Filing rules (DA/T 22-2015) (instead of DA/T 22-2000), which has been examined and approved by the national technical committee for standardization of archival work and approved as a recommended industrial standard by the state archives bureau, is hereby promulgated and shall come into effect on June 1, 2016.

Filing rules

Scope 1.this standard sets out the principles and methods for filing documents that should be kept as document files.

This standard is applicable to the sorting out of archival documents that are kept as document files by government organs, organizations, enterprises, public institutions and other social organizations at all levels. Other kind archives can consult carry out. Where an enterprise has other special provisions, such provisions shall apply.

2 normative reference documents

The following documents are essential for the application of this document. For dated references, the dated version only applies to this document. For undated references, the latest version (including all amendments) applies to this document.

GB/T 18894 electronic document filing and management specification

DA/T 1-2000 basic terminology for archival work

DA/T 13-1994 documentation rules

DA/T 25-2000 technical specification for file repair and mounting

DA/T 38-2008 technical requirements and application specifications for electronic filing discs

Terms and definitions

The following terms and definitions apply to this international standard.

3.1 archival document(s)

The document materials formed in the functional activities of the filing unit, completed and should be kept as document files, including paper and electronic documents.

3.2 organize arrangement

Carry out components, classification, arrangement, numbering and cataloging of archiving documents on a piece-by-piece basis (paper archiving documents also include dressing, binding, page making, box packing and shelving; Electronic documents also include the process of format conversion, metadata collection, archiving data package organization, storage, etc.

3.3 the item

Filing unit.

File no. Archival code

A set of character codes assigned to an archival file during the filing process to reflect the category and order of the archive.

4. Organizing principle

4.1 filing should follow the formation rules of documents and maintain the organic links between documents.

4.2 filing documents shall be classified into different values for easy storage and utilization.

4.3 filing should meet the requirements of integrated document management, which is convenient for computer management or computer-aided management.

4.4 filing should be coordinated and unified between paper files and electronic files.

5. General requirements

5.1 components (organization of components)

5.1.1 composition of pieces

An archiving document usually consists of one document per file. One body and one attachment; The original document and the final draft (including the previous revision drafts of important documents such as laws and regulations) shall be one; The reissued document and the reissued document are one; One original and one duplicate; The original and the translation are one piece; The Chinese text and the foreign text shall be one copy; One report form, roster, atlas, etc. (this) shall be one (except when it is attached to a document); One copy of bulletin, weekly report and other materials; Meeting minutes and minutes are usually one for each meeting, one for each year. Communications and replies (requests and replies, reports and replies, letters and replies, etc.) are generally separate and may be one. If there is a document processing sheet or issuing paper, the document processing sheet or issuing paper shall be one piece with the relevant documents.

5.1.2 sorting of internal files

When sorting archive files, the text is at the front and the attachment is at the back. The original is before the final draft; Post before, post after; The original is at the front, the copy is at the back; If there are no special provisions, the Chinese version comes first, while the minority language version comes second; The Chinese text comes before the foreign text; Where the communication and reply are one, the reply precedes the communication. If there is a document processing sheet or manuscript paper, the document processing sheet is in front of the receiving paper; The original is in front of the paper and finalized after.

5.2 classification

5.2.1 filing units shall conduct scientific classification of archival documents, and maintain the consistency and stability of the classification scheme for the same whole file.

5.2.2 archiving documents are generally classified into three categories: annual -- institution (problem) -- storage period, and annual -- institution (problem) -- storage period.

A) by year

Organize documents into annual categories. Multi-year shall be subject to the date of issue of the document. For documents involving different years, such as plans, summaries, budgets, statistical statements, commendations for advanced and regulatory documents, the corresponding year shall be determined according to the date of issuance. The conference documents formed in different years shall be included in the closing year. Documents handled in different years shall be included in the closing year. When the year is formed and cannot be verified, the year shall be the archival year and shall be explained in the notes.

B) by organization (problem)

Classify documents according to the organization (problem) they are made of. Organization classification and problem classification should be applied one or the other. If institutional classification is adopted, the archiving documents shall be classified according to the document formation or undertaking institution, and the archiving documents involving multiple departments shall be included in the document sponsor department. In case of problem classification, the archived documents shall be classified according to the problems reflected in the contents of the documents.

C) classification by storage period

Classify the documents according to the designated storage period.

5.2.3 for filing units that are small in scale or whose official document handling procedures are not suitable for classification by organization (problem), they may adopt the method of annual storage period and other methods to conduct two-level classification.

5.3 to arrange

5.3.1 archive documents shall be arranged in the lowest category of the classification scheme according to the time and subject matter.

5.3.2 documents in the same subject matter shall be arranged in the order in which the documents are formed.

5.3.3 meeting documents, statistical reports and other complete documents can be arranged centrally.

5.4 serial number

5.4.1 archive files shall be numbered according to classification scheme and order. File number system should follow the principles of uniqueness, rationality, stability, expansion and simplicity.

5.4.2 file number structure should be: whole file number - file type code? Annual - storage period - institution (problem) code - part number.

Use "-" between upper and lower code, and "? "between the same level of code. Separated. Such as "Z109 - WS? 2011 - Y - BGS - 0001 ".

5.4.3 file Numbers shall be prepared according to the following requirements:

A) full serial number: the code prepared by the archives for filing units shall be identified by 4-digit Numbers or combination of letters and Numbers, and shall be prepared according to DA/T 13-1994.

B) category code? Year: the archive code is identified by the two-digit Chinese pinyin initials "WS". The year of the year is the year of the formation of the document, and the year of the year is marked with 4 digits of Arabic numerals, such as "2013".

C) storage period: storage period is divided into permanent, regular 30 years and regular 10 years, which are marked by codes "Y", "D30" and "D10" respectively.

D) organization (question) code: the organization (question) code is identified by 3-digit Chinese pinyin letters or Arabic Numbers, such as office code "BGS". If the archiving documents are not classified according to the organization (problem), the organization (problem) code shall be omitted.

E) package number: package number refers to the sequence number of single archive files in the lowest category of classification scheme, marked by 4-digit Arabic numerals. If the number is less than 4-digit, it shall be supplemented by "0" in front, such as "0026".

5.4.4 archive documents shall be stamped with archive seal and filled in relevant contents in the blank space at the top of the first page. Electronic documents may be marked on archival documents in the form of an archival seal generated by the system or in other forms such as bar codes.

5.4.5 the archiving seal shall regard the components of the file number, i.e., the total number, the year, the storage period, the number of the file, and the number of pages as necessary items, and the institution (problem) as an option (see appendix A figure A1). The total number, year, storage period, item number and organization (question) of the archive seal are compiled according to 5.4.3, and the pages are marked by Arabic numerals (see appendix A, figure A2). To facilitate memorization, the retention period of archiving seals can also be marked with "permanent", "30 years" and "10 years", and organizations (problems) can also be marked with "office" and other standardized abbreviations (see appendix A figure A3).

5.5 catalog

5.5.1 archive files shall be compiled according to file number order. Cataloging should be accurate, detailed and easy to retrieve.

5.5.2 archive files should be cataloged piece by piece. When the communication and reply are combined, the cataloguing of the reply should reflect the content of the communication. Catalogue of archival documents shall be set with serial number, file number, document number, responsible person, title, date, confidentiality level, page number, remark and other items.

A) serial number: fill in the serial number of the archive.

B) file number: file number shall be prepared according to 5.4.2-5.4.3.

C) document number: the text size of the document. If you don't have a text number, you don't have to identify it.

D) responsible person: the organization or individual producing and distributing the document, that is, the issuing authority or the signer of the document.

E) title: document title. If there is no title, the title is not standard, or the title does not reflect the main content of the document and is not convenient to retrieve, the title shall be all or part of the self-designed title, with the brackets "[]" added to the self-designed content.

F) date: the date of formation of the document is marked by the international standard date notation, such as 19990909.

G) confidentiality level: the confidentiality level of the document shall be filled in according to the actual marking situation of the document. If there is no secret level, no identification.

H) pages: total pages per archive. The page with text in the file is one page.

I) remarks: information to be explained in the notes.

5.5.3 archive catalogue is recommended to be generated by the system or compiled by using spreadsheet. Table of contents is A4 format, and the page should be set horizontally (see appendix B, figure B1).

5.5.4 the catalogue of archived documents should be printed and bound into a book in addition to the electronic version. For bound archival files, cover should be prepared (see appendix B figure B2). The cover shall set the whole lot number, whole lot name, year, storage period and organization (problem), among which the whole lot name is the name of the establishment unit, and the full name or standardized abbreviation shall be used when filling in. Catalogs of archived documents may be bound annually or annually for different periods of time.

6. Repair, bind, page, box and arrange paper archives

6.1 modification

6.1.1 before the binding of archiving documents, the documents that do not meet the requirements shall be modified.

6.1.2 damaged archives should be repaired according to DA/T 25-2000; If the handwriting is blurred or prone to degeneration, it shall be reproduced.

6.1.3 the archiving documents shall be removed from the metal or plastic binding supplies that are easy to rust and oxidize according to the storage period.

6.1.4 for the document with too large size, it shall be folded on the premise of not affecting its future use effect.

6.2 binding

6.2.1 archiving documents are generally bound in pieces. The binding of archiving documents should be firm, safe and simple, so that the documents do not damage pages, do not drop pages, do not press words, after binding documents flat, which is conducive to the protection and management of archiving documents. Binding should minimize the impact on the archive itself, the original binding method meets the requirements, should remain unchanged.

6.2.2 the binding method shall be determined according to the storage period of archive documents, and the binding materials shall match the storage period requirements. In order to facilitate management, archive files with the same period should be bound in the same way as far as possible, while those with different periods should be bound in the same way.

6.2.3 materials used for binding shall not contain or produce substances that may damage the archive. Do not use paper clips, pins, dovetail clips, hot melt adhesive, office glue, binding clips, plastic seals and other binding materials for binding.

6.2.4 archive files that are permanently kept should be bound by thread binding. For those with fewer pages, use right-angle binding (see appendix C figure C1, figure C2) or sewing machine edge binding; for those with thicker documents, use "three holes and one line" binding. Archival documents in permanent storage, bound with stainless steel staples or paste, binding materials should meet the needs of long-term preservation of archival documents.

6.2.5 archive files for permanent storage shall not be bound with stainless steel clips or envelopes.

6.2.6 archiving documents that need to be kept regularly and transferred to the comprehensive archives shall be bound in the manner of 6.2.4-6.2.5. The archival documents that are kept regularly and do not need to be handed over to the comprehensive archives can be bound in accordance with 6.2.4, or they can be bound with stainless steel clips or envelopes.

6.3 paging

6.3.1 paper archives should generally compile page Numbers on a piece-by-piece basis.

6.3.2 page Numbers shall be compiled page by page and shall be marked in the upper right corner of the front or upper left corner of the back of the document respectively.

6.3.3 the documents have been printed into volumes and paginated; If the page number to be compiled is the same as the original page number of the document, the original page number may remain unchanged.

6.4 boxes

Pack the files into the box in order, and fill in the items of the box and test preparation form. Archiving documents of different years, institutions (problems) and storage periods cannot be put into the same file box.

6.4.1 file box

6.4.1.1 the name of the whole sect shall be marked on the cover of the file box. The external size of the file box is 310mm×220mm (length × width), and the thickness of the box ridge can be set as 20mm, 30mm, 40mm, 50mm, etc. (see appendix D figure D1).

6.4.1.2 according to the different ways of placement, necessary items such as the whole lot number, annual number, storage period, starting and ending part number and box number shall be set on the box ridge or bottom edge, and options such as organization (problem) can be set (see appendix D, figure D2 and figure D3). Among them, the starting and ending part Numbers of the first and last document in the box should be filled in the upper box and the ending part Numbers should be filled in the lower box. The box number is the sequence number of the file box, which is prepared on the back or bottom edge of the file box according to the entry requirements.

6.4.1.3 file boxes shall be made of acid-free paper.

6.4.2 reference appendix table

After the test preparation form is placed in the box file, the items include the information about the box file, the organizer, the organizer, the inspector, and the inspection date (see appendix E).

A) description of the documents in the box: fill in the defects, modifications, supplements, removal and destruction of the documents in the box.

B) organizer: signature or seal of the person responsible for organizing and filing documents.

C) filing date: completion date of filing.

D) inspector: the signature or seal of the person responsible for checking the filing quality.

E) inspection date: the date of completion of inspection of archiving documents.

6.5 shelf

Keywords： Archival industry standard filing rules