Some standard content:
Hs 01. 140. 20
National Standard of the People's Republic of China
CBT18894—2002
Standards of elecironic records filing and management2002-12-04Promulgated
People's Republic of China
General Administration of Quality Supervision, Inspection and Control
2003-05-01Implementation
C8/T18894-—2002
Model Reference
Technical Rights and Interests
The following text shall ensure the authenticity, integrity and validity of the document and the collection and use of the document
The prohibition of archiving electronic documents
Shanjun! The resignation, collection and storage of documents are also recorded in A (before the sample) some table formats
Love documents
Self-document registration my home page
Request A.? Document love record (continued)
Table A.3 Archive electronic file transfer, acceptance inspection registration form.4 File competition record
Electronic file registration form (continued)
Table A Mountain file mountain file management registration form
File electronic file migration certificate form
The appendix of this standard is sufficient to standardize the original arrangement. This standard is provided by the National Compensation Case High-level City Net Mountain Pass. No standard with drafting single book: Family Bureau.
GI/T18894—2002
本切雅丰要起人，晓，的平，土证城，求中新，互激样，字晓明刘虑零李伯宿巧丽行，起品皮、谈旺栏，豪晨辉、失煜、断宁，1范田
Electronic document archiving and management specifications
GB/T18894-—2002
This standard stipulates the formation, accumulation, storage, and management of electronic documents produced by official activities of factories and government departments, and other electronic documents of organizations such as the state and Sichuan shall follow this standard,
2 Normative referenced documents
The following documents are included in this standard and are included in this standard Standard policy: From the product period, the document is updated with all changes (excluding the content of the period error or the inappropriateness of the standard). However, the latest version of these documents shall be used in accordance with the law. For any non-monthly referenced documents, the latest version shall apply. DA/T18 File Recording Rules
File Transfer Rules
3 Terms and Definitions
The following terms and definitions apply to this standard. 3.1
Electronic files are files generated in laser equipment and environment. They are stored in digital form on fuel, disk, optical media, etc., and can be read, processed, and transmitted on the network: 3.2
Electronic files are files that can be generated in laser equipment and environment. They are stored in digital form on fuel, disk, optical media, etc., and can be read, processed, and transmitted on the network: 3.2
Electronic files are files that can be generated in laser equipment and environment. 3.1 Electronic files (3.2) with value for consideration and use, 3.3 Background information, 3.11 the activities of electronic files, their roles, results, relationships and the impact on them. 3.12 The data attributes of electronic files, 3.13 the format of files, the indentation structure, the hardware environment, the file processing software, the image processing and image processing tools, the development process, etc. 3.5 Remote file conversion riling
refers to the process of transferring the management authority of electronic files (3.1) to the archives department through a computer network without changing the storage mode and physical archiving
GB/I18894—2002
including the process of transferring electronic files (1) to the archives department on a medium that can be stored in a machine; 3.7
authenticity
refers to the verification of the content of the electronic file [3.1] and the confirmation of its consistency with the original state when it was created after rapid identification of the content and information (3.3) of the electronic file [3.1]; 3.6
integrity
refers to the protection of the electronic file (3.1] before the final structure, which refers to the final information [3.3) and metadata! 3.4] 3.9
Validity ntilit
refers to the understanding and availability of electronic files 3.1 virtual equipment, including the reliability of the storage system, the completeness and transparency of the interception, etc.
capture ratmre
refers to the process of verifying the storage method of electronic files 3.1. 3.11
migruliun
refers to the method and process of transferring electronic files [3.1] from the system to the system. 4 General Provisions
4.11 When the sub-document is formed, there should be a strict drug management system and technical measures to ensure the authenticity, brightness and effectiveness of the media. 4.2 In response to the reduction, collection, accumulation, appraisal and research of the documents, the continuity of the work should be ensured. 4.3 The document should be clearly stipulated! The time, scope, technical details, relevant documents, version, validity type, format, validity period, testing data and other requirements must be met to ensure the quality of the archived electronic documents: 4.4 When the documents are returned to the archive, if there are other related documents in the form of documents, the content, relevant instructions and records must be consistent:
4.5 For electronic documents with permanent preservation value, if there are paper copies, they must be made into paper documents, etc., and the electronic copies, paper versions or micro products must be kept in the same place for a period of time. 4.6 The F document has the function of a certificate. For documents that are only signed in electronic form, they must be attached when they are archived. 5.1 The authenticity, integrity and validity of electronic documents shall be guaranteed by the standard system and corresponding technical documentation. From the formation of electronic documents, relevant processing operations shall be managed continuously to ensure that the electronic documents are in compliance with the specifications. 5.1.1 Record the processing personnel (drafters, modifiers, reviewers, signers, etc.) 5.1.2 Record the authors of the documents (scholars, publishers, recipients, etc.) 5.1.3 Interpret the notification documents generated during the processing (instructions, names, printing codes, etc.). 5.1.4 Signature records shall be kept for the transmission of documents and other links in the delivery process. 5.2 Take technical measures to ensure the authenticity of documents: 5.2.1 Establish authentication and limit control for electronic documents. 5.2.2 Set up an operational log that meets the safety requirements to automatically record the person, time, equipment, items, content, etc. of the operation at any time. 5.2.3 Mark electronic documents for leakage and data leakage prevention. 5.2.4 Take measures to prevent legal interference such as electronic seals and digital screens. 5.3 Establish a system for accepting the integrity of electronic documents and collect relevant technical information and metadata. 5.4 Establish a system for managing the validity of electronic documents and adopt relevant technical guarantees. GR/T18834--2002
5.5 The processing and storage of electronic documents shall comply with the national safety standards. The full insurance rate is now set, the injection of natural disaster books, non-flowing economic time, reach the operation license, handle the short special, etc., take the system security certificate confidentiality level requirements in line with the incentive measures, there must be: network equipment enterprise guarantee; digital system security guarantee: operation safety guarantee! Identity information to force law, etc.
E electronic file collection and accumulation
6.1 Collection and accumulation requirements
6.1.1 Record the collection process and handling of the single document fee, the electronic documents with reference value and their published All formal documents should be kept in paper form. If the storage department has started the conversion to computer, the electronic version of the formal document should be kept ... 1.3 Liu is in a weak position in the network, and cannot keep the electronic files of the work. The library takes measures to prevent the loss of security. 6.1.4 For the use of the document, the document storage format, document storage format, etc. should be proved. If necessary, the document should be kept. The general format of text-type electronic files is XML, RT, and TX: 5.1.5 For non-standard image files obtained by scanning equipment, they should be converted to common formats. If they cannot be converted, the relevant software should be collected: the electronic files should be in the common formats of JPG, TTF, etc. 6.1.5 For graphic files obtained by computer-aided design and other equipment, the relevant data should be collected when collecting. 6.1.7 For files obtained by video or multimedia equipment and files produced by the whole media linking technology, the compression algorithm and format of the non-standard formats should be collected at the same time. Video and multimedia electronic files should be in the common formats of MPE, 4, etc. 6.1.5 For audio files obtained by computer-aided design and other equipment, the relevant data should be collected when collecting. Audio electronic files shall be in WAV and MP3 formats. 6.1.9 For electronic files produced by general software, the software number, version number, and related information shall be collected at the same time. Electronic files produced by special-purpose media shall be converted into reusable electronic files in principle. If the conversion is not possible, they shall be collected together with the special-purpose software. 6.1.1 Most of the data related to the operation of computer systems and information processing and other processes and related to file handling shall be collected together with the electronic files. 6.1.11 For electronic files that use a wide range of system-based templates, if the files can be encrypted, the information contained in them can be stored in a template and used as metadata of the electronic files. 6.1.12. Regularly prepare electronic files. 6.2 Registration of electronic files 6.2.1 Each electronic file shall be registered in the electronic file record: see Table 2, 1 and Table 4, 3 in Appendix 4. 5.2.2 The electronic file shall be registered and saved together with the electronic file. 5.2.3 The electronic file registration form shall be made into an electronic spreadsheet and shall be kept together with the electronic file. The electronic spreadsheet for long-term preservation shall be attached with paper or other documents and the corresponding electronic file and saved together. 2.4 Electronic code 6.2.5 Electronic file category code: Text file: 1. Super body link file: 2. Super body link file: 3. Super body link file: 4. Super body link file: 5. Super body link file: 6. t||National Document Image Definition·A
Procedure file; L>
Digital Document
GB/T18894—2002
Archive of Electronic Documents
7.1 Archiving Requirements
The document formation department shall determine the relevant archiving conditions and submit the documents that have been verified to the anti-pornography department, and store them in an offline format with the preservation requirements of the enterprise: 7.2 Appraisal
7,2.1 The appraisal of electronic documents shall include the determination of the authenticity, integrity, effectiveness of the documents, the determination of the level of validity, the use of the files and the determination of the storage period.
7.2.? Before archiving, the electronic document should be inspected for authenticity, completeness and validity by the document holder or the person responsible for the document. The inspection result should be attached with the registration form of the receiving person and the document should be archived. 3 If the document has adopted some technical methods to ensure the authenticity, completeness and validity of the electronic document, then its technical methods and relevant software should be put into the receiving unit. 2.3 The relevant provisions of the relevant national science and technology document delivery should be implemented, and the back-up materials should be included.
7.2.4 The period and confidentiality of the document should be classified according to the relevant provisions of the relevant national science and technology document classification and storage period: The storage period of the electronic document's content and quantity should be consistent with the storage period of the customer's letter. The warranty period should be marked on the machine-readable date of the electronic file. 7.3 Archiving should be carried out in a timely manner. Physical archiving should be completed regularly according to the quality of the documents. 7.4 Inspection When selecting the output document, the technical conditions of the electronic documents should be tested, including the effectiveness of the document environment, the effectiveness of the software environment and its information recording format, the presence of errors, etc. 7.5 Archiving The electronic documents should be archived according to the appraisal standards. The archiving of electronic documents can be carried out in two steps. The real-time archiving should be carried out logically first, and then the physical archiving should be carried out. When archiving, the technical environment of the document, the relevant software, version, data type, control data, test data and other technical risks should be fully considered. 7.5.1 Logical Archiving The electronic documents are transferred to the archive department via the Internet. The storage format and location remain unchanged during the archiving work. 7.5.2 Physical Archiving
7.5.2. All electronic files in the network and other places shall be archived regularly. 7.5.2.2 Collect the electronic files with proper identification and copy them to a durable medium in three copies. They shall be stored together for joint reading and use. For archived files, they shall be displayed and decrypted before making a backup copy. 7.5.2.3 This standard recommends the use of media, in the following order: read-only CD-ROMs, write-once CD-ROMs, magnetic tapes, writable CD-ROMs, etc. This standard recommends the use of floppy disks as the medium for long-term preservation of electronic files in archives. 7.5.2.4 For storage, the carrier or the medium of the document shall be labeled with the carrier serial number, archive number, category number, confidentiality level, storage period, storage date, etc. The carrier of the archived document shall be marked with a record of the number of times the document is written after archiving. 7.5.2.5 The special format of the document shall be stored in the storage medium with the corresponding software. 7.5.2.6 The electronic document reading log shall be archived together with the relevant documents and other documents, and attached as the electronic file registration form (Table 4 in Appendix 8). The electronic document registration form shall be filled in the first page (Table 4 in Appendix 8) and the reading page shall be filled in the unit of file (see Table A.5 in Appendix 2): 7.5.2.7 For the documents that need to be stored for a long time, the reading log shall be stored in the same way in each electronic document carrier. 7.5.2.8 After the return, the document center should keep the electronic document carrier for at least one year. B. The organization of the archived electronic documents shall be carried out in accordance with the requirements of DA/122. 8.2 The electronic documents shall be archived in accordance with GB/T18894-2002. 8.3 The electronic documents in the same archive shall be classified according to the required storage period of one year and one institution (time) or the storage period of one year and one institution (time). 4. According to the electronic document category code, the electronic document shall be recorded in accordance with the relevant documents. At the same time, the special items and their identification of the documents shall be supplemented in accordance with the requirements of the standard for ensuring the validity of the documents (see Chapter 5 of this standard for the returner, operator, background information, and other information).
8.6 Make the written results into machine-readable daily records and paper monthly records. 9 Transfer, acceptance and preservation of archived electronic files 9.1 Requirements for transfer, acceptance and preservation
The electronic files should be carefully inspected in accordance with relevant regulations. After passing the inspection, they should be transferred to the archive and other archive preservation departments as scheduled; they should be kept in the warehouse. Under the condition that the two sources are connected, the transfer and acceptance of archived electronic files can be carried out on the Internet, but they still need to be carried out in accordance with the relevant procedures.
9.2 Transfer and acceptance inspection
9.2.1 Before transferring files to this unit, the storage department shall inspect each set of files before receiving them: if the quality rate reaches 1%, the handover shall be carried out after a certain period of time. 9.2.2 The inspections are as follows:
Whether the carrier has scratches and is clean
Whether there are viruses:
Verify the authenticity of the files, theft, and the existence of micro-versions and connections: Verify whether the files, software, and other materials are complete: Verify the relevant files and versions. Whether the operation manual and other documents are complete or not, the inspection system shall be respectively carried out by the transferring unit and the receiving unit, and the acceptance inspection registration form (see Table A of Record A). 2.3 The file storage department shall inspect and accept the electronic files one by one according to the requirements. For those that fail to meet the inspection period, they shall be returned to the unit for re-production and re-inspection. 9.3 Transfer procedures
The file storage department shall complete the transfer and acceptance of the electronic documents, and complete the filing of the electronic documents. The registration form - one copy is for the substation to form the document, and one copy is for the file storage department. 9.4 Storage requirements
In addition to meeting the requirements of the paper modification plan, the following cases should be met when the returned documents are stored: a! The returned documents should be handled properly. Avoid rubbing, touching, and coating. ) The single-piece carrier should be packed in boxes: Store vertically, avoid squeezing, and keep away from strong magnetic fields, hot plates, and harmful gases. ) Ambient temperature range: 17*~20 Relative humidity range: 35%~45%. The documents should be kept in a safe place according to the above requirements: 9.5 Validity guarantee
.51 The document storage unit and the archive storage department shall conduct an inspection of the electronic documents every year, and the equipment environment shall be updated. If the inventory carrier is new, the CA/T of the document storage should be carried out. 18894—2002
For the transfer work, the original carrier shall be kept for less than 3 years. After the expiration of the warranty period, the contents of the carrier shall be treated according to the confidentiality requirements. 9.5.2 For the magnetic carrier card, a sampling inspection shall be conducted every 4 days after 2 years. The sampling rate shall not be lower than 10%. If any error is found, timely recovery measures shall be taken: 9.5.3 For the archived electronic files, the files shall be transferred once every 4 years. The original carrier shall be kept for no less than 1 year. 9.5.4 The archived electronic files shall be regularly checked and recorded by the department. .5 With the system equipment update or system expansion, the purchased electronic files shall be promptly transferred. The registration form for the transfer shall be attached as Table A.7).
9.7 Use
9.7.1 The media of archived electronic files shall not be used for external purposes. No unit or person shall be responsible for the electronic transmission of files without permission. 9.7.2 Copies shall be used when using.
9.7.3 The confidentiality period shall be observed when using. When using electronic archived files through the Internet, the security requirements shall be met and the security measures shall be taken by the relevant departments. 9.7.4 The use and access to archived files shall be within the scope of the authority. 9.8.1 The evaluation and destruction of archived electronic documents shall be carried out in accordance with the relevant provisions of the state on the destruction of the case number of the court, and shall be implemented after the approval procedures are completed. 9.8.2 The archived documents within the scope of confidentiality shall be completely deleted from the network if they are stored in an irremovable location, and the archived electronic documents that do not exceed the scope of confidentiality can be deleted remotely. 9.9 Statistics
Archives and information storage department 1 should timely make statistics on the receipt, storage, use and evaluation of archived electronic documents on an annual basis. Document
Equipment
Environmental characteristics
Document making
Formation department | |tt||Completion date
Data number
Publication location
Hardware environment
(machine, equipment manufacturer
, etc.)
Software environment
(model, version, etc.)
Record station structure
(physical, reverse)
Record treatment, image,
video, video files
Text format
Representative (signature]
Reviewer (full name)
Appendix A
(Normative Appendix]
Registration form format
Table A.1 Electronic file registration form [Primary
|Body care
Data source
Operating system
Database system
Related software (word processing
tools, browsers, compression
or encryption software, etc.)
Equipment and installation,
口Fixed length
Variable length
口Others
CH/118894—2002
Total number of entries
Total bytes
口One file per disk
口Multiple files
[]Requirements—
■Multiple file disks
GH/:18894—2002
Electronic document chapter record table (end page)||tt ||Document code
Document type
Special code
Inspection items
Appearance inspection
Reality inspection
Complete inspection
Validity inspection
Table A.3 Transfer and receipt of electronic files for archiving and registration of units for inspection
Transferring unit:
Technical methods and related softwarewwW.bzxz.Net
Registration form. Document description Inspection
Registration person (signature)
Reviewer (signature)
Signature (seal)
Receiving unit:
GB/I18894—20218894—2002
Electronic document seal table (end page)
Wen Haoji
Book code
Document type
Special code
Inspection items
Comparative physical inspection
Real inspection
Complete inspection
Effective document powder
Table A.3 Transfer and receipt inspection registration unit name of archived electronic documents
Transferring unit:
Technical methods and related software description
Registration form. Document description material inspection
Registration person (signature)
Reviewer (signature)
Signature (seal)
Receiving unit:
GB/I18894—20218894—2002
Electronic document seal table (end page)
Wen Haoji
Book code
Document type
Special code
Inspection items
Comparative physical inspection
Real inspection
Complete inspection
Effective document powder
Table A.3 Transfer and receipt inspection registration unit name of archived electronic documents
Transferring unit:
Technical methods and related software description
Registration form. Document description material inspection
Registration person (signature)
Reviewer (signature)
Signature (seal)
Receiving unit:
GB/I18894—202
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