Specification For Official Document Processing

Official document processing includes a series of orderly work such as document preparation and issuance, handling, management and filing.
1、 Preparation and issuance of official documents
1. Drafting
(1) Comply with the party and national guidelines, policies, laws, decrees and relevant provisions of the superior. It is ideological, policy oriented, logical and instructive. Pay attention to the continuity and correctness of policies.
(2) The language is appropriate, the style is formal, the title is clear, the content is substantial, the viewpoint is clear, the situation is true, the text is concise, the organization is clear, the level is clear, the punctuation is correct, and the length is short.
(3) The person name, place name, number, time and quotation are correct.
(4) Quote official documents, indicating the issuing authority, official document number, title and issuing time.
(5) If the document is to be written in the name of the District Party Committee or the District Party Committee Office, the drafting department can be determined first according to the content of the document. In general, the comprehensive department is responsible for the comprehensive document, the competent department is responsible for the specific document, and the documents involving several departments should be countersigned by each department before submission.
(6) All kinds of official documents that need to be printed, approved and forwarded by the District Committee or the District Committee Office shall be submitted to the District Committee Office for review and processing. They shall not be directly sent to the leaders of the district committee. The documents submitted by the department to the District Committee and the District Committee Office for approval and forwarding and drafted by the department on behalf of the District Committee and the District Committee Office must be reviewed by the head of the department before being sent to the District Committee Office.
2. Check
The official documents shall be checked by the research office of the District Committee Office before being sent to leaders for review and signature. The basic task of official document verification is to assist leaders to ensure the quality of official documents. The content of official document verification is:
(1) Whether the document needs to be written and whether the procedures are complete. The general requirement is to strictly control the number of documents issued based on the principle of simplification, unity and efficiency, and resolutely refuse to issue those that can be issued or not; Materials that can be processed in other forms do not need to be issued; Any department within the scope of authority issues documents by itself; Matters that are purely government departments are issued by the government.
(2) If it is determined that a document should be issued, it is necessary to carefully check the contents of the official document to prevent loopholes or deviations, and earnestly control the viewpoint, policy, writing, style and affairs. For issues involving several departments, such as funding, staffing, level, treatment, etc., when reviewing the draft, it must be negotiated and countersigned with the relevant departments to reach an agreement, otherwise it cannot be written into the document.
(3) The checked official documents shall be classified according to their different contents. All overall work deployment and major policy and policy issues shall be written in "Laofa, Laoban and Fa"; The appointment and removal of cadres in the charge of the District Committee are written in the form of "Lao Committee"; Use "Lao Ban Fa" to write the seal for use and abolition; The notice of holding a meeting in the name of the District Party Committee or the District Party Committee is written in the form of "Lao Ban Ban Hui Fa".
(4) According to the content and work requirements of official documents, determine the scope of issuance, number of copies and confidentiality level, and put forward handling suggestions for leaders to refer when signing and issuing.
3. Issued
(1) In principle, the documents printed and distributed in the name of the District Committee shall be signed and issued by the main leaders of the District Committee; Important and wide-ranging items shall be sent to the secretary or deputy secretary in charge for signing and issuing after collective discussion and agreement. The documents adopted at the meeting shall be signed and issued by the secretary or deputy secretary.
(2) The documents jointly issued in the name of the District Party Committee and the District Government must be countersigned by the leaders of the District Party Committee and the District Government.
(3) The documents printed and distributed in the name of the District Committee Office shall be signed and issued by the Director of the District Committee Office, or the Deputy Director entrusted by the Director of the Office.
(4) The documents jointly issued in the name of the District Committee Office and the District Government Office must be countersigned by the responsible comrades of the District Committee Office and the District Government Office.
(5) Before the official documents are printed and distributed, the Secretary Section shall appoint a special person to review the approval procedures, types of languages, formats, etc. of the official documents, and determine the number of issuing documents, distribution units, and copies printed.
4. Send a document
(1) Registration: fill in and register the official document title, secret level, document number, document issuing authority, document date, main sending authority, etc. one by one.
(2) Printing: official documents shall be printed accurately, timely and normatively by typing room or printing factory.
(3) Distribution: The Secretary Section distributes official documents to relevant leaders and departments according to relevant regulations or instructions of leaders.
2、 Handling of incoming documents
The handling of receiving documents includes the procedures of signing, registering, proposing, approving, distributing, circulating, undertaking and urging official documents.
1. Sign in: The confidential secretary shall count the signed official documents one by one. If any problem is found, it shall be checked with the issuing authority in time and corresponding measures shall be taken. Urgent documents shall indicate the specific time of signing for receipt, and shall be registered according to the characteristics and handling conditions of official documents.
2. Draft: the office director shall propose the draft opinions for the official documents to be handled, and the confidential secretary shall provide necessary background materials for review and approval.
3. Distribution: The confidential secretary staff shall send the documents to be distributed in time according to the proposed suggestions, and mark the documents to be recycled with "Returned after Reading" on the top right of the documents, so as to ensure that the recycled documents are complete without shortage.
4. Circulation: confidential secretary shall circulate the documents according to the proposed suggestions, and handle urgent matters as soon as possible.
5. Undertaker: After the documents are circulated, the confidential secretary shall register the proposed opinions and the documents approved by the leader and send them to the supervision office. The supervision office shall break down and establish the project according to the leader's comments, supervise the handling and regularly feed back the handling situation.
6. Urge: The Secretary Section shall urge the handling of official documents on time, urge important official documents on time, and urge general official documents on a regular basis.
3、 Management of official documents
The Secretary Section shall conscientiously manage official documents based on the principle of giving full play to the effectiveness of official documents and facilitating confidentiality.
1. The distribution and transmission scope of confidential official documents shall be in strict accordance with the requirements of the superior issuing authority.
2. The reproduction of secret official documents of the superior party organ must be approved or authorized by the issuing organ. The reprinted copies shall indicate the name of the reprinting authority, the date of reprinting and the number of copies; The copies shall be stamped with the stamp of the copier. The copied official documents shall be managed in the same way as those officially issued.
3. The compilation of secret official documents of the Party organ at a higher level must be approved or authorized by the issuing organ. The security level of the official document assembly is managed according to the highest security level label incorporated into the official document.
4. Strict confidentiality measures shall be taken for top secret official documents.
5. The secretary department shall, in accordance with regulations, clean up, return and destroy secret official documents, and report to the competent authority on the management of official documents.
6. The destruction of confidential official documents must strictly follow the registration procedures, and after being approved by the leader in charge of the office, they shall be supervised by two people to ensure that they are not lost or omitted. Individuals shall not destroy official documents without authorization.
7. When a staff member is transferred from his/her post, he/she shall hand over and return the official documents he/she keeps and borrows in accordance with relevant regulations.
8. Official documents must be handled in strict accordance with the Law of the People's Republic of China on Guarding State Secrets and relevant confidentiality laws and regulations, observe the Party's confidentiality discipline, and ensure the safety of Party and state secrets. For official documents that need to be kept confidential, their classification shall be accurately marked. The change and cancellation of the classification of official documents shall be decided by the issuing authority or its superior authority.
4、 Filing of official documents
1. Archive scope
The filing scope shall be in accordance with the relevant provisions of the Compilation of Archives Work Documents of the Government Offices (March 1999, compiled by Qingdao Municipal Archives Bureau).
2. Archiving method
The filing method shall be in accordance with the Guidelines for Filing Documents (March 2003, compiled by Qingdao Municipal Archives Bureau).
5、 Document borrowing
1. The central and provincial documents are generally not borrowed, and can be read in the district committee office when necessary. It can be borrowed only after the deputy director in charge agrees to go through the borrowing procedures due to work needs.
2. The borrowed documents must be returned on time and cannot be lent or lost.
3. Borrowers are not allowed to fill in, daub, dot, extract or break up the borrowed documents without authorization.
4. When the documents are retrieved, the confidential secretary shall carefully check them, and report to the leader in charge in time if any dirt or damage is found.