Some standard content:
National Standard of the People's Republic of China
Guidelines for the archives classification indexing
Guidelines for the archives classification indexing1Subject content and scope of application
GB/T15418--94
1.1These rules are formulated to correctly classify and index archives, select appropriate identifiers to express the subject of archival documents, ensure the quality of archive classification indexing, improve retrieval results, and realize archival resource sharing. 1.2These rules apply to archives (rooms) of all levels and types using the "China Archives Classification Method" to classify and index various types of archives in their collection. 1.3These rules apply to the compilation of archive classification catalogs, indexes, and the establishment of archive catalog centers and databases. 2 Reference standards
GB3860 Document subject indexing rules
GB3792.5 Archives cataloging rules
ISO5963-1985 (E) Document work - methods for document review, subject analysis and selection of indexing terms 3 Terminology
3.1 Archives
Various historical records in different forms such as text, charts, audio and video that are directly formed by past and present state institutions, social organizations and individuals engaged in political, military, economic, scientific, technological, cultural, religious and other activities and have preservation value for the country and society. 3.2 "China Archives Classification" (hereinafter referred to as "Middle Archives") is a tool for classifying and indexing archives. Including: "Archives Classification Table of the People's Republic of China", "Archives Classification Table of the Qing Dynasty", "Archives Classification Table of the Republic of China" and "Archives Classification Table of the New Democratic Revolution". 3.3 Main table
The main body of the archives classification method is a concrete manifestation of a document classification system. The main table of the "Chinese Archives Classification Method" is a logical system that is developed step by step based on the functional division of state agencies and social organizations engaged in social practice activities. 3.4 Sub-table
Also called appendix or auxiliary table. When compiling the "Intermediate File Method", the same categories in the main table that are further subdivided using the same standard are merged and numbered into a table, which is attached to the main table. In order to save space, the categories in the main table are further subdivided. Sub-tables are divided into general sub-tables and special sub-tables according to their different application scopes. 3.5 Classification Table Index
The categories (including notes) in the main table are adapted into the form of subject headings, arranged in a certain alphabetical order according to the principles of the subject method, and marked with classification numbers to guide searchers to find the location of the required subject in the main table. 3.6 Archives Classification Indexing
The process of converting the natural language of archive subject into archive classification retrieval language, that is, the process of assigning sub-classification numbers to the results of the subject analysis of archives. The archival items are arranged according to the assigned classification numbers, forming a logical system that is the same as the classification system, so as to achieve a system-reflective archive, which is easy to retrieve and use. Approved by the State Bureau of Technical Supervision on December 28, 1994 and implemented on August 1, 1995
3.7 Classification Month
GB/T15418-94
Also known as the category name, it is a general term for archives that have common attributes in nature or characteristics. The category specifies the nature and content scope of a type of archive in order to distinguish it from other archives. The category is the constituent unit of the archive classification table. A category generally includes a single archival subject, but sometimes it also includes more than one archival subject to form a category group. 3.8 Classification Number
The concise coding and marking symbols of the category can fix the order of all categories and clarify the specific position of a category in the classification system to facilitate indexing, arrangement, retrieval and organization of collections. 3.9 Category Notes
Description of categories, used to clarify the scope of the content of categories, point out the relationship between categories, and specify the special classification methods to be used. 3.10 Archives Subject
The general term used in documents or files to express the content of things described and reflected in archives, that is, the core content of archives. A document or a file can have more than one subject.
3.11 Archives
A cultural institution established independently to permanently preserve archives and provide services to the society. 3.12 Archives Room
A cultural institution established within a state agency, social organization, enterprise, or institution. 3.13 Filing Unit
A state agency, social organization, individual, or organizer of a production, construction, or scientific research project that constitutes the archives fond. 3.14 Fonds
A state agency, social organization, individual, or the same production, construction, or scientific research activity, which is an organically connected whole of documents, is the basic classification and management unit of archives.
3.15 Files
A file storage unit consisting of several interrelated documents and placed in a folder, a cover or a file bag, bound or unbound. 3.16 Documents
A record of information with legal validity directly formed in a standardized form for the purpose of handling various affairs. 3.17 In-volume directory
A table in the file that records the title and other characteristics of the file and fixes the order of the files, usually arranged before the files in the volume. 3.18 In-volume preparation table: A record of the status of the files in the volume, usually arranged after the files in the volume. 4 Basic rules for classification and indexing
4.1 The basis for the classification and indexing of archives is based on the functional division of state agencies and social organizations engaged in social practice activities, combined with the relationship between the attributes of things described and reflected in the archives, and taking into account other characteristics of the archives. When classifying and indexing, a thorough subject analysis should be conducted on the archives, the objects discussed should be grasped, and the classification identification should be accurately given. 4.2 Archives classification and indexing should be based on the "Chinese Archives Classification" and its usage guide. 4.3 When classifying and indexing archives, the meaning and scope of the categories should be correctly understood, and the meaning of the categories should be avoided from the connection between the categories and the limitations of the category annotations.
4.4 Archives classification and indexing should fully consider the actual retrieval needs and retrieval methods, and select the appropriate indexing depth according to the specific content and purpose of the archives. Where a document or file involves two or more subjects, in addition to marking the exact classification number according to the first or most important subject, corresponding classification numbers can be added to other subjects when necessary. 4.5 Archives classification and indexing must be classified into appropriate categories according to the requirements of specificity, and must not be classified into wider superordinate categories or narrow subordinate categories. When there is no appropriate category in the classification table, it can be classified into a larger category (superordinate category) or a category closely related to the content of the archives. 4.6 Archives classification and indexing should maintain consistency. The classification numbers indexed for the same subject archives of various texts and carrier types should be consistent. In case of certain archives that are difficult to classify and have no appropriate category on the classification table, records should be made whether they are classified into a higher-level category or a closely related category, or 48.1
GB/T 15418—94
add categories, and similar situations should be handled accordingly in the future. 5 Rules for classification and indexing of archives of various types
5.1 Selection of archive classification tables
5.1.1 Archives of the Qing Dynasty are classified and indexed using the "Classification Table of Archives of the Qing Dynasty". The first-level categories of this table are applicable to the classification and indexing of archives of various historical periods before the Qing Dynasty.
5.1.2 Archives of the Republic of China are classified and indexed using the "Classification Table of Archives of the Republic of China". 5.1.3 Archives of revolutionary history are classified and indexed using the "Classification Table of Archives of the New Democratic Revolution". 5.1.4 Archives of the People's Republic of China are classified and indexed using the "Chinese Archives Classification Method". 5.1.4.1 Archives from the period of the People's Republic of China stored in national comprehensive archives and archives of party and government agencies should be classified and indexed using the "Chinese Archives Classification Method".
5.1.4.2 When using the "Chinese Archives Classification Method" for classification and indexing, professional archives (rooms), departmental archives (rooms), and archives (rooms) of enterprises and institutions can use the industry classification table for classification and indexing of archives in this profession. 5.2 Archives classification and indexing levels. Generally, classification and indexing are carried out at the file level and file level. If there are several documents or files with closely related contents or describing the same thing, they can also be classified and indexed as a unit. 6 Rules for classification and indexing of various subject archives
6.1 Types of themes
The types of themes can be divided into single themes and multiple themes according to the content of the archives. Single themes include unit themes and compound themes (multi-themes), while multiple themes are composed of several single themes. 6.2 Classification and indexing of single-subject archives
6.2.1 Single-subject documents or files are generally indexed according to the category to which the subject's main factors belong. If the subject is discussed from one aspect, it is indexed according to the category to which this aspect belongs; if the subject is discussed from multiple aspects, it is generally indexed as a whole according to the category to which the subject belongs. 6.2.2 When the subject content discussed in the documents or files overlaps with each other, they should be indexed according to the relevant provisions of the "Chinese Archives Classification Method" on centralization and decentralization.
6.2.3 When the subject of a document or case file involves factors such as country, region, nation, era, etc., if the "Chinese Archives Classification Method" indicates that it needs to be subdivided, the subdivision mark should be marked, otherwise it can be omitted. 6.3 Indexing of multi-subject archives
6.3.1 Documents and cases discuss more than two subjects. When indexing, the search needs of users, the reference value and the logical relationship between the subjects should be fully considered, and a comprehensive analysis should be made before determining one or more classification numbers. 6.3.2 The subjects discussed in documents and cases are in a parallel relationship. The reference value is high. In addition to giving sub-classification numbers to the first subject according to its attributes, the second and third subjects should also be given classification numbers according to their attributes, so as to fully reveal the subject and provide users with more search methods. 6.3.3 The subjects discussed in documents and cases are in a subordinate relationship, that is, a superior-subordinate relationship or a whole-part relationship. Generally, they are indexed as a whole according to their superior categories. If a smaller subject has search value, it can also be indexed according to the category to which the smaller subject belongs. 6.3.4 If there is a causal or influential relationship between the several topics discussed in the documents and files, they are generally indexed according to the category to which the result or affected topic belongs. Comprehensive indexing is performed for topics that are mutually causal and mutually influential. 6.3.5 If one topic is applied to multiple topics in the documents and files, they are generally indexed according to the category to which the applied topic belongs. If necessary, corresponding classification numbers can be added to other topics. 7 Archives Classification and Indexing Work Procedures
7.1 Study the Classification System II - At the beginning of indexing work, indexers should systematically study the compilation instructions, main tables, and appendices of the "China Archives Classification System", understand the compilation purpose, scope of application, classification principles, system structure, identification symbols, category annotations of the system, distinguish the relationship between superordinate categories, homogeneous categories, subordinate categories, theory and application, and thoroughly master its usage methods. 485
CB/T15418—94wwW.bzxz.Net
7.2 Archives subject analysis - the nature, functions and tasks of the filing unit should be fully considered. By analyzing the title, browsing the text, referring to the document header and the file cover, the central content of the archive and the main issues involved can be understood, and its attribute characteristics can be determined in order to correctly classify it. 7.2.1 Analyze the title - the title of the file or file is a summary of the content of the archive by the responsible person or the filer. When the title accurately reflects the central content of the archive, analyzing the title can intuitively grasp the theme of the archive. However, due to defects in the drafting, the titles of some files and files cannot accurately and directly reveal the subject content, so they cannot be used as the only basis for classification and indexing. The text should also be browsed. 7.2.2 Browse the text - when the exact content and category of the archive cannot be determined by analyzing the title, the text of the file or file should be browsed. Focus on reading the header, end of the text, and the title of the paragraph to understand the author's purpose and intention of writing, so as to determine the theme discussed or involved in the content of the archive. 7.2.3 Check the document header and file cover - Party and government agencies have fixed document headers, indicating the full name or common abbreviation of the issuing agency, the document number, and the issuing agency, the copy agency, the date of writing, the seal and signature at the end of the document. In addition, additional marks include confidentiality level, urgency time limit, reading range, etc. The cover of the file has the full name of the agency and the name of the organization, the title of the file, the year date, the retention period, the file number, the volume directory, the end of the volume preparation table, etc. It can provide a certain reference for understanding the subject, drafting purpose, scope of use, and use value of the file or file.
7.3 Determine the category - After conducting thematic analysis one by one, it is necessary to determine which topics should be indexed among the things discussed in the file or file to provide a search path for users. Then, according to the nature of the subject, find the category to which it belongs in the "China Archives Classification Method". 7.4 Indexing Classification Numbers The first is to use the classification numbers in the "Chinese Archives Classification Method" to express the nature of the archive subject, that is, to assign classification marks to the determined categories. The classification numbers should be assigned accurately, consistently and appropriately according to the attributes of the content of the files and files, the number of themes, the drafting intention, the use of objects, the retrieval needs and other characteristics, using appropriate ways and methods. When encountering new things and new themes of archival materials that are difficult to classify, when there is no exact category to be classified on the classification table, each archives and room can add new categories for classification and indexing, and report to the "Medium Archives Method" Editorial Committee for confirmation. In the future, if you encounter documents and files with similar themes, you should also handle it in the same way to ensure consistency. 7.5 Proofreading Proofreading is the last process of classification and indexing, and it is the last checkpoint to ensure the quality of indexing. The content of the proofreading includes checking and verifying whether the content of the archives has been fully analyzed, whether the subject concept is accurate and appropriate, whether the classification is accurate, whether the same type of archives are classified consistently, whether the indexed category number is sufficient, complete and accurate, and whether the writing is correct. The review process is divided into self-review, mutual review and general review. 7.5.1 Self-review - the first link of indexing review. Indexers review their own indexing results and correct any inaccurate subject analysis, improper filing, inconsistency, or symbol errors in a timely manner. 7.5.2 Mutual review - the second link of indexing review. Indexers review their indexing results to correct errors caused by different personal understandings and maintain consistency in indexing. 7.5.3 General review - the most important link of indexing review. After self-review and mutual review, personnel who are familiar with the business and catalog work must be selected to serve as general reviewers. General review can further eliminate errors in the subject analysis and indexing process of archives to ensure the overall optimization of indexing work. At the same time, a comprehensive analysis of the problems encountered in indexing work can be conducted, and reasonable solutions can be considered in a comprehensive manner. 8 Quality management of archive classification indexing
8.1 Factors to measure the quality of indexing work - main indicators: objectivity, specificity, comprehensiveness, consistency and appropriate indexing depth. The factors that affect the quality of indexing work are: the organization and management of indexing work, the professional level of indexing personnel and the quality of the "China Archives Classification" itself.
8.2 Formulate rules and regulations for classification and indexing--Each unit can formulate detailed rules for indexing work. It is a work regulation formulated on the basis of archive classification and indexing rules, combined with the actual archives of the library and the room and the retrieval habits of users. The specific contents include: the procedures and specific organizational regulations for classification and indexing; the scope and method of use of the simple table, industry table and sub-table of the "China Archives Classification", centralized classification and decentralized classification, the use of alternating categories, the depth of indexing, and the indexing responsibility system, etc. 8.3 The quality and requirements of classification and indexing personnel--Indexers should have professional knowledge and archival knowledge of the archives to be indexed, be familiar with the archive classification method of the library and the room, and be able to use it to index archival materials; have the ability to read, analyze, summarize, refine archive themes and accurately classify; be serious and responsible, meticulous and have good professional ethics. Indexers should implement professional division of labor and maintain relative stability. 8.4 Establish the connection between indexers and users - Indexers should have more contact with users, listen to their requirements, criticisms and suggestions on classification and indexing, and continuously improve their work by analyzing users' questions and search results. 486
8.5 Strengthen the management of "China Archives Classification Method" GB/T15418-94
All archives and rooms should record the various problems and treatment methods encountered in the process of using the "Middle File Method", fill in the "Modification Opinion Registration Form" and submit it to the competent department, so as to regularly supplement and modify the "China Archives Classification Method" to make it more perfect.
Additional Notes:
This standard was proposed by the Fifth Subcommittee of the National Information Document Standardization Technical Committee. This standard was drafted by the Editorial Committee of "China Archives Classification Method". The main drafters of this standard are Zou Buying, Deng Shaoxing, Guo Wenbing and Wang Guangyue. 4871 Study the classification method 2 - At the beginning of the indexing work, the indexing personnel should systematically study the compilation instructions, main tables, and appendices of the "China Archives Classification Method", understand the compilation purpose, scope of application, classification principles, system structure, identification symbols, category annotations of the method, distinguish the relationship between superordinate categories, homogeneous categories, subordinate categories, theory and application, and thoroughly master its use methods. 485
CB/T15418-94
7.2 Archives theme analysis - the nature, functions and tasks of the filing unit should be fully considered. By analyzing the title, browsing the text, referencing the document header and the file cover, the central content of the archive and the main issues involved can be understood, and its attribute characteristics can be determined in order to correctly classify it. 7.2.1 Analyze the title - The title of the file and the file is a summary of the archive content by the person in charge or the filer. When the title accurately reflects the central content of the archive, analyzing the title can intuitively grasp the theme of the archive. However, the titles of some documents and files cannot accurately and directly reveal the subject content due to defects in their drafting, so they cannot be used as the only basis for classification and indexing, and the text should also be browsed. 7.2.2 Browse the text - When the exact content and category of the file cannot be determined by analyzing the title, the text of the file or file should be browsed. Focus on reading the beginning, end, and paragraph titles to understand the author's writing purpose and intention, so as to determine the subject discussed or involved in the content of the file. 7.2.3 Check the document header and file cover - The documents of party and government agencies have fixed document headers, indicating the full name or common abbreviation of the issuing agency, the document number, and the issuing agency, the copy agency, the date of writing, the seal and signature at the end of the document. In addition, additional marks include confidentiality level, urgency time limit, reading range, etc. The cover of the file has the full name of the agency and the name of the organization, the title of the file, the year date, the retention period, the file number, as well as the directory inside the volume, and the preparation table at the end of the volume. It can provide a certain reference for understanding the subject, drafting purpose, scope of use, and use value of documents and files.
7.3 Determine the category: After conducting thematic analysis, it is necessary to determine which subjects should be indexed among the things discussed in the documents and files, so as to provide a search path for users. Then, according to the nature of the subject, find the category to which it belongs in the "China Archives Classification Method". 7.4 Indexing classification number: The first is to use the category number in the "China Archives Classification Method" to express the nature of the archive subject. That is, to assign the determined category to the classification mark. The classification number should be assigned according to the characteristics of the content of the document or file, the number of themes, the drafting intention, the use object, the search demand, etc., and the appropriate way and method should be used to accurately, consistently, and appropriately mark it out. When encountering new things and new themes of archival materials that are difficult to classify, and there is no exact category to be assigned to them on the classification table, each archives and room can add a new category for classification and indexing, and at the same time report it to the editorial committee of the "Middle File Method" for confirmation. In the future, if you encounter documents and files with similar themes, you should also handle it in the same way to ensure consistency. 7.5 Proofreading: Proofreading is the last step of classification indexing and the final checkpoint to ensure the quality of indexing. Proofreading includes checking and verifying whether the content of the archives has been fully analyzed, whether the subject concept is accurate and appropriate, whether the classification is accurate, whether the same type of archives are classified consistently, whether the indexed class number is sufficient, complete and accurate, and whether the writing is correct. The proofreading procedure is divided into self-proofreading, mutual proofreading and general proofreading. 7.5.1 Self-proofreading: the first step of indexing proofreading. Indexers proofread their own indexing results and correct any inaccurate subject analysis, improper filing, inconsistency, or symbol errors in a timely manner. 7.5.2 Mutual proofreading: the second step of indexing proofreading. Indexers proofread their indexing results to correct errors caused by different personal understandings and maintain consistency in indexing. 7.5.3 General proofreading: the most important step of indexing proofreading. After self-proofreading and mutual proofreading, personnel who are familiar with the business and catalog work must be selected to serve as general proofreaders. Through the general review, errors in the process of archive subject analysis and indexing can be further eliminated to ensure the overall optimization of indexing work. At the same time, a comprehensive analysis can be conducted on the problems encountered in the indexing work, and a comprehensive solution can be considered. 8 Archive classification and indexing quality management
8.1 Factors to measure the quality of indexing work - the main indicators are the objectivity, specificity, comprehensiveness, consistency and appropriate indexing depth. The factors that affect the quality of indexing work are: the organization and management of indexing work, the professional level of indexing personnel and the quality of the "China Archives Classification" itself.
8.2 Formulate rules and regulations for classification and indexing - each unit can formulate detailed rules for indexing work. It is a work regulation formulated on the basis of archive classification and indexing rules, combined with the actual archives of the library and room and the retrieval habits of users. The specific contents include: the procedures and specific organizational regulations for classification and indexing; the scope and method of use of the "China Archives Classification" simple table, industry table, and sub-table, centralized classification and decentralized classification, the use of alternate categories, the depth of indexing, and the indexing responsibility system, etc. 8.3 The quality and requirements of classification and indexing personnel - Indexing personnel should have professional knowledge and archival knowledge of the archives to be indexed, be familiar with the archive classification method of the library and room, and be able to use it to index archival materials; have the ability to read, analyze, summarize, refine the archive theme and accurately classify; be serious and responsible, thorough and meticulous, and have good professional ethics. Indexing personnel should implement professional division of labor and maintain relative stability. 8.4 Establish contact between indexing personnel and users - Indexing personnel should have more contact with users, listen to users' requirements, criticisms and suggestions on classification and indexing work, and continuously improve their work through analysis of users' questions and search results. 486
8.5 Strengthen the management of "China Archives Classification Method" GB/T15418-94
All archives and rooms should record various problems and treatment methods encountered in the process of using the "Medium File Method", fill in the "Modification Opinion Registration Form" and submit it to the competent department, so as to regularly supplement and modify the "China Archives Classification Method" to make it more perfect.
Additional Notes:
This standard was proposed by the Fifth Subcommittee of the National Information Document Standardization Technical Committee. This standard was drafted by the Editorial Committee of the Chinese Archives Classification Method. The main drafters of this standard are Zou Buying, Deng Shaoxing, Guo Wenbing, and Wang Guangyue. 4871 Study the classification method 2 - At the beginning of the indexing work, the indexing personnel should systematically study the compilation instructions, main tables, and appendices of the "China Archives Classification Method", understand the compilation purpose, scope of application, classification principles, system structure, identification symbols, category annotations of the method, distinguish the relationship between superordinate categories, homogeneous categories, subordinate categories, theory and application, and thoroughly master its use methods. 485
CB/T15418-94
7.2 Archives theme analysis - the nature, functions and tasks of the filing unit should be fully considered. By analyzing the title, browsing the text, referencing the document header and the file cover, the central content of the archive and the main issues involved can be understood, and its attribute characteristics can be determined in order to correctly classify it. 7.2.1 Analyze the title - The title of the file and the file is a summary of the archive content by the person in charge or the filer. When the title accurately reflects the central content of the archive, analyzing the title can intuitively grasp the theme of the archive. However, the titles of some documents and files cannot accurately and directly reveal the subject content due to defects in their drafting, so they cannot be used as the only basis for classification and indexing, and the text should also be browsed. 7.2.2 Browse the text - When the exact content and category of the file cannot be determined by analyzing the title, the text of the file or file should be browsed. Focus on reading the beginning, end, and paragraph titles to understand the author's writing purpose and intention, so as to determine the subject discussed or involved in the content of the file. 7.2.3 Check the document header and file cover - The documents of party and government agencies have fixed document headers, indicating the full name or common abbreviation of the issuing agency, the document number, and the issuing agency, the copy agency, the date of writing, the seal and signature at the end of the document. In addition, additional marks include confidentiality level, urgency time limit, reading range, etc. The cover of the file has the full name of the agency and the name of the organization, the title of the file, the year date, the retention period, the file number, as well as the directory inside the volume, and the preparation table at the end of the volume. It can provide a certain reference for understanding the subject, drafting purpose, scope of use, and use value of documents and files.
7.3 Determine the category: After conducting thematic analysis, it is necessary to determine which subjects should be indexed among the things discussed in the documents and files, so as to provide a search path for users. Then, according to the nature of the subject, find the category to which it belongs in the "China Archives Classification Method". 7.4 Indexing classification number: The first is to use the category number in the "China Archives Classification Method" to express the nature of the archive subject. That is, to assign the determined category to the classification mark. The classification number should be assigned according to the characteristics of the content of the document or file, the number of themes, the drafting intention, the use object, the search demand, etc., and the appropriate way and method should be used to accurately, consistently, and appropriately mark it out. When encountering new things and new themes of archival materials that are difficult to classify, and there is no exact category to be assigned to them on the classification table, each archives and room can add a new category for classification and indexing, and at the same time report it to the editorial committee of the "Middle File Method" for confirmation. In the future, if you encounter documents and files with similar themes, you should also handle it in the same way to ensure consistency. 7.5 Proofreading: Proofreading is the last step of classification indexing and the final checkpoint to ensure the quality of indexing. Proofreading includes checking and verifying whether the content of the archives has been fully analyzed, whether the subject concept is accurate and appropriate, whether the classification is accurate, whether the same type of archives are classified consistently, whether the indexed class number is sufficient, complete and accurate, and whether the writing is correct. The proofreading procedure is divided into self-proofreading, mutual proofreading and general proofreading. 7.5.1 Self-proofreading: the first step of indexing proofreading. Indexers proofread their own indexing results and correct any inaccurate subject analysis, improper filing, inconsistency, or symbol errors in a timely manner. 7.5.2 Mutual proofreading: the second step of indexing proofreading. Indexers proofread their indexing results to correct errors caused by different personal understandings and maintain consistency in indexing. 7.5.3 General proofreading: the most important step of indexing proofreading. After self-proofreading and mutual proofreading, personnel who are familiar with the business and catalog work must be selected to serve as general proofreaders. Through the general review, errors in the process of archive subject analysis and indexing can be further eliminated to ensure the overall optimization of indexing work. At the same time, a comprehensive analysis can be conducted on the problems encountered in the indexing work, and a comprehensive solution can be considered. 8 Archive classification and indexing quality management
8.1 Factors to measure the quality of indexing work - the main indicators are the objectivity, specificity, comprehensiveness, consistency and appropriate indexing depth. The factors that affect the quality of indexing work are: the organization and management of indexing work, the professional level of indexing personnel and the quality of the "China Archives Classification" itself.
8.2 Formulate rules and regulations for classification and indexing - each unit can formulate detailed rules for indexing work. It is a work regulation formulated on the basis of archive classification and indexing rules, combined with the actual archives of the library and room and the retrieval habits of users. The specific contents include: the procedures and specific organizational regulations for classification and indexing; the scope and method of use of the "China Archives Classification" simple table, industry table, and sub-table, centralized classification and decentralized classification, the use of alternate categories, the depth of indexing, and the indexing responsibility system, etc. 8.3 The quality and requirements of classification and indexing personnel - Indexing personnel should have professional knowledge and archival knowledge of the archives to be indexed, be familiar with the archive classification method of the library and room, and be able to use it to index archival materials; have the ability to read, analyze, summarize, refine the archive theme and accurately classify; be serious and responsible, thorough and meticulous, and have good professional ethics. Indexing personnel should implement professional division of labor and maintain relative stability. 8.4 Establish contact between indexing personnel and users - Indexing personnel should have more contact with users, listen to users' requirements, criticisms and suggestions on classification and indexing work, and continuously improve their work through analysis of users' questions and search results. 486
8.5 Strengthen the management of "China Archives Classification Method" GB/T15418-94
All archives and rooms should record various problems and treatment methods encountered in the process of using the "Medium File Method", fill in the "Modification Opinion Registration Form" and submit it to the competent department, so as to regularly supplement and modify the "China Archives Classification Method" to make it more perfect.
Additional Notes:
This standard was proposed by the Fifth Subcommittee of the National Information Document Standardization Technical Committee. This standard was drafted by the Editorial Committee of the Chinese Archives Classification Method. The main drafters of this standard are Zou Buying, Deng Shaoxing, Guo Wenbing, and Wang Guangyue. 4875 Review and proofreading: Review and proofreading is the last step of classification indexing and the final checkpoint to ensure the quality of indexing. Review and proofreading include checking and verifying whether the content of the archives has been fully analyzed, whether the subject concept is accurate and appropriate, whether the classification is accurate, whether the same type of archives are classified consistently, whether the indexed class number is sufficient, complete and accurate, and whether the writing is correct. Review and proofreading procedures are divided into self-proofreading, mutual proofreading and general proofreading. 7.5.1 Self-proofreading: the first step of indexing review and proofreading. Indexers proofread their own indexing results and correct any inaccurate subject analysis, improper filing, inconsistency, or symbol errors in a timely manner. 7.5.2 Mutual proofreading: the second step of indexing review and proofreading. Indexers proofread their indexing results to correct errors caused by different personal understandings and maintain consistency in indexing. 7.5.3 General proofreading: the most important step of indexing review and proofreading. After self-proofreading and mutual proofreading, personnel who are familiar with the business and catalog work must be selected to serve as general proofreaders. Through the general review, errors in the process of archive subject analysis and indexing can be further eliminated to ensure the overall optimization of indexing work. At the same time, a comprehensive analysis can be conducted on the problems encountered in the indexing work, and a comprehensive solution can be considered. 8 Archive classification and indexing quality management
8.1 Factors to measure the quality of indexing work - the main indicators are the objectivity, specificity, comprehensiveness, consistency and appropriate indexing depth. The factors that affect the quality of indexing work are: the organization and management of indexing work, the professional level of indexing personnel and the quality of the "China Archives Classification" itself.
8.2 Formulate rules and regulations for classification and indexing - each unit can formulate detailed rules for indexing work. It is a work regulation formulated on the basis of archive classification and indexing rules, combined with the actual archives of the library and room and the retrieval habits of users. The specific contents include: the procedures and specific organizational regulations for classification and indexing; the scope and method of use of the "China Archives Classification" simple table, industry table, and sub-table, centralized classification and decentralized classification, the use of alternate categories, the depth of indexing, and the indexing responsibility system, etc. 8.3 The quality and requirements of classification and indexing personnel - Indexing personnel should have professional knowledge and archival knowledge of the archives to be indexed, be familiar with the archive classification method of the library and room, and be able to use it to index archival materials; have the ability to read, analyze, summarize, refine the archive theme and accurately classify; be serious and responsible, thorough and meticulous, and have good professional ethics. Indexing personnel should implement professional division of labor and maintain relative stability. 8.4 Establish contact between indexing personnel and users - Indexing personnel should have more contact with users, listen to users' requirements, criticisms and suggestions on classification and indexing work, and continuously improve their work through analysis of users' questions and search results. 486
8.5 Strengthen the management of "China Archives Classification Method" GB/T15418-94
All archives and rooms should record various problems and treatment methods encountered in the process of using the "Medium File Method", fill in the "Modification Opinion Registration Form" and submit it to the competent department, so as to regularly supplement and modify the "China Archives Classification Method" to make it more perfect.
Additional Notes:
This standard was proposed by the Fifth Subcommittee of the National Information Document Standardization Technical Committee. This standard was drafted by the Editorial Committee of the Chinese Archives Classification Method. The main drafters of this standard are Zou Buying, Deng Shaoxing, Guo Wenbing, and Wang Guangyue. 4875 Review and proofreading: Review and proofreading is the last step of classification indexing and the final checkpoint to ensure the quality of indexing. Review and proofreading include checking and verifying whether the content of the archives has been fully analyzed, whether the subject concept is accurate and appropriate, whether the classification is accurate, whether the same type of archives are classified consistently, whether the indexed class number is sufficient, complete and accurate, and whether the writing is correct. Review and proofreading procedures are divided into self-proofreading, mutual proofreading and general proofreading. 7.5.1 Self-proofreading: the first step of indexing review and proofreading. Indexers proofread their own indexing results and correct any inaccurate subject analysis, improper filing, inconsistency, or symbol errors in a timely manner. 7.5.2 Mutual proofreading: the second step of indexing review and proofreading. Indexers proofread their indexing results to correct errors caused by different personal understandings and maintain consistency in indexing. 7.5.3 General proofreading: the most important step of indexing review and proofreading. After self-proofreading and mutual proofreading, personnel who are familiar with the business and catalog work must be selected to serve as general proofreaders. Through the general review, errors in the process of archive subject analysis and indexing can be further eliminated to ensure the overall optimization of indexing work. At the same time, a comprehensive analysis can be conducted on the problems encountered in the indexing work, and a comprehensive solution can be considered. 8 Archive classification and indexing quality management
8.1 Factors to measure the quality of indexing work - the main indicators are the objectivity, specificity, comprehensiveness, consistency and appropriate indexing depth. The factors that affect the quality of indexing work are: the organization and management of indexing work, the professional level of indexing personnel and the quality of the "China Archives Classification" itself.
8.2 Formulate rules and regulations for classification and indexing - each unit can formulate detailed rules for indexing work. It is a work regulation formulated on the basis of archive classification and indexing rules, combined with the actual archives of the library and room and the retrieval habits of users. The specific contents include: the procedures and specific organizational regulations for classification and indexing; the scope and method of use of the "China Archives Classification" simple table, industry table, and sub-table, centralized classification and decentralized classification, the use of alternate categories, the depth of indexing, and the indexing responsibility system, etc. 8.3 The quality and requirements of classification and indexing personnel - Indexing personnel should have professional knowledge and archival knowledge of the archives to be indexed, be familiar with the archive classification method of the library and room, and be able to use it to index archival materials; have the ability to read, analyze, summarize, refine the archive theme and accurately classify; be serious and responsible, thorough and meticulous, and have good professional ethics. Indexing personnel should implement professional division of labor and maintain relative stability. 8.4 Establish contact between indexing personnel and users - Indexing personnel should have more contact with users, listen to users' requirements, criticisms and suggestions on classification and indexing work, and continuously improve their work through analysis of users' questions and search results. 486
8.5 Strengthen the management of "China Archives Classification Method" GB/T15418-94
All archives and rooms should record various problems and treatment methods encountered in the process of using the "Medium File Method", fill in the "Modification Opinion Registration Form" and submit it to the competent department, so as to regularly supplement and modify the "China Archives Classification Method" to make it more perfect.
Additional Notes:
This standard was proposed by the Fifth Subcommittee of the National Information Document Standardization Technical Committee. This standard was drafted by the Editorial Committee of the Chinese Archives Classification Method. The main drafters of this standard are Zou Buying, Deng Shaoxing, Guo Wenbing, and Wang Guangyue. 487
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