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Archives Industry Standard of the People's Republic of China
Specification of Archive Volumes
1 Subject Content and Scope of Application
DA/T 12---94
1.1 Archive volumes are special files composed of relevant documents and materials that are formed by archives (rooms) in the process of managing a certain archive, and can explain the historical situation of the archive.
1.2 This specification stipulates the compilation principles, main contents, sorting and management methods of archive volumes. 1.3 This specification is applicable to archives of all levels and types and archives institutions of various organs, groups, enterprises and institutions (hereinafter referred to as archives rooms). 2 Reference Standards
DA/T1-92 Basic Terms of Archives Work
GB9705-88 Document Archives File Format
3 Principles for the Compilation of Archive Volumes
3.1 Archives (rooms) should compile archive volumes for each archive under their management on a fond basis. 3.2 All kinds of documents and materials in the archives, including vouchers, lists and reports, should be accurate, complete and standardized. 3.3 Documents and materials in the archives should maintain organic connections between them according to their inherent characteristics, reflect the historical features of the archives management, and facilitate storage and utilization.
4 Main contents of the archives
4.1 Archives collection: archives handover documents, transfer catalogs, records of receipt and collection, descriptions of archive sources and values, etc. 4.2 Archives sorting: sorting work plan, classification plan, description of file catalogs, summary of sorting work, etc. 4.3 Archives appraisal: list of appraisal team members, archives storage period table, appraisal archives analysis report, request and reply for destruction of archives, list of destroyed archives, etc.
4.4 Archives storage: archives safety inspection records and reports, special protection measures taken for key archives, reports on the rescue and restoration of archives, etc.
4.5 Archives statistics: registration of archives collection and removal, statistics on basic information of files and important utilization statistics, etc. 4.6 Archives utilization: Guide to the archives (introduction to the archives), description of the scope of open utilization and controlled use, archives compilation and publication and approval documents, typical examples of archives generating social or economic benefits, etc. 4.7 Application of new archives management technologies: Written descriptions of microfilming and computer-aided management, etc. 5 Arrangement of archives volumes
5.1 The documents and materials in the archives volumes gradually increase with the continuation of the archives management. At ordinary times, attention must be paid to accumulation. The documents and materials generated in the archives management should be first classified into the preset folders. When the documents and materials accumulate to a certain amount, they should be sorted and filed in time. If the amount is large, separate volumes can be set.
5.2 When sorting and filing, the integrity of the documents and materials and their preservation value must be carefully checked and identified. For those with important omissions or no preservation value, they should be supplemented or eliminated. Approved by the State Archives Administration of the People's Republic of China on June 12, 1995 and implemented on October 1, 1995
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DA/T 12 - 94
5.3 The documents and materials in the volume are systematically arranged according to the time of the issue, and the arrangement order is: the guide to the archive (introduction to the archive), the major events of the filing unit and the documents and materials related to the collection, arrangement, identification, storage, statistics, utilization, and modern management of archives. On this basis, the catalog of the volume is compiled. 5.4 The documents and materials in the volume are added with cover, back cover, and file number one by one, and then put into the volume box after binding. The dimensions of the cover and back cover are 260mm×185mm in length and width. The cover records the archive number, file number, archive name, document title, time, and responsible person (see Figure 1). 5.5 The outer dimensions of the volume box are 310mm×220mm in length and width, and its height can be set to 30mm:40mm as required (see Figure 2). The three words "Fund Volume" are printed on the front and spine of the volume box, and the archive number, archive name and compilation date are recorded respectively (see Figure 3). 6 Management of archive volumes
6.1 Archive volumes formed by the archives shall be kept in a centralized manner, and the archive volume catalogue shall be compiled in the order of the archive number. When there are too many documents and materials in the archive volume, they can be divided into several boxes to form several sub-volumes, and a short dash and sub-volume serial number shall be added after the archive number, such as: 50-1, 50-2. The archive number on the cover of the document material in the volume should also be consistent with it.
6.2 If the collection of archives is managed by several categories (such as by the nature of the regime, etc.), they can be sorted by category, and the archive volume catalogue can be compiled and kept relatively centralized.
6.3 The archive volumes formed by archive rooms and archives with very few collections can be placed at the beginning of each fonds arrangement. 6.4 When the fonds are transferred to the archives or to relevant units, their archive volumes will also be transferred along with them. 504
Scale: 1:1.5
Unit of size: mm
DA/T 12—94
Archive number
(Position of archive name)
(Position of document title)
Time:
Responsible person:
Name: Archive volume basin
Unit of size; mm
Type: Stereoscopic image
DA/T 12— 94
Archive volume
Name: Archive volume box
Type: Appearance rendering
Thanks for the additional explanation:
DA/T 12—94
Archive volume
Archive name
Date of preparation
This standard was proposed by the National Technical Committee for Standardization of Archives Work. This standard was drafted by: Hubei Provincial Archives. This standard was drafted by: Sun Zhentao, Ge Chengfen, Ma Yujiang, Ri Yansheng.
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