1. Introduction
1. 1 This Code is formulated in accordance with the Archives Law of People's Republic of China (PRC) and other relevant provisions in order to strengthen the business construction of archives work of government organs, gradually standardize key archives work, continuously improve the scientific management level, effectively serve the work of government organs, and accumulate archival historical materials for the country.
1.2 this specification is applicable to the archival work of party and government organs and people's organizations at all levels (hereinafter referred to as organs).
2. The basic task of archives work.
2. 1 supervise and guide the collection, sorting, filing and filing of various documents and materials formed by various government departments.
2.2 Centralized and unified management of the archives of various categories and carriers of the organs, actively providing and using them to serve the work of the organs.
2.3 Under the principle of unified leadership and hierarchical management, all professional departments shall supervise and guide the archival work of their subordinate units and professions.
2.4 In accordance with the provisions, the archives should be transferred to the archives.
2.5 handle other related archives work assigned by the leaders.
Step 3 receive files
3. 1 receiving range
3. 1. 1 Archives of various categories and carriers directly formed in the work activities of government organs, and the specific receiving scope shall be implemented in accordance with the Scope of Archiving and Not Archiving of Government Documents and Materials and other relevant provisions of the Archives Management Measures;
3. 1.2 Information related to the business work of the institution;
3. 1.3 Escrow all files related to the cancelled or merged organ.
3.2 Quality requirements of documents
3.2. 1 The overall requirements for the quality of archives are: to follow the formation rules and characteristics of documents and materials, to keep the organic connection between documents, to distinguish different values, and to facilitate storage and utilization. Specifically, we should do the following:
3.2.2 The type and quantity of the archived documents and the number of pages of each document shall be complete.
3.2.3 In the filed documents and materials, the original and attachments, printed copies and final drafts, requests and replies, forwarded documents and original documents and various languages of each document shall be independent and not separated; Messages and telegrams should be filed together.
3.2.4 Under normal circumstances, documents in different years shall not be filed together, but cross-year requests and replies shall be filed in the year of reply; If there is no reply, put it in the year of asking for instructions; Cross-year planning is placed in the first year of filing; The cross-year summary is filed in the last year; The documents of the inter-annual meeting shall be filed in the opening year of the meeting; Non-litigation cases are filed in the last year; Other documents and materials shall be filed in accordance with relevant regulations.
3.2.5 The documents and materials in the volume should be arranged according to different situations, and the inseparable documents and materials should be arranged together in order, that is, the reply comes first and the instructions come last; Originally in the front, the attachment is behind; Print in front and finalize at the back; The previous drafts of important normative documents are arranged in sequence after the final draft; The conclusion, decision and judgment documents of the non-litigation case file are in the front, and the basic materials are in the back; Other documents and materials should be sorted according to their formation laws or characteristics and relevant regulations.
3.2.6 The documents and materials in the volume shall be written with page numbers or part numbers in sequence. Binding documents should be unified in the upper right corner of the front and the upper left corner of the back of each page; Unbound files should be stamped with the file number at the upper right of each document in the volume, and the file numbers should be numbered one by one; Charts and audio-visual materials should also be numbered one by one on the fittings or on the back of audio-visual materials.
3.2.7 Permanent, long-term and short-term documents must be filled in the document directory one by one according to the prescribed format, and the titles of documents and materials shall not be changed or simplified at will; Write a title if there is no title, and rewrite it if there is a title but there is no substantive content; No responsible person, year, month and day documents should be clearly verified and fill in relevant items; The minutes of the meeting shall fill in the time and main contents of each meeting; Fill in the handwriting neatly. The file directory in the volume is placed at the beginning of the volume.
3.2.8 Audio-visual materials shall be marked with the words such as the object, time, place, central content and responsible person of video recording or recording.
3.2.9 The information of documents and materials in the volume shall be filled in the reference table item by item. If there is no information to be explained, the names and time of the filer and examiner should also be filled in to show responsibility. The reference table should be placed at the end of the volume.
3.2. 10 The cover of the case file shall be clearly filled out item by item as required. The title of the case file should be concise and to the point, accurately reflect the contents of the documents in the volume, generally including the person in charge, content and name. The style is consistent, the text is concise, the abbreviations used should be easy to understand, and written with a brush or pen. The handwriting should be neat and clear.
3.2. 165438+ The files should be bound by the method of three holes and one line; Unbound documents and documents in the volume should be bound one by one with thin lines.
3.2. The format of the file cover, file directory, reference table and file number in the volume12 shall be in accordance with the file format. The file formats of other categories and carriers shall be implemented in accordance with relevant regulations.
3.3 Receiving time: The documents and archives shall be received before the end of June of the following year, and the receiving of archives of other categories and carriers shall be implemented in accordance with relevant regulations.
3.4 The external dimensions and paper used for various charts used in archives management should be uniform: the cover of archives catalogue should be made of patent leather or plastic plywood paper with a length of 300mmx220mm (see Figure 1, omitted). File directory, file receiving (transfer) register, file lending register, file utilization effect register (table omitted) and file destruction list all use office standard paper (see Figure 2-6 omitted) with specifications of 297mx210mm or 260mmx 185mm (A4 or B5).
Step 4 present
4. 1 The archives of various categories and carriers formed by an organ in its work activities are a complete clan.
4. 1. 1 For newly established organs, one organ is divided into two or more organs, and several organs are merged into one organ, so new fonds should be established respectively.
4. 1.2 The Administration has changed its leadership relationship and name, but its work nature and business scope have not changed, and it still continues the original fonds.
4. 1.3 Generally, no separate fonds are established in the internal organs of organs.
4. 1.4 temporary institutions generally do not establish fonds separately, and their files should be incorporated into the archives of the competent department for unified management. However, if it belongs to the direct leadership of the Party committee and the government, and if it takes a long time to carry out the overall task, it shall set up a separate fonds.
4.2 According to the different contents and carriers of government archives, formulate a unified classification scheme. The classification should be consistent and cannot be changed at will.
4.2. 1 Classification generally adopts year-organization (or question) for classification.
4.2.2 If it cannot be classified by year-institution (or problem), it can be classified according to the classification scheme jointly formulated by the National Archives Bureau and relevant professional authorities.
4.3 The arrangement of files should be based on the fonds, and arranged according to different categories, carriers and different storage periods. The arrangement method of archives should be unified and consistent, and shall not be changed at will.
4.4 Prepare volume numbers according to the arrangement order of files to fix the location of files. Duplicate file numbers should not appear in the file directory.
4.5 The catalogue of archives shall be divided into different storage periods, and the catalogue number shall be compiled according to different years or mixed years. Within a whole clan, the directory number of the file should not be repeated.
5. File preservation
5. 1 The organ shall set up necessary special warehouses and shelves for archives according to the number of archives; New units or new office buildings should include the housing of the archives department in the capital construction plan. The warehouse should be solid, with facilities such as anti-theft, light-proof, high-temperature, fire-proof, moisture-proof, dust-proof, rat-proof and insect-proof.
5.2 The office archives department should acquire hygrometers, photocopiers, tape recorders, cameras, dehumidifiers, vacuum cleaners, air-conditioning equipment and electronic computers according to the needs of the work.
5.3 The custody of audio-visual archives shall be carried out in accordance with the relevant provisions of the Interim Measures for the Archives Management of News Units.
5.4 If files are stored in multiple cabinets, a schematic diagram of file storage shall be drawn.
5.5 Each organ shall establish a complete case file, so as to accumulate filing instructions, classification schemes, appraisal reports, handover certificates, destruction inventories, inspection records, introduction of complete case files and other materials.
5.6 The archives department of the organ shall regularly organize personnel to conduct a comprehensive inspection of the archives storage, and make records. If any problem is found, it should be reported to the competent leader in time, and active and effective measures should be taken to protect the file safety. In case of special circumstances, it should be checked in time, and the problems should be solved in time.
5.7 The modernization of office archives management should be incorporated into the office automation system, develop synchronously, and improve the scientific management level and service efficiency.
6. Archives utilization
6. 1 archivists of government agencies should be familiar with hidden files, take the initiative to understand the needs of government agencies for file utilization, and actively do a good job in providing and utilizing files.
6.2 The archives department of an organ must compile a file directory, and compile a file description card or a special file directory (card) according to the needs of utilization. The recording standard shall be implemented according to the national standard 3792.5 ~ 85 Archives Recording Rules.
6.3 The government archives department should carry out the compilation and research of archival historical materials, and actively cooperate with relevant departments to compile the whole case introduction, institutional evolution, memorabilia, compilation of basic figures, literature compilation and special literature compilation.
6.4 All users shall go through the utilization procedures in accordance with the regulations and fill in the Archives Lending Register.
6.4. 1 The archives department shall attach a registration form of the file utilization effect when providing files to users, and users shall truthfully fill it out after use, and submit it to the archives department for filing in time.
7. Archives statistics
7. 1 The archives department of the institution shall fill in the Register of Receiving and Moving Archives as required.
7.2 Accurately compile the statistical annual report of archival work and report it to relevant departments in time.
8. Identification and transfer of archives
8. 1 each organ shall, according to the provisions of the state on the storage period of archives, formulate the storage period table of this organ, regularly identify the archives, and accurately judge the preservation and destruction of the archives.
8.2 Archives appraisal shall be conducted under the leadership of the person in charge of this organ, and the appraisal team shall be composed of personnel from the archives department and relevant business departments, and shall be conducted in accordance with regulations.
8.3 The destruction of files that have lost their preservation value shall be put forward by the appraisal team, registered and put on record, approved by the person in charge of the organ, supervised and sold by two people at the designated place, and the destruction list shall be signed. If there are other provisions on the destruction of special files under special circumstances, the relevant provisions shall apply.
8.4 The scope and fixed number of years of archives handed over by various organs to the archives shall be implemented according to the provisions of the state on the scope of receiving archives.
8.5 The transfer of departmental archives established by professional departments shall be carried out in accordance with relevant national regulations on the establishment of archives.
8.6 The archives of important equipment and capital construction shall be kept in duplicate by the archives department of the unit using equipment and buildings, and the original shall be handed over to the archives.
8.7 When the archivists are transferred, they must go through the formalities of file transfer before leaving their posts.
9. Archives management system
9. 1 filing system, mainly including filing scope, filing time and filing requirements.
9.2 Document storage system, mainly including document security protection and warehouse and equipment management measures.
9.3 Archives secrecy system mainly includes archives secrecy measures and confidentiality requirements for archives staff.
9.4 Archives utilization system, mainly including utilization scope, methods, requirements and approval procedures.
9.5 The post responsibility system of archivists in government agencies mainly includes the responsibilities, authorities, tasks, assessment and reward and punishment measures of each archivist.
10. Business supervision and guidance of archives
10. 1 convey and implement the guidelines, policies and regulations of the party and the state on archives work and the provisions and measures of the archives administration department.
10.2 to formulate archives work plans, management methods and regulations of organs, systems and subordinate units.
10.3 supervise and guide the archival work of subordinate units and professions according to the professional system.
10.4 to provide professional training for archivists of this organ, subordinate units and this specialty.
1 1. Supplementary clauses
1 1. 1 The standards for the construction of archives work of democratic party organs can be implemented with reference to this standard.
1 1.2 The China People's Liberation Army's archival work business construction specification can be formulated by itself with reference to this specification and reported to the National Archives Bureau for the record.
1 1.3 Archives work and business construction specifications of institutions at all levels can be implemented with reference to this specification.
1 1.4 This specification shall be implemented as of the date of promulgation.