DA/T 14-1994 DA/T14-1994 Standard for the compilation of the guide to archives Download and decompression password: www.bzxz.net

Archives Industry Standard of the People's Republic of China
Specifications for the Preparation of Archives Guide
1 Subject Content and Scope of Application
1.1 This standard specifies the preparation principles, structure and detailed rules for the preparation of archives guides. 1.2 This standard applies to comprehensive archives and can also be used as a reference for archives rooms. 2 Principles for the Preparation of Archives Guides
The preparation of archives guides should be objective, accurate and true, with concise language and clear text. 3 Structure of Archives Guides
DA/T 14—94
The Archives Guide is a reference book that introduces and reports to users the archives creators (filing units) and the archives they have formed. It consists of three parts: cover page, main text and notes. Its structure is as follows: Cover
Main texta. History of the constituents of the collection
b. Brief introduction to the archives in the collection
c. Introduction to the content and composition of the archives in the collection
4 Cover page items
The cover page items include: the name of the collection guide, time, and collection number. 4.1 Collection guide name
4.1.1 The collection guide name is composed of the name of the constituents of the collection (full name or common abbreviation) plus "collection guide". Example: Collection guide of Beijing Municipal Planning Commission4.1.2 The collection guide name of archives formed before the founding of the People's Republic of China should be written with a qualifier. Example: 1. Collection guide of the Ministry of Education of the National Government 2: Collection guide of the Civil Affairs Bureau of Chongqing City, Republic of China
3. Collection guide of the Ministry of Foreign Affairs of the National Government (Wang, Puppet) 4. Collection guide of the Ministry of Rites (Qing)
4.1.3 For personal collections before the founding of the People's Republic of China, the year to which it belongs should be indicated in parentheses after the name. Example: 1: Duan Fang (Qing Dynasty) Archives Guide
2. Jiang Zhongzheng (Republic of China) Archives Guide
3. Feng Yuxiang (Republic of China) Archives Guide
4.2 Time
The start and end years of the archives in the archives are generally expressed in the Gregorian calendar. If necessary, the dynasty year or other special calendar methods can be used. One of them can be the main one and the other can be the auxiliary one. The auxiliary one is written in parentheses directly below the main one. State Archives Administration of the People's Republic of China Issued on June 12, 1995 and implemented on October 1, 1995
Example: 1. 1928-1948
(1711-3719)
2. The 32nd year of Guangxu to the 3rd year of Xuantong
(1906-1911)
4.3 Archives Number
The number of the archives corresponding to this Archives Guide. 5 Brief introduction to the history of the fonds composer
DA/T 14 --94
The brief introduction to the history of the fonds composer consists of the name of the fonds composer, time, main functions, affiliation, the list of the main persons in charge of the fonds composer, the internal organization and its evolution in each historical stage. 5.1 Name of the fonds composerbzxz.net
5.1.1 The name of the fonds composer is written in full, and the common abbreviation is written in parentheses after the full name. Example: Central Commission for Discipline Inspection of the Communist Party of China (CPC Central Commission for Discipline Inspection) 5.1.2 All the names used by the fonds composer are written in chronological order in the history of the fonds composer. 5.2 Time
The history of the fonds composer should be written in combination with time, and the time related to the following contents should be reflected in the history of the fonds composer. a. The time of establishment, merger, reorganization, name change and cancellation of the fonds composer. b. The time of setting up the internal organization of the fonds composer and the adjustment, addition, merger, name change and cancellation of important departments. c. The time when the superior authority of the organizer of the collection is changed. d. All other time reflecting the important activities of the organizer of the collection. 5.3 Main functions
5.3.1 Nature and characteristics of the organizer of the collection
5.3.2 Scope of authority of the organizer of the collection
5.3.3 Main work and tasks of the organizer of the collection5.4 Subordinate relationship
5.4.1 Organizational relationship and business relationship between the organizer of the collection and its superior authority. 5.4.2 Organizational relationship and business relationship between the organizer of the collection and its important subordinate agencies. 5.4.3 If there is any change in the superior authority of the organizer of the collection, it should be reflected in the evolution of the organizer of the collection. 5.5 List of persons in charge of the organizer of the collection
Name, position and term of office of the principal and deputy principal of the organizer of the collection. 5.6 The establishment of the internal organization of the organizer of the collection and its evolution in each historical stage. 5.6.1 The name of the first-level organization within the organizer of the collection. 5.6.2 Name, position and term of office of the head of the first-level organization of the archive composer. 5.6.3 Main functions of the first-level organization of the archive composer 5.6.4 The establishment, adjustment, expansion, merger and cancellation of important departments in the internal organization of the archive composer and the changes of the internal first-level organization in various historical stages.
5.7 Others
5.7.1 Major events involving the archive composer and activities that have had a significant impact on the archive composer. 5.7.2 Reasons for the reorganization and cancellation of the archive composer. 5.8 Personal archives
The personal archive composer mainly introduces his name, alias, date of birth and death, native place, position, title, major achievements, honorary titles and resume. 512
6 Brief introduction to archives in the collection
6.1 Number of archives and storage period
6.2 Completeness of archives
6.3 Utilization value and identification of archives
6.4 Configuration of search tools
6.5 Sorting of archives
Introduction to the content and composition of archives in the collection
7.1 Introduction to the content and composition of archives
DA/T 14 94
Introduce the actual classification system of archives in the collection in the form of article narration and combine the introduction with the problem. 7.1.1 Introduction by organization: For archives classified by organization, the collection shall be introduced in categories according to the organization. 7.1.2 Introduction by problem: For archives classified by problem, the collection shall be introduced in categories according to the problems reflected in the archive content. 7.1.3 For archives classified by other systems, the collection shall be introduced in combination with the problem according to the characteristics of the collection classification. 7.2 General methods for introducing the content and components of archives 7.2.1 The introduction of the content and components of archives should generally be introduced in a comprehensive and general way. The introduction includes: a. Archives that reflect the basic functions and main activities of the fonds composer. b. Archives that reflect the central work or special work of the fonds composer at each stage. c. Archives involving well-known figures and historical events of national and international significance, as well as archives with local characteristics and important scientific research value. d. Archives with a long history and special media. 7.2.2 Archives that need special explanations shall be introduced in the following ways: a. Specify the name, person in charge and time of formation of the archive file. b. List the search elements of the archive file. c. Separately introduce the content of its archive file. 7.2.3 General file introductions do not use citations. If citations are needed for special file introductions, they should meet the following conditions and principles: a. Citations help explain the content of the file. b. When quoting the original text, do not paraphrase the facts and events described in the file in detail. 7.2.4 Superior files that are not directly related to the activities of the fonds composer shall not be introduced, and only a brief explanation shall be given when necessary. 7.2.5 The introduction of controlled-use archives should be brief, and the words "controlled-use" should be indicated on the cover page of the collection guide. 7.2.6 Archives involving state secrets should be introduced in a separate volume, generally only the title is listed without detailed introduction, and the confidentiality level or scope of use should be indicated on the cover page.
7.3 Introduction to the content and composition of the personal collection
The personal collection should be written according to the characteristics of the activities of the contributors and the actual situation of the archival materials in the collection. The introduction includes: a. Personal biographical archival materials, manuscripts, inscriptions, diaries, and memoirs. b: Correspondence and documents generated in official and social activities. c. Materials on property status and economic activities. d. Information on family relatives and major social relations. Materials. e. Pictures, photos, audio and video materials. 8 Remarks
8.1 Preparation of this collection guide.
8.2 Supplementary explanations on the archives in the collection. 513
DA/T14-—94
8.2.1 Terms, events and issues that need to be explained in the collection guide. 8.2.2 Explanations on the addition, adjustment, loss and destruction of archives in the collection after the collection guide is compiled. 8.2.3 Explanations on other relevant issues.
Additional explanations:
This standard was proposed by the National Archives Administration Archives Standardization Technical Committee. The drafting unit of this standard: National Archives Administration Archives Science and Technology Research Institute. The main drafter of this standard: Zhang Tong.
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