Standard number: MZ/T 145-2019
Standard name: Management specification for business archives of funeral and interment service
English name: Management regulation for business archives of funeral and interment service ||
tt||Standard format: PDF
Release time: 2019-12-12
Implementation time: 2019-12-12
Standard size: 890K
Standard introduction: 1 Scope
This standard specifies the basic requirements, filing, filing, storage, use, transfer, identification and destruction of business archives of funeral and interment service institutions.
This standard applies to the management of business archives of funeral and interment service institutions.
Referenced documents
The following documents are indispensable for the application of this document. For all referenced documents with dates, only the versions with dates apply to this document. For any undated referenced document, the latest version (including all amendments) applies to this document.
GB/T18894-2016 Electronic Document Archiving and Electronic Archives Management Specifications
GB/T23287 Funeral Terminology
DAT1 Basic Terminology of Archival Work
DAT22 Rules for Sorting Archival Documents
DAT31 Specification for Digitalization of Paper Archives
DA/T58 Basic Terminology of Electronic Archives Management
This standard was drafted in accordance with the rules given in GB/T1.1-2009.
The standard was proposed by the Ministry of Civil Affairs of the People's Republic of China. ||
tt||This standard is under the jurisdiction of the National Technical Committee for Funeral Standardization (SAC/TC354). The drafting unit of this standard is Boxing County Funeral Home.
The main drafters of this standard are Qi Weidong, Liu Dong, Mou Xiuyun, Zuo Yufeng, Mou Xiawei, Du Xiaoting, Zhang Dandan, Meng Xiangxu, and Xu Haipeng. ||
tt||This standard specifies the basic requirements, filing, filing, storage, use, transfer, appraisal, and destruction of business archives of funeral service agencies. This standard is applicable to the management of business archives of funeral service agencies. This standard
is drafted in accordance with the rules given in GB/T 1.1-2009.
This standard is proposed by the Ministry of Civil Affairs of the People's Republic of China.
This standard is under the jurisdiction of the National Technical Committee for Funeral Standardization (SAC/TC 354). The
drafting unit of this standard is Boxing County Funeral Home.
The main drafters of this standard are Qi Weidong, Liu Dong, Mou Xiuyun, Zuo Yufeng, Mou Xiawei, Du Xiaoting, Zhang Dandan, Meng Xiangxu, and Xu Haipeng.
The following documents are indispensable for the application of this document. For any dated referenced document, only the dated version applies to this document. For any undated referenced document, the latest version (including all amendments) applies to this document.
GB/T 18894-2016 Specification for Archiving of Electronic Documents and Management of Electronic Archives
GB/T 23287 Funeral Terminology
MZ/T 017 Funeral Service Terminology
DA/T 1 Basic Terminology of Archival Work
DA/T 22 Rules for Sorting Archival Documents
DA/T 31 Specification for Digitization of Paper Archives
DA/T 58 Basic Terminology of Electronic Archives Management

ICS03.080.30
Registration number: xxxxx-xxxx
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People's Republic of China Civil Affairs Industry Standard MZ/T145—2019
Management regulation for business archives of funeral and interment service organization
Published on 2019-12-12
Ministry of Civil Affairs of the People's Republic of China
Implemented on 2019-12-12
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This standard was drafted in accordance with the rules given in GB/T1.1-2009. This standard was proposed by the Ministry of Civil Affairs of the People's Republic of China. This standard is under the jurisdiction of the National Technical Committee for Funeral Standardization (SAC/TC354). Drafting unit of this standard: Boxing County Funeral Home. MZ/T145—2019
The main drafters of this standard are Qi Weidong, Liu Dong, Mou Xiuyun, Zuo Yufeng, Mou Xiawei, Du Xiaoting, Zhang Dandan, Meng Xiangxu, and Xu Haipeng. I
1 Scope
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Funeral service agency business archive management specification MZ/T145—-2019
This standard specifies the basic requirements, filing, filing, storage, use, transfer, identification and destruction of funeral service agency business archives.
This standard applies to the business archive management of funeral service agencies. Normative references
The following documents are indispensable 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/T18894-2016 Electronic Document Archiving and Electronic Archives Management Specifications GB/T23287 Funeral and Interment Terms
MZ/T017 Funeral and Interment Service Terms
DA/T1 Basic Terms of Archival Work
DA/T22 Rules for Sorting Archival Documents
DA/T31 Specifications for Digitalization of Paper Archives
DA/T58 Basic Terms of Electronic Archives Management
3 Terms and Definitions
GB/T18894-2016, GB/T23287, MZ/T017, DA/T1 and DA/T58 and the following terms and definitions apply to this document.
Business Archives of Funeral and Interment Service Organization Historical information records in various carriers and forms with preservation value formed by funeral and interment service organizations in the process of providing funeral and interment services such as cremation, burial, and ashes placement (burial). 3.2
Electronic business archivesInformation records in digital format that are formed, processed, transmitted and stored by computers and other electronic devices in the process of providing funeral services by funeral service agencies, and have the value of evidence, reference and preservation and need to be archived. Note 1: Electronic files are composed of content, structure and background, and correspond to and are related to paper business archives. Note 2: Rewrite GB/T18894-2016, definitions 3.1 and 3.2. 4 Basic requirements
4.1 The storage place for funeral business archives should meet the requirements for archive storage and use, and must be equipped with equipment that can meet the requirements for archive management and environment. 4.2 Funeral service agencies should clearly define the agency and personnel responsible for funeral business archives, and be able to uniformly manage the funeral business archives of the agency. 4.3 Funeral service agencies should formulate a funeral business archive management system and use scientific methods to manage funeral business archives. 1
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4.4 Funeral service agencies shall provide funeral business archives access services in accordance with the law, and issue relevant certificates based on the archives. 5 Archiving
5.1 Archiving categories
Funeral business archives are divided into three categories: cremation, burial and ashes placement (burial). 5.2 Archiving of cremation archives
The archiving materials of cremation archives shall at least include: 5.2.1
Original or copy of death certificate:
Cremation certificate stub:
Cremation form and ashes collection certificate signed by the funeral undertaker: A copy of the funeral undertaker's valid identity document; Supplementary signed contracts or agreements:
Archive inquiries use archived materials, and the scope and archiving order refer to the requirements given in 8.2.4. Archival of body transportation
Archival materials for transporters from other places shall at least include: the original or a copy of the death certificate
the original or a copy of the certificate of consent for transporting the body from the county-level or above burial management department: the original certificate of acceptance of the body by the funeral service agency: the supplementary contract or agreement;
archival materials for archival inquiry and use, the scope and archival sequence shall refer to the requirements given in 8.2.4. 5.2.2.2 Archival materials for international transporters shall at least include: a)
the original or a copy of the death certificate:
the entry/exit permit for the body/coffin/skeletal remains/ashes; the identity certificate of the consignor or its agent; the supplementary contract or agreement;
archival materials for archival inquiry and use, the scope and archival sequence shall refer to the requirements given in 8.2.4. Archiving of cremation archives of medical pathological waste
The archiving materials of cremation archives of medical pathological waste shall at least include:a)
Original certificate of treatment issued by medical institution;b)
Identity certificate of the undertaker or his agent:
Other text materials:
Archived materials shall be used for archive inquiry. The scope and archiving sequence shall refer to the requirements given in 8.2.4. 3 Archiving of burial archives
The archiving materials of burial archives shall at least include:the original or copy of death certificate;
Body burial contract:
Body burial treatment form and business process sheet signed by the funeral undertaker;A copy of the valid identity document of the funeral undertaker:MZ/T1452019
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e) Supplementary contract or agreement;
f) Archived materials shall be used for archive inquiry. The scope and archiving sequence shall refer to the requirements given in 8.2.4. 5.4 Archiving of ash placement (burial) archives
Archive materials for ash placement (burial) archives shall at least include: a) a copy of the deceased's cremation certificate;
Ash placement (burial) contract;
Ash placement (burial) processing form and business process sheet signed by the funeral organizer; a copy of the funeral organizer's valid ID card; when the ecological burial method is adopted, the historical information generated in the service; e)
Supplementary signed contract or agreement:
Archive query and use of archived materials, the scope and archiving order refer to the requirements given in 8.2.4. g)
5.5 Archiving of electronic business archives
Electronic business archives archiving materials shall be implemented in accordance with the requirements of GB/T18894-2016. 5.6 Archiving requirements
5.6.1 The archived documents and materials shall be complete and meet certain sequence requirements. 5.6.2 If there are photos or photocopies in the archived documents, the text and images should be clear. 5.6.3 Funeral documents should be sorted and archived within 10 working days after the relevant procedures are completed. MZ/T145-2019
5.6.4 For the specific requirements for archiving electronic business archives, please refer to GB/T18894-2016. The conversion of paper archives should be carried out in accordance with the requirements for archive scanning in DA/T31.
6 Filing
6.1 Filing time
The year for cremation of remains shall be based on the time recorded on the cremation certificate; the year for burial of remains and ashes placement (burial) shall be based on the time when the placement (burial) contract was first signed. 6.2 Filing method
6.2.1 The cremation of remains business archives shall be filed based on the cremated deceased, with one file for each cremated deceased. The business files of body burial and urn placement (burial) shall be filed by grave (grid) as the unit, with one file for each grave (grid); the business files of ecological burial shall be filed by scattered batches as the unit, with one file for each scattered batch. 6.2.2 Classify the files in accordance with the provisions of 5.1, and arrange the files of various types in the order of their formation time; the documents and materials in the files shall be arranged in the order of 5.2, 5.3, and 5.4 respectively, and the order of electronic business files shall be consistent with that of paper files. 6.2.3. All documents and materials in the volume shall be numbered in Arabic numerals in succession, and the page number shall be written in the upper right corner of the front page with text; for photos, charts, etc., which are difficult to number on the front, they can be numbered in the upper left corner of the back. 6.2.4 Affix the filing stamp (see Appendix A) to the blank space at the top of the first page of each volume of archives (or the cover of the archive envelope and archive bag), and fill in the relevant content.
6.2.5 Prepare a volume file directory for each volume of funeral business archives (see Appendix B). It is recommended to generate it by the business system or use an electronic spreadsheet. The paper size is A4 and placed before the first page of the volume. Each volume of archives and its volume file directory should be fixed in an acid-free paper envelope or archive bag in a way that is conducive to storage and utilization. 6.2.6 Archives are generally bound in volumes. Binding is firm, safe, and simple, so that the pages of the documents are not damaged, the pages are not reversed, and the words are not pressed. The documents are flat after binding, which is conducive to the protection and management of archived documents. Binding should minimize the impact on the document itself. Thread binding is recommended. For fewer pages, right-angle binding (see Appendix C) or sewing machine edge binding should be used. 3
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MZ/T145-2019
6.2.7 Prepare funeral business archive catalogs by category (see Appendix D). The catalogs should be generated by the business system or compiled using electronic spreadsheets. The single-page catalog content should be 30 room-numbered volumes. A4 paper size should be used and printed vertically. 6.2.8 Put each volume of archives into the archive box in the order of the room-numbered volumes of the funeral business archive catalog. The archive box should meet the requirements of DA/T22. It is recommended to use an archive box with a thickness of 50mm. Each box should contain 30 volumes. Fill in the items of the archive box cover and spine (see Appendix E), place the funeral business archive catalog before the archives in the box, fill in the volume preparation table (see Appendix F), and place it after the archives in the box. 6.2.9 The funeral business archives within the year shall be recorded and bound into a book with a cover (see Appendix G) in units of one year, in triplicate, and catalog numbers shall be compiled.
7 Storage
7.1 The storage period for cremation archives is 50 years. The storage period shall be calculated from January 1 of the year following the cremation of the body. 7.2 The storage period for body burial archives and ashes placement (burial) archives shall be from the date of the initial signing of the placement (burial) contract to 20 years after the last placement (burial) contract or the termination of the agreement. 7.3 Funeral business archives shall be placed in special archives for management. Units with conditions shall set up special archives warehouses equipped with air conditioning, dehumidification, fire extinguishing and other equipment.
7.4 The storage of funeral business archives shall comply with the requirements of anti-theft, fire prevention, insect prevention, rodent prevention, moisture prevention, dust prevention, high temperature prevention, etc., and maintain appropriate temperature and humidity to ensure the safety of the archives.
7.5 The storage facilities and safety measures for funeral business archives should be checked regularly, and problems should be dealt with in a timely manner. 7.6 For specific requirements for the storage of electronic business archives, see GB/T18894-2016. 8 Use
8.1 Use requirements
8.1.1 Funeral business archives are mainly used by funeral service agencies. Other personnel or institutions that need to use funeral business archives can query and use them.
8.1.2 Funeral undertakers, holders of cremation certificates or interment (burial) certificates can query and use relevant funeral business archives with their valid identity documents.
8.1.3 Civil affairs departments of people's governments at all levels, people's courts, people's procuratorates, public security and national security agencies, and discipline inspection and supervision agencies can query and use funeral business archives for official business needs with letters of introduction from their units and the work permit of the person who is in charge of the inquiry. 8.1.4 Lawyers can query and use funeral business archives related to the legal affairs they undertake with their lawyer's practice certificates and law firm certificates.
8.1.5 Funeral business archives are limited to on-site inspection and should not be loaned out. Funeral business archives should not be damaged, altered, replaced, circled, annotated, or polluted.
8.1.6 For the purpose of issuing relevant certificates, the copy of funeral business archives must be stamped with the seal of the archives storage department to be valid.8.2 Usage process
8.2.1 The person who inquires and uses funeral business archives shall provide his/her valid identity document or work permit. 8.2.2 The person who inquires and uses funeral business archives shall fill in the confirmation letter for inquiring and using funeral business archives (see Appendix H) and the application form for inquiring and using funeral business archives (see Appendix I). 8.2.3 The archive management personnel shall issue a certificate letter for using funeral business archives after inquiring the information of funeral business archives (see Appendix J). 8.2.4 The funeral business archives generated during the inquiry and use process shall be archived. The archived documents during the inquiry and use process shall at least include: the application form for inquiring and using funeral business archives. a)
Confirmation letter for inquiring and using funeral business archives. c
Query the introduction letter issued by the person who uses the funeral business archives. Issue the stub of the certificate.
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Query the valid ID copy of the person who uses the funeral business archives. e
9 Transfer, appraisal and destruction
9.1 Transfer
MZ/T145-2019
The cremation archives of the remains shall be kept in the funeral service institutions for 20 years and shall be transferred to the national comprehensive archives of the same level the following year. The transfer work shall be carried out in accordance with national regulations and the requirements of the national comprehensive archives of the same level. For the specific requirements for the transfer of corresponding electronic business archives, please refer to GB/T18894-2016.9.2 Appraisal
9.2.1 The appraisal work shall be presided over by the head of the archives department, and the archives department shall form an appraisal team together with the head of the institution and relevant personnel of the relevant business departments to carry out the appraisal work. If necessary, experts in the funeral field may be invited to participate. 9.2.2 After the appraisal is completed, an appraisal work report shall be formed. Those that still need to be preserved shall be transferred to relevant national comprehensive archives for permanent preservation; archives that are truly worthless shall be destroyed in accordance with regulations. 9.3 Destruction
9.3.1 The archives department shall sort the corresponding funeral business archives in the destructible archives by time. 9.3.2 The archives department shall compile an archive destruction list, listing the file number, box number, start and end volume number, formation time, storage period, storage time, destruction quantity, destruction time, etc. of the archives to be destroyed. Submit for review and approval according to the archives work coordination mechanism. 9.3.3 The members of the appraisal team (9.2.1) shall sign their opinions on the destruction list. 9.3.4 The archives department shall combine the destruction list with the funeral business archives directory (9.3.1) in the destructible archives into a book. 9.3.5 The archives department shall organize the destruction of archives and send personnel to supervise the destruction together with the personnel of the relevant business departments. Before destroying the archives, the supervisor shall check and verify the contents listed in the archive destruction list. After the archives are destroyed, the supervisor shall sign or stamp on the archive destruction list. The destruction list shall be kept permanently.
9.3.6 Archives shall be destroyed at designated locations. 9.3.7 For specific requirements on the destruction of electronic business archives, see GB/T18894-2016. 9.4 The transfer or destruction list and the funeral business archive directory shall be kept permanently. 5
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Appendix A
(Informative Appendix)
Archive Stamp Style
Figure A.1 specifies the content and specifications of the archive stamp in the standard. V
Archive number
Office volume number
Unit: mm
Library volume number
Archive stamp style
Note 1: Fill in the code compiled by the National Comprehensive Archives for the filing unit for the archive number. Note 2: Fill in the specific category name of the archive in this volume for the category. Note 3: Fill in the year to which the archive belongs, expressed in four Arabic numerals. No
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Note 4: Fill in the arrangement sequence number of the volume compiled by the funeral service agency for the office volume number. The files of each category within one year are compiled starting from "1". Note 5: Fill in the volume number compiled by the library according to the requirements of the library when the archive is transferred to the relevant national comprehensive archives. 6
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Appendix B
(Informative Appendix)
Format of the file directory in the volume
Table B.1 specifies the contents of the file directory in the volume in the standard. Table B.1
File title
File directory in the volume
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Appendix C
(Informative Appendix)
Right-angle binding
Figures C.1 and C.2 give the method and effect of right-angle binding in the standard. (Front of the file)
Figure c.1 Binding method
(front of document)
Binding effect
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Appendix D
(Informative Appendix)
Format of funeral business archive directory
MZ/T145-2019
Table D.1 specifies the contents of the archive directory for cremation of remains in the standard. Table D.2 specifies the contents of the archive directory for burial of remains in the standard. Table D.3 specifies the contents of the archive directory for placement (burial) of ashes in the standard. Table D.1
File directory of cremation
Library volume number
Library volume number
Library volume number
Office volume number
Office volume number
Office volume number
Name of the deceased
Cremation certificate number
Cremation time
File directory of burial of remains
Name of the deceased
Name of the deceased
Burying certificate number
Burial location
Funeral undertaker
Burying time
File directory of ashes placement (burial)| |tt||Place (funeral)
Place (funeral)
Place (funeral)
Funeral undertaker
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Appendix E
(Informative Appendix)
Archive box spine pattern
Figure E.1 specifies the specifications and contents of the archive box spine in the standard AWww.bzxZ.net
Full number
Unit is millimeter
Full number
Figure E.1 Archive box spine pattern
MZ/T145—2019
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