school students form a channel, archival materials, a wide source of material to form but most are more regular, if carefully observed, it is not difficult to master, such as vocational schools, the student's file collection of materials can be divided into three stages: the first phase is to collect student enrollment in vocational schools and the formation of human pre-archival materials, these archives should be in the Admission of students hours of time and pay close attention to begin to collect; first two stages of the collection of archival material, in addition to the usual collection of regular students in school during the formation of physical and moral energy, all kinds of social activities, various competitions and various copies of certificates and other materials, but also from the party, group They joined the Party organizations to collect, organize groups of materials, to the Registrar Office, Youth League and the students collect awards and other materials appraised; The third stage is the most important collection phase, that is the occasion of graduation of students in vocational schools during the morality and intelligence summary and evaluation of physical material, can be formed of the material are: graduates from the registration form, graduates identification table, the total scores and standings table, vocational students pass the registration card, sports, graduate medical form and other materials. Furthermore, it should the establishment of student file archiving system, the formation of collection network to form a unit of archival material students must be clear about one person in charge, responsible for the formation of the various stages of collection and transfer of archival material in a timely manner, so that not only help students filed timely collection of archival material, it helps the process of gathering material confidentiality and security.

(3), graduates of files to be transmitted strict system of one hand must conscientiously implement the system files to be transmitted, the file transferred in strict accordance with the procedure: fill in transmitting a single fill, such as converting a tight envelope a registration by transmitting a confidential Check store receipt a receipt is not back in time to hasten (should be within one month) while the receiving unit should also pay attention to the availability of documents under the "county (group) level and above the organization, personnel department or the county ( with the county) over talent service center "and other qualified institutions with administrative files and if the employer does not have the storage conditions, should be sent to the personnel departments of the flow of talent service center storage so you can avoid the resulting file after the files to be transmitted out loss phenomenon on the other hand, graduates of vocational schools in the school file to reflect the overall performance during the German intelligence material, such as the graduate registration form, student performance summary table, the basic situation of graduates in the table (total points table), etc. material form in duplicate, one copy stored in my file graduates, another store in the school's enrollment file. The benefit is easy to lose the next part of the student's file after the re-filing (ie, graduates by the original the school's enrollment to save a copy of the file to re-filing), and also avoid some graduates use the opportunity to re-filing of fraud, such as the false material, to open a false certificate, altered results and other phenomenon.

4 speed network management of student records.

With the advent of information society and the popularity of office automation, the rapid increase in the number of vocational students and file content and the increasing number of traditional manual operation has not adapt to the modern need for reform. Vocational school student records management staff to the times, changing values, update management awareness and practice, the courage to blaze new trails, take advantage of new technologies, new equipment, planned, systematic management of student records to achieve standardization and information technology. For students All file management is satisfied network of libraries, managers must actively develop practical, efficient, powerful file management information systems students to accelerate the pace of modernization of records management.

In short, students in vocational schools, school-based file management is an important part of the work we do file in the collection, sorting and filing the same time, to do volunteer service to be fully reflected the value of the file. Archivists both familiar room hidden archives, focusing on the quality of the collection of files, to improve the utilization of the file, but also timely feedback information on the use of comprehensive analysis, research, identifying the lack of a scientific attitude, the school files do a better job to make it play a greater role. Links to free download http://www.hi138.com