Some standard content:
1 Subject content and scope of application
Detailed rules for the description of Ming and Qing archives
DA/T8-1994
1·1 Standardization of archive description is one of the basic conditions for realizing the modernization of archive work. These rules are formulated to establish a catalog center for Ming and Qing archives, unify the retrieval system of Ming and Qing archives, use modern retrieval methods as soon as possible, better carry out the reporting and exchange of archive information, and give full play to the role of Ming and Qing archives in my country's socialist construction.
1·2 These rules are formulated based on the principles and basic concepts of the "Archive Description Rules" GB3792.5, combined with the characteristics of Ming and Qing archives and the actual situation of Ming and Qing archive work. 1·3 These rules apply to the recording of Ming and Qing archives by all departments that preserve Ming and Qing archives. 2 Recording items
2·1 Title and responsible person
2·1·1 Title
2·1·2 Responsible person
2·2 Type of document (or text) item
2·3 Time item
2·4 Notes
2·4·1 Responsible person note
2·4·2 Time note
2·4·3 Media type and form note
2·4·3·1 Media type note
2·4·3·2 Quantity and unit note
2·4·3·3 Notes on attachments
2·4.3·4 Notes on specifications
2·4·4 Notes on languages
2·4·5 Notes on the physical status of archives
2·5 Sorting and numbering items
2·5·1 Classification number
2·5·2 Archives (room) code
2·5·3 File number
2·5·4 Microfilm
25.5 Subject terms
2·6 Abstract items
3 Level of detail and simplicity of description
3·1 The description items are divided into necessary items and optional items. 3·1·1 Necessary items: title, responsible person, time, classification number, file number, microfilm, subject terms. 3·1·2 Optional items: document type (or text), notes, archives (room) code; abstract. 3·2 The level of detail and simplicity of the description is divided into brief level and detailed level. 3·2·1 Any entry that only records the necessary items is called brief level. 3·2·2 Any entry that records some or all of the optional items in addition to the necessary items is called detailed level 4 Identification symbols
4·1 Identifiers of recorded items
4·1·1 Certain identifiers are placed before the recorded items·Identifiers of the type (or text) item, time item, and notes item/identifiers of the responsible person item
4·1·2 Explanation of identifiers of recorded items
4·1·2·1\, a \ character takes up two spaces and should not be separated when the line is broken. \/\ characters take up one space. 4·1·2·2 The identifiers of the items with identifiers shall not be omitted when they are in the same line. 4·2 Identifiers of recorded content
（）Indicates the year of the Christian era, the name of the institution to which the responsible person belongs, the real name of the responsible person, the era of the responsible person, the country and position of the foreign responsible person, and the original name. [] indicates the recorded content obtained through verification.
口 indicates incomplete content. The responsible person, time and countless incomplete words obtained through verification are marked with three \\.
·Foreign abbreviations.
~Start and end connection.
, separator. ", " are used to separate the same recording items, the sub-items under the notes and the subject terms.
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5 Recording format
5·1 Card-type recording item format
Classification number
Archives (room) code
Microfilm number
Title/responsible person
·One document (or text)
·One time·One note
Subject term
5·1·1 Card-type recording item format divides the recording items into four paragraphs. In the first paragraph, the classification number and file are recorded in the first and second lines in the upper left corner of the card respectively: the archive (room) code and microfilm number are recorded in the first and second lines in the upper right corner of the card respectively. In the second paragraph, the title and responsible person items, document type (or text) items, time items and notes items are recorded in sequence from the third line to the beginning of the file number, and each item is recorded at the beginning of the line. The third paragraph is the subject term, which is recorded at the beginning of a new line. The fourth paragraph is the summary, which is recorded on a new line with two spaces, and is recorded at the beginning of the line.
5·12 The card size is 12.5cm*7.5cm. When recording, a 1cm gap should be left around the card. If the front of the card is not fully recorded, it can be recorded continuously on the back. 5·2 The format of the book-style recording items is to add a sequence number above the classification number of the item, and the rest is the same as the card-style items. 6.1 When recording Chinese archives, standardized simplified Chinese characters should be used. If some names or places in the archives are ambiguous in the process of simplification, the original characters can be recorded. 6.2 When recording archives in minority languages, they should be recorded in accordance with the writing rules of minority languages. They can also be translated into Chinese according to actual needs (the same applies to the recording of foreign archives). 6.3 Regardless of the language of the archive, Arabic numerals shall be used for the numbers in the time items, sorting items, number items, and notes items.
7. Details of recording items
7.1. Title and responsible person items
a. Title refers to the title name on the beginning of a single archive and the cover of the file that expresses the characteristics of the archive content and the central theme.
b. Responsible person refers to the group or individual who created and is responsible for the content of the archive. 7.1.1. Title principle: The original text should be recorded. If the original title is too long, it can be deleted and modified according to the content of the archive. If the original title is too brief and does not reflect the content of the archive or the archive has no title, a new title can be drafted based on the content of the archive.
7·1·2 The words used in the title should reflect the era characteristics of the archive as much as possible. The number of words in the title, including the identification symbol, shall not exceed 60 bytes, that is, 30 Chinese characters. 7·1·3 Responsible persons of institutions and groups
7·1·3·1 The full name or common abbreviation of the responsible person of the group must be recorded. For example, \ Zongli Yamen\ is abbreviated as "Zongli Yamen\\ Jingshi Neiwai Local Court\ is abbreviated as "Jingshi Court\.
7·1·3·2 When recording the responsible person of the government, the dynasty or government name should be prefixed with the name of the government, and the () sign should be added.
For example, (Ming) Cabinet, (Qing) Military Affairs Office.
7·1·4 Responsible persons of individuals
7·1·4·1 Generally, the position should be recorded for reference. When recording, the position should be recorded after the name and added with a \).
When recording the position, the honorary title should be omitted and only the actual title should be recorded. If there are more than two actual titles, the actual title directly related to the content of the archive should be selected and recorded after appropriate standardization. For example, \Nian Gengyao, who was the governor of Sichuan, Shaanxi and other places and concurrently managed the grain and decoration, the right assistant minister of the Ministry of War and the censor of the Censorate with six grades, was recorded three times\, should be recorded as \Wu Gengyao (Governor of Sichuan and Shaanxi)\. Another example is the file of the newly transferred governor of Henan and governor of Guizhou, XX\, reporting the number of local tax in Guizhou Province, which should only be recorded as \XX Governor of Guizhou)\. If there are more than three responsible persons and their names or positions are too long, the positions can be omitted. If the positions of two responsible persons are the same, the positions should be recorded after the previous responsible person. If there are more than three responsible persons and their names or positions are too long, the positions can be omitted. If the positions of two responsible persons are the same, the positions should be recorded after the previous responsible person and the position of the other responsible person should be omitted.
7·1·4·2 When the personal responsible person in the archives is an alias, pen name, former name, or pen name, they shall be recorded as written, but their official name shall be written at the end and marked with "()". For example: Bo Han (Zeng Guofan). 7·1·4·3 The recording of the era characteristics of the personal responsible person is the same as 7·1·3·2. 7·1·4·4 The foreign responsible person shall record the country abbreviation and position that are easy to identify in each historical period (if there is a position, the nationality may not be recorded separately), the unified Chinese surname translation, and the original surname. The country position and the original surname are both marked with "()". The original surname is written before the Chinese name, and the country position is written after the Chinese name. For example: (John TKAONIKAca
Newwu.) Zhu Erdian (British Minister to China), (Horatio Nelson.L) Li Taiguo (British Chinese Customs Commissioner).
7·1·5 When there are multiple responsible persons in a file, in addition to the responsible person at the top of the file, no more than two other responsible persons can be recorded, separated by \,\, and followed by the word "etc.". Responsible persons directly related to the content of the file must be recorded. For example, when recording files such as multilateral treaties, each responsible person is directly related to the content of the file: three responsible persons should also be recorded in order, and other responsible persons should be supplemented in the notes. 7·1·6 For files without responsible persons
, the responsible person who has been verified based on the content and form characteristics of the file should be recorded and marked with \[\. If the verification is unsuccessful, three \口\ should be used instead, and recorded as "口口口". 7·1·7 When the responsible person has a surname and a position but no given name, if the full name is known through verification, it is not necessary to add \}\. If the full name cannot be verified, the surname of the responsible person should be recorded, and two slogans should be added after the surname. 7·1·8 If there is an error in the responsible person of the archives, the original text shall still be recorded. However, the correct responsible person shall be verified and attached with \\. If the verification is wrong when the predecessors sorted it out, this is not the case. Only the correct responsible person shall be recorded. (Verification should be cautious. \It is better to be missing than wrong to avoid misleading the user. The same applies to the verification of time)7·1·9 The number of characters recorded in the responsible person item plus the identification symbol shall not exceed 80 bytes, that is, 40 Chinese characters. 7·2 Document type (or text)
The document type refers to the type of document. Such as decree, edict, title, memorial, table, consultation, letter, transfer meeting, etc. The document name is the name of the document manuscript, such as original, copy, draft, final version, manuscript, etc. Each department can record the document type or document name according to actual needs. 7·2·1 The document type (or text) should be standardized before recording. 7·2·2 The number of characters recorded in the document type (or text) item shall not exceed 10 bytes, that is, 5 Chinese characters. 7·3 Time item
The time item is divided into the time of archive formation and the start and end time of the archive in the volume according to different recording objects. 7·3·1 Time of archive formation
When recording an item with a file as the object, generally public and private documents and letters record the time of issuance, imperial edicts record the time of issuance, treaties and contracts record the time of signing, tables record the time of compilation, and engineering drawings record the time of design.
7·3·2 Start and end time of archive in the case file
When recording an item with a volume of archives as the object, record the earliest and latest time of formation of the archive in the case file, connected by \～\.
7·3·3 The "Qing Dynasty Chronicle Expression Method" is used to record the chronology of Qing Dynasty archives. The Qing Dynasty calendar has nine digits. The first and second digits are the codes of the dynasty (there are 13 dynasties in the Qing Dynasty, including Tianming, Tiancong, Piaode, Shunzhi, Kangxi, Yongzheng, Qianlong, Jiaqing, Daoguang, Xianfeng, Tongzhi, Guangxu, and Xuantong, which are replaced by codes 01-13 in turn), the third and fourth digits are the years, the fifth and seventh digits are the months, and the eighth and ninth digits are the days. First, the original calendar is recorded, and then the converted AD calendar is attached, and the "()" sign is added. The AD calendar follows GB2808 "Full Digital Date Representation". For example: September 26, the tenth year of Qianlong, is recorded as: 071009026 (17451021). In the case of archives with the original calendar having the dynasty but not the noon, the year but not the month, or the month but not the day, the blank is filled with 99. For example, the fifth year of Yongzheng is recorded as 060599999 (17280000). If there is a leap month, the letter \R is added in the seventh position. For example, the sixth month of the third year of Xuantong is recorded as —130306R99 (19110800)
When there is a year in the Chinese zodiac or when the rhyme is used instead of the day, it is converted to the original year before recording. 7·3·4 For archives without a formation time or with an unclear formation time, the formation time should be verified based on its content, form, carrier characteristics, etc., and \[1\; or other times on the archives (receiving time, review time, printing time, etc., but it must be explained in the notes). For archives with no verification results and no other time, three \口口口\ are used instead.
7·3·5 For archives with incorrect time records, they should still be recorded according to the original text, and the verified time should be attached, and \[1\ should be added. If the previous person made a mistake in the textual research during the compilation, it is not included in this case. Only the correct time should be recorded. 7·3·6 For archives such as treaties that only have the AD calendar, in addition to recording the AD calendar, the original dynasty year should be converted. Written before the AD calendar.
7·4 Notes
The notes record the matters that need to be explained and supplemented in each item, and record them in the order of each item. In addition to the items, matters that need to be explained in the notes according to the specific circumstances of the archives are listed after them. 7·4·1 Notes for responsible persons see 7·1·5
7·4·2 Notes for time items see 7·3·4
7·4·3 Notes on carrier types and forms
7·4·3·1 Notes on carrier types
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Refers to bronze and stone, tablets, photos, etc. Those with paper as the carrier are not recorded. 7·4·3·2 Number and unit of carriers Wang
Numbers should be recorded in Arabic numerals, and units should be statistical units of the material form of the archive, such as: file, volume, book, box
7·4,3·3 Notes on attachments
When the title of the main document cannot reflect the content of the attachment, the title of the attachment should be recorded, and the title of the attachment should be enclosed in quotation marks. If there are more than two attachments, a general description of their contents can be given. 7·4·3·4 Notes on specifications
Specifications refer to the size and model of the archive itself. 7·4·4 Notes on language
Refers to the written language of the archive, such as Manchu, Tibetan, Manchu-Chinese, English, Russian, etc. Chinese is not recorded. If a foreign language cannot be recognized, "foreign language" can be used. 7·4·5 Notes on the physical condition of the archivebzxz.net
Refers to the situation of incompleteness, damage, etc.
7·4·6 When recording notes, each sub-item should be separated by \,\. The recorded text plus symbols shall not exceed 50 bytes, that is, 25 Chinese characters.
7·5 Sorting and numbering items
7·5.1 Classification number
Indexed according to the "Classification Table of Archives in the Qing Dynasty" and the "Archive Classification Indexing Rules", written in the first line in the upper left corner of the entry.
7·5·2 Archives code
Recorded according to relevant regulations. Placed in the first line in the upper right corner of the entry. 7·5·3 File number
The number of the archives during the archive sorting process. The file number includes the archive number, file catalog number, file number, item number or page number.
7·5·3·1 The file numbers are separated by \\, occupying half a grid. 7·5·3·2 The file number is recorded in the second line in the upper left corner of the entry. 7·5·4 Microfilm number
The microfilm number is the number of the archive microfilm. Recorded in the second line in the upper right corner of the entry. 7.5.5 Subject terms
Index according to the "Qing Dynasty Archives Subject Terms List" and subject indexing rules, written under the second paragraph of the entry, with \, "
separated between words.
7.6 Abstract items
Abstract items are brief introductions to the contents of the archives, and should use concise text to fully reflect its subject content. Abstract items generally do not exceed 400 sections, that is, 200 Chinese characters. (Approved on June 12, 1995, implemented on October 1, 1995)KAoNiKAca1Classification number
Indexed according to the "Classification Table of Archives in the Qing Dynasty" and the "Archive Classification Indexing Rules", written in the first line in the upper left corner of the entry.
7·5·2Archives code
Recorded according to relevant regulations. Placed in the first line in the upper right corner of the entry. 7·5·3File number
The number of the archives during the archive sorting process. The file number includes the archive number, file catalog number, file number, item number or page number.
7·5·3·1The file numbers are separated by \\, occupying half a grid7·5·3·2The file number is recorded in the second line in the upper left corner of the entry. 7·5·4Microfilm number
The microfilm number is the number of the archive microfilm. Recorded in the second line in the upper right corner of the entry. 7.5.5 Subject terms
Index according to the "Qing Dynasty Archives Subject Terms List" and subject indexing rules, written under the second paragraph of the entry, with \, "
separated between words.
7.6 Abstract items
Abstract items are brief introductions to the contents of the archives, and should use concise text to fully reflect its subject content. Abstract items generally do not exceed 400 sections, that is, 200 Chinese characters. (Approved on June 12, 1995, implemented on October 1, 1995)KAoNiKAca1Classification number
Indexed according to the "Classification Table of Archives in the Qing Dynasty" and the "Archive Classification Indexing Rules", written in the first line in the upper left corner of the entry.
7·5·2Archives code
Recorded according to relevant regulations. Placed in the first line in the upper right corner of the entry. 7·5·3File number
The number of the archives during the archive sorting process. The file number includes the archive number, file catalog number, file number, item number or page number.
7·5·3·1The file numbers are separated by \\, occupying half a grid7·5·3·2The file number is recorded in the second line in the upper left corner of the entry. 7·5·4Microfilm number
The microfilm number is the number of the archive microfilm. Recorded in the second line in the upper right corner of the entry. 7.5.5 Subject terms
Index according to the "Qing Dynasty Archives Subject Terms List" and subject indexing rules, written under the second paragraph of the entry, with \, "
separated between words.
7.6 Abstract items
Abstract items are brief introductions to the contents of the archives, and should use concise text to fully reflect its subject content. Abstract items generally do not exceed 400 sections, that is, 200 Chinese characters. (Approved on June 12, 1995, implemented on October 1, 1995)KAoNiKAca1Classification number
Indexed according to the "Classification Table of Archives in the Qing Dynasty" and the "Archive Classification Indexing Rules", written in the first line in the upper left corner of the entry.
7·5·2Archives code
Recorded according to relevant regulations. Placed in the first line in the upper right corner of the entry. 7·5·3File number
The number of the archives during the archive sorting process. The file number includes the archive number, file catalog number, file number, item number or page number.
7·5·3·1The file numbers are separated by \\, occupying half a grid7·5·3·2The file number is recorded in the second line in the upper left corner of the entry. 7·5·4Microfilm number
The microfilm number is the number of the archive microfilm. Recorded in the second line in the upper right corner of the entry. 7.5.5 Subject terms
Index according to the "Qing Dynasty Archives Subject Terms List" and subject indexing rules, written under the second paragraph of the entry, with \, "
separated between words.
7.6 Abstract items
Abstract items are brief introductions to the contents of the archives, and should use concise text to fully reflect its subject content. Abstract items generally do not exceed 400 sections, that is, 200 Chinese characters. (Approved on June 12, 1995, implemented on October 1, 1995)KAoNiKAca1Classification number
Indexed according to the "Classification Table of Archives in the Qing Dynasty" and the "Archive Classification Indexing Rules", written in the first line in the upper left corner of the entry.
7·5·2Archives code
Recorded according to relevant regulations. Placed in the first line in the upper right corner of the entry. 7·5·3File number
The number of the archives during the archive sorting process. The file number includes the archive number, file catalog number, file number, item number or page number.
7·5·3·1The file numbers are separated by \\, occupying half a grid7·5·3·2The file number is recorded in the second line in the upper left corner of the entry. 7·5·4Microfilm number
The microfilm number is the number of the archive microfilm. Recorded in the second line in the upper right corner of the entry. 7.5.5 Subject terms
Index according to the "Qing Dynasty Archives Subject Terms List" and subject indexing rules, written under the second paragraph of the entry, with \, "
separated between words.
7.6 Abstract items
Abstract items are brief introductions to the contents of the archives, and should use concise text to fully reflect its subject content. Abstract items generally do not exceed 400 sections, that is, 200 Chinese characters. (Approved on June 12, 1995, implemented on October 1, 1995)KAoNiKAca
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