General requirements for the file formation of scientific and technical archives
Some standard content:
ICS01.140.20
National Standard of the People's Republic of China
GB/T11822—2000
General requirements for the file formation of scientific and technical archives archives2000-12-11issued
2001-05-01implemented
issued by the State Administration of Quality and Technical Supervision
People's Republic of China
National standard
General requirements for the composition of scientific and technological archives GB/T118222000
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GB/T11822—2000
With the development of my country's economy and scientific and technological work, new situations and new problems have emerged in the management of scientific and technological archives. Based on the development of my country's scientific and technological archives work, GB/T11822--1989 has been revised. This standard retains the contents of GB/T11822-1989 that have been proven to be practical, modifies the contents that are not suitable or have changed, deletes the outdated and inaccurate contents, and supplements the new contents that are applicable and feasible in practical work. This standard has 7 chapters and 64 articles. From the date of implementation, this standard will replace GB/T11822-1989. Appendix A of this standard is the appendix of the standard.
This standard is proposed and managed by the State Archives Administration. The drafting unit of this standard: Economic and Technological Archives Business Guidance Department of the State Archives Administration. The main drafters of this standard: Jiang Yanxi, Zhang Yonghui, Xiao Yun, Meng Xianming, Wang Lan, Wang Yanmin. The first release date of this standard: October 25, 1989. This standard is the first revision.
1 Scope
National Standard of the People's Republic of China
General requirements for the file formation of scientific and technical archivesGB/T11822—2000
Replaces GB/T11822—1989
This standard specifies the principles and methods for the organization of scientific and technical archives, the arrangement of files and documents in the files, the cataloging of files, the binding of files, the specifications of the cover and the quality requirements of the materials used. This standard applies to the filing of general scientific and technical archives. The filing of scientific and technical archives in certain special forms can refer to this standard.
2 Definitions
This standard adopts the following definitions.
2.1 Scientific and technical documents (hereinafter referred to as scientific and technical documents) Scientific and technical records is a general term for technical documents in different forms such as text, diagrams, audio and video that record and reflect production, scientific research, infrastructure, equipment and their management activities. 2.2 Scientific and technical archives (hereinafter referred to as scientific and technical archives) Scientific and technical documents and materials that are of preservation value to the state and society and should be archived and preserved by enterprises, institutions, state agencies, social organizations and individuals engaged in production, scientific research, infrastructure and management activities. 2.3 File file
An archive storage unit composed of a number of interrelated files. 2.4 Inner file item list A table that records the titles and other characteristics of files in the file and fixes the order of files, arranged before the files in the file. 2.5 Inner file note
A record of the status of files in the file, arranged after the files in the file. 2.6 Archival code
A set of codes assigned to archive entities in the form of characters to fix and reflect the order of archives. 3 Organizing archives
3.1 Principles of filing
Filing should follow the formation rules of scientific and technological documents and materials, maintain the organic connection between scientific and technological documents and materials in the file, and facilitate the preservation and use of archives.
3.2 Requirements for filing
3.2.1 The contents of the scientific and technological documents and materials in the files must accurately reflect the actual situation of production, scientific research, infrastructure, equipment and their management activities. 3.2.2 The scientific and technological documents and materials in the files must be complete and intact. 3.2.3 The carriers and writing materials of the scientific and technological documents and materials in the files should meet the durability requirements. There should be no thermal paper, pencil, ballpoint pen, red ink, pure blue ink, carbon paper, etc. Approved by the State Administration of Quality and Technical Supervision on December 11, 2000, implemented on May 1, 2001
GB/T11822-2000
3.3 Methods for filing
3.3.1 The management scientific and technological documents and materials directly targeting specific projects should be placed in the targeted projects for filing. 3.3.2 The scientific and technological documents and materials on products, scientific research topics, infrastructure projects, equipment and instruments should be filed separately according to their structure or stage. 3.3.3 The complete set of scientific and technological documents and materials in the imported projects may not be separated and filed. 3.3.4 A unit shall keep a set of relevant general drawings and standard drawings and file them separately; for projects that use these general drawings and standard drawings, the drawing numbers of the standard drawings and general drawings may be explained and marked in the preparation table in the file when filing the scientific and technological documents and materials. 3.3.5 The base map shall be saved and managed separately in sheets. 3.3.6 When the product is updated or parts are replaced, the newly formed scientific and technological documents and materials shall be retained and filed separately and arranged after the original product files.
3.3.7 The scientific and technological documents and materials formed during equipment maintenance shall be filed separately. The random documents and materials in the purchased equipment may be filed separately. 4 Arrangement of files and scientific and technological documents and materials in the files 4.1 Product files shall be arranged according to the work procedures such as product development and design (including preliminary design and technical design), process, tooling, processing and manufacturing, production finalization, or according to their product series and structure. 4.2 Scientific research files are arranged according to the stages of project preparation and establishment, research and experiment, summary and appraisal, application for awards and promotion of achievements.
4.3 Infrastructure files are arranged according to project-based materials, basic materials, engineering design (including preliminary design, technical design, construction drawing design), engineering construction, engineering supervision, engineering completion acceptance, etc. 4.4 Equipment files are arranged according to equipment-based materials, unpacking acceptance of purchased equipment (design, manufacturing, acceptance of self-made equipment), equipment installation and commissioning, random documents and materials, equipment operation, equipment maintenance, etc. 4.5 Management-related scientific and technological documents and materials in the files are arranged according to issues, time or importance. 4.6 The arrangement of scientific and technological documents and materials in the files should be text first and drawings second. For foreign-language materials with translations, the translation should be first and the original text should be second. 5 Cataloging of files
5.1 Page numbering of scientific and technological documents and materials in the files 5.1.1 Page numbering of scientific and technological documents and materials in the files is written on the page with written content. 5.1.2 For scientific and technological documents written on one side, the page number shall be written on the lower right corner; for scientific and technological documents written on both sides, the page number shall be written on the lower right corner on the front side and on the lower left corner on the back side. The page number of drawings shall be written outside the title bar. 5.1.3 For scientific and technological documents of a set of drawings or printed in a volume, if they are in a separate volume, the original catalogue can replace the catalogue in the volume, and there is no need to re-write the page number. If they are in a volume with other scientific and technological documents, they should be placed at the end of the documents in the volume, and the catalogue in the volume shall be filled in as a document. There is no need to re-write the page number, and the total number of pages can be indicated in the remarks. The catalogue in the volume and the preparation table in the volume shall not be numbered. 5.2 Preparation of the file cover
5.2.1 The file cover shall be printed on the front surface of the volume box, and it may also be in the form of an inner cover (see 7.3.1 for the specifications of the inner cover). See Figure Al for the cover style.
5.2.2 The title of the case file should concisely and accurately reveal the content of the scientific and technological documents and materials in the file, mainly including the project name or code, code and its structure, the name of the stage, etc. The title of the case file is generally drafted by the filer. 5.2.3 The filing unit should fill in the department responsible for filing the scientific and technological documents or the department responsible for the project. 5.2.4 The start and end dates should fill in the start and end dates of the formation of the scientific and technological documents and materials in the case file. 5.2.5 The storage period should fill in the storage period designated when filing in accordance with relevant regulations. 5.2.6 The highest level of confidentiality of the scientific and technological documents and materials in the volume should be filled in according to the confidentiality regulations. 5.2.7 The file number should be filled in with the archive number, classification number (project code or catalog number), and case number. The archive number is set by each unit according to the changes in the legal person of the unit. The archive number of the archive that needs to be transferred to the national archives is set separately; the classification number refers to the category number given after all the archives of this unit are divided according to the unified classification rules; the project code refers to the code or code of the product, project, subject, and equipment reflected in the scientific and technological archives; the catalog number generally refers to the classification catalog number; the case number refers to the serial number of the scientific and technological archives arranged in a certain order. 5.2.8 The archive number should be filled in with the archive code assigned by the national archives administrative department. 5.3 Preparation of the file spine
The items on the file spine include the storage period, file number, and file title. The style and specifications are shown in Figure A2. The method of filling in the storage period is the same as 5.2.5. You can also use color codes to distinguish, red represents permanent, yellow represents long-term, and green represents short-term: the method of filling in the file number is the same as 5.2.7; the file title can be filled in or not filled in according to the specific situation of each unit, and the filling method is the same as 5.2.2. 5.4 Preparation of the volume directory
5.4.1 The format of the volume directory is shown in Figure A3.
5.4.2 The serial number should be marked with Arabic numerals starting from 1 to indicate the number of scientific and technological documents and materials in the volume. 5.4.3 The file number should be filled in with the document number of the scientific and technological document material or the drawing number, equipment code, project code, etc. 5.4.4 The person in charge should fill in the department or main person in charge of the scientific and technological document material. 5.4.5 The title of the file material should be filled in with the full name of the scientific and technological document material. 5.4.6 The date should be filled in with the date of formation of the scientific and technological document material. 5.4.7 The page number should be filled in with the page number marked on the first and last pages of each scientific and technological document material. 5.4.8 The in-volume catalog is arranged before the first page of the scientific and technological documents and materials in the volume. 5.5 Preparation of the in-volume preparation table
5.5.1 The format of the in-volume preparation table is shown in Figure A4.
The description includes: the number of scientific and technological documents and materials in the case file, the number of pages, and the questions that need to be explained in the process of filing and providing the case file for use. 5.5.2
5.5.3 The person who created the file should be signed by the person responsible for creating the file. 5.5.4 The date of filing should be filled in with the date of completion of filing. 5.5.5 The person who reviewed the case file quality should be signed by the person who reviewed the case file quality. 5.5.6 The date of review should be filled in with the date of review. 5.5.7 The cross-reference number should be filled in with the file number of the archive storage unit that reflects the same content but in different forms and is kept separately. The file carrier form should be indicated after the file number and enclosed in brackets.
5.5.8 The in-volume preparation table is arranged after the in-volume documents and materials. 6 Binding of files
6.1 Files can be bound or unbound. 6.2 Scientific and technological documents of different formats in the files should be folded into a uniform format, and damaged ones should be repaired first. The format generally adopts the international standard A4 type (297mm×210mm) or the national general 16-page type <260mm×185mm). When the drawing is folded, the title bar is exposed in the lower right corner. 6.3 No metal objects are allowed in the files
6.4 For unbound files, the file number stamp should be affixed to the upper right corner of each scientific and technological document material, the style is shown in Figure A7. The method of filling in the file number is the same as 5.2.7, and the method of filling in the serial number is the same as 5.4.2. 7 Specifications of the volume cover and the form in the volume and the materials they are made of 7.1 The volume cover of scientific and technological archives files adopts two forms: volume box and volume folder. The roll box and roll clip styles are shown in Figure A5 and Figure A6. 7.2 Roll cover specifications and materials
7.2.1 The outer surface specifications of the roll box are: 305mm×220mm, and the thickness is 10mm, 20mm, 30mm, 40mm, 50mm, and 60mm.
7.2.2 The outer surface specifications of the roll clip are: 305mm×220mm, and the thickness is 20mm. 7.2.3 The roll cover should be made of double-mounted kraft paperboard, or yellow board paper, with kraft paper on the outside. This standard recommends the use of acid-free roll cover. 3
7.3 Specifications of the table in the roll and the quality of the materials made of GB/T11822—2000
7.3.1 The specifications of the directory and the preparation table in the roll are: 297mm×210mm or 260mm×185mm. 7.3.2 The in-volume catalog and in-volume reference table should be made of white writing paper with a weight of 70g/m2 or above. 7.4 Specifications and quality of the file spine label
7.4.1 The file spine label should be the same length and thickness as the volume box, i.e. 305mm×10(20, 30, 40, 50, 60)mm. 7.4.2 The file spine label should be made of 150g/m2 white writing paper. The file spine format can also be printed directly on the spine of the volume box. 7.5 The handwriting on the volume cover and in the table inside the volume should be clear and correct. Units are unified in mm
Scale 1:2
Archive number
Filing unit
Start and end date
Storage period
GB/T11822—2000
Appendix A
(Standard Appendix)
File format and file number seal illustration
File title
Figure A1 File cover style
D-10.20, 30, 40, 50.60
Units are unified in mm
Proportion 1:2
GB/T11822—2000
Storage period
File title
Figure A2 File spine style
Units are unified in mm
Proportion 1:2|| tt||GB/T11822-2000
In-volume catalog
Title of document material
Page number remarks
Figure A3 In-volume catalog format
Units are uniformly mm
Scale 1:2
Cross-reference number
Description:
GB/T11822—2000
In-volume catalog Examination table
File preparer:
Inspector
Figure A4 Sample of examination table in the volume
D=10, 20.30.40, 50, 60
Unit is unified in mm
Scale 1:2
GB/T11822—2000
(a) Volume box sample
Figure A5 Volume box and its unfolded sample8 The preparation table in the volume is arranged after the documents and materials in the volume. 6 Binding of files
6.1 Files can be bound or unbound. 6.2 The scientific and technological documents and materials of different formats in the files should be folded into a unified format, and the damaged ones should be repaired first. The format generally adopts the international standard A4 type (297mm×210mm) or the national general 16-page type <260mm×185mm). When the drawing is folded, the title bar is exposed in the lower right corner. 6.3 No metal objects are allowed in the files
6.4 For unbound files, the file number stamp should be stamped in the upper right corner of each scientific and technological document material, the style is shown in Figure A7. The method of filling in the file number is the same as 5.2.7, and the method of filling in the serial number is the same as 5.4.2. 7 Specifications of the volume cover and the form in the volume and their materials 7.1 The volume cover of scientific and technological archives files adopts two forms: volume box and volume folder. The roll box and roll clip styles are shown in Figure A5 and Figure A6. 7.2 Roll cover specifications and materials
7.2.1 The outer surface specifications of the roll box are: 305mm×220mm, and the thickness is 10mm, 20mm, 30mm, 40mm, 50mm, and 60mm.
7.2.2 The outer surface specifications of the roll clip are: 305mm×220mm, and the thickness is 20mm. 7.2.3 The roll cover should be made of double-mounted kraft paperboard, or yellow board paper, with kraft paper on the outside. This standard recommends the use of acid-free roll cover. 3
7.3 Specifications of the table in the roll and the quality of the materials made of GB/T11822—2000
7.3.1 The specifications of the directory and the preparation table in the roll are: 297mm×210mm or 260mm×185mm. 7.3.2 The in-volume catalog and in-volume reference table should be made of white writing paper with a weight of 70g/m2 or above. 7.4 Specifications and quality of the file spine label
7.4.1 The file spine label should be the same length and thickness as the volume box, i.e. 305mm×10(20, 30, 40, 50, 60)mm. 7.4.2 The file spine label should be made of 150g/m2 white writing paper. The file spine format can also be printed directly on the spine of the volume box. 7.5 The handwriting on the volume cover and in the table inside the volume should be clear and correct. Units are unified in mm
Scale 1:2
Archive number
Filing unit
Start and end date
Storage period
GB/T11822—2000
Appendix A
(Standard Appendix)
File format and file number seal illustration
File title
Figure A1 File cover style
D-10.20, 30, 40, 50.60
Units are unified in mm
Proportion 1:2
GB/T11822—2000
Storage period
File title
Figure A2 File spine style
Units are unified in mm
Proportion 1:2|| tt||GB/T11822-2000
In-volume catalog
Title of document material
Page number remarks
Figure A3 In-volume catalog format
Units are uniformly mm
Scale 1:2
Cross-reference number
Description:
GB/T11822—2000
In-volume catalog Examination table
Compiler:
Inspector
Figure A4 Sample of examination table in the volume
D=10, 20.30.40, 50, 60
Unit is unified in mm
Scale 1:2
GB/T11822—2000
(a) Volume box sample
Figure A5 Volume box and its unfolded sample8 The preparation table in the volume is arranged after the documents and materials in the volume. 6 Binding of files
6.1 Files can be bound or unbound. 6.2 The scientific and technological documents and materials of different formats in the files should be folded into a unified format, and the damaged ones should be repaired first. The format generally adopts the international standard A4 type (297mm×210mm) or the national general 16-page type <260mm×185mm). When the drawing is folded, the title bar is exposed in the lower right corner. 6.3 No metal objects are allowed in the files
6.4 For unbound files, the file number stamp should be stamped in the upper right corner of each scientific and technological document material, the style is shown in Figure A7. The method of filling in the file number is the same as 5.2.7, and the method of filling in the serial number is the same as 5.4.2. 7 Specifications of the volume cover and the form in the volume and their materials 7.1 The volume cover of scientific and technological archives files adopts two forms: volume box and volume folder. The roll box and roll clip styles are shown in Figure A5 and Figure A6. 7.2 Roll cover specifications and materials wwW.bzxz.Net
7.2.1 The outer surface specifications of the roll box are: 305mm×220mm, and the thickness is 10mm, 20mm, 30mm, 40mm, 50mm, and 60mm.
7.2.2 The outer surface specifications of the roll clip are: 305mm×220mm, and the thickness is 20mm. 7.2.3 The roll cover should be made of double-mounted kraft paperboard, or yellow board paper, with kraft paper on the outside. This standard recommends the use of acid-free roll cover. 3
7.3 Specifications of the table in the roll and the quality of the materials made of GB/T11822—2000
7.3.1 The specifications of the directory and the preparation table in the roll are: 297mm×210mm or 260mm×185mm. 7.3.2 The in-volume catalog and in-volume reference table should be made of white writing paper with a weight of 70g/m2 or above. 7.4 Specifications and quality of the file spine label
7.4.1 The file spine label should be the same length and thickness as the volume box, i.e. 305mm×10(20, 30, 40, 50, 60)mm. 7.4.2 The file spine label should be made of 150g/m2 white writing paper. The file spine format can also be printed directly on the spine of the volume box. 7.5 The handwriting on the volume cover and in the table inside the volume should be clear and correct. Units are unified in mm
Scale 1:2
Archive number
Filing unit
Start and end date
Storage period
GB/T11822—2000
Appendix A
(Standard Appendix)
File format and file number seal illustration
File title
Figure A1 File cover style
D-10.20, 30, 40, 50.60
Units are unified in mm
Proportion 1:2
GB/T11822—2000
Storage period
File title
Figure A2 File spine style
Units are unified in mm
Proportion 1:2|| tt||GB/T11822-2000
In-volume catalog
Title of document material
Page number remarks
Figure A3 In-volume catalog format
Units are uniformly mm
Scale 1:2
Cross-reference number
Description:
GB/T11822—2000
In-volume catalog Examination table
File preparer:
Inspector
Figure A4 Sample of examination table in the volume
D=10, 20.30.40, 50, 60
Unit is unified in mm
Scale 1:2
GB/T11822—2000
(a) Volume box sample
Figure A5 Volume box and its unfolded sample
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