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Delivery: <= 6 days. True-PDF full-copy in English will be manually translated and delivered via email. GB/T 41207-2025: Information and documentation - Management systems for records - Guidelines for implementation Status: Valid GB/T 41207: Historical versions
Basic dataStandard ID: GB/T 41207-2025 (GB/T41207-2025)Description (Translated English): Information and documentation - Management systems for records - Guidelines for implementation Sector / Industry: National Standard (Recommended) Classification of Chinese Standard: A14 Classification of International Standard: 35.040 Word Count Estimation: 38,340 Date of Issue: 2025-08-01 Date of Implementation: 2026-02-01 Older Standard (superseded by this standard): GB/T 41207-2021 Issuing agency(ies): State Administration for Market Regulation, Standardization Administration of China GB/T 41207-2025: Information and documentation - Management systems for records - Guidelines for implementation---This is an excerpt. Full copy of true-PDF in English version (including equations, symbols, images, flow-chart, tables, and figures etc.), auto-downloaded/delivered in 9 seconds, can be purchased online: https://www.ChineseStandard.net/PDF.aspx/GBT41207-2025 ICS 35.040 CCSA14 National Standard of the People's Republic of China Replaces GB/T 41207-2021 Information and Document (Archives) Management System Implementation Guide (ISO 30302.2022,MOD) Released on August 1, 2025 Implementation on February 1, 2026 State Administration for Market Regulation The National Standardization Administration issued Table of ContentsPreface III Introduction V 1 Scope 1 2 Normative references 1 3 Terms and Definitions 1 4 Organizational Environment 1 4.1 Understanding the organization and its environment 1 4.2 Understanding the needs and expectations of stakeholders 4 4.3 Determining the scope of MSR 5 4.4 Document Management System 6 5 Leadership 6 5.1 Leadership and Commitment 6 5.2 Guideline 7 5.3 Organizational positions, responsibilities and authorities 8 6 Planning 9 6.1 Measures to address risks and opportunities 9 6.2 Document management objectives and implementation plan 11 7 support 12 7.1 Resources 12 7.2 Capabilities 12 7.3 Consciousness 13 7.4 Communication 14 7.5 Evidential Information 15 8 Run 18 8.1 Operational Planning and Control 18 8.2 Determine the documents to be formed 19 8.3 Design and implementation of documentation processes, document control, and documentation systems 19 9 Performance Evaluation 21 9.1 Monitoring, measurement, analysis and evaluation 21 9.2 Internal Audit 22 9.3 Management Review 23 10 Improvement 24 10.1 Non-conformities and Corrective Actions 24 10.2 Continuous Improvement 25 Appendix A (Informative) Implementation examples of the requirements of Appendix A of GB/T 34112-2022 26 Reference 30 Preface 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. This document is consistent with the "Information and Documentation (Archives) Management System Requirements" and the "Information and Documentation (Archives) Management System Basics". Fundamentals and Terminology together constitute a series of national standards supporting document management. This document replaces GB/T 41207-2021 "Information and Documentation (Archives) Management System Implementation Guidelines" and GB/T 41207- Compared with 2021, in addition to structural adjustments and editorial changes, the main technical changes are as follows. ---Changed the content of "Organizational Environment" and subdivided it into "Understanding the Organization and Its Environment", "Understanding the Needs and Expectations of Stakeholders", and "Determining Scope of the MSR” and “Document Management System” (see Chapter 4, Chapter 4 of the 2021 edition); --- Changed the content of "Leadership and Commitment" and added the content of top management leadership and commitment (see 5.1, 5.1 of the 2021 edition); --- Changed the content of "Organizational positions, responsibilities and authorities" and added the content of the responsibilities and authorities of the top management (see 5.3, 5.3.1, 5.3.2, and 5.3.3 of the 2021 edition); --- Changed the content of "Document Management Objectives and Implementation Plan" and added document management objective input elements (see 6.2, 2021 edition) 6.2); --- Added the content of "formation and update" in "certificate information" (see 7.5.2); --- Changed the content of "Operation Plan and Control", "Content of Operation Plan and Control", "Determine the Formed Documents", "Document Processing" and other related documents. Specific management content of "design and implementation of procedures, document control and documentation systems" (see 8.1, 8.2 and 8.3, 8.1 of the 2021 edition); --- Changed the content of "Performance Evaluation" (see Chapter 9, Chapter 9 of the 2021 edition); --- Deleted the content of "evaluation of the performance of the document process and document system, and the effectiveness of the document management system" (see 9.1.2 of the 2021 edition); --- Changed “content system audit” to “internal audit” and changed the content (see 9.2, 9.2 of the 2021 edition); ---Changed the content of "Management Review", deleted the input information of Management Review, changed the method and improvement of MSR Management Review Aspects (see 9.3, 9.3 of the 2021 edition); --- Changed the content of "Non-conformities and Corrective Actions" and deleted some output results (see 10.1, 10.1 of the 2021 edition). This document is modified to adopt ISO 30302.2022 “Guidelines for the implementation of information and documentation management systems”. Compared with ISO 30302.2022, this document has the following structural adjustments. ---ISO 30302.2022 4.1.1 is subdivided into 4.1.1.1~4.1.1.6, 4.1.2 is subdivided into 4.1.2.1~4.1.2.7, 4.2 is subdivided into 4.2.1~4.2.4, 4.3 is subdivided into 4.3.1 and 4.3.2, and 4.4 is subdivided into 4.4.1 and 4.4.2; --- In ISO 30302.2022, 5.1 is subdivided into 5.1.1 and 5.1.2, 5.2 is subdivided into 5.2.1 to 5.2.6, and 5.3 is subdivided into 5.3.1 to 5.3.3; --- ISO 30302.2022, 6.1 is subdivided into 6.1.1~6.1.3, 6.2 is subdivided into 6.2.1~6.2.4; --- ISO 30302.2022 7.1 is subdivided into 7.1.1, 7.1.2, 7.2 is subdivided into 7.2.1~7.2.6, 7.3 is subdivided into 7.3.1, 7.3.2, 7.4 is subdivided into 7.4.1~7.4.4, 7.5.1 is subdivided into 7.5.1.1, 7.5.1.2, 7.5.3 is subdivided into 7.5.3.1, 7.5.3.2; --- In ISO 30302.2022, 8.1 is subdivided into 8.1.1 and 8.1.2, 8.2 is subdivided into 8.2.1 and 8.2.2, and 8.3 is subdivided into 8.3.1 and 8.3.2; --- In ISO 30302.2022, 9.1 is subdivided into 9.1.1 to 9.1.5, 9.2 is subdivided into 9.2.1 to 9.2.3, and 9.3 is subdivided into 9.3.1 to 9.3.5; --- In ISO 30302.2022, 10.1 is subdivided into 10.1.1 to 10.1.5, and 10.2 is subdivided into 10.2.1 to 10.2.3. The technical differences between this document and ISO 30302.2022 and their reasons are as follows. --- Replaced ISO 30301 with the normative reference GB/T 34112-2022 to adapt to my country's technical conditions (see Chapter 1, Chapter 3, 4.1, 4.2, 4.3, 4.4, 5.1, 5.2, 5.3, 6.1, 6.2, 7.2, 7.5, 8.1, 8.2, 8.3, 9.1, 9.2, 9.3, 10.1, Appendix A); --- ISO 30300 has been replaced by the normative reference GB/T 34110 to adapt to my country's technical conditions (see Chapter 3); --- Deleted 4.1.2 "General regulations and case law" in ISO 30302.2022 "A range of laws on major issues specific to the organization" The content of "precedents" should be adapted to my country's technical conditions. The following editorial changes have been made to this document. --- In order to coordinate with the existing standard system, the name of the standard is changed to "Guidelines for the Implementation of Information and Document (Archives) Management System"; --- Incorporates the amendments to ISO 30302.2022/Amd1.2025.The outer margins of the clauses involved are indicated by vertical Double lines (‖) are marked; --- Replaced ISO 15489-1 (see 4.1.2.1) and GB/T 19000-2016 with the informative reference GB/T 26162-2021 ISO 9001 has been replaced, GB/T 24001-2016 has replaced ISO 14001 (see 4.3.1), GB/T 22080-2016 has replaced ISO /IEC 27001 (see 4.3.1, 8.3.1), GB/T 27921-2023 replaced IEC 31010 (see 6.1.3), GB /Z 32002-2015 replaced ISO /T R26122 (see 8.2.1), GB/T 34840.1-2017 replaced ISO 16175-1 (see 8.3.1) and GB/T 19011-2021 replaced ISO 19011 (see 9.2.1) to adapt to my country's technology condition; --- Changed the example of “legal experts with diverse legal knowledge” in 4.2 of ISO 30302.2022 to “legal experts with diverse legal knowledge” and “legal experts with diverse legal knowledge” in multiple jurisdictions. This is particularly important in organizations that have already developed technologies to adapt to my country's technical conditions. --- Changed 8.3 of ISO 30302.2022 to read. "For example, in some jurisdictions, common metadata schemes are essential for public sector The organization is mandatory" (see 8.3) to adapt to the technical conditions of our country. Please note that some of the contents of this document may involve patents. The issuing organization of this document does not assume the responsibility for identifying patents. This document is proposed and coordinated by the National Technical Committee for Information and Documentation Standardization (SAC/TC4). This document was drafted by. Tianjin Normal University, Renmin University of China, State Archives Administration, Shanghai Aircraft Corporation of China, Ltd. Design Institute, State Grid Tianjin Electric Power Company, Suzhou Industrial Park Archives Management Center, and Tianjin Standardization Research Institute. The main drafters of this document are. Bai Wenlin, An Xiaomi, Cai Yingfang, Nie Manying, He Rui, Wang Muliang, Song Hui, Liu Tingting, Jixiang, Luo Yawen, Shi Mengmeng, Wang Wenwen, Shen Rong, Zhao Meihuan, and Hu Jufang. The previous versions of this document and the documents it replaces are as follows. ---First published in 2021 as GB/T 41207-2021; ---This is the first revision.introductionThis document is intended to help users implement the document management system requirements set out in GB/T 34112-2022. Specifies the records management system an organization needs to create and control information as evidence and assets. The term "document" in this document is equivalent to the document of an agency or organization in the Chinese context. and archives. This document aims to provide practical guidance for an organization to implement MSR in accordance with GB/T 34112-2022.The document covers the establishment and maintenance of The necessary contents of the MSR are to be protected, but the requirements specified in GB/T 34112-2022 are neither modified nor reduced. An activity or the recording of an activity is considered mandatory only when it is explicitly required by 2022. The implementation of MSR is usually carried out as a project. Whether there is a system or procedure in place and its management needs to be reviewed and MSR can be implemented by organizations that are either undergoing renovation or planning for the first time to implement a systematic and verifiable approach to document creation and control. The practical guidance proposed in this document can be applied to both situations. In some cases, MSR may be a way to deal with legal or technical uncertainty. Ideal choice. Before deciding to implement MSR, organizations need to conduct a preliminary assessment of existing files and documentation systems and identify the risks and potential risks that need to be addressed. For example, implementing MSR can be a risk mitigation measure for major IT platform changes or outsourcing high-risk Alternatively, MSR can provide a standardized management framework for major improvements, such as integrating document processes with specific business processes, Strengthen document control and management in online business transactions or social media business use, etc. The use of this document requires flexibility, depending on the size, nature, complexity, and implemented systems of an organization. The maturity of MSR. The environment and complexity of each organization are unique, and the requirements of the organization for a specific environment will also affect the implementation of MSR. Small organizations can simplify the measures described in this document, while large or complex organizations may need a tiered management system to Effectively implement and manage the measures in this document. The guidance structure of this document is consistent with GB/T 34112-2022, and describes the measures taken to meet the requirements of GB/T 34112-2022. measures taken and how these measures are recorded. Chapter 4 covers how to conduct the environmental analysis required to implement the MSR. Through this analysis, the scope of the MSR is defined and the implementation The relationship between MSR implementation and other management systems. Chapter 5 explains leadership and how to gain top management commitment. This commitment is achieved through documented policies, responsibilities, and authorities. Match to reflect. Chapter 6 covers the planning of MSR implementation and the establishment of document management objectives. These tasks need to be based on high-level risk analysis, environmental analysis, (see Chapter 4) and available resources (see Chapter 7). Chapter 7 outlines the support needed for MSR, such as resources, capabilities, awareness, communication, and supporting information. Clause 8 deals with defining, reviewing, and planning the operational aspects. It includes the analysis of the documents to be produced (see 8.2) and It is based on the environmental requirements and scope (see Chapter 4) and is based on the documented policy (see 5.2), risk management, and the design and implementation of risk management processes, controls, and systems. The risk analysis (see 6.1) and the required resources (see 6.1) are used as the basis to meet the records management objectives (see 6.2) in the implementation of the plan. It explains how to implement the requirements in Appendix A of GB/T 34112-2022. Chapters 9 and 10 deal with performance evaluation and improvement against the plans, objectives and requirements defined in GB/T 34112-2022. For each clause in Chapter 4 to Chapter 10 of GB/T 34112-2022, this document provides the following. --- Activities required to meet the requirements of GB/T 34112-2022.These activities can be performed in sequence, but some activities need to be performed at the same time Step execution; ---Inputs of activities. These are the starting points for carrying out activities and may be the output of previous activities; --- Outputs of activities. These are the results or deliverables produced after the activities are carried out, with special mention of the mandatory evidence after the activities are carried out Sexual information. The concepts on how to design the operational documentation process are based on the principles established in GB/T 26162-2021. The primary tools for monitoring and improving documented processes, controls and systems can be used in conjunction with this document to implement the detailed operational elements of the MSR. Organizations that have implemented GB/T 26162-2021 can use this document to develop a system for managing MSR under a systematic and verifiable approach. Infrastructure for managing documents. Information and Document (Archives) Management System Implementation Guide1 ScopeThis document provides guidance on the implementation of MSR in accordance with GB/T 34112-2022.This document is used in conjunction with GB/T 34112-2022. It describes the activities required to design, implement, and monitor MSR. This document is suitable for any organization implementing MSR or for use across organizations of all types (e.g., businesses, government agencies, non-profit This document is intended for use by those responsible for leading the implementation and maintenance of the MSR and can also assist top management in organizing Make decisions within the organization regarding the establishment, scope and implementation of a records management system.2 Normative referencesThe contents of the following documents constitute the essential clauses of this document through normative references in this document. For referenced documents without a date, only the version corresponding to that date applies to this document; for referenced documents without a date, the latest version (including all amendments) applies to This document. GB/T 34110 Information and Document (Archives) Management Core Concepts and Terms (GB/T 34110-2025, ISO 30300. 2020, IDT) GB/T 34112-2022 Information and documentation (archives) management system requirements (ISO 30301.2019, IDT)3 Terms and DefinitionsThe terms and definitions defined in GB/T 34110 and GB/T 34112-2022 apply to this document. The URLs for terminology databases used for standardization maintained by ISO and IEC are as follows.4 Organizational Environment4.1 Understanding the organization and its environment 4.1.1 General 4.1.1.1 The Relationship between Organizational Environment and MSR and Key Analysis Points The organizational context should determine and drive the implementation and improvement of MSR. This chapter aims to ensure that the organization fully considers its environment when implementing MSR. The first part of the analysis is to identify the internal and external issues related to the MSR objectives and how these issues affect the organization's implementation. Specifically, the analysis includes an assessment of whether climate change is a relevant issue for the records management system. Environmental analysis can be used to define the scope of the MSR (see 4.3). However, if top management uses the scope of the MSR as a starting point, If the scope of the environmental analysis is determined before the environmental issues are identified, the scope of the environmental analysis will also be determined by the scope of the MSR. Environmental information should be obtained from reliable sources that are accurate, current, and complete. 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