The author observed that many chemical companies, particularly small and medium-sized ones, still face significant challenges in managing their corporate records. Some business leaders neglect or misunderstand the importance of archival work, adopting a careless attitude toward it. As a result, file archivists often lack professional training, leading to disorganized record-keeping and the accumulation of various types of unstructured documents. In addition, some companies suffer from poor financial performance, which limits their ability to invest in proper infrastructure, such as secure storage facilities or modern filing systems. Over time, this has led to neglected archives, with some companies failing to collect or organize files at all, resulting in the loss of critical financial and personnel records.
Proper file management is a crucial component of corporate governance and reflects the overall efficiency of an organization. Effective record-keeping not only prevents unnecessary economic losses but can also be vital in legal disputes. For instance, in the case of Shanghai Chemical Research Institute vs. Kunshan Essotop Chemical Co., Ltd. and Jiangsu Huihong International Group Import & Export Suzhou Co., Ltd., the infringement of stable isotope 15N technology trade secrets was successfully addressed due to the company’s well-documented and classified archival system. These records were marked as "secret" and served as key evidence in court, ultimately leading to a compensation award of 2.3 million yuan in the first trial.
Neglecting file management can have serious consequences. Disorganized records may lead to the loss of equipment blueprints, making maintenance difficult and increasing the risk of technical leaks. Incomplete personnel files can cause labor disputes, while improper handling of financial records can lead to major losses. For example, China's cystine production technology is among the best in the world, yet some companies’ poor archival practices have resulted in the leakage of core technologies, allowing foreign entities to steal them and undermining China's competitive edge.
Therefore, chemical companies must prioritize file management by establishing clear systems and ensuring that all records are collected, organized, and stored according to established standards. It is also essential to invest in staff training—both for professional archivists and for employees in finance, HR, and technical departments. Everyone should understand the importance of proper documentation and follow filing procedures diligently. Additionally, companies need to allocate resources for physical storage, including dedicated archive rooms and secure filing cabinets. They should also implement safety measures such as fire protection, water resistance, and theft prevention to ensure the security and integrity of their records.
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