June 9 marks the 19th International Archives Day, with this year’s theme being “Archives: Walking Hand in Hand with the Times.” In recent years, Shenma Co., Ltd. has aligned its efforts with the company’s development goals, adopting the guiding principle of “strengthening foundations, standardizing management, and leveraging digital technologies” to comprehensively elevate the legal compliance, standardization, and scientific rigor of its archival management. The company has continuously unlocked the resource value of its archives, driving improvements in quality and efficiency.

Strengthening the foundation of management and establishing a four-tier management system. Shenma Shares has enhanced its archival management framework, creating a structure in which company leadership provides overall coordination, line managers assume direct responsibility, frontline staff ensure meticulous control at the operational level, and relevant departments offer active support. Company leaders take the lead in studying and implementing laws and regulations such as the Archives Law, the Regulations for the Implementation of the Archives Law, and the Regulations on Archival Work in Government Agencies, ensuring that archival work is carried out in tandem with all aspects of the company’s production and business operations. Line managers regularly review reports on archival work, approve key priorities for archival management, and facilitate the resolution of challenges encountered in the course of their duties. Frontline staff are responsible for comprehensively collecting and properly safeguarding all types of archival materials. Meanwhile, heads of each department… Establish the scope of document and material archiving and their retention periods, Carry out tasks such as the creation, collection, organization, filing, and review of documentary materials. Ensure that personnel at all levels have clearly defined roles and responsibilities, each fulfilling their respective duties, and establish a comprehensive life-cycle management system covering the entire process—collection, organization, transfer, utilization, and destruction—of archives.

Adhering strictly to established procedures, the company has standardized its archive‑access and borrowing processes. Based on differing archival scope, Shenma Shares’ archives are categorized into sections such as Party and Mass Work, Administrative Management, Business Management, Production and Technology, Scientific Research, Accounting, and Infrastructure Construction. The company has clearly defined protocols for accessing and borrowing each category of records, establishing distinct workflows for non‑classified archives, for classified archives accessed or borrowed by headquarters personnel, and for classified archives accessed or borrowed by staff at grassroots units. These measures ensure tiered approval, category‑specific controls, and full‑process documentation, thereby preventing risks such as document loss, information leakage, and unauthorized borrowing.

Activating the technological engine and upgrading digital management practices, Shenma Shares is accelerating the integrated management of paper‑based and electronic archives, thereby advancing its journey toward digital and intelligent operations. First, the company has established an electronic archive database and is systematically converting existing paper records into electronic format. Second, for newly created records, the company mandates that electronic and paper copies be generated, reviewed, and filed in parallel, ensuring content consistency and facilitating easy retrieval. Third, paper archives are housed in standardized archival boxes, with all documents assigned unique identifiers and organized by type and year of creation; they are then stored in designated zones, categorized, and arranged in a systematic manner to streamline access and search.

Complete, standardized, and systematically comprehensive archival records constitute an essential component of an enterprise’s standardization management system, serving as a valuable resource for documenting the company’s development trajectory, accumulating technical expertise, and supporting business decision-making. In 2025, Shenma Co., Ltd. processed over 3,000 archival items without a single error. Specifically, personnel files were consulted or borrowed by 294 individuals; 85 volumes of personnel files were transferred out; and 190 volumes pertaining to retirees were handed over to the internal retirement office. Additionally, 273 volumes of financial archives were reviewed, 292 volumes of construction‑related and scientific‑technological archive drawings were accessed, and 59 items of documentary archives were examined.

Going forward, Shenma Shares will leverage its archival records accumulated over the years to systematically review and distill proven management practices, standard operating procedures, and key risk‑mitigation measures, continuously enhancing its standardized and compliant management system to support the company’s sustainable and sound development.