Good file management can improve communication efficiency, while conversely, multiple efforts will be made to remedy it later on. Nowadays, controlling and managing documents has become an important task in company management, and the level of document management has gradually become a symbol of the company's management level.

In this context, the company is upgrading its file management:

Upgrade of file management for shared disks

1.1 Storage of electronic documents

1.1.1 Design of storage path

The storage of electronic files in the company is uniformly stored on a shared disk, and the storage path is designed based on the file architecture and file structure, so that the required files can be easily and quickly found. So, among the file architecture and file structure, the most distinctive features of Masamura are the two systems, dynamic and static files, five tables, and four numbers. The specific explanations are as follows:

1.1.1.1 Second system

All management of the company is divided into two systems, namely the quality system and the village system.

A Quality system

It contains the regulations required by IATF16949 and ISO9001.

B Zhengcun system

It refers to regulations that include requirements other than the quality system (such as those required by the company itself, environmental systems, occupational health and safety systems, information security systems, etc.).

1.1.1.2 Dynamic and static files

It is composed of dynamic files and static files.

A Dynamic file

It refers to documents related to the management process.

B Static file

It refers to documents that are not related to the management process.

1.1.1.3 Five Tables

It is composed of worksheets, record sheets, statistical tables, analysis tables, and ledgers.

Worksheet a

It is a record of planning work, such as training schedules.

B Record Form

It is a record of the work process, such as a training record form.

C Statistical Table

It is a summary of work data and a report of work performance, such as a training pass rate statistical table.

D Analysis Table

It is to summarize and display work data by different categories, observe trends, and identify anomalies, such as the distribution map of training pass rates based on educational background.

E ledger

It records information one by one and is static, such as an employee roster.

1.1.1.4 No.4

A Version number

It controls the format of the template and changes accordingly when the blank template changes.

B Serial number

It controls the content and changes as it changes.

C number

It controls the file path and changes as the file's affiliation changes.

D Preparation position

It is clear that the responsible position is under centralized management, and when the responsibility changes, it will change accordingly.

1.1.2 Establishment of Storage Path

Following the above design concept, the storage paths for each file have been established, as shown in the following figure:

1.2 Authorization of Electronic Documents

According to the requirements of various personnel for files, the management of permissions such as establishment, download, deletion, reading, and modification has been implemented in the file management software to ensure the avoidance of file misuse, accidental deletion, unfounded loss, and leakage.

Upgrade of document management for workshop 2

All workshops have installed display screens, and some workstations have also installed display screens. The previous paper hanging has been changed to display screen playback, avoiding defects such as easy loss, damage, and dirt of paper files.

After the upgrade of the above files, there is no doubt that it has made it easier and faster for us to find the desired files. At the same time, it also prevents misuse, accidental deletion, accidental loss, damage, and leakage.

Change is proof of growth. We will continuously upgrade our file management to adapt to the development of the times, enhance the competitiveness of the company, and make a contribution to creating a more convenient office environment for everyone.