Operational norms for archives on the oceanographic survey observation and monitoring
Some standard content:
Business Specifications for Marine Perfumery Observation and Monitoring Archives (HY/T058-2010, implemented on March 1, 2010) Foreword
Compared with HY/T058-2001, the main changes in this standard are as follows: - The scope of application of this standard has been modified (Chapter 1 of the 2001 edition; Chapter 1 of this edition); - The abolished and inapplicable normative references have been deleted (Chapter 2 of the 2001 edition; Chapter 2 of this edition); - New references have been added (see Chapter 2); - Chapter 4 of the 2001 edition "General Provisions" has been modified and renamed "Overall Quality Control". The content of the quality control section in Chapter 4 of the 2001 edition has been strengthened and improved, and the content of the archiving scope in Chapter 5 to Section 1 of Chapter 12 has been merged and presented in Chapter 4 of this edition (4.1, 5.1, 6.1, 7.1, 8.1, 9.1, 10.1, 11.1, 12.1 of the 2001 edition; Chapter 4 of this edition); - The content of Chapter 5 and Chapter 6 of the 2001 edition has been modified, and they have been renamed "Collection and Classification" and "Arrangement and Filing" respectively. The contents of collection and accumulation of archives in Chapter 4 of the 2001 edition and organization and filing in Section 2 of Chapter 5 to Chapter 12 are combined and presented in Chapter 5 and Chapter 6 of this edition (4.2, 4.4, 5.2, 6.2, 7.2, 8.2, 9.2, 10.2, 11.2, 12.2 of the 2001 edition; Chapter 5 and Chapter 6 of this edition): - The contents of Chapter 7, Chapter 8, Chapter 9 and Chapter 10 of the 2001 edition are modified and renamed as "Cataloging", "Filing", "Preservation and Utilization", and "Transfer" respectively. The contents of the submission, storage, binding, cataloguing and recording of archives in Chapter 4 of the 2001 edition are described in Chapter 7, Chapter 8, Chapter 9 and Chapter 10 of this edition (4.3, 4.5, 4.6, 4.7, 4.8, 4.9, 4.10 and 4.11 of the 2001 edition; Chapter 7, Chapter 8, Chapter 9 and Chapter 10 of this edition);
- Added the filing requirements of the physical archive list (see 6.1.4); - Modified and refined the filing scope and storage period table (see Appendix A); - Added some archive table formats (see Appendix B); - Modified the archive cover format (see Appendix B). Appendix A and Appendix B of this standard are normative appendices. This standard is proposed by the General Office of the State Oceanic Administration. This standard is under the jurisdiction of the National Technical Committee for Marine Standardization (SAC/TC283). The drafting units of this standard are: North Sea Information Center of State Oceanic Administration, China Ocean Archives, Archives Office of State Oceanic Administration, East China Sea Branch of State Oceanic Administration, South China Sea Branch of State Oceanic Administration. The main drafters of this standard are: Qiu Li, Zhou Ling, Du Jipeng, Jin Haiqin, Xue Huifen, Tao Xueyan, Guo Xiaoyu, Wang Bo, You Dawei, Sun Jie, Zhong Xiaoli.
The previous versions replaced by this standard are: -HY029.3-1995, HY/T058-2001. 1 Scope
This standard specifies the methods of collection, accumulation, arrangement, filing, cataloging of marine survey, observation and monitoring archive materials and the format of archive business tables.
This standard is applicable to marine survey, marine observation, and marine monitoring archive business work. Normative referenced documents
The clauses in the following documents become the clauses of this standard through reference in this standard. For any dated referenced document, all subsequent amendments (excluding errata) or revisions are not applicable to this standard. However, parties that reach an agreement based on this standard are encouraged to study whether the latest versions of these documents can be used. For any undated referenced document, the latest version is applicable to this standard. GB/T11821
Specification for the management of photo archives
General requirements for the composition of scientific and technological archives filesGB/T11822
GB/T12763 (all parts)
Specification for marine surveys
GB/T14914 Specification for coastal observations
GB17378 (all parts):
Specification for marine monitoring
GB/T17838
GB/T 18894
Specification for auxiliary marine hydrological and meteorological reports for ships
Specification for archiving and management of electronic files
DA/T18
: Rules for archive description
HY/T037.6
3 Terms and definitions
Specification for marine data buoy operations
The following terms and definitions apply to this standard. Data processing
3.1 Files on the oceanographic survey, observation and monitoring
A general term for the smallest independent documents with complete contents such as text, diagrams, tables, photos, audio, video, tapes, and disks that are directly generated during the activities of oceanographic survey, observation and monitoring, and record and reflect technical ideas and results in words, numbers, and technical symbols.
archives on the oceanographic survey, observation and monitoring3.2 Archives on the oceanographic survey, observation and monitoring
Historical records in various carrier forms that are directly generated during the activities of oceanographic survey, observation and monitoring and have preservation value
4 Overall quality control
4.1 Quality control principles
4.1.1 Completeness
4.1.1.1 Marine survey, observation and monitoring documents and materials shall be archived according to the following archiving scope requirements: a) The archiving scope of marine survey documents and materials is shown in Appendix A (Table A.1); b) The archiving scope of marine observation documents and materials is shown in Appendix A (Table A.2); c) The archiving scope of marine monitoring documents and materials is shown in Appendix A (Table A.3). 4.1.1.2 Marine survey, observation and monitoring archived documents and materials and their media types shall be complete. 4.1.2 Completeness
4.1.2.1 The content, number of items, number of pages, etc. of marine survey, observation and monitoring archived documents and materials shall be complete. 4.1.2.2 The content, structure, background information and metadata of archived electronic files should be complete 4.1.3 Accuracy
4.1.3.1 The writing style of archived file materials should comply with the requirements of GB17378 (all parts), GB/T12763 (all parts), GB/T14914, GB/T17838, HY/T037.6. 4.1.3.2 The format of marine survey observation and monitoring record sheets (books), analysis record sheets, reports, maps and related electronic files should comply with the requirements of GB17378 (all parts), GB/T12763 (all parts), GB/T14914, GB/T17838, HY/T037.6.
4.1.3.3 The text descriptions, numbers, lines, symbols, etc. of marine survey observation and monitoring record sheets (books), analysis record sheets, reports, maps, electronic files, etc. should be accurate, clear and of uniform specifications. 4.1.3.4 The archiving time, scope, technical environment, relevant software, version, storage medium type, data type, format, operated data and test data, file backup, etc. of electronic files should be accurately marked. 4.1.4 Systematicity
4.1.4.1 The collection and sorting responsibility units of archives shall be divided according to project contracts, agreements, task books, etc. 4.1.4.2 The classification and sorting of archived files, the arrangement of files and the compilation of file numbers shall be carried out according to the sorting responsibility units. 4.2 Quality Control Procedure
4.2.1 When the marine business competent department issues marine survey, observation and monitoring tasks, the archives department shall also put forward the archiving requirements for the archived documents and materials.
4.2.2 When the marine business competent department checks the progress of the task, the archives department shall check the formation, accumulation and storage of archived documents and materials.
4.2.3 The marine business competent department shall coordinate uniformly and the archives department shall implement it in detail, and the collection, accumulation, archiving, identification and storage of archived documents and materials shall be managed throughout the process to ensure the continuity of archives management work. 4.2.4 During project acceptance and results review, the completeness, integrity, accuracy and systematization of archived documents and materials shall be appraised.
5 Collection and classification
5.1 Collection and accumulation
5.1.1 The institutions and units implementing the marine survey, observation and monitoring projects are responsible for the collection and accumulation of archived documents and materials. 5.1.2 The collection and accumulation of documents and materials shall be carried out according to the responsible units defined in the contract, task book and implementation plan to ensure the completeness and uniformity of archived documents and materials. 5.1.3 The collection and accumulation of marine survey, observation and monitoring data generated by regular cumulative projects shall be carried out on an annual basis. 5.1.4 The collection and accumulation of marine survey, observation and monitoring data generated by regular projects that span multiple years or are completed within a year shall be carried out according to the project implementation cycle.
5.2 Classification and sorting
5.2.1The project implementation unit shall classify and sort the archived documents and materials within the responsible units determined by the contract, task book, and implementation plan.
5.2.2 Archived documents and materials are divided into three categories according to the storage medium: paper documents, electronic documents, and physical samples. Among them, paper documents are divided into general paper documents, photo documents, and drawing documents. 5.2.3 Archived documents and materials shall be valued to determine their storage period and confidentiality level. a) Documents to be kept for 10 years, 30 years and permanently; b) Internal documents and public documents to be kept for top secret, confidential, secret and non-confidential according to their confidentiality level. 5.2.4 Archived documents and materials should be classified as follows: a) Marine hydrology:
b) Marine meteorology:
c) Marine chemistry:
d) Marine physics;
e) Marine biology;
f) Marine geology and geophysics;
g) Marine ecology;
h) Seabed topography;
i) Marine engineering geology:
j) Marine economy and disaster investigation;
k) Comprehensive:
i) Others.
5.2.5 When the same type of archived documents and materials are composed of pieces and volumes, they should be sorted according to the following rules: a) Ship survey and monitoring: sorted by voyage, in the order of survey and monitoring sites when fixed point, and in the order of survey lines or time when sailing:
b) Aerial remote sensing surveillance and monitoring: sorted by flight, in the order of surveillance and monitoring area or time; c) Seashore observation: sorted by station, in the order of observation time; d) Ship hydrological and meteorological observation and reporting: sorted by reporting ship, in the order of receiving the report time c) Ocean buoy observation: sorted by buoy, in the order of observation time: f) Ocean platform observation: sorted by (platform), in the order of observation time: g) Ocean satellite, radar remote sensing monitoring: sorted by monitoring area, in the order of data time; h) Management documents: sorted by stage, by the level of the person in charge, document number, and time sequence: i) Achievement report: sorted in the order of finished draft, intermediate draft, and draft. 5.2.6 Original data archived documents and materials should be sorted according to the order of elements required by the project. 6 Arrangement and filing
6.1 Arrangement
6.1.1 Arrangement of general paper documents
6.1.1.1 Format
Marine survey observation and monitoring record sheets (books), analysis record sheets, and observation and monitoring record reports shall comply with the requirements of GB17378 (all parts), GB/T12763 (all parts), and GB/T14914; if the format standard is not determined, the international standard A4 type (297mm×210mm) shall be used. 6.1.1.2 Binding
6.1.1.2.1 Archived documents can be bound in whole rolls or by pieces. 6.1.1.2.2 Before binding, metal objects that are prone to rust should be removed, and anti-rust metal nails, strings, etc. should be used for binding. Punching holes during binding should not affect the reading of effective information content, and avoid image and word compression. Customized marine survey, observation and monitoring record books, if using easily corroded metal nails, shall be removed by the archiving unit and anti-corrosion binding shall be done. 6.1.1.2.3 Original data shall be classified and bound according to the standard forms given in GB17378 (all parts), GB/T12763 (all parts), GB/T14914, GB/T17838, and HY/T037.6, and the thickness shall not exceed 5cm. 6.1.1.2.4 When binding original data files, a cover shall be added to each file. The cover format is shown in Appendix B (Figure B.1). If the project has specific requirements for the file cover, it shall be made according to the requirements. 6.1.1.3 Page number marking
6.1.1.3.1 Page number writing position: For single-sided documents, the page number shall be marked at the lower right foot of the page; for documents written on both sides, the page number shall be marked at the lower right foot of the front side and at the lower left foot of the back side. 6.1.1.3.2 For printed finished products that are individually bound and in accordance with the regulations, the page numbers of the original printed products can be used to count the actual number of pages.
6.1.1.3.3 For various types of marine survey, observation and monitoring record books that are customized in accordance with the regulations and have not had pages torn or added, page numbers may not be marked and they can be counted as pieces.
6.1.1.3.4 For original data files that are bound into pieces with covers as required, the cover should indicate the total number of pages in the piece. Page numbers should be counted if page numbers are not marked on the cover. 6.1.1.3.5 Page numbers are not marked on the cover of the case file, the directory within the volume, and the preparation table within the volume, and the number of pages is not counted. 6.1.2 Arrangement of drawings
6.1.2.1 Drawings within the volume are sorted by drawing number. If there is no drawing number or the drawing number is irregular, they shall be sorted in the order required by the project.
6.1.2.2 When filing drawings, they should be folded or rolled axially according to the material of the drawings. 6.1.2.3 The bound atlas should be regarded as one piece or one roll. 6.1.3 Arrangement of photos
6.1.3.1 Select representative photos with preservation value for archiving. The number of archived photos should be determined according to the requirements of the project.
6.1.3.2 Photos should be sorted by reason and time, and uniformly marked with numbers. When filing photos, additional information should be added, including number, reason, person, time, place, photographer (unit, name), etc. 6.1.3.3 When filing photo files, photo archives of corresponding specifications should be selected. Photos taken for the same event should be recorded as one piece.
6.1.3.4 Paper photo archives should be archived according to the requirements of GB/T11821, and digital photos should be archived according to the archiving requirements of electronic files.
6.1.4 Arrangement of physical sample list
6.1.4.1 When arranging physical samples, a catalog list and explanatory documents should be prepared and archived. 6.1.4.2 The sediment sample list should include information such as sample number, station number, longitude and latitude, sampling method, sampling time, sampling volume, sample volume, and on-site water depth. 6.1.4.3 The suspended matter sample list should include information such as sample number, station number, longitude and latitude, sampling time, sampling water depth, suspended matter volume, filter membrane number, empty filter membrane weight, filter membrane weight, filter membrane differential weight, suspended matter concentration, and on-site water depth. 6.1.4.4 The biological sample list should include information such as sample number, station number, longitude and latitude, sampling time, species (genus) name (Chinese), species (genus) name (Latin), biomass, and number of individuals. 6.1.4.5 The explanatory documents should include background information and metadata. 6.1.5 Arrangement of electronic files
6.1.5.1 Electronic files should generally be archived using one-time writeable CDs. When the amount of data is large, hard disks and magnetic tapes can be used as carriers for storing data.
6.1.5.2 Each carrier should have a file number or a specific number as a volume label, and a root directory should be established. Multiple or multiple subdirectories can be set up under the root directory to index electronic files, and the electronic file directory name should reflect the uniqueness of the electronic file content under the directory.
6.1.5.3 When archiving electronic files, the organic connection of the file content and the systematicness and independence of the electronic files should be maintained.
6.1.5.4 Electronic files should be generated and converted according to the required format of the project. If there are no specific requirements, the following general formats should be adopted according to the provisions of GB/T18894
a) Text type: XML, RTF, TXT; b) Image files: JPEG, TIFF:
c) Audio files: WAV, MP3:
d) Video and multimedia files: MPEG, AVI. 6.1.5.5 The description file is named README.TXT and is stored in the root directory of the carrier. The content of the description file mainly includes the names of each subdirectory on the carrier, the name of the archived electronic file, the file content, the file record format and the file operating environment, the production unit, the responsible person and the contact information, etc. 6.1.5.6 Before the production of the archived electronic file carrier, the computer used and the electronic file to be archived should be checked for viruses. After the production is completed, the readability of the carrier should be checked to confirm the validity, completeness and accuracy of the stored information. 6.2 Filing
6.2.1 Archived files should be classified and filed according to the requirements of GB/T11822 and the organic connection between the file materials. 6.2.2 Archived files of regular cumulative continuous projects should be classified and filed by year. 6.2.3 Regular projects that span years or are completed within a year should be classified and filed according to the project implementation cycle. 6.2.4 Archived files with different retention periods should not be placed in the same file container. 6.2.5 Files of the same confidentiality level should be filed separately without affecting the organic connection between the archived files. If there are files of different confidentiality levels in the case file, the confidentiality level of the case file should be marked with the highest confidentiality level of the files in the file. 7 Cataloguing
7.1 File cover
7.1.1 The file cover of marine survey, observation and monitoring archives has the following forms: a) File box file cover See Appendix B (Figure B.2) for the contents shown in the record: b) Independently made drawing files, photo files, and whole-volume bound file covers should be filled in on the special file cover
for the contents shown in the record: c) Electronic CD box cover logo See Appendix B (Figure B.3) Fill in the contents shown in the record; d) For other electronic document carriers, the contents shown in Appendix B (Figure B.3) should be filled in on the special outer container.
7.1.2 File number: Fill in the classification number of the archive and the serial number of the file. 7.1.3 Archives number: Fill in the number given to this archive by the state. 7.1.4 The title of the file should concisely and accurately reveal the overall content of the documents and materials in the file. The main contents of the file title include: the name of the marine survey, observation and monitoring project, the name of the document material, the code, the code, etc. The title of the coastal observation and monitoring archive file consists of the name of the ocean station and the name of the document material. 7.1.5 Filing unit: Fill in the full name of the responsible unit for filing the file. 7.1.6 Start and end date: Fill in the year, month, day or start and end year, month, day when the document material in the file was formed. 7.1.7 Storage period: Fill in the storage period of the file. 7.1.8 Confidentiality level: Fill in the highest confidentiality level of the documents and materials in the case file. 7.2 Spinebzxz.net
7.2.1 The spine format is shown in Appendix B (Figure B.4). 7.2.2 The spine size can be determined according to the binding specifications of various tables for marine survey, observation and monitoring. 7.3 Preparation table
7.3.1 The preparation table in the volume is shown in Appendix B (Figure B.5). 7.3.2 The explanation part of the preparation table in the volume should be filled in with the number of documents in the volume and the issues that need to be explained in the process of filing, management and provision and utilization. The filer and the inspector should sign in handwriting. 7.3.3 The preparation table in the volume is arranged after the documents in the case file. 7.4 Project filing instructions
7.4.1 Regular projects are shown in Appendix B (Figure B.6) to fill in the project filing instructions. 7.4.2 The project filing instructions are filled in by the project leader. The contents of the project filing instructions include: an introduction to the project implementation process, a summary of the project content, a list of the main personnel participating in the project, and the opinions on the file review, etc. The person in charge of the project filing instructions should sign in handwriting.
7.4.3 The project filing instructions are placed in the first volume and the first item of the project file. 7.5 Volume Directory
7.5.1 The volume directory is shown in Appendix B (Figure B.7) and filled in. 7.5.2 Serial number: Use Arabic numerals starting from "1" to mark the order of the files in the volume. 7.5.3 File number: Fill in the document number, report number, drawing number, etc. of the file. 7.5.4 File title: Generally, it should be copied truthfully. If there is no title or the title cannot explain the content of the file, you can create a title based on the content reflected in the file. It should be able to express the voyage, station, monitoring area of the marine survey, observation and monitoring project, plus the "gate" number.
7.5.5 Responsible person: Fill in the direct compilation department or the main responsible person of the file. 7.5.6 Date: Fill in the year, month, day or the start and end year, month, day of the document creation time. For example: 20090330 or 20090330-20090401
7.5.7 Pages: Fill in the number of pages of the document.
7.5.8 The volume directory is arranged before the first page of the case file. 7.6 Recording of documents and files
7.6.1 The recording of archives shall be carried out in accordance with the provisions of DA/T18. 7.6.2 When the original records and compilation materials of the same type of marine survey, observation and monitoring record sheets, analysis record sheets, self-recording record sheets, record books, etc. are bound into a volume, they shall be recorded in two cases: a) The bound case file has a file-level directory, and the case file-level recording shall be carried out. The volume directory is the same as the file-level directory: b) The bound case file does not have a file-level directory, and the case file whose title is not sufficient to reflect the system characteristics of the files in the case file shall be recorded
at the file level. Files bound year by year shall be recorded at the file level on a monthly basis; files bound for many years shall be recorded at the file level on a yearly basis; files organized by continuous stations shall be recorded at the file level by voyage, measuring point, and time. 7.6.3 Management documents and materials files shall be recorded at the file level and file level. 7.6.4 Survey results files shall be recorded at the file level and file level; if the title of the results report in the volume is too simple, it can be recorded according to the title of the report. 7.6.5 When marine survey, observation, and monitoring archives are recorded at the file level, the name of the implementation project (or project code) and the name of the region (or task name) shall be included in the file title. 7.6.6 When marine survey, observation, and monitoring archives are recorded at the file level, the name of the implementation sea area, the name of the task, and the name of the file category shall be included in the file title.
7.7 Catalog
7.7.1 The general catalog and classification catalog of archive files should be prepared according to the file catalog format, see Appendix B (Figure B.8).
7.7.2 The archive files should be prepared with the catalog of archive files, see Appendix B (Figure B.9). 7.7.3
The electronic document registration form should be prepared for archiving electronic files, see Appendix B (Figure B.10). 7.7.4
The electronic file catalog should be prepared for archiving electronic files, see Appendix B (Figure B.11). 7.7.5 The archive files should prepare various special book-style retrieval catalogs according to actual needs. 7.7.6 The archive files should prepare the computer retrieval catalog of marine survey, observation and monitoring archives. 7.8 File number
7.8.1 The file number of the file is composed of "class number-file serial number". 7.8.2 The file number of the file is composed of "class number-file serial number-file serial number in the volume". 7.8.3 The file number of an electronic file consists of "class number - media serial number". The media serial number of an electronic file should be preceded by the media class code.
Example: CD is "G" and magnetic tape is "C". 7.8.4 When determining the class number, two forms should be considered: cumulative continuous projects and periodic projects. The class number of cumulative continuous projects should be marked with the year; the class number of periodic projects should be marked with the contract number (or project code). Example 1: The file number of the seaside observation record book is G09Y032007-17. G: code for the seaside observation project.
09: code for the observation station (referring to Longkou Ocean Station, or LKO). Y: original record book.
03: elements of surface seawater temperature, salinity and sea luminescence observation. 2007: mission year of the continuous project.
17: cumulative continuous file serial number.
Example 2:
The file number of the red tide monitoring area monitoring data file is CC032007-10. CC: red tide monitoring project code
03: monitoring area code (referring to Dalian Zhangzidao, or ZZ) 2007: the mission year of the continuous project.
10: cumulative continuous file number.
Example 3:
The file number of the X× marine survey, observation and monitoring project file is ××.-1: the electronic document number is ××.….-G2 where XX: marine survey, observation and monitoring project code. 1: file number.
G2: the second CD of the project.
7.8.5 The file number stamp should be stamped in the upper right blank space of the first page of each document. See the format shown in Appendix B (Figure B.12), indicating the file number of the volume, the file number of the file in the volume and the number of pages. 8 Filing and Archiving
The unit implementing the marine survey, observation and monitoring project is responsible for filing and archiving the documents and materials that should be archived. The project lead unit is responsible for organizing the file sorting and file number compilation. Each participating and collaborating unit is responsible for the specific implementation of the sorting of some files and archiving them to the lead unit.
8.2 For regular projects with an implementation cycle within a calendar year, the filing time should be completed in that year. For regular projects with an implementation cycle that spans multiple years but does not exceed one year in actual implementation, they can be filed together after the project is completed. 8.3
For regular projects with an actual implementation cycle of more than one year, pre-filing work should be carried out during the project, and the time for filing and archiving should be based on the specific requirements of the project contract and task book. 8.5 Conventional cumulative continuous projects should be filed annually. 8.6 When filing, a file directory, a document directory (directory within the volume), an electronic document directory, and storage and utilization should be prepared.
9.1 Storage
9.1.1 The project implementation unit shall determine the storage period of the archived documents according to their categories: a) The storage period of marine survey archives is shown in Appendix A (Table A.1); b) The storage period of marine observation archives is shown in Appendix A (Table A.2); c) The storage period of marine monitoring archives is shown in Appendix A (Table A.3). 9.1.2
The storage period starts from the time the file is generated. If the generation time of the file within the volume cannot be clearly defined, the storage period shall be calculated from the filing time marked in the preparation table within the volume.5 Filing unit: Fill in the full name of the unit responsible for filing the case. 7.1.6 Start and end date: Fill in the year, month, day or start and end year, month, day when the documents and materials in the case were created. 7.1.7 Storage period: Fill in the storage period of the case. 7.1.8 Confidentiality level: Fill in the highest confidentiality level of the documents and materials in the case. 7.2 Spine
7.2.1 The spine format is shown in Appendix B (Figure B.4). 7.2.2 The spine size can be determined according to the binding specifications of various tables for marine survey, observation and monitoring. 7.3 Preparation table
7.3.1 The preparation table in the volume is shown in Appendix B (Figure B.5). 7.3.2 The explanation part of the preparation table in the volume should fill in the number of documents in the volume and the issues that need to be explained in the process of archiving, management and provision and utilization. The filer and the inspector should sign in handwriting. 7.3.3 The preparation table in the volume is arranged after the documents in the case. 7.4 Project Filing Instructions
7.4.1 For regular projects, see Appendix B (Figure B.6) to fill in the Project Filing Instructions. 7.4.2 The Project Filing Instructions shall be filled in by the Project Manager. The contents of the Project Filing Instructions include: an introduction to the project implementation process, a summary of the project contents, a list of the main personnel participating in the project, and the opinions on the file review, etc. The manager of the project filing instructions shall sign in handwriting.
7.4.3 The Project Filing Instructions shall be placed in the first volume of the project file. 7.5 Volume Directory
7.5.1 For the Volume Directory, see Appendix B (Figure B.7) to fill in the contents. 7.5.2 Serial number: Use Arabic numerals starting from "1" to mark the order of the files in the volume. 7.5.3 File number: Fill in the document number, report number, drawing number, etc. 7.5.4 Document title: Generally, it should be copied as it is. If there is no title or the title cannot explain the content of the document, you can create a title based on the content of the document. It should be able to express the voyage, station, monitoring area of the marine survey, observation and monitoring project, plus the "gate" number.
7.5.5 Responsible person: Fill in the direct preparation department or main responsible person of the document. 7.5.6 Date: Fill in the year, month, day or start and end year, month, day of the document formation time. For example: 20090330 or 20090330-20090401
7.5.7 Pages: Fill in the number of pages of the document.
7.5.8 The directory within the volume is arranged before the first page of the case file materials. 7.6 Recording of documents and files
7.6.1 The recording of archives shall be carried out in accordance with the provisions of DA/T18. 7.6.2 When the original records and compilation materials of the same type of marine survey observation and monitoring record sheets, analysis record sheets, self-recording record sheets, record books, etc. are bound into a volume, they shall be recorded in two cases: a) The bound files have a file-level directory, which shall be recorded at the file level, and the directory in the volume is the same as the file-level directory; b) The bound files do not have a file-level directory, and the titles are not sufficient to reflect the systematic characteristics of the files in the files, which shall be recorded at the file level. Files bound year by year shall be recorded at the file level by month: files bound for many years shall be recorded at the file level by year; files organized by continuous stations shall be recorded at the file level by voyage, measurement point, and time. 7.6.3 Management documents and materials files shall be recorded at the file level and file level. 7.6.4 Survey results files shall be recorded at the file level and file level; if the title of the results report in the volume is too simple, it can be recorded according to the title of the report. 7.6.5 When marine survey, observation and monitoring archives are recorded at the file level, the name of the implementation project (or project code) and the name of the region (or task name) should be included in the file title. 7.6.6 When marine survey, observation and monitoring archives are recorded at the file level, the name of the implementation sea area, the name of the task and the name of the file category should be included in the file title.
7.7 Catalog
7.7.1 The archived files should compile the general catalog and classification catalog of the archived files in accordance with the file catalog format, see Appendix B (Figure B.8).
7.7.2 The archived files should compile the archived file catalog, see Appendix B (Figure B.9). 7.7.3
The electronic document registration form should be compiled for the archived electronic files, see Appendix B (Figure B.10). 7.7.4
The electronic file catalog should be compiled for the archived electronic files, see Appendix B (Figure B.11). 7.7.5 The archived files should compile various special book-style retrieval catalogs according to actual needs. 7.7.6 The archived files should be compiled into a computer retrieval directory for marine survey, observation and monitoring archives. 7.8 File number
7.8.1 The file number of the file consists of "class number-file number". 7.8.2 The file number of the file consists of "class number-file number-file number in the volume". 7.8.3 The file number of the electronic file consists of "class number-medium number". The medium number of the electronic file should be preceded by the media category code.
Example: CD is "G" and magnetic tape is "C". 7.8.4 When determining the category number, two forms should be considered: cumulative continuous projects and periodic projects. The category number of cumulative continuous projects should be marked with the year; the category number of periodic projects should be marked with the contract number (or project code). Example 1:
The file number of the seashore observation record book is G09Y032007-17. Among them, G: seashore observation project code.
09: Observation station code (referring to Longkou Ocean Station, or LKO). Y: Original record book.
03: Surface seawater temperature, salinity and sea luminescence observation elements. 2007: Mission year of the continuous project.
17: Cumulative continuous file serial number.
Example 2:
The file number of the red tide monitoring area monitoring data file is CC032007-10. CC: Red tide monitoring project code
03: Monitoring area code (referring to Dalian Zhangzidao, or ZZ) 2007: Mission year of the continuous project.
10: Cumulative continuous file serial number.
Example 3:
The file number of the X× marine survey observation and monitoring project file is ××.-1: The electronic document number is ××.….-G2 Where XX: Marine survey observation and monitoring project code. 1: File number.
G2: The second CD of the project.
7.8.5 The file number stamp should be stamped on the blank space in the upper right corner of the first page of each document. See the format shown in Appendix B (Figure B.12), indicating the file number of the volume, the file number and the number of pages of the file in the volume. 8 Filing and Archiving
The unit implementing the marine survey, observation and monitoring project is responsible for the filing and archiving of the documents and materials to be archived. The project lead unit is responsible for organizing the file sorting and file number compilation. Each participating and collaborating unit is responsible for the specific implementation of the arrangement of some files and archiving them to the lead unit.
8.2 For regular projects with an implementation cycle within a natural year, the filing and archiving time should be completed in that year. For regular projects with an implementation cycle that spans multiple years but does not exceed one year in actual implementation, they can be filed together after the project is completed.
For regular projects with an actual implementation cycle of more than one year, pre-filing work should be carried out during the project, and the filing and archiving time should be carried out according to the specific requirements of the project contract and task book. 8.5 Conventional cumulative continuous projects should be filed annually. 8.6 When filing, a file directory, a document directory (directory within the volume), an electronic document directory, and storage and utilization should be prepared.
9.1 Storage
9.1.1 The project implementation unit should determine the storage period of the archived documents according to their categories: a) The storage period of marine survey archives is shown in Appendix A (Table A.1); b) The storage period of marine observation archives is shown in Appendix A (Table A.2); c) The storage period of marine monitoring archives is shown in Appendix A (Table A.3). 9.1.2
The storage period starts from the time the file is generated. If the generation time of the file within the volume cannot be clearly defined, the storage period shall be calculated from the filing time marked in the preparation table within the volume.5 Filing unit: Fill in the full name of the unit responsible for filing the case. 7.1.6 Start and end date: Fill in the year, month, day or start and end year, month, day when the documents and materials in the case were created. 7.1.7 Storage period: Fill in the storage period of the case. 7.1.8 Confidentiality level: Fill in the highest confidentiality level of the documents and materials in the case. 7.2 Spine
7.2.1 The spine format is shown in Appendix B (Figure B.4). 7.2.2 The spine size can be determined according to the binding specifications of various tables for marine survey, observation and monitoring. 7.3 Preparation table
7.3.1 The preparation table in the volume is shown in Appendix B (Figure B.5). 7.3.2 The explanation part of the preparation table in the volume should fill in the number of documents in the volume and the issues that need to be explained in the process of archiving, management and provision and utilization. The filer and the inspector should sign in handwriting. 7.3.3 The preparation table in the volume is arranged after the documents in the case. 7.4 Project Filing Instructions
7.4.1 For regular projects, see Appendix B (Figure B.6) to fill in the Project Filing Instructions. 7.4.2 The Project Filing Instructions shall be filled in by the Project Manager. The contents of the Project Filing Instructions include: an introduction to the project implementation process, a summary of the project contents, a list of the main personnel participating in the project, and the opinions on the file review, etc. The manager of the project filing instructions shall sign in handwriting.
7.4.3 The Project Filing Instructions shall be placed in the first volume of the project file. 7.5 Volume Directory
7.5.1 For the Volume Directory, see Appendix B (Figure B.7) to fill in the contents. 7.5.2 Serial number: Use Arabic numerals starting from "1" to mark the order of the files in the volume. 7.5.3 File number: Fill in the document number, report number, drawing number, etc. 7.5.4 Document title: Generally, it should be copied as it is. If there is no title or the title cannot explain the content of the document, you can create a title based on the content of the document. It should be able to express the voyage, station, monitoring area of the marine survey, observation and monitoring project, plus the "gate" number.
7.5.5 Responsible person: Fill in the direct preparation department or main responsible person of the document. 7.5.6 Date: Fill in the year, month, day or start and end year, month, day of the document formation time. For example: 20090330 or 20090330-20090401
7.5.7 Pages: Fill in the number of pages of the document.
7.5.8 The directory within the volume is arranged before the first page of the case file materials. 7.6 Recording of documents and files
7.6.1 The recording of archives shall be carried out in accordance with the provisions of DA/T18. 7.6.2 When the original records and compilation materials of the same type of marine survey observation and monitoring record sheets, analysis record sheets, self-recording record sheets, record books, etc. are bound into a volume, they shall be recorded in two cases: a) The bound files have a file-level directory, which shall be recorded at the file level, and the directory in the volume is the same as the file-level directory; b) The bound files do not have a file-level directory, and the titles are not sufficient to reflect the systematic characteristics of the files in the files, which shall be recorded at the file level. Files bound year by year shall be recorded at the file level by month: files bound for many years shall be recorded at the file level by year; files organized by continuous stations shall be recorded at the file level by voyage, measurement point, and time. 7.6.3 Management documents and materials files shall be recorded at the file level and file level. 7.6.4 Survey results files shall be recorded at the file level and file level; if the title of the results report in the volume is too simple, it can be recorded according to the title of the report. 7.6.5 When marine survey, observation and monitoring archives are recorded at the file level, the name of the implementation project (or project code) and the name of the region (or task name) should be included in the file title. 7.6.6 When marine survey, observation and monitoring archives are recorded at the file level, the name of the implementation sea area, the name of the task and the name of the file category should be included in the file title.
7.7 Catalog
7.7.1 The archived files should compile the general catalog and classification catalog of the archived files in accordance with the file catalog format, see Appendix B (Figure B.8).
7.7.2 The archived files should compile the archived file catalog, see Appendix B (Figure B.9). 7.7.3
The electronic document registration form should be compiled for the archived electronic files, see Appendix B (Figure B.10). 7.7.4
The electronic file catalog should be compiled for the archived electronic files, see Appendix B (Figure B.11). 7.7.5 The archived files should compile various special book-style retrieval catalogs according to actual needs. 7.7.6 The archived files should be compiled into a computer retrieval directory for marine survey, observation and monitoring archives. 7.8 File number
7.8.1 The file number of the file consists of "class number-file number". 7.8.2 The file number of the file consists of "class number-file number-file number in the volume". 7.8.3 The file number of the electronic file consists of "class number-medium number". The medium number of the electronic file should be preceded by the media category code.
Example: CD is "G" and magnetic tape is "C". 7.8.4 When determining the category number, two forms should be considered: cumulative continuous projects and periodic projects. The category number of cumulative continuous projects should be marked with the year; the category number of periodic projects should be marked with the contract number (or project code). Example 1:
The file number of the seashore observation record book is G09Y032007-17. Among them, G: seashore observation project code.
09: Observation station code (referring to Longkou Ocean Station, or LKO). Y: Original record book.
03: Surface seawater temperature, salinity and sea luminescence observation elements. 2007: Mission year of the continuous project.
17: Cumulative continuous file serial number.
Example 2:
The file number of the red tide monitoring area monitoring data file is CC032007-10. CC: Red tide monitoring project code
03: Monitoring area code (referring to Dalian Zhangzidao, or ZZ) 2007: Mission year of the continuous project.
10: Cumulative continuous file serial number.
Example 3:
The file number of the X× marine survey observation and monitoring project file is ××.-1: The electronic document number is ××.….-G2 Where XX: Marine survey observation and monitoring project code. 1: File number.
G2: The second CD of the project.
7.8.5 The file number stamp should be stamped on the blank space in the upper right corner of the first page of each document. See the format shown in Appendix B (Figure B.12), indicating the file number of the volume, the file number and the number of pages of the file in the volume. 8 Filing and Archiving
The unit implementing the marine survey, observation and monitoring project is responsible for the filing and archiving of the documents and materials to be archived. The project lead unit is responsible for organizing the file sorting and file number compilation. Each participating and collaborating unit is responsible for the specific implementation of the arrangement of some files and archiving them to the lead unit.
8.2 For regular projects with an implementation cycle within a natural year, the filing and archiving time should be completed in that year. For regular projects with an implementation cycle that spans multiple years but does not exceed one year in actual implementation, they can be filed together after the project is completed.
For regular projects with an actual implementation cycle of more than one year, pre-filing work should be carried out during the project, and the filing and archiving time should be carried out according to the specific requirements of the project contract and task book. 8.5 Conventional cumulative continuous projects should be filed annually. 8.6 When filing, a file directory, a document directory (directory within the volume), an electronic document directory, and storage and utilization should be prepared.
9.1 Storage
9.1.1 The project implementation unit shall determine the storage period of the archived documents according to their categories: a) The storage period of marine survey archives is shown in Appendix A (Table A.1); b) The storage period of marine observation archives is shown in Appendix A (Table A.2); c) The storage period of marine monitoring archives is shown in Appendix A (Table A.3). 9.1.2
The storage period starts from the time the file is generated. If the generation time of the file within the volume cannot be clearly defined, the storage period shall be calculated from the filing time marked in the preparation table within the volume.2 The project archiving instructions shall be filled in by the project leader. The contents of the project archiving instructions include: an introduction to the project implementation process, a summary of the project content, a list of the main personnel participating in the project, and the opinions on the archive review, etc. The person in charge of the project archiving instructions shall sign in handwriting.
7.4.3 The project archiving instructions shall be placed in the first volume and the first item of the project archive. 7.5 Volume Directory
7.5.1 The volume directory is shown in Appendix B (Figure B.7) and filled in. 7.5.2 Serial number: Use Arabic numerals starting from "1" to mark the order of the files in the volume. 7.5.3 File number: Fill in the document number, report number, drawing number, etc. of the file. 7.5.4 File title: Generally, it should be copied truthfully. If there is no title or the title cannot explain the content of the file, you can create a title based on the content reflected in the file. It should be able to express the voyage, station, monitoring area of the marine survey, observation and monitoring project, plus the "gate" number.
7.5.5 Responsible person: Fill in the direct compilation department or the main responsible person of the file. 7.5.6 Date: Fill in the year, month, day or the start and end year, month, day of the document creation time. For example: 20090330 or 20090330-20090401
7.5.7 Pages: Fill in the number of pages of the document.
7.5.8 The volume directory is arranged before the first page of the case file. 7.6 Recording of documents and files
7.6.1 The recording of archives shall be carried out in accordance with the provisions of DA/T18. 7.6.2 When the original records and compilation materials of the same type of marine survey, observation and monitoring record sheets, analysis record sheets, self-recording record sheets, record books, etc. are bound into a volume, they shall be recorded in two cases: a) The bound case file has a file-level directory, and the case file-level recording shall be carried out. The volume directory is the same as the file-level directory: b) The bound case file does not have a file-level directory, and the case file whose title is not sufficient to reflect the system characteristics of the files in the case file shall be recorded
at the file level. Files bound year by year shall be recorded at the file level on a monthly basis; files bound for many years shall be recorded at the file level on a yearly basis; files organized by continuous stations shall be recorded at the file level by voyage, measuring point, and time. 7.6.3 Management documents and materials files shall be recorded at the file level and file level. 7.6.4 Survey results files shall be recorded at the file level and file level; if the title of the results report in the volume is too simple, it can be recorded according to the title of the report. 7.6.5 When marine survey, observation, and monitoring archives are recorded at the file level, the name of the implementation project (or project code) and the name of the region (or task name) shall be included in the file title. 7.6.6 When marine survey, observation, and monitoring archives are recorded at the file level, the name of the implementation sea area, the name of the task, and the name of the file category shall be included in the file title.
7.7 Catalog
7.7.1 The general catalog and classification catalog of archive files should be prepared according to the file catalog format, see Appendix B (Figure B.8).
7.7.2 The archive files should be prepared with the catalog of archive files, see Appendix B (Figure B.9). 7.7.3
The electronic document registration form should be prepared for archiving electronic files, see Appendix B (Figure B.10). 7.7.4
The electronic file catalog should be prepared for archiving electronic files, see Appendix B (Figure B.11). 7.7.5 The archive files should prepare various special book-style retrieval catalogs according to actual needs. 7.7.6 The archive files should prepare the computer retrieval catalog of marine survey, observation and monitoring archives. 7.8 File number
7.8.1 The file number of the file is composed of "class number-file serial number". 7.8.2 The file number of the file is composed of "class number-file serial number-file serial number in the volume". 7.8.3 The file number of an electronic file consists of "class number - media serial number". The media serial number of an electronic file should be preceded by the media class code.
Example: CD is "G" and magnetic tape is "C". 7.8.4 When determining the class number, two forms should be considered: cumulative continuous projects and periodic projects. The class number of cumulative continuous projects should be marked with the year; the class number of periodic projects should be marked with the contract number (or project code). Example 1: The file number of the seaside observation record book is G09Y032007-17. G: code for the seaside observation project.
09: code for the observation station (referring to Longkou Ocean Station, or LKO). Y: original record book.
03: elements of surface seawater temperature, salinity and sea luminescence observation. 2007: mission year of the continuous project.
17: cumulative continuous file serial number.
Example 2:
The file number of the red tide monitoring area monitoring data file is CC032007-10. CC: red tide monitoring project code
03: monitoring area code (referring to Dalian Zhangzidao, or ZZ) 2007: the mission year of the continuous project.
10: cumulative continuous file number.
Example 3:
The file number of the X× marine survey, observation and monitoring project file is ××.-1: the electronic document number is ××.….-G2 where XX: marine survey, observation and monitoring project code. 1: file number.
G2: the second CD of the project.
7.8.5 The file number stamp should be stamped in the upper right blank space of the first page of each document. See the format shown in Appendix B (Figure B.12), indicating the file number of the volume, the file number of the file in the volume and the number of pages. 8 Filing and Archiving
The unit implementing the marine survey, observation and monitoring project is responsible for filing and archiving the documents and materials that should be archived. The project lead unit is responsible for organizing the file sorting and file number compilation. Each participating and collaborating unit is responsible for the specific implementation of the sorting of some files and archiving them to the lead unit.
8.2 For regular projects with an implementation cycle within a calendar year, the filing time should be completed in that year. For regular projects with an implementation cycle that spans multiple years but does not exceed one year in actual implementation, they can be filed together after the project is completed. 8.3
For regular projects with an actual implementation cycle of more than one year, pre-filing work should be carried out during the project, and the time for filing and archiving should be based on the specific requirements of the project contract and task book. 8.5 Conventional cumulative continuous projects should be filed annually. 8.6 When filing, a file directory, a document directory (directory within the volume), an electronic document directory, and storage and utilization should be prepared.
9.1 Storage
9.1.1 The project implementation unit shall determine the storage period of the archived documents according to their categories: a) The storage period of marine survey archives is shown in Appendix A (Table A.1); b) The storage period of marine observation archives is shown in Appendix A (Table A.2); c) The storage period of marine monitoring archives is shown in Appendix A (Table A.3). 9.1.2
The storage period starts from the time the file is generated. If the generation time of the file within the volume cannot be clearly defined, the storage period shall be calculated from the filing time marked in the preparation table within the volume.2 The project archiving instructions shall be filled in by the project leader. The contents of the project archiving instructions include: an introduction to the project implementation process, a summary of the project content, a list of the main personnel participating in the project, and the opinions on the archive review, etc. The person in charge of the project archiving instructions shall sign in handwriting.
7.4.3 The project archiving instructions shall be placed in the first volume and the first item of the project archive. 7.5 Volume Directory
7.5.1 The volume directory is shown in Appendix B (Figure B.7) and filled in. 7.5.2 Serial number: Use Arabic numerals starting from "1" to mark the order of the files in the volume. 7.5.3 File number: Fill in the document number, report number, drawing number, etc. of the file. 7.5.4 File title: Generally, it should be copied truthfully. If there is no title or the title cannot explain the content of the file, you can create a title based on the content reflected in the file. It should be able to express the voyage, station, monitoring area of the marine survey, observation and monitoring project, plus the "gate" number.
7.5.5 Responsible person: Fill in the direct compilation department or the main responsible person of the file. 7.5.6 Date: Fill in the year, month, day or the start and end year, month, day of the document creation time. For example: 20090330 or 20090330-20090401
7.5.7 Pages: Fill in the number of pages of the document.
7.5.8 The volume directory is arranged before the first page of the case file. 7.6 Recording of documents and files
7.6.1 The recording of archives shall be carried out in accordance with the provisions of DA/T18. 7.6.2 When the original records and compilation materials of the same type of marine survey, observation and monitoring record sheets, analysis record sheets, self-recording record sheets, record books, etc. are bound into a volume, they shall be recorded in two cases: a) The bound case file has a file-level directory, and the case file-level recording shall be carried out. The volume directory is the same as the file-level directory: b) The bound case file does not have a file-level directory, and the case file whose title is not sufficient to reflect the system characteristics of the files in the case file shall be recorded
at the file level. Files bound year by year shall be recorded at the file level on a monthly basis; files bound for many years shall be recorded at the file level on a yearly basis; files organized by continuous stations shall be recorded at the file level by voyage, measuring point, and time. 7.6.3 Management documents and materials files shall be recorded at the file level and file level. 7.6.4 Survey results files shall be recorded at the file level and file level; if the title of the results report in the volume is too simple, it can be recorded according to the title of the report. 7.6.5 When marine survey, observation, and monitoring archives are recorded at the file level, the name of the implementation project (or project code) and the name of the region (or task name) shall be included in the file title. 7.6.6 When marine survey, observation, and monitoring archives are recorded at the file level, the name of the implementation sea area, the name of the task, and the name of the file category shall be included in the file title.
7.7 Catalog
7.7.1 The general catalog and classification catalog of archive files should be prepared according to the file catalog format, see Appendix B (Figure B.8).
7.7.2 The archive files should be prepared with the catalog of archive files, see Appendix B (Figure B.9). 7.7.3
The electronic document registration form should be prepared for archiving electronic files, see Appendix B (Figure B.10). 7.7.4
The electronic file catalog should be prepared for archiving electronic files, see Appendix B (Figure B.11). 7.7.5 The archive files should prepare various special book-style retrieval catalogs according to actual needs. 7.7.6 The archive files should prepare the computer retrieval catalog of marine survey, observation and monitoring archives. 7.8 File number
7.8.1 The file number of the file is composed of "class number-file serial number". 7.8.2 The file number of the file is composed of "class number-file serial number-file serial number in the volume". 7.8.3 The file number of an electronic file consists of "class number - media serial number". The media serial number of an electronic file should be preceded by the media class code.
Example: CD is "G" and magnetic tape is "C". 7.8.4 When determining the class number, two forms should be considered: cumulative continuous projects and periodic projects. The class number of cumulative continuous projects should be marked with the year; the class number of periodic projects should be marked with the contract number (or project code). Example 1: The file number of the seaside observation record book is G09Y032007-17. G: code for the seaside observation project.
09: code for the observation station (referring to Longkou Ocean Station, or LKO). Y: original record book.
03: elements of surface seawater temperature, salinity and sea luminescence observation. 2007: mission year of the continuous project.
17: cumulative continuous file serial number.
Example 2:
The file number of the red tide monitoring area monitoring data file is CC032007-10. CC: red tide monitoring project code
03: monitoring area code (referring to Dalian Zhangzidao, or ZZ) 2007: the mission year of the continuous project.
10: cumulative continuous file number.
Example 3:
The file number of the X× marine survey, observation and monitoring project file is ××.-1: the electronic document number is ××.….-G2 where XX: marine survey, observation and monitoring project code. 1: file number.
G2: the second CD of the project.
7.8.5 The file number stamp should be stamped in the upper right blank space of the first page of each document. See the format shown in Appendix B (Figure B.12), indicating the file number of the volume, the file number of the file in the volume and the number of pages. 8 Filing and Archiving
The unit implementing the marine survey, observation and monitoring project is responsible for filing and archiving the documents and materials that should be archived. The project lead unit is responsible for organizing the file sorting and file number compilation. Each participating and collaborating unit is responsible for the specific implementation of the sorting of some files and archiving them to the lead unit.
8.2 For regular projects with an implementation cycle within a calendar year, the filing time should be completed in that year. For regular projects with an implementation cycle that spans multiple years but does not exceed one year in actual implementation, they can be filed together after the project is completed. 8.3
For regular projects with an actual implementation cycle of more than one year, pre-filing work should be carried out during the project, and the time for filing and archiving should be based on the specific requirements of the project contract and task book. 8.5 Conventional cumulative continuous projects should be filed annually. 8.6 When filing, a file directory, a document directory (directory within the volume), an electronic document directory, and storage and utilization should be prepared.
9.1 Storage|
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