GB/T 31914-2015 English PDF

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GB/T 31914-2015: Guidelines for designing and implementing of electronic records management system
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Basic data

Standard ID: GB/T 31914-2015 (GB/T31914-2015)
Description (Translated English): Guidelines for designing and implementing of electronic records management system
Sector / Industry: National Standard (Recommended)
Classification of Chinese Standard: L73
Classification of International Standard: 35.240.01
Word Count Estimation: 35,359
Date of Issue: 2015-09-11
Date of Implementation: 2016-05-01
Quoted Standard: GB/T 8567; GB 17859; GB/T 18894; GB/T 19487-2004; GB/T 22239; GB/T 22240; GB/T 25058; GB/T 26162.1-2010; GB/T 26163.1-2010; GB/T 29194-2012; DA/T 38-2008; DA/T 46-2009; DA/T 47-2009; ISO/TR 26122-2008
Regulation (derived from): National Standard Announcement 2015 No.25
Issuing agency(ies): General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China, Standardization Administration of the People's Republic of China
Summary: This Standard specifies the electronic document management system (Electronic Records Management System, ERMS) construction process, methods and requirements. This Standard applies to organs to implement ERMS, groups, enterprises, institutions and other social organizations (hereinafter referred to as institutions), as well as the institutions ERMS service consulting, development and implementation units, its design, implementation, and evaluation of the use of ERMS offer methods and specific guidance, but also for the relevant authorities, with reference to research and teaching institutions.

GB/T 31914-2015: Guidelines for designing and implementing of electronic records management system

---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.
(Electronic Document Management System Construction Guide) ICS 35.240.01 L73 National Standards of People's Republic of China Electronic Document Management System Guide Issued on. 2015-09-11 2016-05-01 implementation Administration of Quality Supervision, Inspection and Quarantine of People's Republic of China Standardization Administration of China released

Table of Contents

Introduction Ⅴ Introduction Ⅵ 1 Scope 1 2 Normative references 1 3 Terms and definitions 4 General 2 Role 4.1 ERMS 2 4.2 System construction principles 3 4.2.1 demand-driven business principles 3 4.2.2 Standardization Principle 3 4.2.3 Principle 3 user participation 4.2.4 Openness Principle 3 4.2.5 Flexibility Principle 3 4.2.6 Scalability Principle 3 4.2.7 Cohesion Principle 3 4.2.8 Security Principle 4 4.3 System Construction Process 4 4.3.1 Overview 4 4.3.2 System Planning 4 4.3.3 System Analysis 4 4.3.4 System 5 4.3.5 System Example 5 4.3.6 System Maintenance 5 4.3.7 System Update 5 Construction Guarantee 4.4 5 4.4.1 Overview 5 4.4.2 Project Management 5 4.4.3 Organizations 6 4.4.4 Training 6 5 Feasibility Study 6 5.1 Preliminary investigations 6 5.1.1 The purpose of the survey 6 5.1.2 The survey 6 5.1.3 Survey Methods 7 5.1.4 review and use findings 7 5.2 Positioning System 7 5.2.1 managed object 7 5.2.2 scope 8 5.2.3 implementation 8 5.2.3.1 ERMS development mode 8 5.2.3.2 ERMS relationship with business systems 8 5.2.3.3 ERMS system and the long-term preservation of electronic documents the relationship between the 9 5.2.3.4 interagency ERMS deployment model 9 6 10 Business Analysis Objective 6.1 Business Analysis 10 Method 10 6.2 Business Analysis 6.2.1 Summary of Method 10 6.2.2 Analysis Hierarchy Process 10 6.2.3 sequence analysis 11 7 Specification 11 7.1 Practice 11 7.1.1 File Classification Scheme 11 7.1.2 File Retention and Disposal Table 13 7.1.3 Metadata Scheme 14 7.1.4 The use of information provisions 14 7.1.5 Electronic Document Title 14 specification fiction 7.1.6 Electronic Document Number Rule 15 7.2 Technical Specifications 15 8 document management needs analysis 15 8.1 Role and operating authority 15 8.2 capture registration demand 15 8.2.1 conceptual understanding 15 8.2.2 capture object 16 8.2.3 capture body 16 8.2.4 Capture mode 16 8.2.5 Metadata capture 17 8.3 classification organizations demand 17 8.3.1 conceptual understanding 17 8.3.2 Classification tissue body 17 8.3.3 Configuration classification scheme 18 8.3.4 document collation mode 18 8.3.5 Docket Management 18 18 8.3.6 Category Management 8.3.7 Information Organization 19 8.4 Identification disposal needs 19 8.4.1 conceptual understanding 19 8.4.2 Identification of body disposal 19 8.4.3 Identification Information 19 8.4.4 Disposal behavior triggering and recording 19 8.4.5 Disposal handed behavior --- 20 8.4.6 Disposal of behavior --- destruction 20 8.4.7 Disposal of behavior --- the surviving 21 8.5 storage storage needs 21 8.5.1 conceptual understanding 21 8.5.2 storage device 21 8.5.3 storage format 21 8.5.4 Storage Management 22 8.6 Retrieval utilization requirements 22 8.6.1 conceptual understanding 22 8.6.2 Scope and retrieve objects 22 22 8.6.3 Search strategy 8.6.4 Use 22 8.6.5 The results showed that 23 printing 8.7 security management needs 23 8.7.1 conceptual understanding 23 8.7.2 the implementation of protection and classification level protection system 23 8.7.3 application authentication technology 23 8.7.4 Audit Trail Management 23 9 24 System Implementation 9.1 preparation of the implementation 24 9.2 ERMS implementation methods 24 24 9.2.1 Alternative Methods 9.2.2 Methods 24 9.3 Software Configuration 25 9.3.1 Configuration management practices 25 9.3.2 System Default function setting 25 9.3.3 Availability configuration 25 9.4 System Test 25 9.5 System Migration 25 10 Organizations 26 10.1 ERMS project team set up 26 10.2 obtained institutions ERMS building broad support 26 10.2.1 obtain management support 26 10.2.2 to enhance awareness of the relevant personnel ERMS 26 10.2.3 and users to establish ongoing communication channels 26 10.2.4 Monitoring and review of ERMS implementation effect 27 10.2.5 electronic document management into performance appraisal of personnel 27 10.3 timely conduct organizational change 27 Training 11 27 11.1 27 high-end training 27 11.2 System training 11.3 User Training 27 References 29

Foreword

This standard was drafted in accordance with GB/T 1.1-2009 given rules. This standard is proposed and managed by the State Encryption Administration. This standard was drafted. Country Electronic Document Management Ministerial Joint Office of Information Resource Management, Renmin University of China. The main drafters of this standard. M Liu Yue, Qian Yi, Yao Siyuan, Malin Qing, Tan Xiaoyu, Zhang, Cheng master, Liu Fang, Zhang Xibo.

Introduction

Electronic documents (ElectronicRecords) refers to agencies, organizations, enterprises and other organizations in the course of official business, by scoring Computers and other electronic devices are formed, handling, transport and storage of text, graphics, images, audio, video and other forms of information recording. Electronic document Management member, will eventually rely on computer systems as the center of an integrated approach to system. In the life cycle of electronic documents, electronic document management system EC (ElectronicRecordsManagementSystem, ERMS) has an important role, it is responsible for the business generated electronic documents Electronic document capture system, perform maintenance, use, disposal, and will have the value of the transfer of long-term preservation of electronic documents for long-term retention of electronic documents Memory system. Effectiveness of electronic document management system depends largely on the quality and user application software system construction unit level. To enhance the commercial off the shelf Quality products (COTS), and guide the development of application software, the end of 2012, the National Standardization Management Committee issued a GB/T 29194-2012 "Electronic Document Management System General functional requirements." Guidance for the implementation of electronic document management system in user units and maintain electronic business with Certificate, strengthen its operational activities information support, comprehensive protection of information assets, formulated standards bodies. Electronic Document Management System Guide

1 Scope

This standard specifies the process of electronic document management system (ElectronicRecordsManagementSystem, ERMS) construction, Methods and requirements. This standard applies to organs to implement ERMS, groups, enterprises, institutions and other social organizations (hereinafter referred to as institutions), as well as the ERMS service agencies to provide consulting, development and implementation units, its design, implementation, and evaluation of the use of ERMS provides methods and specific means Guides are also available for the relevant authorities, research and teaching institutions by reference.

2 Normative references

The following documents for the application of this document is essential. For dated references, only the dated version suitable for use herein Member. For undated references, the latest edition (including any amendments) applies to this document. GB/T 8567 computer software documentation GB 17859 computer information system security protection classification criterion GB/T 18894 electronic document filing and management practices GB/T 19487-2004 e-government business process design method general specification GB/T 22239 information security technology information system security protection essential requirements GB/T 22240 information security technology information system security protection rating guide GB/T 25058 information security technology information system security level of protection Implementation Guide GB/T 26162.1-2010 Information and Document Document management - Part 1. General GB/T 26163.1-2010 Information and Documentation file metadata document management processes - Part 1. Principles GB/T 29194-2012 Electronic Document Management System General functional requirements DA/T 38-2008 electronic filing disc technology requirements and application specifications DA/T 46-2009 instruments electronic file metadata scheme DA/T 47-2009 layout long-term preservation of electronic documents format requirements ISO /T R26122.2008 Information and documentation work process analysis for file management

3 Terms and Definitions

GB/T 29194-2012 define the following terms and definitions apply to this document. For ease of use, repeat the following list GB/T 29194-2012 some terms and definitions. 3.1 Electronic document electronicrecords Computer and other electronic devices are formed, handling, transport and storage of text, graphics, images, audio, video and other forms of documents. [GB/T 29194-2012, 3.2 Definition] 3.2 Electronic Document Management System electronicrecordsmanagementsystem Organs, organizations, enterprises and other organizations for the recognition of electronic documents, capture, storage, maintenance, use and disposal, etc. tube ......

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