other information
Release date:1988-09-05
Review date:2023-12-28
drafter:Cao Li, Song Yang, Zhu Yanqiu, Ding Desheng
Drafting unit:State Archives Administration, Xiamen Archives Administration
Focal point unit:National Archives Administration
Proposing unit:National Archives Administration
Publishing department:General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China Standardization Administration of China
competent authority:National Archives Administration
Some standard content:
ICS01.140.20
National Standard of the People's Republic of China
GB/T9705—2008
Replaces GB/T9705-1988
The filing forms of administrative archives2008-11-13 Issued
Digital Anti-counterfeiting
General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of ChinaStandardization Administration of China
Implementation on 2009-05-01
This standard replaces GB/T9705—1988 "Format of Documents and Archives". Compared with GB/T9705-1988, the main changes of this standard are as follows: the overall arrangement and structure of the standard are modified according to GB/T1.1-2000; the preface is added;
GB/T9705-2008
- The dimensions of the front and back covers of the hard roll, the front and back covers of the soft roll, the dimensions of the volume box and the dimensions of the journal paper in the volume are modified; "filing number" is added as a hard roll spine item; - The current number stamp item is adjusted, and the requirements for filling in the file number stamp are added. Appendix A, Appendix B, Appendix C, Appendix D, Appendix E, Appendix F, Appendix G, Appendix H, Appendix I, and Appendix J of this standard are normative appendices.
This standard is proposed and managed by the State Archives Administration. The units that started this standard are: the State Archives Administration and the Xiamen Archives Bureau. The main drafters of this standard are: Cao Li, Song Yang, Zhu Yanqiu, and Ding Desheng. This standard was first issued on September 5, 1988. 1 Scope
Documentary archives file format
This standard specifies the content composition and basic methods of the documentary archives file format. GB/T9705—2008
This standard applies to archives (rooms) and document processing departments at all levels in my country that organize archives according to the filing method. 2 Terms and definitions
The following terms and definitions apply to this standard. 2.1
Administrativearchives
Documentary archives
Archives reflecting party affairs, administrative management and other activities. 2.2
File
An archive storage unit composed of several related documents. 3 Volume cover format
Documentary archives file covers are divided into two types, one is hard cover and the other is soft cover. 3.1 Hard cover format
3.1.1 Hard cover dimensions
The cover size specification adopts 310mm×220mm. The size of the back cover is the same as the size of the front cover.
The three sides of the back cover (upper, lower, and folding) must have a 70mm wide folding paper tongue. The spine can be set to three thicknesses of 10mm, 15mm, and 20mm according to needs. The top and bottom binding places of the roll cover used for roll binding must each have a 20mm wide binding paper tongue (see Appendix A). This standard recommends the use of 250g acid-free kraft paper to make hard roll covers for case files. 3.1.2 Hard roll cover items
The cover items include: the name of the collection, the name of the category, the title of the case file, the time, the storage period, the number of pieces, the number of pages, the filing number, and the file number. The specific location and size of each item are shown in Appendix B.
3.1.3 How to fill in the cover items
3.1.3.1 Name of the collection
The name of the collection is the same as the name of the filing unit. The full name or the common abbreviation must be used to fill in the name of the collection. For example, the "Central Committee of the Communist Party of China" is abbreviated as the "Central Committee of the Communist Party of China"; the "Ministry of Foreign Affairs of the People's Republic of China" is abbreviated as the "Ministry of Foreign Affairs"; the "Hebei Provincial People's Government Personnel Bureau" is abbreviated as the "Hebei Provincial Personnel Bureau." It shall not be abbreviated as "this department," "this committee," "this provincial personnel bureau," etc. 3.1.3.2 Category name
The category name refers to the first-level category name of the classification scheme within the archive. Classification should be based on a unified scheme within a archive, and the stability of the classification system should be maintained.
3.1.3.3 File title
The file title is the title of the file, which is generally written by the filer. The file title should accurately summarize the main issuing agency, content, and type of document in this volume. The text should be concise and clear. 3.1.3.4 Time: the start and end years and months of the files in the volume. 1
GB/T 9705—2008
3.1.3.5 Storage period: The storage period of the file is set when the file is filed, which is generally filled in by the filer. 3.1.3.6 Number of pieces: The total number of bound files should be filled in, and the total number of pieces of the volume should be filled in for unbound files. 3.1.3.7 Filing number: Fill in the document processing number, which is filled in by the filer. 3.1.3.8 Preparation of file number
The cover file number is composed of the archive number, catalog number, and file number. Archive number: The number assigned by the archives to the filing unit. Catalog number: The number of the monthly record to which the file belongs in the archive. Duplicate file catalog numbers are not allowed in the same archive. File number: The sequential number of the file in the catalog. Duplicate file numbers are not allowed in the same file catalog. 3.1.4 Volume spine items
Volume spine items include: archive number, catalog number, year, file number, filing number, and the specific arrangement format and size are shown in Appendix C. 3.2 Soft volume cover format
Files bound with soft volume cover must be placed in a volume basin for preservation. 3.2.1 Soft volume cover dimensions
Soft volume cover has a cover and a back cover. The cover and back cover adopt the specifications of 297mm×210mm in length and width. See Appendix D. 3.2.2 Soft volume cover items
Soft volume cover items and filling methods are the same as hard volume cover format. See Appendix D for cover item size and location. 3.2.3 Soft volume cover items
Document number, responsible person, title, date, page number, remarks. See Appendix E for the specific location and size of each item. Soft volume cover items include: sequence number
Record E.
The filling method of the second item of the soft roll cover is the same as the filling method of the file directory in 4.4. 3.2.4 Main items of the soft roll cover
The third item of the soft roll cover includes: the situation of this volume, the person who created the roll and the person who checked it, and the time of creating the roll. The size and location of the soft roll cover are shown in Appendix D. The filling method of the third item of the soft roll cover is the same as the filling method of the preparation table in 5.3. 3.3 Specifications of roll box
3.3.1 Dimensions of roll box
Use 310mmX20mm (length×width), and the thickness can be set to 30mm, 40mm or 50mm according to needs. A rope should be set in the middle of the cover opening so that the cover can tightly hold the roll box (see Appendix F Figures F.1, F.2, and F3). 3.3.2 Format of the cover and back of the volume
The cover of the volume is blank
The volume spine includes the name of the archive, the self-recorded number, the year, and the start and end volume numbers. The start and end volume numbers are filled in as Volume ×××, and the filling method of the other items is the same as the hard volume format. The specific location and size of the customer items are shown in Appendix G.
3.4 Filling requirements
When filling in the cover and spine of the case file, the handwriting material that meets the durability requirements should be used, and the handwriting should be neat. 4 Format of the file directory in the volume
4.1 The size of the paper used for the directory
The international standard A4 type (i.e. length × width is 297mmX210mm) is adopted. 4.2 Page margin and text area size
Width of upper white margin (header) of paper for in-volume catalog (20±0.5) mm Width of lower white margin (footer) of paper for in-volume catalog (15±0.5) mm Width of left white margin (binding edge) of paper for self-recording in-volume (25±0.5) mm Width of right white margin (turning edge) of paper for in-volume catalog (15±0.5) mm (see Appendix H)2
4.3 Items of in-volume catalog
GB/T9705—2008
Includes: sequence number, document number, responsible person, title, date, page number, and remarks. For the specific location and size of each item, see Appendix H. 4.4 Method of filling in the in-volume catalog
4.4.1 Sequence number: the sequence number filled in according to the order of the documents in the volume, that is, the document number. 4.4.2 Document number: the document number of the document issuing agency. 4.4.3 Responsible person: The group or individual who created or is responsible for the content of the archive, that is, the signatory of the document. The responsible person of an institution or group may be recorded with a unified and standardized general abbreviation, and "this city" or "this bureau" shall not be recorded. Individual contributors generally only record their names. If necessary, the position, title or other identity responsible for the archive shall be recorded after the name, and it shall be indicated by "()". The responsible person of a joint document shall be recorded as the first responsible person. The filing unit itself must be recorded as the responsible person. The interval between the two responsible persons shall be ",, and the omitted responsible person shall be indicated by "etc.]". 4.4.4 Title: The title of the document shall be copied truthfully. Documents without a title or a title that cannot explain the content of the document shall be self-written with "".
4.4.5 Date: The time when the document was formed. The characters "year", "month" and "day" can be omitted when filling in. The time is expressed in 8 digits, of which the first 4 digits represent the year, the middle 2 digits represent the month, and the last 2 digits represent the day. If the month and day are not two digits, "0" is added in front. 4.4.6 Page number: Fill in the page number corresponding to the first page of each document: For the last document, fill in the starting and ending page numbers of the document. The page numbers of the documents in the volume should be compiled from 1.
4.4.7 Single-bound files should be stamped with file number stamps for each file. The file number stamp is located in the blank space at the top of the first page of each document (see Appendix D. 4.4.8 Remarks: Reserved for explanation when there are changes to the files in the volume. 5 Format of the preparation table in the volume
5.1 The external dimensions of the preparation table in the volume and the dimensions of the page margins and text areas are the same as the volume directory (see Appendix J).
5.2 Items of the preparation table in the volume
Include: description of the situation of this volume, person who established the file, inspector, and time of establishment. See Appendix J for the specific location and size of each item. 5.3 Preparation table in the volume How to fill in the form
5.3.1 Description of the file: Fill in the missing, modified, supplemented, removed, destroyed, etc. of the files in the file. The problems that occurred or found after the filing shall be filled in and signed by the relevant archives management personnel, and the time shall be marked. 5.3.2 Filer: Signed by the person responsible for filing. 5.3.3 Inspector: Signed by the person who reviews the file quality. 5.3.4 Filing time: The date when the filing is completed. 6 Arrangement format of each part of the file
6.1 Use hard cover to bind the file Regardless of whether the volume is bound or not, the arrangement format of the various parts of the case file is: case cover - file directory - file - preparation table - back cover. 6.2 When using a soft cover to bind the case, the various parts of the case file shall be arranged in the following format: soft cover (including file directory) - file - back cover (including preparation table), and shall be stored in the case box in the order of case number. 3
GB/T9705—2008
d-10mm,15mm,20mm
Appendix A
(Normative Appendix)
Hard roll cover dimensions
Ratio.1·2
Unit is mm
Year to
Total of this volume
Appendix B
(Normative Appendix)
Hard roll cover items
(All archives)
(Category
Name)
(Title of the honorary volume)
Ratio: 1:2
Storage Term
Archive No.
161616
All Archives No.Catalog No.File No.
GB/T9705—2008
Unit: mm
Twisted black wire 2mm
GB/T9705—2008
d-10mm.15mm,20mm
Appendix C
(Normative Appendix)
Hard Roll Spring Item
Ratio: 1:2
Collection number
Daily record number
File number
Archive number
Black line 2mm
Thick black line 2mm
Unit is millimeter
Year and month to
Total of this volumebZxz.net
Appendix D
(Normative appendix)
Soft roll cover project
《Collection name）
(Category name)
(File Title)
Ratio: 1:2
Storage period
Women's file number
And record number case number
All archives number
GB/T9705-—2008
Unit is millimeter
One thick black line 2mm
GB/T9705—2008
Appendix E
(Normative Appendix)
Soft volume cover 2 items
Text inside the volume Catalogue
Scale: 1·2
Unit: mm
Appendix F
(Normative Appendix)
Roll box specifications
Scale: 1:2
Figure F.1 Roll box dimensions
GB/T9705—2008
Unit: mm
GB/T9705—2008
Figure F.2 Roll box open form
Roll box closed form
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