Operational norms for institutional archives of oceanic administration
Some standard content:
ICs 01. 140. 20,07. 060
Ocean Industry Standard of the People's Republic of China
HY/T057—2011
Replaces HY/T0572001
Operational norms for institutional archives of oceanic administration2011-07-08 Issued
State Oceanic Administration
Implementation on 2011-12-01
Normative references
Terms and definitions
Overall quality requirements
5 Collection and accumulation of documents and materials
5.1 Scope of collection and accumulation
5.2 Types of collection and accumulation
5.3 Methods of collection and accumulation
5. 4 Requirements for collection and accumulation
6 Arrangement of document materials
6. 1 Arrangement of paper document materials
6. 2 Arrangement of electronic documents
7 Archiving of document materials
7. 1 Archiving of paper document materials
7.2 Archiving of electronic documents
8 Arrangement of archives
8.1 Arrangement of archive boxes
8.2 Editing archive box information table
8.3 Establishing archives for the management of the entire archive
9 Storage, statistics and utilization of archives
9.1 Storage.
9.2 Statistics
9.3 Utilization
10 Identification, transfer and destruction of archives
10.1 Identification
10.2 Transfer
10.3 Destruction
Appendix A (Normative Appendix) Filing scope and storage period table of documents and materials Appendix B (Normative Appendix) Scope and treatment of old archive documents and materials Appendix C (Normative Appendix) Archive boxes and common table formats TTKANTKACA
HY/T 057—2011
Non-standard The rules and regulations of GB/T1.12009 are adopted. HY/T057——2011
This standard replaces HY/T057-—2001 "Maritime Administration Archives Business Specifications". This standard is based on the original HY/T057—2001 and is in accordance with GF/T 1.1 "Guidelines for Standardization Work Part 1: Structure and Writing of Standards, Scope of Filing of Documents and Materials of Institutions and Regulations on the Preservation Period of Documents and Archives" (Order No. 8 of the State Archives Administration) and DA/T22 Rules for the Sorting of Filing Documents. The structure and related contents have been adjusted and modified. In addition to the editorial changes, the main technical changes are as follows: 1. New normative documents have been added, GB/T11821 "Specifications for Photo Archive Management", GB/T18894-2002 "Specifications for Filing and Management of Electronic Documents", LA/T1 "Basic Terms for Archives"; 2. Key terms "electronic documents", "documents", "archives" have been added. - The definition of "document materials" has been modified (see 3.2.3.3.3.4, 3.5, 3.6, 3.8.3.1); - The definition of "filing unit" and "filing collection" has been deleted (see Chapter 4 of the original HY/T057-2001); ... - The "overall quality requirements" have been added (see Chapter 4); - The process of collecting, managing and archiving documents has been modified, and the original "archiving" and "archival system arrangement" have been modified to "collection and accumulation of document materials", "management of document materials", "archiving of document materials", "archival arrangement" (see Chapter 5, Chapter 6, Chapter 7) Chapter 8, Chapter 5 and Chapter 6 of the original HY/T 057-2001); - Modified the original standard "Archives Utilization", moved the archives storage and statistics related content to this chapter, and modified it to "Archives Storage, Statistics and Utilization" (see Chapter 9. Chapter 8 of the original HY/T 057-2001); - Modified the original standard "Archives Statistics, Appraisal, Transfer and Destruction", moved the archives statistics content to the "Archives Storage, Statistics and Utilization" chapter, and modified it to "Archives Appraisal, Transfer and Destruction" (see Chapter 10, Chapter 9 of the original HY/T 057-2001); - Modified the "Archives Scope and Storage Period Table", and clearly defined the "regular" storage period of archives (see Appendix A, the original HY/T 057-2001 Appendix B),
- Modified the "non-archived file material specification" (see Appendix B, original Appendix C of HY/T057-2001);- Deleted the "file number stamp" format, added the "archive stamp" format (see Appendix C Figure C.1, original Appendix A Figure A.18 of HY/T057-2001);
- Replaced the "file directory cover", "file directory", "file directory in the volume" with "file directory" and "archived file directory cover" (see Appendix C Figure C, 2, Figure C, 3, original Appendix A Figure A.4, Figure A.5, Figure A.6 of HY/T 057--2001); Modified the format of the *review table (see Appendix C Figure C. 4, original Appendix A Figure A. 7);· Clarified the archival containers that are stored in "boxes", deleted "file box", "file box cover" and "file spine", added "file box cover" and "file box spine" (see Appendix C Figure C.5, Figure C.6, Appendix A Figure A.1, Figure A, 2, Figure A.3 of the original HY/T 057-2001);
--Added the formats of "archived electronic file directory" and "archived electronic file transfer and acceptance inspection registration form" (see Appendix C Figure C.7, Figure C.9) #
--Deleted the "file handover registration form", added the format of *archived file handover procedures form" (see Appendix C Figure [, 8 of the original HY/T 057-2001 Appendix A Figure A, 8); - Added the format of "File Box Information Table Cover" and "File Box Information Table" (see Appendix C Figure C.10. Figure C.11) - Modified the format of "File Handover Document" (see Appendix C Figure C.12. Original HY/T057-2001 Appendix A Figure A.8): - Modified the format of "File Destruction List Cover" and "File Destruction List" (see Appendix C Figure C.14, Figure C.15, original HY/T 057-2001 Appendix A Figure A, 11, Figure A.12) 1. Delete the "archive borrowing registration chain", "archive proxy card", "archive warehouse temperature and humidity control registration sheet cover format", "archive warehouse temperature and humidity control registration form" and "document number directory" used in the internal management of the filing unit (see Appendix A Figure A.9, Figure A.13, Figure A.14, Figure A.15, Figure A.16 of the original HY/T0572001). This standard is proposed by the Second Institute of Oceanography of the State Oceanic Administration. This standard is under the jurisdiction of the National Technical Committee for Marine Standardization (SAC/TC283). Drafting units of this standard: the Second Institute of Oceanography of the State Oceanic Administration, the Archives Department of the State Oceanic Administration, the East China Sea Branch of the State Oceanic Administration, the Zhejiang Provincial Oceanic and Fishery Bureau, the National Marine Technology Center, and the China Ocean Archives. The main drafters of this standard are: Ge Yihua, Yang Guanming, Pan Feng, Xue Jun, A Xueyan, Xue Huifen, Yao Haiqin, Yang Heming, Pan Jianzhong, Chen Lingyun. The release status of the recommended version of this standard is:
-HY029.2—1993 & Archives Business Specifications for National Oceanic and Marine Administrations, TTKANYKAcA
1 Scope
Archives Business Specifications for Oceanic and Marine Administrations
HY/T 057—2011
This standard specifies the basic requirements, technical methods and working procedures for the archives business of national oceanic and marine administrations. This standard applies to the filing and archives management of documents and materials generated in the work activities of oceanic and marine administrations at all levels. The archives business of other oceanic and marine institutions can refer to this standard.
2 Normative References
The following documents are essential for the application of this document. For all dated references, only the dated version applies to this document. For all undated references, the latest version (including all amendments) applies to this document. GB/T 11821 Specification for the Management of Photographic Archives
GB/T 1889412002 Specification for the Archiving and Management of Electronic Documents DA/T 1 Basic Terms of Archival Work
DA/T 18 Rules for Archival Description
DA/T 22 Rules for the Arrangement of Archival Documents
JGJ 25—2000 Architectural Design Specifications for Archives The State Oceanic Administration's Practice for Receiving Marine Archives into the Archives 3 Terms and Definitions
GB/T 18894, DA/T 22. The following terms and definitions as defined in DA/T1 apply to this document. 3.1
Oceanic administration organ documents (hereinafter referred to as documents) reflect various forms of information records formed by various national oceanic administration organs in the process of performing their statutory functions and responsibilities. 3.2
Electronic records
Information records in different forms such as literature, graphics, images, audio, and video that are formed, processed, transmitted, and stored through computers and other equipment. 3.3
Piece
The unit of arrangement of archived documents. Generally, each document is considered as one piece: the original and the final version of the document are one piece, the main text and the attachments are one piece, the original and the copy are one piece, the forwarded document and the forwarded document are one piece, a group of photo prints are one piece, a report, a list, a picture album, etc. are one piece, and the incoming document and the reply document are one piece.
Archive electronic records are electronic documents that have reference and utilization value and are preserved as archives. [GB/T18894—2002, definition 3.2]
Logical filing
The process of transferring the management authority of electronic files to the archives department without changing the original storage method and location on a computer network1
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[GB/T18894—2002, definition 3.5]
Physical filing
The process of transferring electronic files to the archives department by downloading them to a carrier that can be stored offline. [GB/T 18894—2002, definition 3.6]3.7
Oceanic administrative organ archives (abbreviated as organ archives)Oceanic administrative organ archives are historical records of various types with preservation value directly formed in the course of management work of oceanic administrative organs:3.8
Fonds
1. An organically connected archive as a whole formed by state institutions, social organizations or individuals. [DA/T1, definition 3.6]
Fondsdestriptivefile
A special file consisting of relevant documents and materials that explain the history and current status of the fonds. LDA/T 1, Definition 8. 31
4 Overall quality requirements
Archived documents and materials shall be complete, accurate, and truthfully and objectively reflect the various activities of the unit's functions and responsibilities. They shall be scientifically classified according to the unit's internal organizational structure, scope of authority, collection, number of documents and characteristics. They shall be kept in a safe state from the beginning of the formation, accumulation, sorting, filing and storage of documents. 5 Collection and accumulation of documents and materials
5.1 Collection and accumulation policy
Collected and accumulated documents and materials shall be implemented in accordance with the provisions of Appendix A. Documents and materials not to be archived shall be implemented in accordance with the provisions of Appendix B. 5.2 Collection and accumulation categories
Paper documents, audio-visual documents, electronic documents and other information carriers with preservation value that reflect the unit's main functions and responsibilities and basic historical features, as well as inscriptions, calligraphy and paintings, awards, awards, souvenirs and other physical objects. 5.3 Collection and accumulation methods
Establish a network organization for archive work with the participation of the functional departments of the unit. Each department shall designate a part-time archivist to collect and accumulate the documents and materials that should be archived in the department; the staff of the unit's archives room shall be responsible for the centralized and unified management of the archives and the supervision and guidance of archive work.
5.4 Collection and accumulation requirements
5.4.1 Paper documents
5.4.1.1 The collected documents and materials shall be of various types, and each document and material shall be complete in content, with signatures, date, seals and other elements. The documents and materials generated by important activities or changes shall be complete and systematized. 2
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5.4.1.2 The collected documents and materials shall be originals. The damaged documents shall be repaired, and the documents with blurred or distorted handwriting shall be copied. The originals and copies shall be kept together.
5. 4. 2 Audiovisual file materials
5. 4.2. 1 The audiovisual file materials collected and accumulated should be originals, with clear images, clear sounds, accurate content and representativeness. 5.4.2.2 The explanatory text materials of audiovisual files, such as reports, manuscripts, speeches, commentary, etc., should be collected together with the audiovisual files in a complete and intact manner. The shooting time, location, content and photographer of the audiovisual works should be recorded at the same time. 5.4.2.3 Analog audiovisual file materials should be converted into digital audiovisual file materials, and the digital audiovisual file materials should be accumulated at the same time. 5.4.2.4 The validity of audiovisual file materials should be checked during the collection and accumulation process, and anti-magnetic protection and other storage measures should be taken. 5.4.2.5 The collection and accumulation of photos shall be carried out in accordance with the provisions of GB/T11821. 5.4.2.6 Photos and negatives of major events and important activities should be collected and accumulated in a matching way. Negatives without photos should be printed, and photos or digital photos without negatives should be copied from negatives. 5. 4.3 Electronic files
5.4.3.1 All electronic files that are generated in the functional work of the unit, have been processed, and have reference and preservation value should be archived. The specific requirements shall be in accordance with the provisions of GB/T1889. 5.4.3.2 Strict management systems and technical measures should be implemented when electronic files are generated to ensure their authenticity, integrity and validity. 5.4.3.3 In the process of collection and accumulation, electronic files should indicate the file generation unit, completion date, title and other file characteristics, hardware and software and other environmental characteristics and related data.
5.4.3.4 The final version of the electronic file should be set to read-only mode to prevent accidental modification. 5.4.3.5 Electronic files and their corresponding paper files should be collected and accumulated in a timely manner. 6 Arrangement of Documents and Materials
6.1 Arrangement of Paper Documents and Materials
6.1.1 Assembly and Binding
6.1.1.1 When assembling, the original is in front and the final version is in the back; the main text is in front and the attachments are in the back; the original is in front and the copy is in the back; the forwarded document is in front and the forwarded document is in the back; the reply document is in front and the incoming document is in the back; the text of the same language version, the Chinese version is in front and the other language versions are in the back. 6.1.1.2 Archived documents and materials are bound by piece. When binding, the original appearance of the documents should not be damaged. Thread binding, stainless steel nails, pasting, etc. can be used: 6.1.1.3 Documents and materials larger than A1 page should be folded. When folding, try to reduce the folding layers as much as possible, and the folding marks should be placed outside the handwriting as much as possible. Documents and materials that are not suitable for folding should be placed flat or rolled, and can be added with bags (paper) and other file holders. For small A4 size or documents with text on the binding line, they should be pasted before binding. 6.1.2 Classification
6.1.2.1 Classification method
Archived documents and materials adopt the three-level classification method of "year-institution (issue)-storage period". For filing units with simple institutional settings or a small number of documents generated each year, the two-level classification method of "year-storage period" can be adopted. The classification scheme should be kept stable between archives. 6.1,2.2 Classification by year - organization (issue) - preservation period First classify by the year of formation of the archived documents, then classify by the date of establishment of the internal organization of the filing unit within each year, and finally classify by the preservation period. Each classification process should be operated as follows: t) In the process of classification by year, January 1 to December 31 of each year is a natural year, and the documents are classified into the year of their formation: 3
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Documents generated across years are classified as follows: 1) Regulatory documents are classified into the year of publication or approval: 2) Instructions, orders and other directive documents are classified into the year of signing; 3) Plans, plans, summaries, budgets, statistical reports, commendations and other documents are classified into the year of their purpose; 4) Conference documents across years are classified into the year of closing: 5) When multiple documents are combined into one, they are classified into the year with the latest date of formation. b) In the process of classification by organization, one unit (department) sets up one category. The order of each category can be arranged according to the sequence of the internal organizations of the unit, and each category cannot include each other. In the process of classification by subject, it is not appropriate to set up "notice category" and "document category" and other document types; in the process of classification by retention period, the retention period is divided into permanent and periodic, and the periodic period is divided into 30 years and 10 years. The range of archived files corresponding to the retention period is shown in Appendix A; the retention period starts from January of the following year after the file materials are processed. 6.1.2.3 Classification by year-retention period
First classify by the year of formation of the archived files, and then classify by the retention period. 6. 1.3 Arrangement
6.1.3.1 Archived documents shall be arranged in the lowest level of the classification scheme. 6.1.3.2 Documents with different retention periods shall be arranged according to the period to which the documents belong. 6.1.3.3 Documents of different organizations (issues) shall be arranged according to the organization (issue) set by the classification scheme. 6.1.3.4 Complete sets of documents shall be arranged in a centralized system. 6.1.4 Numbering
6.1.4.1 Page numbering
The page numbering method is as follows:
a) In the form of b) Page numbers are assigned in Arabic numbers starting from 1: all pages with negative content are assigned numbers. For single-sided writing, the page number is assigned in the upper corner; for double-sided writing, the page number is assigned in the upper right corner of the first and the upper left corner of the back; d) The page number is assigned in the upper right corner of the back. For bound books, the original page number can be used, and the cover, the last page, the preface, the introduction, the table of contents, etc. that have not been assigned page numbers should be included in the page count; e) For drawings that cannot be bound, the page number is marked in the lower right corner. 6. 1. 4. 2 File numbering
The file numbering method is as follows:
a) The file numbering of the room should be serially numbered from "1\" according to the three storage periods of 10 years, 30 years and 10 years of the archived documents in the same year:
b) The photo prints are marked on the back one by one, and the numbering method is "file number-serial number"; c) The file number is filled in the archive stamp.
6.1.4.3 Stamping the archive stamp
The archive stamp is stamped on the blank space at the top of the first page of the document or on the back of the photo print image, and is stamped on each file. The template of the archive stamp is shown in Appendix C Figure C1. The content and method of filling in shall be in accordance with the following requirements:
a) Archive number: The code compiled by the archives for the document unit4
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b) Year: the year in which the document is created, marked with four Arabic numerals, such as 2009, to be filled in by the document organizer (part-time archivist) of the archiving department;
Institution or issue: the name of the institution (issue) or the standardized abbreviation as a category of the classification scheme, to be filled in by the document organizer (part-time archivist) of the archiving department;
Retention period: the retention period of archived documents, to be filled in by the document organizer (part-time archivist) of the archiving department; e)
Room filing number: the arrangement sequence number of archived documents, the compilation method is shown in 6.1.4.2a); Library filing number: the number marked according to the requirements of the library when it is transferred to the library; g)
Number of pages: the total number of pages of each archived document, blank pages are not counted. 6.1.5 Preparation of archived document catalogue
6.1.5.1 The archived document catalogue should be prepared according to the classification scheme and document number, with each physical document as one entry. The contents include a) Document number: the document number of the filling office;
Responsible person, the organization or individual that issued the document, that is, the issuing authority or signer of the document; Document number: the document issuing number;
d) Title: the title of the document. If there is no title, you can create your own title, add "[II\" and translate the foreign title into Chinese. Date: the time when the file was created, marked with 8 Arabic numerals, such as 20090102; Number of pages: the total number of pages of each archived file: g) Notes: The conditions that need to be explained in the release document. 6.1.5.2 The format of the archived file directory is shown in Appendix C Figure C.2, and the paper size is the international standard A4. 6.1.5.3 The archived file diary is bound into a book according to the storage period and a cover is prepared. The cover format is shown in Appendix C Figure C. 3.6.1.6 Boxing
6.1.6. 1. Boxing method
The boxing method is as follows:
a) According to the three preservation periods of "permanent, 30 years, and 10 years", the archived documents are boxed separately; b) Documents within a certain period are boxed in the order of the serial number of "items"; c) Photo prints and negatives are placed in the special photo archive box one by one in the order of arrangement, and the text description information of the photos is filled in according to the requirements. When there are few photos in the same category, they are combined with the photos of the previous level and boxed. It does not cross the year; d) Top-secret documents are placed in a special case box for safekeeping. 6.1.6.2 Fill in the preparation form
The preparation form is placed after the documents in the box. The format is shown in Appendix C Figure C.4. The content to be filled in includes: a) Situation description: the lack, modification, supplement, removal, destruction, etc. of the documents in the box; b) Manager: the name of the person responsible for sorting the archived documents; d) Inspector: the name of the person responsible for checking the quality of the archived documents; d) Date: the date when the archived documents are sorted. 6.1.6.3 Marking the information on the cover and spine of the archive box. The cover of the archive box is shown in Appendix C Figure C.5. The spine of the archive box is shown in Appendix C Figure C.6. The content to be filled in includes: Archive number: the serial number of the archive given to the filing unit; a)
b) Year: the year in which the documents in the archive box were created; c) Guarantee period: the storage period of the documents in the archive box; 5
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Batch structure (topic): Classification name of the corresponding institution (problem) in the classification scheme; Monthly name: Room-coded start and end file numbers: The file numbers of the first and last files in the archive box, connected by "～" in the middle; e)bzxZ.net
Library-coded start and end file numbers: The compilation according to the requirements of the library when it is transferred to the library: Box number: The arrangement sequence number of the archive box, which is consecutively numbered from "1" according to the arrangement sequence of the archive box, and remains unique in the same archive box number directory. It will be compiled by the archive room after filing; h) Confidentiality level: The highest confidentiality level of the files in the archive box. Full name of the archive: The full name of the unit that constitutes the archive; Name of the internal institution: The full name of the archiving institution k)
Key words: The tone or words that can express the content of the files in the box and have retrieval significance; Examples: "Conference of Directors of Ocean Departments", "Environmental Assessment of Marine Engineering", "Sino-German Marine Science and Technology Cooperation. Number of pieces: The total number of files and materials in the box. 1
6.2 Electronic file organization
6.2.1 Electronic files are relatively centralized and organized for storage and filing. The storage medium is a write-once CD, and the audio and video electronic files can be filed on the carrier when they are re-formed.
6.2.2 Electronic file organization
6.2.2.1 Electronic files are organized according to the lowest level category in the same classification scheme as paper files. 6.2.2.2 Electronic files of the same type are stored in the same directory, with the category name as the directory name. 6.2.2.3 When there are multiple matters or many files under the same matter, sub-directories are established according to the matters, and the directory name should basically reflect the matters. 6.2.2.4 A group of photos reflecting the same matter or object should be stored in one directory. 6.2.2.5 When there are many files under the same category or the data volume is large, they can be stored separately on one carrier. When multiple carriers are needed for storage, they should be marked with a sequence.
6.2.2.6 When there are few files under the same level, they can be merged into the upper-level category for storage. 6.2.2.7 Archived electronic files cannot be stored naked in the root directory of the carrier. 6.2.3 Storage format
Archived electronic files should be converted into a common storage format, which is generally: text files: XML, RTF, TXT, PDF; a
Image files: JPEG, TIFF, SVG:
Graphic files: SVG.DWG, DWF;
Video files and multimedia files: MPEG, AVI; d)
Audio files WAV.MP3.WMA+
Database files; DBF,XLS,
6.2. 4 File Naming
6.2.4.1 The name of the archived electronic file should accurately and briefly summarize the file content. 6.2.4.2 The name of the archived electronic file should be followed by the default extension of the file storage format. 6.2.4.3 The electronic file names within the same medium should be unique. 6.2.5 Medium Production
6.2.5.1 Create a description file, which is stored in the root directory of the archive medium in the form of a readme.txt file. The file content includes: a list of electronic files;
b) For electronic files that cannot be converted into the specified format, provide a description of the software and hardware operating environment; information related to medium production includes: production unit (department), production date, producer, etc. c
6.2.5.2 Before burning the archived CD, the archived electronic files and the machine where they are located should be checked for viruses. 6.2.5.3 Create a CD volume label, arranging serial numbers by year, with? The first four digits represent the year, and the last three digits represent the CD number. For example: 2010001, where 2010 is the year and 001 is the CD number. 6.2.5.4 Check the readability of the archiving carrier to verify the consistency, validity and integrity of the archived electronic files. 6.2.6 Carrier identification and packaging
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6.2.6.1 Each archiving carrier should have an identification, and the identification content includes: carrier number, category name confidentiality level, storage period, formation organization (department), and production date.
6.2.6.2 The archiving CD identification is printed on a special CD label, or printed on the back of the CD using an inkjet printer with a CD printing rack. 6.2.6.3 The archiving carrier should have an outer packaging, and the content of the outer packaging identification is consistent with the carrier identification. The outer packaging of the CD uses a square hard plastic box, and each disc is packaged independently.
6.2.7 Cataloguing
6.2.7.1 The recording of electronic files shall be carried out in accordance with DA/T 18. 6.2.7.2 The catalogue of archived electronic files shall be established disk by disk, folder by folder, and file by file. One electronic file is a catalogue. If there are many files recorded in the same month and they are of the same type, it can be established at the catalogue level. 6.2.7.3 Fill in the archived electronic file diary. The format of the archived electronic file directory is shown in Figure 7 in the Appendix: Carrier number: a unique serial number that identifies the carrier of the archived electronic file, and the serial number is arranged by year. The method is the same as 6.2.5.3. a)
Example: 2010001;
File name: the computer file name of the archived electronic file; b
Path name: the full path name of the archived electronic file on the carrier: d) File content: a brief description of the archived electronic file; Formation time: the formation date of the archived electronic file (computer modification date); e
Version code: the electronic file version codes are: M-draft electronic file, L-informal electronic file, F-formal electronic file:
Category code; the electronic file category codes are: T text file, I—image file, G—graphic file, g)
V—image file, A—audio file, O—hypermedia link file, P—program file, Dh) Preservation period: the preservation period of archived electronic files, see Appendix A; i) File number: the corresponding file number of paper-based archived files: j
Remarks: other issues that need to be explained.
7 Archiving of file materials
7.1 Archiving of paper file materials
Archive requirements
7.1.1.1 The archived file materials should be stamped with the archive stamp and filled with the corresponding content. 7.1.1.2 The archived file materials should be packed in boxes, and the contents of the archive box include: archived file materials and preparation tables. 7.1.2 Archiving Procedure
Data File:
7.1.2.1 The sorting department shall arrange the archive boxes according to the different storage periods and the order of the internal organizations of the unit, fill in the archive file handover form (see Appendix C Figure C.8) in triplicate, keep one copy for the department, and hand over two copies (including the original) to the archive department for storage. 7.1.2.2 The handover parties shall check each box and check the quality of the archives. If the quality is qualified, the transferor and the receiver shall sign and confirm. If it does not meet the quality requirements, it shall be returned to the sorting department for processing and improvement within a time limit before archiving. 7.1.3 Archiving Time
The file materials shall be archived before the end of June of the year following the year in which they were formed. HY/T 057-2011
7.2 Archiving of electronic files
7.2.1 Archiving principles
The archiving of electronic files shall be based on the principle of double sets. Electronic files generated in e-government shall be archived together with the storage medium of the original electronic files, forming two media and two sets of files with the same content, and the two shall be linked. 7.2.2 Archiving methods
7.2.2.1 The archiving of electronic files is divided into physical archiving and logical archiving. For units with limited single-machine and same-domain network conditions, physical archiving shall be directly carried out. Units with a stable and reliable network environment and strict overall management measures, as well as those that produce paper versions of important electronic documents internally, can implement logical archiving first and then regularly complete physical archiving. 7.2.2.2 Logical Archiving
Logical archiving shall be carried out in accordance with the following requirements:
a) Archived electronic files shall have the metadata of the electronic files; h) The physical address of the archived electronic files shall be stored on the designated computer server, and the server shall adopt reliable and secure backup measures;
When network system equipment is updated, strict data conversion measures shall be taken and relevant records shall be kept to ensure that data runs accurately and correctly in the new system;
d) Electronic files that are logically archived in the network shall be physically archived regularly. 7.2.2.3 Physical Archiving
Physical archiving shall be carried out in accordance with the following requirements:
a) The storage medium of archived electronic files shall be marked with: medium number, confidentiality level, retention period, archiving date, etc. The carrier of the archived electronic files shall be set to a state where write operation is prohibited; b) The archived electronic files shall be authentic, complete, valid, virus-free, with no traces on the surface of the medium, complete disinfection, and complete registration forms, software, and instruction materials:
When going through the archiving procedures, the electronic file generating department and the archives department shall fill in the archived electronic file transfer and acceptance inspection registration form (see Appendix C Figure C.9) in triplicate, one copy shall be kept by the electronic file generating department, and two copies (including the original) shall be submitted to the archives department for safekeeping;
d) The physically archived electronic file carrier shall be in triplicate, one set shall be sealed and kept, one set shall be kept off-site, and one set shall be available for reference. The symbols used to mark the sets are: A, B, C.
7.2. 3 Archiving time
Retrieval and archiving should be carried out in real time, and physical archiving and paper document archiving should be carried out simultaneously. 8 Archives organization
8.1 Arrangement of archive boxes
8.1.1 According to the classification scheme within the archive, classify the archive boxes separately. 8.1.2 The classification numbering scheme within the archive should be compiled uniformly according to the content of the archive box and the form of the carrier, using the annual, organizational or annual, and thematic methods.
8,1.3 The classification scheme and its numbering of the archive should be consistent and shall not be changed at will. 82 The archived disc logo is printed on a special disc label, or printed on the back of the disc using an inkjet printer with a disc printing stand. 6.2.6.3 The archived carrier should have an outer packaging, and the content of the outer packaging logo is consistent with the carrier logo. The outer packaging of the disc should be a square hard plastic box, and each disc should be packaged independently.
6.2.7 Cataloging
6.2.7.1 The recording of electronic files should be recorded in accordance with DA/T 18. 6,2.7.2 The catalog of archived electronic files is established by disk, folder, and file. One electronic file is a directory. If there are many files recorded in the same month and they are of the same type, it can be established to the directory level. 6.2.7.3 Fill in the archived electronic file diary. The format of the archived electronic file directory is shown in Figure 7 in the Appendix: Carrier number: a unique serial number that identifies the carrier of the archived electronic file, and the serial number is arranged by year. The method is the same as 6.2.5.3. a)
Example: 2010001;
File name: the computer file name of the archived electronic file; b
Path name: the full path name of the archived electronic file on the carrier: d) File content: a brief description of the archived electronic file; Formation time: the formation date of the archived electronic file (computer modification date); e
Version code: the electronic file version codes are: M-draft electronic file, L-informal electronic file, F-formal electronic file:
Category code; the electronic file category codes are: T text file, I—image file, G—graphic file, g)
V—image file, A—audio file, O—hypermedia link file, P—program file, Dh) Preservation period: the preservation period of archived electronic files, see Appendix A; i) File number: the corresponding file number of paper-based archived files: j
Remarks: other issues that need to be explained.
7 Archiving of file materials
7.1 Archiving of paper file materials
Archive requirements
7.1.1.1 The archived file materials should be stamped with the archive stamp and filled with the corresponding content. 7.1.1.2 The archived file materials should be packed in boxes, and the contents of the archive box include: archived file materials and preparation tables. 7.1.2 Archiving Procedure
Data File:
7.1.2.1 The sorting department shall arrange the archive boxes according to the different storage periods and the order of the internal organizations of the unit, fill in the archive file handover form (see Appendix C Figure C.8) in triplicate, keep one copy for the department, and hand over two copies (including the original) to the archive department for storage. 7.1.2.2 The handover parties shall check each box and check the quality of the archives. If the quality is qualified, the transferor and the receiver shall sign and confirm. If it does not meet the quality requirements, it shall be returned to the sorting department for processing and improvement within a time limit before archiving. 7.1.3 Archiving Time
The file materials shall be archived before the end of June of the year following the year in which they were formed. HY/T 057-2011
7.2 Archiving of electronic files
7.2.1 Archiving principles
The archiving of electronic files shall be based on the principle of double sets. Electronic files generated in e-government shall be archived together with the storage medium of the original electronic files, forming two media and two sets of files with the same content, and the two shall be linked. 7.2.2 Archiving methods
7.2.2.1 The archiving of electronic files is divided into physical archiving and logical archiving. For units with limited single-machine and same-domain network conditions, physical archiving shall be directly carried out. Units with a stable and reliable network environment and strict overall management measures, as well as those that produce paper versions of important electronic documents internally, can implement logical archiving first and then regularly complete physical archiving. 7.2.2.2 Logical Archiving
Logical archiving shall be carried out in accordance with the following requirements:
a) Archived electronic files shall have the metadata of the electronic files; h) The physical address of the archived electronic files shall be stored on the designated computer server, and the server shall adopt reliable and secure backup measures;
When network system equipment is updated, strict data conversion measures shall be taken and relevant records shall be kept to ensure that data runs accurately and correctly in the new system;
d) Electronic files that are logically archived in the network shall be physically archived regularly. 7.2.2.3 Physical Archiving
Physical archiving shall be carried out in accordance with the following requirements:
a) The storage medium of archived electronic files shall be marked with: medium number, confidentiality level, retention period, archiving date, etc. The carrier of the archived electronic files shall be set to a state where write operation is prohibited; b) The archived electronic files shall be authentic, complete, valid, virus-free, with no other marks on the surface of the medium, complete disinfection, and complete registration forms, software, and instruction materials:
When going through the archiving procedures, the electronic file generating department and the archives department shall fill in the transfer and acceptance inspection registration form for archived electronic files (see Appendix C Figure C.9) in triplicate, one copy shall be kept by the electronic file generating department, and two copies (including the original) shall be submitted to the archives department for safekeeping;
d) The carrier of physically archived electronic files shall be in triplicate, one set shall be sealed and kept, one set shall be kept off-site, and one set shall be available for reference. The symbols used to mark the sets are: A, B, C.
7.2. 3 Archiving time
Retrieval and archiving should be carried out in real time, and physical archiving and paper document archiving should be carried out simultaneously. 8 Archive sorting
8.1 Arrangement of archive boxes
8.1.1 Classify the archive boxes according to the classification scheme within the archive. 8.1.2 The classification numbering scheme within the archive should be compiled uniformly according to the content of the archive box and the form of the carrier, using the annual, organizational or annual, and inter-theme methods.
8,1.3 The classification scheme and its numbering of the archive should be consistent and shall not be changed at will. 82 The archived disc logo is printed on a special disc label, or printed on the back of the disc using an inkjet printer with a disc printing stand. 6.2.6.3 The archived carrier should have an outer packaging, and the content of the outer packaging logo is consistent with the carrier logo. The outer packaging of the disc should be a square hard plastic box, and each disc should be packaged independently.
6.2.7 Cataloging
6.2.7.1 The recording of electronic files should be recorded in accordance with DA/T 18. 6,2.7.2 The catalog of archived electronic files is established by disk, folder, and file. One electronic file is a directory. If there are many files recorded in the same month and they are of the same type, it can be established to the directory level. 6.2.7.3 Fill in the archived electronic file diary. The format of the archived electronic file directory is shown in Figure 7 in the Appendix: Carrier number: a unique serial number that identifies the carrier of the archived electronic file, and the serial number is arranged by year. The method is the same as 6.2.5.3. a)
Example: 2010001;
File name: the computer file name of the archived electronic file; b
Path name: the full path name of the archived electronic file on the carrier: d) File content: a brief description of the archived electronic file; Formation time: the formation date of the archived electronic file (computer modification date); e
Version code: the electronic file version codes are: M-draft electronic file, L-informal electronic file, F-formal electronic file:
Category code; the electronic file category codes are: T text file, I—image file, G—graphic file, g)
V—image file, A—audio file, O—hypermedia link file, P—program file, Dh) Preservation period: the preservation period of archived electronic files, see Appendix A; i) File number: the corresponding file number of paper-based archived files: j
Remarks: other issues that need to be explained.
7 Archiving of file materials
7.1 Archiving of paper file materials
Archive requirements
7.1.1.1 The archived file materials should be stamped with the archive stamp and filled with the corresponding content. 7.1.1.2 The archived file materials should be packed in boxes, and the contents of the archive box include: archived file materials and preparation tables. 7.1.2 Archiving Procedure
Data File:
7.1.2.1 The sorting department shall arrange the archive boxes according to the different storage periods and the order of the internal organizations of the unit, fill in the archive file handover form (see Appendix C Figure C.8) in triplicate, keep one copy for the department, and hand over two copies (including the original) to the archive department for storage. 7.1.2.2 The handover parties shall check each box and check the quality of the archives. If the quality is qualified, the transferor and the receiver shall sign and confirm. If it does not meet the quality requirements, it shall be returned to the sorting department for processing and improvement within a time limit before archiving. 7.1.3 Archiving Time
The file materials shall be archived before the end of June of the year following the year in which they were formed. HY/T 057-2011
7.2 Archiving of electronic files
7.2.1 Archiving principles
The archiving of electronic files shall be based on the principle of double sets. Electronic files generated in e-government shall be archived together with the storage medium of the original electronic files, forming two media and two sets of files with the same content, and the two shall be linked. 7.2.2 Archiving methods
7.2.2.1 The archiving of electronic files is divided into physical archiving and logical archiving. For units with limited single-machine and same-domain network conditions, physical archiving shall be directly carried out. Units with a stable and reliable network environment and strict overall management measures, as well as those that produce paper versions of important electronic documents internally, can implement logical archiving first and then regularly complete physical archiving. 7.2.2.2 Logical Archiving
Logical archiving shall be carried out in accordance with the following requirements:
a) Archived electronic files shall have the metadata of the electronic files; h) The physical address of the archived electronic files shall be stored on the designated computer server, and the server shall adopt reliable and secure backup measures;
When network system equipment is updated, strict data conversion measures shall be taken and relevant records shall be kept to ensure that data runs accurately and correctly in the new system;
d) Electronic files that are logically archived in the network shall be physically archived regularly. 7.2.2.3 Physical Archiving
Physical archiving shall be carried out in accordance with the following requirements:
a) The storage medium of archived electronic files shall be marked with: medium number, confidentiality level, retention period, archiving date, etc. The carrier of the archived electronic files shall be set to a state where write operation is prohibited; b) The archived electronic files shall be authentic, complete, valid, virus-free, with no traces on the surface of the medium, complete disinfection, and complete registration forms, software, and instruction materials:
When going through the archiving procedures, the electronic file generating department and the archives department shall fill in the archived electronic file transfer and acceptance inspection registration form (see Appendix C Figure C.9) in triplicate, one copy shall be kept by the electronic file generating department, and two copies (including the original) shall be submitted to the archives department for safekeeping;
d) The physically archived electronic file carrier shall be in triplicate, one set shall be sealed and kept, one set shall be kept off-site, and one set shall be available for reference. The symbols used to mark the sets are: A, B, C.
7.2. 3 Archiving time
Retrieval and archiving should be carried out in real time, and physical archiving and paper document archiving should be carried out simultaneously. 8 Archives organization
8.1 Arrangement of archive boxes
8.1.1 According to the classification scheme within the archive, classify the archive boxes separately. 8.1.2 The classification numbering scheme within the archive should be compiled uniformly according to the content of the archive box and the form of the carrier, using the annual, organizational or annual, and thematic methods.
8,1.3 The classification scheme and its numbering of the archive should be consistent and shall not be changed at will. 81 Electronic file archiving is divided into two methods: physical archiving and logical archiving. Units that use single machines and have limited network conditions can directly perform physical archiving. Units with a stable and reliable network environment and strict management measures, as well as units that produce paper versions of important electronic files, can first implement logical archiving and then regularly complete physical archiving. 7.2.2.2 Logical Archiving
Logical archiving shall be carried out in accordance with the following requirements:
a) Archived electronic files should have the metadata of the electronic files; h) The physical address of the archived electronic files should be stored on the designated computer server, and the server should adopt reliable and secure backup measures:
When the network system equipment is updated, strict data conversion measures should be taken, and relevant records should be kept to ensure that the data runs accurately and correctly in the new system:
d) Electronic files that are logically archived in the network should be physically archived regularly. 7.2.2.3 Physical Archiving
Physical archiving shall be carried out in accordance with the following requirements:
a) The storage medium of archived electronic files shall be marked with: medium number, confidentiality level, retention period, archiving date, etc. The carrier of the archived electronic files shall be set to a state where write operation is prohibited; b) The archived electronic files shall be authentic, complete, valid, virus-free, with no traces on the surface of the medium, complete disinfection, and complete registration forms, software, and instruction materials:
When going through the archiving procedures, the electronic file generating department and the archives department shall fill in the archived electronic file transfer and acceptance inspection registration form (see Appendix C Figure C.9) in triplicate, one copy shall be kept by the electronic file generating department, and two copies (including the original) shall be submitted to the archives department for safekeeping;
d) The physically archived electronic file carrier shall be in triplicate, one set shall be sealed and kept, one set shall be kept off-site, and one set shall be available for reference. The symbols used to mark the sets are: A, B, C.
7.2. 3 Archiving time
Retrieval and archiving should be carried out in real time, and physical archiving and paper document archiving should be carried out simultaneously. 8 Archives organization
8.1 Arrangement of archive boxes
8.1.1 According to the classification scheme within the archive, classify the archive boxes separately. 8.1.2 The classification numbering scheme within the archive should be compiled uniformly according to the content of the archive box and the form of the carrier, using the annual, organizational or annual, and thematic methods.
8,1.3 The classification scheme and its numbering of the archive should be consistent and shall not be changed at will. 81 Electronic file archiving is divided into two methods: physical archiving and logical archiving. Units that use single machines and have limited network conditions can directly perform physical archiving. Units with a stable and reliable network environment and strict management measures, as well as units that produce paper versions of important electronic files, can first implement logical archiving and then regularly complete physical archiving. 7.2.2.2 Logical Archiving
Logical archiving shall be carried out in accordance with the following requirements:
a) Archived electronic files should have the metadata of the electronic files; h) The physical address of the archived electronic files should be stored on the designated computer server, and the server should adopt reliable and secure backup measures:
When the network system equipment is updated, strict data conversion measures should be taken, and relevant records should be kept to ensure that the data runs accurately and correctly in the new system:
d) Electronic files that are logically archived in the network should be physically archived regularly. 7.2.2.3 Physical Archiving
Physical archiving shall be carried out in accordance with the following requirements:
a) The storage medium of archived electronic files shall be marked with: medium number, confidentiality level, retention period, archiving date, etc. The carrier of the archived electronic files shall be set to a state where write operation is prohibited; b) The archived electronic files shall be authentic, complete, valid, virus-free, with no traces on the surface of the medium, complete disinfection, and complete registration forms, software, and instruction materials:
When going through the archiving procedures, the electronic file generating department and the archives department shall fill in the archived electronic file transfer and acceptance inspection registration form (see Appendix C Figure C.9) in triplicate, one copy shall be kept by the electronic file generating department, and two copies (including the original) shall be submitted to the archives department for safekeeping;
d) The physically archived electronic file carrier shall be in triplicate, one set shall be sealed and kept, one set shall be kept off-site, and one set shall be available for reference. The symbols used to mark the sets are: A, B, C.
7.2. 3 Archiving time
Retrieval and archiving should be carried out in real time, and physical archiving and paper document archiving should be carried out simultaneously. 8 Archives organization
8.1 Arrangement of archive boxes
8.1.1 According to the classification scheme within the archive, classify the archive boxes separately. 8.1.2 The classification numbering scheme within the archive should be compiled uniformly according to the content of the archive box and the form of the carrier, using the annual, organizational or annual, and thematic methods.
8,1.3 The classification scheme and its numbering of the archive should be consistent and shall not be changed at will. 8
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