This standard applies to archives (rooms) and document processing departments at all levels in China. GB 9705-1988 Document archive file format GB9705-1988 Standard download decompression password: www.bzxz.net
This standard applies to archives (rooms) and document processing departments at all levels in China.

1 Scope of application
National Standard of the People's Republic of China
Format of filing forms of administrative records
The filing forms of administrative records This standard applies to archives (rooms) and document processing departments at all levels in my country. 2 File cover format
There are two types of file covers for administrative records: hard cover and soft cover. 2.1 Hard cover format
2.1.1 Dimensions of hard cover
The cover size is 300mm×220mm or 280mm×210mm (length×width). The back cover size is the same as the cover size.
The three sides of the back cover (upper, lower, and folding) must have a 70mm wide folded paper tongue. The spine can be set to three thicknesses of 10, 15, and 20mm according to needs. UDC 851.85z.12
GB 9705--88
The cover used for roll binding shall have a 20mm wide binding paper tongue at the upper and lower binding places (see Figure 1). This standard recommends the use of 250g kraft paper to make hard cover for case files. 2.1.2 Case file cover items
The cover items include: name of the archive, category name, case file title, time, storage period, item, number of pages, filing number, and file number. The specific location and size of each item (see Figure 2). 2.1.3 How to fill in the cover items
2.1.8.1 Name of the archive:
The name of the archive 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 archive. 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", and 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. 2.1.3.2 Category name:
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.
2.1.3.3 File title:
The file title is the title of the file, which is generally drafted 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. 2.1.3.4 Time: The start and end years and months of the files in the volume. 2.1.3.5 Storage period: The file storage period designated when the file is filed, generally filled in by the filer. 2.1.3.6 Number of items and pages: The total number of pages should be filled in for bound files, and the total number of items in this volume should be filled in for unbound files. 2.1.3.7 Filing number: Fill in the document processing number, which is filled in by the filer. 2.1.3.8 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 directory to which the file belongs in the archive. Duplicate file directory numbers are not allowed in the same archive. Approved by the State Bureau of Technical Supervision on September 5, 1988 and implemented on August 1, 1989
GB 9705—88
File number: The sequential number of the file in the directory. Duplicate file numbers are not allowed in the same file directory. 2.1.4 The spine items include: archive number, catalog number, year, file number, and their arrangement format and size (see Figure 3). 2.2 Soft volume format
Files bound with soft volume must be stored in a volume box. 2.2.1 Soft cover dimensions:
Soft cover has front cover and back cover, and the front cover and back cover can be 297mm×210mm (for A-size paper) or 260mm×185mm (for 16-size paper) in length and width as required (see Figure 4). 2.2.2 Soft cover cover items:
The cover items and filling method of soft cover are the same as those of hard cover. Size and position of cover items (see Figure 4). 2.2.3 Soft cover cover second items:
The printed items of soft cover cover second include: serial number, document number, responsible person, title, date, page number, remarks. The specific position and size of each item (see Figure 5).
The filling method of soft cover cover second items is the same as the filling method of file directory in volume 3.4. 2.2.4 The three printed items on the soft volume cover include: description of the volume, the person who created the volume, the person who checked the volume, the time of creating the volume, and its size and location (see Figure 9). The filling method of the three items on the soft volume cover is the same as the filling method of the preparation table in 4.3. 2.3 Volume box format
2.3.1 The outer dimensions of the volume box are 300mm×220mm (length×width), and its height can be set to 30.40 or 50mm as required. A rope should be set in the middle of the cover flap so that the cover can tightly hold the volume box (see Figure 6). 2.3.2 Volume box cover and volume spine format
The volume box cover is blank.
The volume spine items include the name of the archive, catalog number, year, and start and end volume numbers. The start and end volume numbers are filled in ××-× volume, and the filling method of the other items is the same as the hard volume cover format. The specific location and size of each item (see Figure 7).
2.4 Filling requirements
When filling in the case file cover and spine, you must use a brush or fountain pen, and the handwriting must be neat. 8 Format of the file directory in the volume
3.1 The size of the directory paper is the domestic common 16-page format (i.e. length × width is 260mm × 185mm) or the international standard A4 format (i.e. length × width is 297mm × 210mm). Www.bzxZ.net
3.2 Page margin and text area size
The upper white edge (header) of the paper for the volume and the recording is 20±0.5mm wide. The lower white edge (footer) of the paper for the directory in the volume is 15±0.5mm wide. The left white edge (binding edge) of the paper for the directory in the volume is 25±0.5mm wide. The right white edge (turn edge) of the paper for the directory in the volume is 15±0.5mm wide (see Figure 8) 3.3 The items of the file directory in the volume include: sequence number, document number, responsible person, title, date, page number, and remarks. Specific location and size of each item (see Figure 8).
3.4 ​​How to fill in the directory of files in the volume
3.4.1 Sequence number: The sequence number filled in according to the order of the files in the volume, that is, the file number. 3.4.2 Document number: The document number of the document issuing agency. 3.4.3 Responsible person: The group or individual who created or is responsible for the content of the archive, that is, the signer of the document. 3.4.4 Title: The title of the file, which should generally be copied truthfully. For files without a title or whose title cannot explain the content of the file, you can create a title yourself and add "[]".
3.4.5 Date: The time when the file was created. When filling in, you can omit the words "year", "month" and "day", and add a "." at the lower right corner of the numbers representing the year and month.
GB 970588
3.4.6 Page number: The number of the page where the file is located in the volume. 3.4.7 Single-bound files should be stamped with file number stamps. The file number stamp is located in the upper right corner of the first page of each file. Its format and size are:
Collection number
Catalog number
Volume number
3.4.8 Remarks: Reserved for explanation of changes in files in the volume. 4 Format of the preparation table in the volume
4.1 The external dimensions and page margin and text area dimensions of the preparation table in the volume are the same as those of the volume directory (see Figure 9). 4.2 The items in the preparation table in the volume include: description of the situation of this volume, person who created the file, person who checked, and time of creation of the file. The specific location and size of each item (see Figure 9).
4.3 How to fill in the preparation table in the volume
4.3.1 Description of the situation of this volume: Fill in the situation of missing, modified, supplemented, removed, destroyed, etc. of the files in the volume. Problems that occur or are discovered after the file is filed shall be filled in and signed by the relevant archive management personnel, and the time shall be marked. 4.3.2 Filer: Signed by the person responsible for filing. 4.3.3 Inspector: Signed by the person who reviews the quality of the file. 4.3.4 Filing time: Fill in the date of filing. 5 Arrangement format of each part of the file
5.1 When using a hard cover to organize the files, regardless of whether it is bound or not, the arrangement format of the various parts of the file is; file cover - file directory - file - back cover of preparation table. 5.2 When using a soft cover to organize the files, the various parts of the 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 file box in the order of file number. 6 Supervision of the format of document archive files
6.1 The supervision of the hard cover, soft cover, box, file directory and preparation table of document archive files belongs to the archives bureaus at all levels. 6.2 The words "Supervised by ×× Archives Bureau" should be printed on the lower part of the back cover. 11
70 + d
GB 9705-88
300(280)
Unit, mm
Proportion, 114
（8）00%
Total of this voucher
GB 9705--88
（All vouchers
(Category name)
(File title)
220(210)
Storage period
Filing number
All vouchers Catalog number Bed file number
Unit: mm
Proportion, 12
Coarse margin 2mm
GB 9705—88
Collection No.
Blank Record No.
File No.
Thick black line 2mm
Thick black line 2mm
Unit: mm
Proportion: 1:2
（09216
Volume Total
GB 9705—88
（Collection Name）
(Category Name）
(File Title）
（O)P
(OE）
L 30 (25)1 30 (25)
210(185)
Storage period
Archive number
Collection number Catalog number File number
Unit: mm
Proportion: 12
Thick black line 2 mm
Guo serial number
Responsible person
GB 9705-88
File directory in volume
210(185)
L15n,15
Unit, mm
Proportion. 1:2
GB 9705---88
One cloth rope
Unit. mm
Proportion: 114
GB 970588
GB 9705-88
Main recording number
【Case name）
Start and end volume number
One thick black line 2mm
Unit, mm
Scale: 1:2
(092)262
Sequence number
GB 9705-88
File directory in volume
Responsible person
210(185)
15115 115
Unit. mm
Scale: 1:2
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