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DAT68.2-2020: Specifications on the work of archives service outsourcing - Part 2: Archives digitization service
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Specifications on the work of archives service outsourcing - Part 2: Archives digitization service
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DA/T 68.2-2020
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Basic data | Standard ID | DA/T 68.2-2020 (DA/T68.2-2020) | | Description (Translated English) | Specifications on the work of archives service outsourcing - Part 2: Archives digitization service | | Sector / Industry | Archives Industry Standard (Recommended) | | Classification of Chinese Standard | A14 | | Classification of International Standard | 01.140.20 | | Word Count Estimation | 9,992 | | Date of Issue | 2020-05-18 | | Date of Implementation | 2020-06-01 | | Quoted Standard | GB/T 17242; DA/T 31; DA/T 43; DA/T 62; DA/T 68.1; DA/T 71 | | Issuing agency(ies) | State Archives Administration | | Summary | This standard specifies the work specifications of the contractor, the work specifications of the contractor, and the work specifications of credit evaluation and quality supervision in the outsourcing of archives digital services. This standard is applicable to the outsourcing of archives digitization services carried out by government agencies, enterprises, institutions and other social organizations. This standard applies to archives digital service outsourcing that does not involve state secrets. The outsourcing of archives and microform services can be implemented with reference to this standard. | DAT68.2-2020: Specifications on the work of archives service outsourcing - Part 2: Archives digitization service
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(Archives service outsourcing work specification - Part 2.Archives digitization service)
ICS 01.140.20
A14
People's Republic of China Archives Industry Standard
File Service Outsourcing Work Specification
Part 2.File Digitization Service
2020-05-18 release
2020-06-01 Implementation
Published by the National Archives
Foreword
DA/T 68 "Regulations for Outsourcing of Archives Services" is divided into the following parts.
---Part 1.General Provisions;
---Part 2.File digitization service;
---Part 3.File management consulting services;
---Part 4.File organization service;
---Part 5.File storage services;
---Part 6.File Destruction Service;
This part is part 2 of DA/T 68.
This section was drafted in accordance with the rules given in GB/T 1.1-2009.
This part was proposed and managed by the National Archives Administration.
Drafting units of this section. National Archives Bureau of Economics, China CITIC Group Co., Ltd.
The main drafters of this section. Jiang Yanxi, Yao Weibing, Cai Yingfang, Wang Lei, Shen Chen, Hao Huafeng, Xu Yongjun, Han Chengjie, Yuan Rui, Zhang Jingjing.
File Service Outsourcing Work Specification
Part 2.File Digitization Service
1 Scope
This part of DA/T 68 stipulates the work specifications of the issuer, the work specifications of the contractor, and the credit
Standards for evaluation and quality supervision.
This part is applicable to the outsourcing of archive digitization services carried out by government agencies, enterprises and institutions and other social organizations.
This section applies to the outsourcing of archive digitization services that do not involve state secrets. File microform service outsourcing can refer to this section.
2 Normative references
The following documents are indispensable for the application of this document. For dated reference documents, only the dated version applies to this article
Pieces. For undated references, the latest version (including all amendments) applies to this document.
GB/T 17242 Complaint Handling Guidelines
DA/T 31 Paper File Digitalization Specification
DA/T 43 Technical Specification for Digitalization of Microfilm
DA/T 62 Digital Specification for Audio and Video Archives
DA/T 68.1 File Service Outsourcing Work Specification Part 1.General Provisions
DA/T 71 Technical Specification for Integrated Microform and Digital of Paper Archives
3 Terms and definitions
The following terms and definitions apply to this document.
3.1
File digitization service
The processing and service process of the contractor using computer technology to convert the files of the contracting party from analog signals to digital signals.
Note. The archive digitization service in this section does not include the development or implementation of archive digitization software.
4 Work Specifications of the Employer
4.1 General requirements
The contracting party shall carry out the outsourcing of archive digital services in accordance with the provisions of DA/T 68.1 and adhere to the principles of legality, safety and control.
4.2 Preliminary preparations for contract issuance
4.2.1 Clarify job requirements
4.2.1.1 The contracting party shall determine the file number in accordance with the requirements of DA/T 31, DA/T 43, DA/T 62, DA/T 68.1, DA/T 71
The scope, content, process, technology, quality and safety requirements of standardized service outsourcing.
4.2.1.2 The contracting party shall appraise the archives and clarify the scope and priority of outsourcing of digital archives services. Involving trade secrets, personal
The outsourcing of private archives digitization service should be cautious. Archives with high utilization rate should be the key objects of digitization. Valuable archives,
Priority should be given to historical archives that are facing dangers such as fading of handwriting and embrittlement of the carrier, archives with characteristics, and archives with high relevance to important topics
Digitizing.
4.2.1.3 The contracting party shall clarify the digital operation of files in accordance with the provisions of DA/T 31, DA/T 43, DA/T 62 and actual work needs
Specifications, acceptance criteria and construction period.
4.2.2 Selection of contractor
4.2.2.1 The contracting party shall screen the contractors in accordance with the requirements of DA/T 68.1.File digitization service included in the scope of government procurement
Outsourcing projects should comply with government procurement laws and regulations.
4.2.2.2 The issuer shall verify the equity structure of the contractor, the identity of the legal representative, and the identity of the actual controller, and know the contractor's company
background.
4.2.2.3 The contracting party shall provide the contractor’s financial status, project experience, staff quality, technical ability, hardware conditions, management system, implementation party
Projects, construction period control, risk control, after-sales service, etc. are included in the evaluation system for contractors.
4.2.2.4 The contracting party shall inspect the qualifications and credit of the contractor to understand whether it has bad records.
4.2.3 Signing the contract
After the contractor is determined, the issuer shall sign a contract with the contractor. The signing of the contract shall meet the requirements of DA/T 68.1.
4.2.4 Selected venue
4.2.4.1 The digital processing site for archives should generally be the office of the contracting party.
4.2.4.2 The digital processing site for archives should be located in a relatively independent and enclosed section.
4.2.4.3 The digital processing site for archives shall meet the requirements of waterproof, moisture-proof, sunlight and ultraviolet radiation, dust-proof, harmful gas, and harmful organisms.
Requirements for material, fire prevention, and theft prevention.
4.2.4.4 The contracting party shall install the video surveillance system in the digital processing site of archives by itself or request the contractor. Video surveillance system should be overridden
Cover the entrance and exit, file storage area, information storage area and work area of the digital processing site of archives, and implement comprehensive monitoring. Video surveillance system
Generally, a person from the contracting party should be responsible, and the contracting party should accept the supervision of the contracting party. The digital file processing site is located in the office of the contracting party
Outside the location, the contracting party shall check the video surveillance system regularly, and require the contractor to transfer the video surveillance data and playback records to the contracting party to ensure
Save. The video surveillance data shall be kept for no less than 6 months from the date of generation; the contract issuing party shall periodically check the video playback and delete the video surveillance data.
Before controlling the data, save the video playback record.
4.2.5 Configure device
4.2.5.1 The contracting party shall configure itself or require the contractor to provide necessary hardware equipment and software according to the needs of digital processing of archives
system.
4.2.5.2 The hardware equipment and software system provided by the contractor shall be inspected and qualified by the contracting party or a third party entrusted by the contracting party.
use.
4.3 Archives digital process management
4.3.1 The contract issuing party shall conduct the whole process and all-round management and control of the digital processing of the files of the contractor.
4.3.2 The contracting party shall require the contracting party to record the list of employees directly involved in the digital processing of the project archives to the contracting party.
4.3.3 The contracting party shall check the sensitivity, completeness, orderliness, and consistency of the file entity and the directory of the files to be digitized. files
The case entities that are damaged or incomplete must be registered and processed, and the archive entities that do not correspond to the document catalog must be recorded or marked as necessary.
4.3.4 The contract issuing party shall transfer files out of the warehouse in batches according to the work plan, and receive and return to the warehouse in batches according to the completion of the work. Transfer files out of the library and receive back
When storing the library, the contract issuing party shall go through the file transfer procedures with the contracting party and fill in two copies of the file transfer slip.
4.3.5 For archives that are undergoing digital processing, the issuing party should (or require the contractor) to arrange for special personnel to keep them, and store them in the warehouse (cabinet) every day.
Keep it at the workstation overnight. For archives that have been digitally processed, the issuing party shall promptly go through the handover procedures with the contractor and receive the storage guarantee.
Save. For files that have been out of the library for more than one month or have hidden dangers of insects and mildew, they should be disinfected and insecticidal.
4.3.6 The contract issuing party shall prohibit the staff of the contracting party from entering the archive warehouse without authorization.
4.3.7 The contract issuer shall require the contractor to prepare a work flow sheet in accordance with the provisions of DA/T 31, and to perform the
Record the situation. The work flow sheet should be circulated synchronously with the file entity.
4.3.8 The contract issuing party shall deal with various storage media such as computer hard disks, mobile hard disks, U disks, and optical disks used in the digital processing of archives
Carry out safety inspections, register and keep them in a unified way, and it is strictly forbidden for the contractor to handle it without authorization.
4.3.9 After a major incident (which may lead to) files being damaged, lost, or information leaked, the contracting party shall promptly report to the relevant department, and
Take remedial measures.
4.4 Archive digitalization achievement management
4.4.1 Data verification
4.4.1.1 Generally, 100% inspection should be carried out by computer automatic inspection, and the inspection pass rate should be 100%. For unavailable
Items that are automatically inspected by the computer can be manually inspected in units of pieces or rolls according to the situation, and the sampling rate shall not be lower than
5%. For the accuracy of database entries and data content, the sampling pass rate should be 100%, and the sampling pass rate for other content should not
Less than 95%. Only those who pass the random inspection can pass the project acceptance, and those who fail the random inspection will require the contractor to rework until the random inspection is qualified.
4.4.1.2 The contracting party shall require the contractor to integrate various working documents, logs, records, metadata, etc. related to the digital processing results of the archives
Hand over to the contract issuer.
4.4.2 Safety confirmation
4.4.2.1 The contracting party shall respond to the various storage media, video surveillance data and playback records and work of the digital processing of archives delivered by the contractor.
Personnel change records and other safety inspections.
4.4.2.2 The contract issuing party shall check the various hardware devices and software systems provided by the contractor to ensure that no information is retained. All beings
For information, after the acceptance of digital archives outsourcing services, the information must be cleared safely. The contract issuer shall provide the hard disk of the contractor’s own equipment
Remove it and receive it together with other removable storage media used in the digital processing process.
4.4.3 Acceptance summary
4.4.3.1 The contracting party shall carry out the project acceptance of the digital archives outsourcing project, and shall require the deliverables that do not comply with regulations, standards, and contracts
Ask the contractor for rectification within a time limit.
4.4.3.2 After data inspection, safety confirmation, and acceptance assessment, the contracting party shall handle files, data, hardware equipment, and software systems with the contractor.
Procedures for the transfer of system and other related records.
4.4.3.3 The contracting party shall archive and save the important documents formed in the outsourcing of digital archives services, and summarize experience and continue to improve.
5 Contractor’s work specifications
5.1 General requirements
The contractor shall, in accordance with the requirements of DA/T 68.1, strengthen the building of basic service capabilities, and at the same time improve the requirements for digital archives services.
Special service capabilities.
5.2 Develop a work plan
5.2.1 Before carrying out the digital processing of archives, the contractor shall investigate and study the specific actual needs of the
The quantity, quality and management status of the processed archives, clarify the work goals of the archive digital service, and the conditions required to complete the goals.
5.2.2 The contractor shall prepare a work plan based on the survey and research results. The content of the work plan should include but is not limited to. work objectives,
Content, service scope, operation process, software and hardware configuration, personnel organization and division of responsibilities, main technical indicators and methods, acceptance basis, safety management
Measures, schedule, risk control, etc.
5.3 Personnel management
5.3.1 The contractor shall ensure that the staff involved in the outsourcing service of digital archives have signed a written agreement with the company in accordance with national labor laws and regulations.
Labor contract; and require employees to sign a confidentiality commitment.
5.3.2 The contractor shall, according to the needs of the project, be equipped with project managers and employees with corresponding knowledge and business skills, and ensure that the project team
Team members have a certain degree of stability.
5.3.3 The contractor shall provide the members of the project team with no less than 5 days of operation training, and the relevant members can only officially take up their posts after passing the assessment.
5.3.4 The contractor shall regulate the behavior and dress of the personnel on site according to the requirements of the contract issuing party.
5.4 Device management
5.4.1 The various computer hardware equipment, software systems, and file equipment required for the digital processing of archives shall comply with relevant national laws and regulations.
Regulations and standards. Among them, the software system should be genuine software, and data security and network monitoring software and hardware must pass national security certification.
5.4.2 In addition to the necessary computer operating system, anti-virus software, file digital processing software, database software and third-party security management software
In addition, installation of other irrelevant software is prohibited.
5.4.3 Computers, scanners and other equipment used in the digital processing of archives must adopt technical means or physical equipment to close all unnecessary
Information output devices or ports, such as USB interface, infrared, Bluetooth, SCSI interface, optical drive interface, etc., closed devices or ports should be regularly
Check.
5.4.4 The archive digital processing network should be physically separated from other networks, and the use of wireless network cards, wireless keyboards, wireless mice and other equipment is prohibited.
5.4.5 The digital processing network and information management software of archives shall establish security and confidentiality measures such as identity authentication and access authority setting.
The type of job and job responsibilities give corresponding access rights.
5.4.6 Archives digital processing network environment should be equipped with authority management, equipment management, port management, log management and security audit, etc.
The functional safety protection system accurately records the access behavior of authorized users, equipment access and the flow of digital archives.
5.4.7 The equipment and storage media used for the digital processing of archives are strictly prohibited to be cross-used with other equipment and storage media, and are not exclusively for digital processing.
It is strictly forbidden to bring the equipment and storage media into digital processing sites.
5.4.8 Archival digital processing equipment and storage media shall not be sent out for repair without authorization. Those who must be sent out for repair shall be approved by the contracting party and the issuing party shall
On-site supervision by contractor staff.
5.5 Site management
5.5.1 Non-employees are not allowed to enter the archive digital processing site without permission. After the staff has completed the work,
Stay in the chemical processing site.
5.5.2 The archive digital processing site should be equipped with storage bins for staff and visitors to store items, and should be isolated from the work area. Strictly prohibited
Bring personal items such as drinking glasses and electronic equipment such as cameras, video cameras, mobile phones, computers, and mobile storage media into the work area.
5.5.3 It is strictly forbidden to store any inflammable and explosive dangerous goods except for files and necessary tools, equipment and equipment in the digital archive processing site.
It is strictly forbidden to bring matches, lighters, drinks, food, animals, etc. into the archive digital processing site.
5.5.4 After the completion of the work in the file digital processing site, in addition to the monitoring, alarm, fire and other power sources that must be turned on, the
Other power sources must be turned off.
5.5.5 The contractor shall establish an on-site inventory of items on and off duty system, and it is strictly forbidden for any personnel to arbitrarily digitize items in the archives processing site
The product was taken away from the scene. After get off work, mobile storage devices should be stored in special counters, locked, and designated for safekeeping.
5.6 Visitor management
5.6.1 When the issuer or contractor invites or accepts non-employees to enter the archive digital processing site due to business needs, they should ask the issuer
Agree to the visitor’s identity and the reason for the visit.
5.6.2 When necessary, visitors should sign a confidentiality undertaking before entering the archive digital processing site, and promise not to disclose the possibility of
Any file information contacted.
5.6.3 Visitors are not allowed to bring mobile phones, computers, cameras, video recorders and other equipment with the functions of taking photos, recordings and videos into the digital processing of archives
place.
5.6.4 Visitors entering the digital processing site of archives shall wear the issued badges indicating the identity of the visitors, and the contract issuer or contractor shall work
The staff will accompany the whole process.
5.6.5 Visitors should abide by the regulations on the management of digital processing sites for archives, visit in the designated area, and are not allowed to walk around or touch
article.
5.7 Process and job management
5.7.1 The contractor shall design the archive digitization process in accordance with the provisions of DA/T 31, which mainly includes. archive delivery, digitization pre-processing, archives
Scanning, image/audio and video processing, database establishment, data linking, acceptance and transfer of digital results, file storage, etc. Each link should be filled
Table record.
5.7.2 The contractor shall prevent the staff from damaging the files during the digitization process, especially in the process of unwinding, pre-arranging, and rewinding the files.
Bad file carrier, tampering with file content.
5.7.3 The contractor shall use appropriate scanning equipment and methods for digitization according to the specific conditions of the archives to prevent improper scanning equipment and methods.
Law damage files.
5.7.4 The specific operation methods and quality requirements of the digital processing of archives should meet the relevant requirements of DA/T 31, DA/T 43, and DA/T 62.
Regulations.
5.8 Results management
5.8.1 For the archive digitization results that have not been transferred to the contracting party, the contractor shall do a good job of backup management to avoid data loss.
5.8.2 The contractor shall digitize the archive digitization results after data inspection, including various digitized work documents formed during the digitization of archives.
Files, logs, records, metadata, etc., as well as various storage media used, shall be handed over to the contracting party in time, and written handover procedures shall be performed.
5.8.3 The contractor shall provide various staff lists, visitor lists, confidentiality commitments, file transfer forms, work flow sheets, and project acceptance reports.
Two copies of the report and other records formed during the work are archived, one of which is submitted to the contracting party.
5.9 Continuous improvement
The contractor shall sum up the experience in the process of digitizing archives services in a timely manner, continuously improve service work, and continuously enhance service capabilities.
6 Credit evaluation and quality supervision
6.1 Credit Evaluation
6.1.1 The contractor shall establish an enterprise credit evaluation file.
6.1.2 The contractor shall cooperate with the archives administrative department, the confidentiality administrative department and other departments in the inspection of business, security, confidentiality, etc.
Or investigate.
6.1.3 The contract issuing party may evaluate the work quality of the contractor and issue evaluation opinions when necessary.
6.2 Service quality supervision
6.2.1 The outsourcing of digital archives services by the contracting party shall accept the supervision of relevant state departments.
6.2.2 The contractor’s digital outsourcing service for archives shall be supervised by relevant state departments to ensure that the qualification certificate is valid.
6.2.3 The third party organization shall carry out service quality supervision work in accordance with the relevant requirements of DA/T 68.1.
6.3 Service quality complaints
6.3.1 The contractor shall establish a service quality complaint mechanism and publicize the complaint contact information.
6.3.2 The contractor shall establish a complaint acceptance agency in accordance with the requirements of GB/T 17242, and collect feedback and suggestions from all parties regularly or irregularly
And establish feedback files.
6.3.3 When there is a service quality dispute between the contracting party and the contracting party, the two parties shall negotiate and handle it; if the negotiation fails, they may apply for mediation, arbitration or petition
litigation.
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