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The serial number refers to the file number compiled according to the classification scheme and arrangement order. File number is a set of Numbers and characters given in the process of filing, which reflects the filing rules and contains such elements as category and order of archive files.

Compiling file Numbers is a basic requirement for standardized management of archives and an important premise for unified management of different types of archives. File number could reflect the basic attribute of archives, indicating files in all the cases of the location, in a unit of file management for the case, to archive the only, reasonable, convenient for management, and to be able to make the connection between different carrier archives, variety, a high level of archives resources for subsequent development lay the foundation.

File number compilation principle

The document numbering rules (DA/T 13-1994) issued in 1994 is an important standard to regulate the document numbering. The rule of file number compilation stipulated in this standard is applicable to the file number compilation of traditional filing method, but not completely applicable to the file number compilation of archives.

However, the principle of uniqueness, rationality, stability, expansibility, simplicity and basic compilation method determined by this rule are relatively scientific and reasonable.

Portal: rules for file numbering (DA/T 13-1994)

File number structure

When planning the file Numbers of archival documents, the industry standard "rules for filing documents arrangement" refers to the reasonable part of "rules for filing documents preparation", and tries its best to connect with the file Numbers of traditional filing methods and files of other forms such as photos, recordings and videos.

1. Considering the convenience of library and room street access, the basic structure of file Numbers proposed in the rules is as follows:

· annual storage period: one institution (problem) code: one document number

Among them, the left side of the file number is the upper code, the right side is the lower code. The upper and lower bits of code are connected by a short horizontal line "-", and the same level of code is separated by an interval sign "·".

2. "if the scale is small or the official document handling procedure is not suitable for classification by institution (problem), so as to adopt the classification method of" annual storage period ", the institution (problem) code shall be omitted on the basis of the basic structure of document number, and the structure of document number is:

· annual storage period: one file number

3. In order to meet the special requirements of electronic file arrangement and paper file digitization, some units use the concept of sub-part number. The basic structure of the proposed file number is:

Total number a file category code. Annual storage period 1 agency (problem) code 1 piece number · sub-piece number

It needs to be specially noted that for archiving documents with other classification methods, the file number structure mentioned above can be adopted, and the file number structure can also be adjusted according to the classification scheme, library entry requirements, etc., but the elements that make up the file number should be complete. In addition, considering the need of data sharing, it is generally recommended to keep the file number structure consistent within a certain area.

File number preparation method

1. Quanzong no

The whole serial number is the code compiled by the archives for filing units. It is marked by 4 digits or the combination of letters and Numbers and compiled in accordance with the compilation rules of file Numbers. In principle, the whole clan number is composed of Numbers, or it can be compiled in the form of character + number, where the character is the attribute code of the whole clan. If the total number is less than 4 digits, zero should be added before the total number. If the total number is 21, it should be 0021 in the file number. If the first digit of the whole clan number is the whole clan code, and the whole clan number is less than 3 digits, zero should be added after the whole clan code and before the digits. For example, the whole clan number of A12 should be A012 in the file number.

2. File category code

The file type code of the archive is identified by the two-digit Chinese pinyin initial "WS" of "wen". Other kinds of archives, such as pictures, audio, video, science and technology, professional files, refer to "the rules" to sort, the category code can be set to "ZP" respectively, "LY", "LX KJ", "" ZY", science and technology, professional categories require multiple points, should refer to "the general requirements of science and technology archive files form" (GB/T11822 2008) and the national basic professional file directory.

Portal: general requirements for the composition of scientific and technical archives, GB/T 11822-2008

3, annual

The year of the year is the year of the formation of the document, marked by four digits of Arabic numerals, such as "2010".

4. Storage period

Storage period refers to the storage period defined by the documents, business departments or archives departments in accordance with the storage period table when filing documents. According to the provisions of the state archives bureau on the scope of archiving documents and materials of organs and the term for keeping documents and archives, the term for keeping documents is divided into permanent and periodic periods, which are generally divided into 30 years and 10 years. The storage period shall be permanent, fixed for 30 years and fixed for 10 years, respectively marked with "Y", "D30" and "D10".

Portal: state archives administration order no. 8 provisions on the scope of archiving documents and materials of government organs and the period for keeping documents and archives

If the periodic storage period of other years is used in the filing, the storage period code is "D+ year". For example, the fixed five-year period is marked D5, and the fixed year is marked D.

5. Organization (problem) code

The organization (question) code shall be identified by 3-digit Chinese phonetic alphabet or Arabic numeral, such as "BGS "for office. If the archiving documents are not classified according to the organization (problem), the organization (problem) code shall be omitted.

6, the package number

The item number is the serial number of a single archive file arranged within a storage period, marked by 4 digits of Arabic numerals. If the number is less than 4 digits, "0" shall be used in front to make up for it, such as "0026".

The item number shall be marked from "0001" in the lowest level category of the classification scheme according to the file order. Take "one institution one storage period per year" for example, the item number shall start from "0001" within the same year and one storage period of the same organization. For example, the office in 2010 formed permanent, 30 years, 10 years of archival documents, formed after the number of three running number, that is, permanent from "0001" began to make a running number, 30 years from "0001" began to make a running number, 10 years also from "0001" began to make a running number.

The sub-file number is the sequence number of a single file within a file in the case of multiple files being archived. The sub-part number is marked with 3-digit Arabic numerals. If the number is less than 3-digit, "0" shall be used in front to make up for it, such as "001". If the sub-part number needs to be compiled, mark each document in an archive according to the order from "001".

Keywords： Interpretation of filing rules "number"