Specifications for filing archives of meteorological administrative enforcement files
other information
drafter:Chen Hongbing, Gu Chenghua, You Zhiyuan, Zhang Jieru, Li Ju, Xu Wen, Zhou Jinfang, Liu Min, Shang Weihong, Zhao Jianwei, Li Linqing, Wang Minjie, Pan Binghui, Feng Ping
Drafting unit:Jiangsu Provincial Meteorological Bureau, Xinjiang Uygur Autonomous Region Meteorological Bureau, Tianjin Meteorological Bureau, Shanxi Provincial Meteorological Bureau, Jilin Provincial Meteorological Bureau, Shandong Provincial Meteorological Burea
Focal point unit:National Meteorological Basic Information Standardization Technical Committee (SAC/TC 346)
Proposing unit:National Meteorological Basic Information Standardization Technical Committee (SAC/TC 346)
Publishing department:China Meteorological Administration
competent authority:China Meteorological Administration
Some standard content:
ICS07.060
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Meteorological Industry Standard of the People's Republic of China
QX/T512—2019
Specifications for filing archives of meteorological administrative enforcement files
Published on 2019-12-26
China Meteorological Administration
Implemented on 2020-04-01
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Industry Standard Information Service Platform
Normative Reference Documents
Terms and Definitions
Document Filing
5 Filing of Files
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Appendix A (Normative Appendix)
Appendix B (Normative Appendix)||tt ||Appendix C (Normative Appendix)
Appendix D (Normative Appendix)
References
Format of the file directory in the volume…
QX/T512—2019
Dimensions, cover items, spine items of hard volume cover, cover items of soft volume cover, second cover items of volume box specifications, volume box spine format
Format of the preparation table in the volume
Industry standard information service platform
QX/T512-2019
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This standard was drafted in accordance with the rules given in GB/T1.1—2009. This standard was proposed and managed by the National Technical Committee for Standardization of Basic Meteorological Information (SAC/TC346). The drafting units of this standard are: Jiangsu Meteorological Bureau, Xinjiang Uygur Autonomous Region Meteorological Bureau, Tianjin Meteorological Bureau, Shanxi Meteorological Bureau, Jilin Meteorological Bureau, Shandong Meteorological Bureau, Chongqing Meteorological Bureau. The main drafters of this standard are: Chen Hongbing, Gu Chenghua, You Zhiyuan, Zhang Jieru, Li Ju, Xu Wen, Zhou Jinfang, Liu Min, Shang Weihong, Zhao Jianwei, Li Linqing, Wang Minjie, Pan Binghui, Feng Ping. Industry Standard Information Service Platform
1 Scope
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Specifications for filing and archiving of meteorological administrative law enforcement files This standard specifies the filing and archiving requirements for meteorological administrative law enforcement documents. This standard applies to the filing and archiving of records and materials generated in the process of meteorological administrative law enforcement. 2 Normative referenced documents
QX/T512—2019
The following documents are indispensable for the application of this document. For all dated referenced documents, only the dated version applies to this document. For any undated referenced document, the latest version (including all amendments) shall apply to this document. GB/T9705-2008 Document and Archive File Format 3 Terms and Definitions
The following terms and definitions apply to this document. 3.1
Meteorological Administrative Enforcement Instruments
Meteorological Administrative Enforcement Instruments Documents and materials with specific legal effect or legal significance produced in accordance with a specific format and through prescribed procedures during the process of meteorological administrative enforcement.
Meteorological Administrative Enforcement Files
Meteorological Administrative Enforcement Files The sum of legal documents and evidence materials related to the case formed by the meteorological administrative enforcement subject in accordance with legal provisions during the process of administrative enforcement.
Filing
Your accurate information
According to certain principles and methods, the documents that have been processed and have preservation value are sorted into files in different categories. Note: It is also called filing.
Archive
Process.
4 Document filing
4.1 General provisions
4.1.1 After a meteorological administrative law enforcement case is closed, it should be filed in a timely manner. The principle of filing is "whoever handles the case shall file it". The relevant materials of the same case shall be grouped together and filed according to categories. The "one case, one file, one file, one number" policy shall be implemented. The case is filed after the case is closed. 4.1.2 The meteorological competent authority shall have the case handling personnel systematically collect relevant documents, evidence and other archival materials from the date of filing the case. 4.1.3 For audio-visual evidence that cannot be filed with documents and materials, the number, content, time, location, responsible person, storage location, etc. of the recording shall be noted on the preparation form.
QX/T512—2019
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4.1.5 If there is no original or the original is lost, this should be stated in the preparation form. 4.2 Sorting method
4.2.1 Arrangement of files in the volume
4.2.1.1 The main items of the file directory in the volume include serial number, original font number of the document material, date, file title, page number, preparation, etc. 4.2.1.2 The files in the volume should be arranged according to the objective process of the law enforcement procedure and the time sequence of the formation of the document according to different situations. Inseparable documents and materials should be arranged together in order, with the documents and materials in front and the attachments (illustrations, schedules) in the back. Other documents or Evidence materials can be arranged in order of importance or time of formation.
4.2.1.3 Law enforcement case files shall be organized with uniform cover and volume directory, and fountain pen and signature pen shall be used as writing tools, with neat and clear handwriting. There shall be no metal objects in the volume, and damaged materials shall be mounted. Document materials in the volume shall be numbered page by page in the order of arrangement, and the codes shall be neatly written using a numbering machine or fountain pen on the upper right corner of the front and upper left corner of the back of each page, leaving a 2 cm distance on the right or left side, and Arabic mathematics shall be used on both sides of double-sided or tube pages.
4.2.1.4 The paper size, page margin and text area size of the file directory in the volume, as well as the filling of the file directory in the volume shall be carried out in accordance with the provisions of 4.1, 4.2, and 4.4 of GB/T9705-2008. For specific formats, see Appendix A. 4.2.2 File Directory
The main items of the file directory should include the file number, title, year, number of pages, term, remarks, etc. The archived meteorological administrative law enforcement files should be registered in the file directory one by one according to the order of the files. The file directory is generally required to be in duplicate, one of which is used to make the file directory.
4.2.3 File Directory
4.2.3.1 The file directory is bound with a file directory folder in the order of "file establishment instructions-file directory-file directory in the volume". When the number of files is large, one file is bound for each storage period in a year; when the number of files is small, one file is bound for each year, and they are arranged in the order of the length of the storage period. The files with different storage periods are preferably separated by brightly colored paper to facilitate manual retrieval. 4.2.3.2 Labels should be made on the cover and back of the file directory, and the filling method of each item shall be implemented in accordance with the provisions of 3.1.3 in GB/T9705-2008. The archive catalog is generally required to be made in two copies, one for daily inspection (bound with a hard leather folder) and one for backup (can be bound with soft kraft paper as the cover).
4.2.4 File Cover
Service Ping
The hard cover format, soft cover format and volume box specifications of meteorological administrative law enforcement documents shall be in accordance with the provisions of Chapter 3 of GB/T9705-2008. For specific formats, see Appendix B and Appendix C respectively. 4.2.5 In-volume preparation table
4.2.5.1 The format and filling of the in-volume preparation table shall be in accordance with the provisions of Chapter 5 of GB/T9705-2008. For specific formats, see Appendix D. 4.2.5.2 The items of the preparation table in the volume include:
a) Description of the situation of this volume, which should fill in the missing, modified, supplemented, removed, destroyed, etc. of the files in the volume; b) Problems that occur or are discovered after the case is filed shall be filled in and signed by the relevant archive management personnel, and the time shall be marked; the person who filed the file and the time of filing shall be filled in and signed by the person responsible for filing; c)
d) The person who checked and the time of inspection shall be filled in and signed by the person who reviewed the quality of the file; 2
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e) The date of completion of filing should be filled in the time of filing. 4.2.6 Arrangement of the various parts of the case file
QX/T512—2019
4.2.6.1 When using a hard cover to organize the files, whether it is bound or not, the various parts of the case file shall be arranged in the order of: case cover - file directory - file - preparation table - back cover.
4.2.6.2 Use soft roll cover to organize the files, and the various parts of the files are arranged in the order of: soft roll cover (including the file directory in the volume) - file - back cover (including the preparation table), and put them into the file box for storage in the order of the file number. 5 File filing
5.1 General provisions
5.1.1 After the meteorological administrative law enforcement case is closed, the person in charge should organize all the archival materials of the case, bind them by number, and archive them as required. The files across the year should be sorted out and archived in the year of closing. 5.1.2 The arrangement of archived meteorological administrative law enforcement documents should follow the formation rules of the files, maintain the organic connection between the files, distinguish different values, facilitate storage and use, so that the archived files can truly reflect the historical original appearance of the entire process of administrative law enforcement activities. 5.1.3 The archived meteorological administrative law enforcement files should be regularly transferred to the archives department for centralized and unified management. 5.1.4 The starting time for the storage of meteorological administrative law enforcement files is generally calculated from January 1 of the following year after archiving. 5.1.5 The storage period of meteorological administrative law enforcement files is limited to short-term, long-term and permanent. Administrative law enforcement files such as simplified procedures, no administrative penalties, and no hearings are kept for a short period of time, administrative penalty files are kept for a long period of time, and major administrative penalty files are kept permanently. The short-term storage period is 10 years, the long-term storage period is 30 years, and the permanent storage period is permanent storage. 5.1.6 Archived paper documents and materials should also be archived in electronic form. 5.2 Quality requirements
5.2.1 Archived documents and materials should be complete, complete and have preservation value. 5.2.2 Archived documents should be original documents in the process of meteorological administrative law enforcement and shall not be modified or supplemented afterwards without authorization. 5.2.3 If the original attachments of the archived documents cannot be provided, they should be checked by the person in charge and copied on A4 or A3 paper and stamped with the original proofreading stamp.
Oversized paper should be folded according to the size of A4 paper. When there are many pages in a document, it should be folded into a single sheet to facilitate the reference after archiving. 5.2.4
Utilization.
5.2.5 Documents shall not be bound within 2 cm of the binding line of the document materials or the left side of the document (including computer-printed materials). 5.2.6 Archived documents shall not have metal bindings that do not meet the requirements of archive protection. 5.2.7 Damaged documents should be repaired, and documents with blurred handwriting or easy to fade and change should be copied. 5.2.8 Telexed documents should not be kept for a long time, but should be copied and archived with explanations. 5.2.9 When necessary technical processing is carried out on document materials, their original appearance should be maintained to the greatest extent possible, and explanations should be given. 5.2.10 The writing materials, paper, binding materials, etc. used for filing files shall comply with the requirements for archive protection 3
QX/T512—2019
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Appendix A
(Normative Appendix)
Format of file directory within the volume
Figure A, 1 shows the format of the file directory within the volume. File diary within the volume
Note: Ratio: 1:2.
Industry Standard Information Service Platform
Figure A.1 File Directory Format in Volume
Unit: mm
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Appendix B
(Normative Appendix)
Hard Roll Cover Dimensions, Cover Items, Roll Spine Items, Soft Roll Cover Items, Cover Second Cover Items QX/T512—2019
Figures B.1 to B.5 show the hard roll cover dimensions, cover items, roll spine items, and soft roll cover items, cover second cover items. Unit: mm
Industry Standard Information Service Platform
Description:
Illustration size, d=10, 15, 20, that is, three different sizes of hard roll covers. Note: The drawing scale of this figure is 1:2.
Figure B.1 Dimensions of hard roll skin
QX/T512-2019
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(Entire archive
(Category
Name)
(File name)
Year and month to
Total volume
Storage period
Filing number
Unit is millimeter||tt ||Industry Standard Information Service Platform
All Archives Number Catalog Number File
Note: The drawing scale of this figure is 1:2.
Figure B.2 Hard Roll Cover
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All Archives Number
Catalog Number
File Number
Archive Number
Thick Black Line 2mm
QX/T512—2019| |tt||Unit is millimeter
Industry standard information service platform
Thick black line 2 mm
Description:
Illustration size.d=10.15.20. That is, three different sizes of hard rolls. Note: The drawing scale of this figure is 1:2.
Figure B.3 Hard roll skin roll ridge project
QX/T512-2019
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(name of the archive）
(category name)
(file title)
year month to
total of this volume
Note: The drawing scale of this figure is 1:2
Retention period
Female file number
Archive number Date number File number
Unit is mm
Residential information service platform
Figure B.4 Soft volume cover item5 gives the external dimensions, cover items, spine items of hard roll cover, and the cover items and second cover items of soft roll cover. The unit is millimeter
Industry Standard Information Service Platform
Description:
Illustration size, d=10, 15, 20, are three different sizes of hard roll cover. Note: The drawing scale of this figure is 1:2.
Figure B.1 External dimensions of hard roll cover
QX/T512-2019
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(All archives
(Category
Name)
(File name)
Year and month to
Total volume
Storage period
Archive number
Unit is millimeter||tt ||Industry Standard Information Service Platform
All Archives Number Catalog Number File
Note: The drawing scale of this figure is 1:2.
Figure B.2 Hard Roll Cover
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All Archives Number
Catalog Number
File Number
Archive Number
Thick Black Line 2mm
QX/T512—2019| |tt||Unit is millimeter
Industry standard information service platform
Thick black line 2 mm
Description:
Illustration size.d=10.15.20. That is, three different sizes of hard rolls. Note: The drawing scale of this figure is 1:2.
Figure B.3 Hard roll skin roll ridge project
QX/T512-2019
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(name of the archive）
(category name)
(file title)
year month to
total of this volume
Note: The drawing scale of this figure is 1:2
Retention period
Female file number
Archive number Date number File number
Unit is mm
Residential information service platform
Figure B.4 Soft volume cover item5 gives the external dimensions, cover items, spine items of hard roll cover, and the cover items and second cover items of soft roll cover. The unit is millimeter
Industry Standard Information Service Platform
Description:
Illustration size, d=10, 15, 20, are three different sizes of hard roll cover. Note: The drawing scale of this figure is 1:2.
Figure B.1 External dimensions of hard roll cover
QX/T512-2019
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(All archives
(Category
Name)
(File name)
Year and month to
Total volume
Storage period
Archive number
Unit is millimeter||tt ||Industry Standard Information Service Platform
All Archives Number Catalog Number File
Note: The drawing scale of this figure is 1:2.
Figure B.2 Hard Roll Cover
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All Archives Number
Catalog Number
File Number
Archive Number
Thick Black Line 2mm
QX/T512—2019| |tt||Unit is millimeter
Industry standard information service platform
Thick black line 2 mm
Description:
Illustration size.d=10.15.20. That is, three different sizes of hard rolls. Note: The drawing scale of this figure is 1:2.
Figure B.3 Hard roll skin roll ridge project
QX/T512-2019
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(name of the archive）
(category name)
(file title)
year month to
total of this volume
Note: The drawing scale of this figure is 1:2
Retention period
Female file number
Archive number Date number File number
Unit is mm
Residential information service platform
Figure B.4 Soft volume cover item
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