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Basic dataStandard ID: HJ 8.2-2020 (HJ8.2-2020)Description (Translated English): (Environmental protection archives management specifications) Sector / Industry: Environmental Protection Industry Standard Classification of Chinese Standard: Z01%A14 Classification of International Standard: Z01; A14 Word Count Estimation: 17,129 Date of Issue: 2020 Date of Implementation: 2020-04-01 Issuing agency(ies): Ministry of Ecology and Environment HJ 8.2-2020: (Environmental protection archives management specifications)---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.(Environmental protection archives management specifications) National Environmental Protection Standard of the People's Republic of China Ecological Environment Archives Management Specifications Ecological environment monitoring Specification for Management of ecological and environmental archives ecological and environmental monitoring 2020-01-10 released 2020-04-01 implementation Released by the Ministry of Ecology and Environment Replaces HJ/T 8.2-94 ContentsForeword ... ii 1 Scope ... 1 2 Normative references ... 1 3 Terms and definitions ... 1 4 Basic requirements ... 1 5 Formation and accumulation of documentation ... 2 6 Filing of document materials ... 2 7 Organizing documents ... 3 8 File storage and identification ... 4 9 Development and use of archives ... 5 Appendix A (Normative Appendix) Filed Scope and Storage Schedule of Ecological Environmental Monitoring Documents ... 6 Appendix B (Normative Appendix) List of Archives for Handover of Ecological Environmental Monitoring Documents ... 10 Appendix C (Normative Appendix) File Cataloging Style ... 11ForewordIn order to implement the "Archive Law of the People's Republic of China", "Environmental Protection Law of the People's Republic of China" Measures "to strengthen the scientific management of ecological environment monitoring files, standardize the work of ecological environment monitoring files, Measure the role of archives in the management of various ecological environments, better serve the cause of ecological environmental protection, and formulate this standard. This standard specifies the formation, The general methods for accumulating, organizing, archiving, and maintaining and identifying, developing, and utilizing ecological environment monitoring files are ecological environments The basis of monitoring agency (department) file management work. This standard is an amendment to "Environmental Monitoring of Environmental Protection Archives Management Specifications" (HJ/T 8.2-94). This is the first revision. The main contents of the amendment are as follows. -Added terms, definitions, normative references, and file cataloging styles; -Supplemented and improved the archiving scope and arrangement method of ecological environment monitoring documents, and the procedures for file identification and destruction; -Removed the charging clauses for environmental monitoring archives and appendixes that are not directly related to environmental monitoring archives management. Appendix A, Appendix B and Appendix C of this standard are normative appendices. This standard is formulated by the General Office of the Ministry of Ecology and Environment, and the Department of Regulations and Standards. This standard was drafted. China Environmental Monitoring Station, Jiangsu Environmental Monitoring Center. This standard was approved by the Ministry of Ecology and Environment on January 10, 2020. This standard will be implemented as of April 01, 2020. This standard is explained by the Ministry of Ecology and Environment. Ecological environment archives management standard1 ApplicationThis standard specifies the ecological forms of different forms and carriers with conservation value generated in the work of ecological environment monitoring. Formation, accumulation, sorting, archiving of environmental monitoring documents and storage and identification, development and utilization of ecological environment monitoring files The general method is applicable to the archives management work of the ecological environment monitoring agency (department) under the competent ecological environment department at all levels. The management of other (ecological) environmental monitoring (inspection) and testing agencies (departments) for the management of ecological environment monitoring archives can be implemented with reference to this standard.2 Normative referencesThe content of this standard refers to the clauses in the following documents. For undated references, the valid version applies to this standard. GB/T 11821 Photo archive management specifications GB/T 18894 Specification for Electronic File Filing and Electronic File Management HJ/T 7 China Archives Classification Method HJ/T 9 Detailed description of environmental protection archives DA/T 38 Technical Requirements and Application Specification DA/T 50 Digital Photo Archive and Management Specification Law of the People's Republic of China on Keeping State Secrets (Decree of the President of the People's Republic of China No. 28) "Administrative Measures for Environmental Protection Archives" (formerly National Archives Order of the Ministry of Environmental Protection No. 43)3 terms and definitionsThe following terms and definitions apply to this standard. 3.1 Ecological and environmental monitoring documents Eco-environmental monitoring work, activities, and other forms and vectors of conservation-friendly text, graphics, audiovisual, etc. General term for documentary materials, hereinafter referred to as documentary materials. 3.2 Ecological and environmental monitoring records It has the value for the state, society and units, check and use value, and archive the saved documents.4 Basic requirements4.1 Archives working agency or department in charge of archives work (hereinafter referred to as archives department) Responsible for the centralized and unified management of the unit's files. 4.2 Documents undertaking department (undertaker) shall sort and arrange the documents and materials under the guidance of the unit's archives department to ensure It is real, effective, complete, secure, and usable.5 Formation and accumulation of documentary materials5.1 The formation and accumulation of document materials shall be based on the principle of "who undertakes and who shall be responsible", At the same stage, the organizer (contractor) of the forming materials is responsible for collecting and sorting. If the undertaking department involves 2 or more The office is responsible for collecting and sorting. Archived materials should meet archiving requirements. 5.2 The staff of the archives department shall participate in the work and activities of ecological environment monitoring, and understand the functions and documents of ecological environment monitoring The formation process, supervise, guide, and inspect the contractor (the contractor) to do a good job in the formation, accumulation, arrangement and return of documents Files work.6 Filing of documentation6.1 Archive Scope of Documentation 6.1.1 The following directly record and reflect the ecological environment monitoring work and activities, which have various uses and should be archived and stored And carrier files, records and data are all archived. a) Ecological environment monitoring work plan, plan (plan), summary; b) requirements, plans and assessments of quality assurance for ecological environment monitoring; c) Ecological environmental quality monitoring documents; d) Ecological environment quality report, special report and data; e) Supervisory monitoring management documents; f) Monitoring documents for ecological and environmental emergencies; g) all kinds of special monitoring, commissioned monitoring, consulting service monitoring and other documents; h) Management document materials of ecological environment monitoring network; i) Documents of software system for ecological environment monitoring business; j) other materials that should be archived. 6.1.2 The scope of filing of documents is detailed in Appendix A. 6.2 Filing requirements for documentation 6.2.1 In order to ensure the quality of the dossiers of the ecological and environmental monitoring archives, the archives department needs to verify the authenticity, accuracy, standardization, and system Guide, check on archiving tasks in terms of integrity, integrity, security, effectiveness, availability, etc. 6.2.2 Archived paper documents shall be neatly written, accurate in data, clear in drawings, complete in marking, complete in procedures, and documented. Writing and binding materials meet the requirements of archives protection. 6.2.3 The archived electronic files (including electronic data) shall be in a file that conforms to national standards or can be converted into national standards. File format to meet long-term storage format requirements; archiving of electronic files is carried out in accordance with the relevant provisions of GB/T 18894 and DA/T 38. 6.2.4 The archived electronic files shall be consistent with the paper files, and a search relationship shall be established with the associated paper files. have Electronic documents of important value should be converted into paper documents for archiving at the same time. 6.3 Filing time of documents 6.3.1 The filing of documents and materials shall generally be completed before the end of March of the following year. 6.3.2 Ecological environment quality report, comprehensive or special environmental quality analysis and evaluation report, special report and related data The materials should be archived within 2 months after the work is completed. 6.3.3 Eco-environment monitoring business software system, system use and maintenance manual, etc., within 3 months after acceptance of the software system Archive. 6.4 Number of archived documents Generally, one paper file is filed. The important, frequent use and special needs can be appropriately increased; electronic files Can be archived online or offline, and at least 2 sets of backups stored. 6.5 Filing procedures After all the archived materials have been collected and sorted, the undertaking department (undertaker) will fill in the archive transfer list (see appendix B) After the inspection and acceptance by the archival department and the inventory are correct, handle the transfer procedures. Archived handover lists are stored permanently.7 Documents7.1 Arrangement of documentary materials shall follow the rules of formation of documentary materials, and maintain the organic relationship between the documentary materials in the volume and the complete set of files System. 7.2 When organizing documents and materials, it should generally be divided into different volumes according to different storage periods. The organically related documents and materials cannot be separated and kept. The term is determined according to the maximum storage period of the documents in the volume. 7.3 Document materials Choose "Annual-Problem", "Annual-Regional-Project", "Annual-Industry-" Institution-Project ". 7.4 Cross-year documents are archived at the end of the document year; long-term planning, summary for more than two years, annual report, yearbook and return Custom documents are archived annually. 7.5 Sorting Documents in Volumes 7.5.1 The document materials are sorted according to the time or importance of production, the text is first, and the drawing is last; the text is first, and the attachments are last; The original version comes first, and the final version (including previous revisions of important documents) comes later. The text is first, the minority text is last; the Chinese text is first, and the foreign text is last. 7.5.2 Documents of ecological environment monitoring data are sorted by "project-time" or "time-project". 7.6 The document materials in the volume should be listed in order of part number and page number. Documents in bound files are valid Write the page number in the lower right corner of the writing content page; double-sided document materials are numbered on the lower right corner on the front and the lower left corner on the back. The page numbers all start from 1; in case of non-binding files, the page numbers are written in units of files. The files with existing page numbers can no longer be rewritten. The file number chapter should be stamped one by one in the blank space above the first page of each document. 7.7 Each dossier shall be prepared with the contents of the dossier and fill in the remarks preparation form (the contents of the dossier and the preparation form do not have page numbers). 7.8 See Appendix C for the file cataloging style. 7.8.1 The file catalogue format is shown in Figure C.1 of Appendix C. 7.8.2 The catalog format in the volume is shown in Figure C.2. 7.8.3 The format of the remarks form is shown in Figure C.3 of Appendix C. 7.8.4 When preparing the archives catalogue, the contents and form characteristics of the archives shall be analyzed, selected and recorded for retrieval. With The entries generally include the title and responsible person items, manuscripts and genre items, confidentiality and storage period items, time items, carrier types and forms Status items, technical parameter items, notes and summary items, troubleshooting and numbering items, etc. Eco-environment monitoring archives description is related to HJ/T 9 Provisions are enforced. 7.9 Classification and numbering of files 7.9.1 The number of the eco-environmental monitoring file is composed of a full parcel number, a catalog number (or classification number), and a file number. Examples are as follows. XXXX-XX (SAXX) -XXX File number (order of files) Classification number (classification of ecological environment monitoring files) Catalog number (code of the catalog to which the file belongs) Full number (given by the archives when transferring the archives to the archives) 7.9.2 When sorting, classify according to HJ/T 7 and properly control the category at level 2 ~ 3 to achieve convenient storage and search. the goal of. 7.10 Organizing Photo Files 7.10.1 (paper) Photo files generally include photos, negatives and text descriptions; digital photo files generally include photos Film (including EXIF information) and text description. 7.10.2 For several photos that reflect the same content, a representative and typical group (or one) of them shall be selected Film archives, archived photos should reflect the full picture of the event, with a clear theme and clear (complete) images (images). 7.10.3 The text description of the photo archive shall comprehensively apply factors such as cause, time, place, person, background, photographer, etc. Include the main content reflected in the photos of this group. 7.10.4 The organization of photos shall be based on different reasons, and maintain an organic connection with the content reflected in the photos. Photo Group-Number ". 7.10.5 (paper) photo organization refers to the provisions of GB/T 11821; digital photo organization can refer to the provisions of DA/T 50.8 Storage and identification of files8.1 The preservation and appraisal of ecological environment monitoring archives shall be implemented in accordance with the relevant provisions of the Measures for the Administration of Environmental Protection Archives. 8.2 The ecological environment monitoring archives are classified into permanent and periodic according to the storage period (regularly divided into 30 years and 10 years). See Appendix A for details. 8.3 The management of secret files shall be carried out in accordance with the "People's Republic of China Law on Keeping State Secrets". 8.4 Periodically appraise the monitoring files of the ecological environment of the room, and adjust the files that need to be adjusted for the storage period and the security level. 8.5 Archival appraisal must establish an appraisal working group. The person in charge of the unit in charge of archival work and the person in charge of the office (room) It consists of the heads and personnel of the archives department, the undertaking department, and the security department. Archives identified by archival appraisal team as having no preservation value Case, must prepare appraisal work report and establish file destruction inventory, in duplicate, one for higher authorities for record, one by This unit is kept forever. 8.6 The files to be destroyed must be signed by members of the appraisal working group before they can be destroyed. 8.7 The destruction of the ecological environment monitoring archives shall be organized and implemented by the archives department. Personnel (more than 2 people) conduct on-site supervision and sign the destruction inventory. Failure to perform the appraisal and approval procedures is strictly prohibited. 8.8 If electronic archives and digital copies of archives need to be destroyed, in addition to destroying offline storage media Ensure that electronic archives and digital copies of archives are completely deleted from the system. Electronic archives and digital copies of archives should be kept during destruction Metadata. The electronic file management system shall automatically record the identification and destruction activities in the management process metadata and audit logs. 8.9 The destruction of secret-related archives shall comply with the “Regulations on the Administration of Destruction of State Secret Carriers”.9 Development and use of archives9.1 Take various forms to provide archival information services to users. 9.2 Establish a system of borrowing, keeping, etc. of ecological environment monitoring files, and review, borrow, and copy ecological environment monitoring files. File borrowing and returning procedures should be performed. File users who borrow confidential files should perform corresponding borrowing procedures in accordance with the security level, and file the borrowed files. Responsible for security and confidentiality to ensure file security. 9.3 The files that have been decrypted or made public are provided for use in accordance with relevant regulations.Appendix A(Normative appendix) Eco-environment monitoring documents and materials archive scope, storage schedule Serial number archive range storage period 1 Ecological environment monitoring work plan, planning (plan), summary permanent 2 Requirements, plans and assessments of quality assurance for ecological environment monitoring 2.1 Quality management plan, work points, summary 30 years 2.2 Quality management system documentation 2.2.1 Quality manual, procedure files, technical records, quality records, work instructions, operating procedures for 30 years 2.2.2 List of controlled documents, document changes, issuance, and recovery records for 10 years 2.3 Quality management system review, review review, extended review review materials (laboratory accreditation and measurement certification review Plans, application materials, review reports and related record forms, certificates and certificate attachments) 30 years 2.4 Management documents of ecological environment monitoring quality control technology 2.4.1 Survey materials of ecological environment monitoring quality management technology for 30 years 2.4.2 Assessment and management materials for ecological environment monitoring personnel for 30 years 2.4.3 Eco-environment monitoring technology skills competitions, drills, activities and other materials for 30 years 2.4.4 Non-standard methods and technical specifications (regulations) of ecological environment monitoring for 30 years 2.4.5 Quality system internal audit materials (internal audit plan, meeting sign-in form, meeting records, internal audit inspection record form, internal audit Reports, non-compliance co......Tips & Frequently Asked Questions:Question 1: How long will the true-PDF of HJ 8.2-2020_English be delivered?Answer: Upon your order, we will start to translate HJ 8.2-2020_English as soon as possible, and keep you informed of the progress. 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