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Test point one
Official document types and classifications
1. Types of official documents
On April 16, 2012, Article 8 of the "Regulations on the Handling of Official Documents of Party and Government Agencies" issued by the General Office of the CPC Central Committee and the General Office of the State Council, the main types of official documents are:
(1) Resolution . Applicable to major decision-making matters discussed and passed at the meeting, such as the "Resolution of the 18th National Congress of the Communist Party of China on the Report of the 17th Central Committee."
(2) Decision . Applicable to making decisions and arrangements on important matters, rewarding and punishing relevant units and personnel, changing or revoking inappropriate decisions of lower-level agencies, such as the "Decision of the Central Committee of the Communist Party of China on Several Major Issues Concerning Deepening the Reform of the Cultural System and Promoting the Development and Prosperity of Socialist Culture" .
(3) Order (order) . It is applicable to promulgating administrative laws and regulations, announcing the implementation of major compulsory measures, approving the granting and promotion of titles, and rewarding relevant units and personnel, such as the Ministry of Finance issuing an order to promulgate the "Accounting Standards for Public Institutions".
(4) Gazette . It is suitable for announcing important decisions or major events, such as the "Communique of the First Plenary Session of the 18th Central Committee of the Communist Party of China".
(5) Announcement . It is suitable for announcing important matters or statutory matters at home and abroad. For example, my country must issue announcements at home and abroad for military exercises in the East China Sea.
(6) Announcement . It is applicable to the announcement of matters that should be observed or made known within a certain scope, such as the "Notice of the XX Electric Power Industry Bureau on the Use of Periodic Debit Business Settlement Methods".
(7) Opinions . It is suitable for providing opinions and solutions to important issues, such as the "Opinions of the Central Organization Office of the Ministry of Education, the Ministry of Finance, and the Ministry of Human Resources and Social Security on Strengthening the Construction of Kindergarten Teacher Teams."
(8) Notice . It is suitable for issuing and communicating matters that require lower-level agencies to implement and relevant units to be informed or implemented, and to approve and forward official documents, such as the "Emergency Notice of the Ministry of Finance and the Ministry of Education on Effectively Strengthening the Management of Compulsory Education Funds."
(9) Notification . It is suitable for commending progress, criticizing mistakes, conveying important spirit and informing important situations, such as the "Notice of the People's Government of Guangxi Zhuang Autonomous Region on the Major Traffic Accident of Hudong Bridge in Liuzhou City".
(10) Report . It is suitable for reporting work to higher authorities, reflecting the situation, and responding to inquiries from higher authorities, such as the "Dingyuan County 2014 Legal Administrative Work Report".
(11) Ask for instructions . It is suitable for requesting instructions and approval from higher authorities, such as the "Request for Instructions from the Ministry of Public Security on Establishing December 2 as "National Traffic Safety Day".
(12) Approval . It is suitable for responding to requests for instructions from lower-level agencies, such as the "Reply of the State Council on the Approval of the Establishment of "National Traffic Safety Day".
(13) Proposal . It applies to matters submitted for deliberation by people's governments at all levels to the People's Congress at the same level or the Standing Committee of the People's Congress in accordance with legal procedures, such as the "State Council's Bill on Submitting for Deliberation the Labor Law of the People's Republic of China (Draft)".
(14) Letter . It is suitable for negotiation work, asking and answering questions, requesting approval and responding to approval matters between agencies that are not affiliated with each other, such as the "Letter from the Ministry of Health on Requesting for Supervision and Management of Propolis Products".
(15) Minutes . It is suitable for recording the main situation and agreed matters of the meeting, such as the "Minutes of the Meeting on the Implementation of the Provincial Party Committee Leading Comrades' Instructions on the Protection of the Seven-Level Pagoda of Provincial Cultural Relics".
2. Classification of official documents
1. Classify official documents according to their writing direction
Upward documents refer to official documents submitted to superior leaders and guidance agencies with subordinate relationships;
Parallel documents refer to official documents sent to agencies at the same level in the same organizational system or to any agency in a different organizational system;
Subordinate documents are official documents sent to lower-level agencies that are led and directed by them.
2. Classify official documents according to the extent to which they involve state secrets and the scope of reading.
3. Classify documents according to the time limit required for processing them
4. Classify official documents according to their writing style
Test point two
Format of official documents
1. Kumon style of writing
Official documents generally consist of document number, confidentiality level and confidentiality period, degree of urgency, logo of the issuing authority, issuing number, issuer, title, main sending authority, main text, description of attachments, signature of the issuing authority, date of writing, seal, notes, attachments, and carbon copy. It consists of the agency, the issuing agency, the date of issuance, page number, etc.
"Format of Official Documents of Party and Government Organs" divides the various elements of the official document format in the center of the page into three parts: header, main body, and page notes.
1. Header part
All elements placed above the red back line on the home page of the official document (official documents of the Party agency have a five-pointed star embedded in the middle of the red back line) are collectively called the front page.
(1) Part number
The document copy serial number is the sequential number of each document when several copies of the same document are printed. If you need to mark the serial number of the document, use Arabic numerals to mark the first line in the upper left corner of the center of the page. The main function of the serial number of official documents is to facilitate the distribution, removal and search of official documents. Generally, it only applies to top-secret, confidential documents or documents that need to be cleared.
If you need to mark the copy number, generally use 6-digit Arabic numerals, number 3, and arrange the top grid in the first line in the upper left corner of the center of the page.
(2) Confidentiality level and confidentiality period
The confidentiality level of official documents and the period of confidentiality. Official documents involving secrets should be marked with "top secret", "confidential", "secret" and a confidentiality period according to the degree of confidentiality.
If you need to mark the confidentiality level and confidentiality period, generally use size 3 boldface, and the top grid should be arranged on the second line in the upper left corner of the center of the page; the numbers in the confidentiality period should be marked with Arabic numerals. The confidentiality level and confidentiality period are separated by "★".
(3) Urgency
Time limit requirements for the delivery and processing of official documents. According to the degree of urgency, emergency official documents should be marked with "Extra Urgent" and "Urgent" respectively, and telegrams should be marked with "Special Urgent", "Urgent", "Urgent" and "Normal Urgent" respectively.
If you need to mark the degree of urgency, generally use size 3 bold fonts, and arrange the top grid in the upper left corner of the page; if you need to mark the number, confidentiality level, confidentiality period, and urgency at the same time, follow the order of the number, confidentiality level, confidentiality period, and urgency. Arrange in rows from top to bottom.
(4) Logo of the issuing authority
It consists of the full name or standardized abbreviation of the issuing agency plus the word "document". The full name or standardized abbreviation of the issuing agency may also be used. When issuing a document jointly, the logo of the document-issuing agency may be combined with the name of the joint document-issuing agency, or the name of the sponsoring agency may be used alone.
The logo of the issuing authority is arranged in the center, with a distance of 35mm from the upper edge to the upper edge of the center of the page. It is recommended to use small-scale Song fonts in red, with the principles of eye-catching, beautiful and solemn. When jointly writing a document, if it is necessary to indicate the name of the co-signing and issuing agency, the name of the sponsoring agency should generally be listed first; if there is the word "document", it should be placed to the right of the name of the issuing agency, and the name of the co-signing and issuing agency shall prevail. Arranged in the center.
(5) Issue number
It consists of the issuing authority's code, year, and issuance sequence number. When writing a joint document, the issuing number of the sponsoring organization shall be used.
Arrange it in two empty lines under the logo of the issuing authority, and arrange it in the center. The year and the serial number of the document should be marked with Arabic numerals; the year should be marked with the full name and enclosed in hexagonal brackets "〔〕"; the serial number of the document should not be added with the word "th" and no dummy digits should be included (that is, 1 is not numbered as 01). In Arabic Add the word "号" after the number. The issuance number of the upper text is arranged with one word in the left space, and is on the same line as the name of the last issuer.
(6) Issuer
The upper text should be marked with the name of the issuer.
It consists of the three words "Issuer" plus a full-width colon and the name of the issuer, with one word left blank on the right, and arranged in the two empty lines under the logo of the issuing authority. The word "Issuer" should be in No. 3 imitation Song script, and the name of the signer should be in No. 3 italic script. If there are multiple issuers, the names of the issuers are arranged evenly from left to right and top to bottom according to the order of the issuing authority. Generally, there are two names in each line. When returning, they are aligned with the name of the first issuer in the previous line. .
(7) dividing line
Print a red dividing line with the same width as the center of the plate 4 mm below the text mark.
Example 1
Example 2
2. Main part
( 1 ) Title
It consists of the name of the issuing agency, the subject matter and the language type. Among the three elements of the document-issuing agency, the subject matter, and the language type, the "language type" cannot be omitted. Under special circumstances, the "document-issuing agency" and "matter" can be omitted.
The first is to omit the "issuing agency", which is more common in the upper text. Other situations where this item is omitted because the issuing agency is printed on the front of the page are also common.
The second is to omit "reason", which is more common in orders, announcements, notices and other types of writing. The third is to omit the "issuing authority" and "reason", which is often done in public documents such as announcements and notices, as well as informative notices with single content.
Most of the titles of the 15 types of official documents of administrative agencies can omit one or two of them, but the titles of the two types of bills and decisions cannot be omitted. No punctuation is added at the end of the title; punctuation is generally not used in the title. If the names of laws and regulations appear in the title, the book title number "" can be used. The word "about" is usually added before the "matter" to indicate the scope or affairs involved. The text of the title should be highly condensed and accurately express the content of the official document.
Generally use No. 2 small-script Song fonts, arrange them in the two empty lines under the red dividing line, and arrange them in one or more lines in the middle; when returning to the line, the meaning of the words should be complete, the arrangement should be symmetrical, the length should be appropriate, the spacing should be appropriate, and the titles should be arranged A trapezoid or diamond shape should be used.
( 2 ) Main delivery mechanism
The main sending agency, also known as the header and the first payment, refers to the agency responsible for hosting or responding to official documents. The full name of the agency, the standardized abbreviation or the collective name of agencies of the same type should be used.
Arrange it in an empty line under the title, in the top left column, and keep it in the top cell when returning to the line. The last agency name is followed by a full-width colon. If there are too many names of the main sending agency and the main text cannot be displayed on the homepage of the official document, the name of the main sending agency should be moved to the page.
( 3 ) Text
The main body of the official document is used to express the content of the official document. The main text must be displayed on the first page of the official document.
The main text must be displayed on the first page of the official document. Generally, No. 3 imitation Song font is used, and it is arranged on the line below the name of the main sending agency. Each natural paragraph has two characters left blank and returns to the top box of the line. The ordinal numbers of the structural levels in the text can be marked with "1," "(一)" "1." "(1)"; generally, the first level is in boldface, the second level is in italics, and the third and fourth levels are in italics. Imitation Song font annotation.
( 4 ) Attachment description
Annexes refer to other official documents, charts, lists and other materials attached to the main text of the official document. The attachment is an important part of the official document and has the same effect as the main text.
If there are attachments, put the word "Attachment" in a line with two left spaces below the text, followed by a full-width colon and the name of the attachment. If there are multiple attachments, use Arabic numerals to mark the sequence number of the attachment (such as "Attachment: 1. XXXXX"); no punctuation marks are added after the attachment name. If the attachment name is long and needs to be returned to a new line, it should be aligned with the first character of the attachment name on the previous line.
( 5 ) Issuing authority, signature, date of writing, seal
The full name or standardized abbreviation of the issuing authority.
The date when it is passed by the agency meeting or signed by the person in charge of the issuing agency. When jointly issuing a document, the date signed by the person in charge of the last issuing authority shall be signed.
If the official document is signed by the issuing authority, the seal of the issuing authority shall be affixed and shall be consistent with the signing authority. General official documents and telegrams bearing the logo of a specific issuing authority may not be affixed with a seal.
The date of writing is generally arranged with four characters in the right space, the seal is in red, and no blank seal is allowed.
When a single agency writes a document, the signature of the document-issuing authority is generally placed above the date of the document and centered on the date of the document. The seal is correct and centered below the signature of the document-issuing authority and the date of document, so that the signature of the document-issuing authority and the date of document are placed lower than the center of the seal. The top of the seal should be within one line of the main text (or description of the attachment).
When writing a document jointly, the signatures of each issuing authority are generally arranged neatly in the corresponding positions according to the order of the issuing authority, and the seals are aligned one-to-one, correct, and centered below the signature of the issuing authority. The last seal is correct, centered, and below the signature of the issuing authority and the date of the document. , the seals are arranged neatly and do not intersect or are tangent to each other. The two ends of each row of seals must not exceed the center of the page. The top of the first row of seals should be within one line of the main text (or attachment description).
( 6 ) Notes
Notes are used to explain the reading scope of the official document, precautions for use, contact persons and phone numbers for instructions and upward comments, etc. The explanation of noun terms in the text is generally solved by parentheses within the sentence or parentheses outside the sentence, and is not used as an explanatory note.
If there are any notes, please place them in parentheses on the line below the date of writing.
( 7 ) Attachments
The attachments should be formatted separately and bound together with the main text of the official document before printing. The word "Attachment" and the sequence number of the attachment are arranged in the top left corner of the page in size 3 bold font on the first line in the upper left corner of the page. The title of the attachment should be centered on the third line of the page. The sequence number and title of the attachment should be consistent with the description of the attachment. The format requirements for attachments are the same as those for the main text. If the attachment and the main text cannot be bound together, the document's issuance number should be arranged in the top box of the first line in the upper left corner of the attachment and the word "Attachment" and the attachment sequence number should be marked after it.
3.Publication part
(1) dividing line
The dividing lines in the layout should be the same width as the center of the page. The first dividing line and the last dividing line should be thick lines (recommended height is 0.35 mm), and the middle dividing line should be thin lines (recommended height is 0.25 mm). The first dividing line is located above the first element in the typeface, and the last dividing line coincides with the lower edge of the center of the last side of the document.
(2) Copying authority
In addition to the main sending agency, other agencies that need to execute or know the contents of the official document shall use the full name of the agency, the standardized abbreviation, or the collective name of the same type of agencies.
If there is a copy of the agency, it is generally written in No. 4 imitation Song font, with a line above the issuing agency and the date of issuance, and a space on the left and right. After the word "cc", add a full-width colon and the name of the copying organization. When returning, align it with the first word after the colon. The last name of the copying organization is followed by a period.
If you need to move the main sending agency to the page, except that the word "cc" is changed to "main sending", the arrangement method is the same as the copying agency. When there is both a main sending agency and a copying agency, the main sending agency should be placed on the line above the copying agency, without a dividing line between them.
(3) Issuing authority and date of issuance
The official document's sending authority and date of sending.
The issuing authority and date of issuance are generally written in No. 4 imitation Song font, and are arranged above the last dividing line. There is a blank word on the left for the issuing authority, and a blank word on the right for the date of issuance. The year, month, and day are marked with Arabic numerals. The year should be marked. In the full name, the month and day are not numbered (that is, 1 is not numbered as 01), and the word "print" is added at the end.
4.Page number
(1) Page number
Document page number.
Generally, No. 4 half-width Arabic numerals in Song font are used, arranged under the lower edge of the center of the official document page, with a line on the left and right of the number; the line is 7 mm away from the lower edge of the center. Single page numbers have one word on the right, double page numbers have one word on the left.
Example 1
Example 2
Test point three
Rules for writing official documents
Rules of writing are the basic principles that must be followed when issuing and handling official documents. Chapter 4 of the "Regulations on the Handling of Official Documents of Party and Government Organs" stipulates the "rules of writing" in five major articles. It mainly establishes the rules for writing official documents of party and government agencies from four aspects: general rules, ascending rules, descending rules, and joint writing.
1. General rules
1. The writing should be truly necessary, practical, and focused on pertinence and operability.
2. The writing relationship is determined based on the affiliation and scope of authority. Generally, it is not allowed to write documents beyond the level. If it is necessary to write documents beyond the level under special circumstances, a copy should be sent to the agency being overridden at the same time.
Circumstances when writing can be skipped:
A. In the event of special major emergencies, such as wars, natural disasters, etc., if reported step by step, the opportunity may be delayed and significant losses may be caused;
B. Major issues that have not been resolved for a long time after repeated requests to the direct superior;
C. Matters assigned by superior leaders or leading agencies and designated to be reported directly beyond the next level;
D. Report or accuse the directly superior agency or leader;
E. Major issues that are disputed by the directly superior and subordinate agencies and cannot be resolved;
F. Ask and contact some work issues that do not need to go through the direct superior agency.
G. In today's market economy, in order to make the spirit of the document meet the masses as soon as possible for better implementation, TV, computers, telephones, radio, newspapers and other methods are used to write the document.
2. Uploading rules
1. In principle, the document should be sent to a higher-level agency. If necessary, a copy should be sent to the relevant higher-level agency and the same-level agency. No copy should be sent to lower-level agencies.
2. Party committees and government departments that request instructions and report major matters to higher-level authorities must obtain the consent or authorization of the party committee or government at the same level; matters within the scope of the department's authority must be reported directly to higher-level authorities.
3. If a lower-level agency needs to request instructions from a higher-level agency in the name of the lower-level agency, it should submit a biased opinion and then submit the original text to the higher-level agency.
4. Requests for instructions should be in one piece. Requests for instructions may not be included in reports and other non-request-for-instructions official documents.
5. Except for matters directly assigned by the person in charge of the higher-level agency, official documents may not be submitted to the person-in-charge of the higher-level agency in the name of the agency, and official documents may not be submitted to the higher-level agency in the name of the person-in-charge of the agency.
6. An agency under dual leadership writes to one higher-level agency and copies it to the other higher-level agency when necessary.
3. Descending rules
1. Mainly send to the accepting authority, and copy to relevant authorities as necessary. Important documents shall be copied to the direct superior authority of the issuing authority.
2. The general offices (offices) of party committees and governments may issue documents to lower-level party committees and governments based on the authorization of the party committees and governments at the same level. Other departments and units are not allowed to issue directive documents to lower-level party committees and governments or to issue directive documents to lower-level party committees and governments in official documents. Make directive requests. Specific matters that need to be reviewed and approved by the government can be drafted by the government's functional departments with the consent of the government. The document must indicate that the government has approved it.
3. Party committees and government departments may submit documents to relevant departments of lower-level party committees and governments within the scope of their respective powers.
4. Matters involving matters within the scope of authority of multiple departments shall not be forwarded to the lower levels without consensus among the departments; if the matter is written without authorization, the superior authority shall order it to correct or revoke it.
5. The superior agency shall issue a document to the lower-level agency under dual leadership, and when necessary, send a copy to the other higher-level agency of the lower-level agency.
4. Joint writing and other rules
1. Party and government agencies at the same level, party and government agencies and other agencies at the same level may jointly draft documents when necessary. Work that falls within the respective powers of the party committee and the government shall not be jointly drafted. Agencies at the same level include:
A. Governments at the same level and various government departments at the same level
B. Higher-level government departments and lower-level governments
C. Government and party committees and military agencies at the same level
D. Government departments and corresponding party organizations and military agencies
E. Government departments, people’s organizations at the same level and public institutions with administrative functions
2. The internal departments of the department are not allowed to publish formal documents to the outside world except the general office (office).
Test point four
Handling official documents
1. The meaning and principles of official document handling
Article 4 of the "Regulations on the Processing of Official Documents of Party and Government Organs": "Official document processing refers to a series of interrelated and orderly work such as the preparation, handling and management of official documents."
Article 5: “The handling of official documents shall adhere to the principles of seeking truth from facts, accuracy and standardization, simplicity and efficiency, safety and confidentiality.”
2. Preparation of official documents
Official document preparation includes the drafting, review, and issuance of official documents.
1.Drafting _
First, it must comply with national laws and regulations and the party's line, principles and policies, fully and accurately reflect the intention of the issuing agency, and be consistent with current relevant official documents.
Second, everything must be based on reality, the problem should be analyzed realistically, and the policies, measures and methods proposed should be practical and feasible.
Third, the content should be concise, the theme should be prominent, the views should be clear, the structure should be rigorous, the expressions should be accurate, and the writing should be refined.
Fourth, the language must be correct and the format must be standardized.
Fifth, conduct in-depth investigation and research, fully conduct demonstrations, and listen to extensive opinions.
Sixth, if the official document involves matters within the scope of competence of other regions or departments, the drafting unit must seek the opinions of the relevant regions or departments and strive to reach a consensus.
Seventh, the person in charge of the agency should preside over and guide the drafting of important official documents.
2. Review
Before issuance of official documents, they shall be reviewed by the general office (office) of the issuing authority. The focus of the review is:
First, whether the reasons for writing are sufficient and whether the basis for writing is accurate.
Second, whether the content complies with national laws and regulations and the party's lines, principles and policies; whether it fully and accurately reflects the intention of the issuing authority; whether it is connected with current relevant official documents; whether the proposed policies, measures and methods are practical and feasible.
Third, whether matters within the scope of competence of the relevant regions or departments have been fully negotiated and consensus reached.
Fourth, whether the type of writing is correct and whether the format is standardized; whether the names of people, place names, time, numbers, paragraph order, citations, etc. are accurate; whether the usage of words, numbers, measurement units, and punctuation marks are standardized.
Fifth, whether other contents meet the relevant requirements for drafting official documents. Important official documents that need to be reviewed by the issuing authority shall be initially reviewed by the general office (office) of the issuing authority before deliberation.
3.Issue _
Official documents must be approved and issued by the person in charge of the agency. Important official documents and upward documents shall be signed by the principal person in charge of the agency. Official documents issued by the general offices (offices) of the Party committee and the government based on the authorization of the Party committee and the government shall be issued by the principal person in charge of the authorized agency or in accordance with relevant regulations. When issuing an official document, the issuer shall sign his opinions, name and complete date; if he circles it or signs it, it shall be deemed as agreement. The joint document shall be countersigned by the heads of all jointly signed agencies.
3. Handling official documents
Official document processing includes document collection, document issuance and filing.
1.Issue a document for processing
Review: For official documents that have been signed and approved by the person in charge of the issuing authority, the approval procedures, content, language type, format, etc. of the official document should be reviewed before issuance; if substantial modifications are required, they should be reported to the original signer for review.
Registration: For the official documents after review, the issuance number, distribution range and number of copies should be determined and recorded in detail.
Printing: The printing of official documents must ensure quality and timeliness. Confidential official documents shall be printed in a place that meets confidentiality requirements.
Approval and issuance: After the printing of official documents is completed, the text, format and printing quality of the official documents should be inspected before distribution.
2. Receive and process documents
Signing for receipt: The official documents received should be counted one by one, signed or stamped after verification, and the time of receipt should be noted.
Registration: The main information and processing status of official documents should be recorded in detail.
Preliminary review: The official documents received shall be subject to preliminary review. The focus of the preliminary review is: whether it should be handled by this agency, whether it complies with the writing rules, whether the language type and format meet the requirements, whether matters involving other regions or departments within the scope of authority have been negotiated and countersigned, and whether it meets other requirements for drafting official documents. Official documents that do not meet the requirements after preliminary review shall be returned to the sending unit in a timely manner and the reasons shall be explained.
Undertaken by: Intellectual reading of official documents shall be distributed after determining the scope according to the content, requirements and work needs of the official documents. Approval official documents should put forward the proposed handling opinions and submit them to the person in charge of the agency for approval or transfer them to relevant departments for processing; if more than two departments are required to handle them, the sponsoring department should be clearly defined. Urgent official documents should specify the time limit for processing. The handling department shall handle the official documents assigned in a timely manner, and if there are clear processing time limits, the handling shall be completed within the specified time limit.
Circulation: According to leadership instructions and work needs, official documents will be sent to the circulation recipients for review or instructions in a timely manner. When handling the circulation of official documents, the whereabouts of official documents must be kept at all times, and no omissions, miscommunications or delays shall be allowed.
Urgent processing: Keep abreast of the progress of processing official documents, and urge the handling departments to complete the documents on schedule. Urgent official documents or important official documents should be handled by a dedicated person.
Reply: The processing result of the official document should be responded to in a timely manner to the sending unit, and relevant units should be informed as necessary.
3. Organize and archive
Removal: After clearing, the relevant received documents will be returned to the original document-issuing agency or its designated relevant unit on a scheduled basis. The purpose of document removal is to ensure the safety of important or confidential documents. The scope of removal is as follows: confidential documents; documents with major errors; official documents that are only for soliciting opinions or for circulation and review; speeches of leaders that have not been personally reviewed; official documents that have been expressly revoked; other documents designated by the issuing authority for removal. The official document of withdrawal. The procedure for liquidation is generally notification of liquidation - inventory and verification - liquidation and handover. Confidential documents should be filled in with the "Document Removal Notification Form" when issuing the document, and the receiving authority will return the document in accordance with the Document Removal Notification Form. Documents with major errors should be notified promptly for recycling. Other documents that need to be returned should be marked with "return after reading" and other marks.
Destruction: The destructive treatment of completed official documents that have lost their retention value or possibility of retention. The scope of destruction mainly includes: official documents that have no retention value; duplicate official documents that are not necessary for filing; official documents designated by superiors to be destroyed; drafts of confidential official documents in the process of formation, etc. The destruction of official documents must first be collected, counted, catalogued, submitted to the office department leader for approval, and destroyed by the clerical department. The destruction of confidential official documents must be carried out at a designated place under the supervision of two or more people to ensure that they are not lost or missed. Among them, the destruction of top-secret official documents (including coded telegrams) must be registered.
Temporary storage: refers to official documents that should neither be archived nor cleared, but are not suitable for destruction yet, but still need to be retained for a certain period of time for future reference. The scope of temporary storage: duplicate texts and copies of archived official documents that are frequently consulted; official documents and briefings with reference value; official documents that are difficult to accurately determine whether to retain or destroy at the moment; official documents and reports that reflect general situations.
Establishing files: Compiling official documents that have been processed and are valuable for reference into case files.
Archiving: Official documents and related materials that need to be archived should be collected and archived in a timely manner in accordance with relevant archives laws and regulations and agency archives management regulations.
4. Document Management
Party and government agencies at all levels should establish and improve their own official document management systems to ensure strict and standardized management and give full play to the effectiveness of official documents. Official documents of party and government agencies shall be managed uniformly by the secretarial department or designated personnel. Units at or above the county level that have established party committees (party groups) should establish confidential confidentiality rooms and confidential reading rooms, and be equipped with staff and necessary security and confidentiality facilities and equipment in accordance with relevant confidentiality regulations. Specifically, there are four things to note:
1. Before and after the confidentiality level of official documents is determined
Before determining the confidentiality level of an official document, confidentiality measures should be taken in accordance with the proposed confidentiality level. After the security level is determined, it should be strictly managed according to the determined security level. Top-secret official documents should be managed by dedicated personnel. If the confidentiality level of an official document needs to be changed or lifted, the decision shall be made by the agency that originally determined the confidentiality level or its superior agency.
Declassification procedures must be carried out before confidential official documents are released to the public. The time, form and channels for public release shall be determined by the issuing authority.
2. Copying and compilation of official documents
Copying and compilation of secret-level and secret-level official documents must comply with relevant regulations and be approved by the person in charge of the agency. Top-secret official documents are generally not allowed to be copied or compiled. If they are truly necessary for work, they must be approved by the issuing authority or its superior authority. Copied and compiled official documents will be treated as originals. Copies shall be stamped with the stamp of the copying authority. Reprints shall be marked with the name and date of the reprinting agency. The confidentiality level of the compilation is marked according to the highest level of confidentiality included in the official document.
3. Cancellation and annulment of official documents
The cancellation and annulment of official documents shall be decided by the issuing authority, superior authority or authority in accordance with the terms of reference and relevant laws and regulations. If an official document is revoked, it shall be deemed invalid from the beginning; if an official document is annulled, it shall be deemed invalid from the date of abolition. Confidential official documents shall be removed or destroyed in accordance with the requirements of the issuing authority and relevant regulations.