GB/T 42107-2022 English PDF

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GB/T 42107-2022: Specification on documents archiving and records management of national science and technology major project
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Basic data

Standard ID: GB/T 42107-2022 (GB/T42107-2022)
Description (Translated English): Specification on documents archiving and records management of national science and technology major project
Sector / Industry: National Standard (Recommended)
Classification of Chinese Standard: A14
Classification of International Standard: 01.140.20
Word Count Estimation: 38,378
Date of Issue: 2022-12-30
Date of Implementation: 2023-07-01
Issuing agency(ies): State Administration for Market Regulation, China National Standardization Administration

GB/T 42107-2022: Specification on documents archiving and records management of national science and technology major project

---This is a DRAFT version for illustration, not a final translation. Full copy of true-PDF in English version (including equations, symbols, images, flow-chart, tables, and figures etc.) will be manually/carefully translated upon your order.
ICS 01.140.20 CCSA14 National Standards of People's Republic of China Archiving and archiving of major national science and technology special projects management practices Posted on 2022-12-30 2023-07-01 implementation State Administration for Market Regulation Released by the National Standardization Management Committee

table of contents

Preface III Introduction IV 1 Scope 1 2 Normative references 1 3 Terms and Definitions 1 4 Basic Requirements 3 5 Management levels and management responsibilities4 5.1 Management level 4 5.2 Management Responsibilities 4 6 Archiving scope of major special documents5 6.1 Document archiving scope 5 6.2 Archiving scope of electronic documents and their metadata 6 7 Collection of major special documents 6 7.1 Classification 6 7.2 Collection requirements and scope 6 7.3 Review or identification of documents6 8 Collation of major special documents 7 8.1 Finishing unit 7 8.2 Organize paper documents 7 8.3 Electronic file organization 10 8.4 Organize other carrier files 11 9 Archiving and cataloging of major projects 11 9.1 Basic requirements for archiving 11 9.2 Quality requirements for archived documents 11 9.3 Archive time 12 9.4 Archives cataloging 12 10 Major special file storage 13 10.1 Storage requirements 13 10.2 Storage environment 13 10.3 Inspection and maintenance 13 11 File identification and review 14 12 Acceptance of major special files 14 12.1 Acceptance requirements for major special files 14 12.2 Acceptance conditions for major special projects 14 12.3 Acceptance content of major special files 14 12.4 Major special project (project) file acceptance process 15 13 Transfer of major special files15 13.1 Handover requirements 15 13.2 Handover procedures 15 14 Utilization and development of major special archives 15 14.1 File Utilization 15 14.2 Archive development 16 Appendix A (Normative) Archiving Scope of Major Special Documents Table 17 Appendix B (Normative) Document category number rules 22 Appendix C (Normative) Table format for organizing major special documents 23 Appendix D (Normative) Table format for major special file management 27 Appendix E (Informative) List of major special archives handover and archives summary table 29 Reference 31

foreword

This document is in accordance with the provisions of GB/T 1.1-2020 "Guidelines for Standardization Work Part 1.Structure and Drafting Rules for Standardization Documents" drafting. Please note that some contents of this document may refer to patents. The issuing agency of this document assumes no responsibility for identifying patents. This document is proposed and managed by the National Information and Documentation Standardization Technical Committee (SAC/TC4). This document was drafted by. Ministry of Science and Technology of the People's Republic of China, Institute of Scientific and Technological Information of China, State Archives Administration, Chinese Academy of Sciences Documentation and Information Center, China Nuclear Strategic Planning Research Institute Co., Ltd. The main drafters of this document. Zeng Jianxun, Ding Desheng, Cui Wenjian, Li Xiao, Tu Yueming, Qiao Shurong, Zeng Weiwei.

Introduction

On November 10,.2017, the Ministry of Science and Technology issued relevant measures for the management of archives of major national science and technology projects (civil population), clarifying the "Unified leadership and hierarchical management" is implemented for large and special archives, and three levels of storage scope are proposed and compiled, which strengthens the management of national science and technology major special archives. Normative requirements such as sorting, archiving, and storage make it clear that the acceptance of archives is a necessary prerequisite for the acceptance of major special projects (subjects). Self-promulgated Since the release, major special project management agencies at all levels have supervised and implemented the collection, filing, storage and transfer of major special project files in accordance with the regulations. In order to promote the standardized management of major special files management, long-term preservation and efficient use. In the process of formulating this document, the compilation team conducted an in-depth investigation and research on the status quo of archives management of major scientific and technological projects in my country over the past ten years, and concluded Based on the experience and achievements of my country's scientific research project archives management, on the basis of referring to international, national and industry archives file management series standards Above all, combined with the national science and technology major projects, according to the actual needs and management characteristics of archives management, the major special documents are classified, and the major special projects are compiled. The category number of special documents forms the minimum set of archiving ranges for major special archiving, and makes a list of the scope of archiving files at each level. Require. Considering the major projects themselves and their management characteristics, the classification of this document is not completely in accordance with the relevant standards. First, from the perspective of management levels and documents Object-oriented classification can be divided into two categories. comprehensive documents and project documents. Comprehensive documents mainly refer to the level of major national projects or Documents at a specific level, such documents cannot be included in a specific project, such as special annual reports/summaries, etc.; project documents mainly If it is specific task-oriented, the content is directly related to the project, including project management documents, technical documents and financial documents, such as project approval approval. Documents, expert review opinions on projects, etc. Second, according to the nature of the content of the documents, they are mainly divided into technical documents, management documents and financial documents. Technical documents mainly refer to documents that can directly reflect research content or technical content, such as technical reports, drawings, etc.; management documents mainly It is a document produced during the management process of major special projects at all levels (major special projects and project management), such as annual guidelines, expert acceptance and review opinions, etc. See, acceptance conclusion, etc.; financial documents are documents related to financial management, not limited to accounting documents, but also include appropriation certificates for the entire project Statement, financial report, audit report, budget adjustment application approval and other documents. Archiving and archiving of major national science and technology special projects management practices

1 Scope

This document puts forward the basic requirements and methods for archiving and archives management of major national science and technology special projects, and stipulates the The archiving scope and quality requirements of the project documents, as well as the entire process of document formation, collection, arrangement, identification, archiving and storage, transfer, utilization and disposal, etc. program management requirements. This document is applicable to the collation, filing and file management of various types of documents for major national science and technology projects. Other Central Finance Science and Technology Programs (Special projects, funds, etc.) project (subject) document collation, filing and file management can be implemented by reference.

2 Normative references

The contents of the following documents constitute the essential provisions of this document through normative references in the text. Among them, dated references For documents, only the version corresponding to the date is applicable to this document; for undated reference documents, the latest version (including all amendments) is applicable to this document. GB/T 7156 Document Confidentiality Level Code and Identification GB/T 10609.3 Folding method of reproduction drawing of technical drawing GB/T 11821 Photo file management specification GB/T 11822 General Requirements for File Composition of Science and Technology Archives GB/T 18894 Specifications for Electronic Document Filing and Electronic Archives Management DA/T 13 File Number Compilation Rules DA/T 15 Specifications for Management and Protection of Magnet Carrier Archives DA/T 22 Rules for filing archives DA/T 32 Official e-mail filing and management rules DA/T 18 Archives Description Rules DA/T 50 Digital Photo Archiving and Management Specifications JGJ25 Code for architectural design of archives

3 Terms and Definitions

The following terms and definitions apply to this document. 3.1 In order to achieve national goals, through core technology breakthroughs and resource integration, major strategic products and key common technologies completed within a certain time limit technology and major projects. Note. Hereinafter referred to as "major special projects". The major special project management stage includes the planning stage, the declaration and approval stage, the process management stage and the completion and acceptance stage. ......

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