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DAT68.3-2020: Specifications on the work of archives service outsourcing - Part 3: Archives management consulting service
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Specifications on the work of archives service outsourcing - Part 3: Archives management consulting service
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DA/T 68.3-2020
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Basic data | Standard ID | DA/T 68.3-2020 (DA/T68.3-2020) | | Description (Translated English) | Specifications on the work of archives service outsourcing - Part 3: Archives management consulting service | | Sector / Industry | Archives Industry Standard (Recommended) | | Classification of Chinese Standard | A14 | | Classification of International Standard | 01.140.20 | | Word Count Estimation | 9,916 | | Date of Issue | 2020-05-18 | | Date of Implementation | 2020-06-01 | | Issuing agency(ies) | State Archives Administration | DAT68.3-2020: Specifications on the work of archives service outsourcing - Part 3: Archives management consulting service
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(Archive service outsourcing work specification - Part 3.Archive management consulting service)
ICS 01.140.20
A14
People's Republic of China Archives Industry Standard
File Service Outsourcing Work Specification
Part 3.File Management Consulting 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 3 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 organizations of this section. National Archives Bureau, Zhejiang Provincial Archives Bureau, Zhejiang Archives Office, Hangzhou Zhongda Archives Management Consulting
Co., Ltd., Hangzhou Yuanda Archives Technology Co., Ltd.
The main drafters of this section. Jiang Yanxi, Cai Yingfang, Zhang Jingjing, Xu Chunzhi, Zhao Zhen, Xia Zhenhua, Mo Jianbiao, Jin Bo, Chen Xiaoxia, Hu Zhihua,
Xu Linjuan and Yuan Rui.
File Service Outsourcing Work Specification
Part 3.File Management Consulting Service
1 Scope
This part of DA/T 68 stipulates the work of the parties involved in the outsourcing of file management consulting services, including the content of file management consulting services,
Requirements for contractor’s work specifications, contractor’s work specifications, work process, credit evaluation and quality supervision.
This section is applicable to the outsourcing of archives management consulting services by agencies, organizations, enterprises, institutions and other organizations.
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
GB/T 22119 Credit Service Agency Credit Evaluation Business Specification
DA/T 68.1 File Service Outsourcing Work Specification Part 1.General Provisions
3 Terms and definitions
The following terms and definitions apply to this document.
3.1
File management consulting service
The contractor is entrusted by the contract issuing party to use advanced management ideas, scientific methods and technical means to be the contract issuing party through investigation, research and analysis
Provide archive work system design, archive management plan design, archive information development and utilization plan design, archive informatization plan design, and archives
Package service project plan design, archives scientific research, archives work housing construction consulting, archives work evaluation, archives training and other services.
3.2
File management consulting service agency
A social organization established in accordance with the law to provide file management consulting services and implement independent accounting.
3.3
project manager
The management personnel dispatched by the file management consulting service agency (3.2) to conduct overall control over the entire project planning and implementation.
3.4
consultant
Personnel dispatched by the file management consulting service agency (3.2) to undertake consulting work under the leadership of the project manager.
4 File management consulting service content
4.1 Archival work system design service
Provide the contracting party with the preparation of archives work strategy planning, archives work mechanism planning, archives management system and business specification preparation, archives work
The behavior of services such as process design.
4.2 File management plan design service
The act of providing the contracting party with the collection, sorting, identification, custody, inquiry, statistics and other management plan consulting services of documents.
4.3 Archival information development and utilization plan design service
The act of providing the contracting party with the results of archive editing and research, carrying out archives exhibition and designing plans for other archive utilization forms.
4.4 Archival informatization scheme design service
Provide file information construction planning and design, file information implementation plan design, electronic archive management system demand analysis, etc. for the contracting party
Service behavior.
4.5 Archival service outsourcing project plan design service
Provide file service outsourcing projects for the contracting party to design plans or make bidding documents in terms of service content, quality, budget, risk prevention, etc.
The act of the book.
4.6 Archives research service
Guide the contracting party or cooperate with the contracting party to carry out services such as filing scientific research projects, research and application of results.
4.7 Consulting services for the construction of archives work houses
It is feasible for the contracting party to carry out the construction site selection, reinforcement and transformation, functional layout and facilities and equipment configuration of archives, technical houses, and utilization houses for the contracting party
The act of providing services such as sexual research or programs.
4.8 Archival work evaluation service
The act of providing the contracting party with comprehensive or partial assessment services in terms of file work capability, efficiency, safety, and compliance.
4.9 File training service
Provide the contracting party with the interpretation of archives regulations and standards, the transfer of archives management knowledge, the training of archives business operation skills, and the archives
Service behaviors such as safety emergency drills in the library (room).
4.10 Other services
According to other file management consulting services required by the contracting party.
5 Work Specifications of the Employer
5.1 Working principles
The contracting party shall follow the provisions of 6.1 of DA/T 68.1, follow the principles of legality, safety, and control, and undergo planning, approval, and screening by the contractor
The implementation of file management consulting services includes procedures such as confirmation, contract signing, contract execution and supervision, evaluation and improvement.
5.2 Project determination
The contracting party shall follow national laws and regulations, work-related standards and other regulations, and confirm the needs of file management consulting before the project is contracted.
Information sensitivity assessment, determine the scope and content of consulting service outsourcing, and clarify that the service outsourcing contractor of confidential or sensitive information
Secret qualifications and other special requirements, and prepare scientific, reasonable, feasible, and clear bidding documents. Refer to this section for projects that do not require external bidding
carried out.
5.3 Contract execution and supervision
5.3.1 The execution and supervision of the contract shall comply with the provisions of DA/T 68.1.In the performance of the contract, the subject volume or technical requirements have changed significantly
In case of transformation, a written explanation shall be submitted in time, and supplementary agreements shall be signed when necessary.
5.3.2 In the process of file management consulting services, the contracting party shall participate in the whole process and strengthen
Approval and registration to ensure the safety and confidentiality of files.
5.3.3 The contract issuer shall monitor the execution of the contract, timely check the implementation record, grasp the project progress, supervise the project implementation, and strengthen the quality
Monitor and manage the quantity, prevent the contractor’s default risk, and ensure that the consulting services meet the requirements.
5.3.4 The results of archive consulting services should be clearly defined in terms of rights and interests according to the contract.
6 Contractor’s work specifications
6.1 Working principles
6.1.1 The contractor shall, in accordance with the requirements of DA/T 68.1, do a good job in the construction of the file management consulting service system, and strengthen the construction of basic service capabilities.
At the same time, improve the professional service capabilities required for archive consulting services.
6.1.2 The contractor shall focus on the needs of the issuer and follow the PDCA (plan-implement-evaluate-improve) cycle in the consulting service process
Implementation, continuously improve service quality and user satisfaction.
6.1.3 When the contractor conducts work guidance, business training, program design and other consulting services, it shall strictly implement relevant national laws and regulations and
Standards and regulations, the proposed system construction and business construction opinions such as collection, sorting, appraisal, statistics, utilization, and informatization must comply with the regulations.
6.1.4 The work guidance, opinions and suggestions of the contractor shall be pertinent and operable, consistent with the actual situation of the contracting party, and shall be followed up and guided
The implementation of the party’s advisory opinions and recommendations, and issue a file management advisory service report.
6.2 Service capacity building
6.2.1 The contractor shall obtain legal person qualifications in accordance with the law, and have the qualifications for the relevant business scope of file management consulting.
6.2.2 Before launching file management consulting services, the contractor shall conduct investigations and studies according to the actual needs of the contracting party, and clearly complete the objectives
The required personnel, time, technology, equipment, system and other conditions.
6.2.3 The contractor shall sign a security and confidentiality agreement with employees, perform the management obligations of the employer, and maintain the security of files.
6.2.4 The contractor shall, according to the needs of the project, be equipped with project managers and consultants with corresponding knowledge level, work experience and business ability, and
Ensure the stability of project team members during the service process.
6.2.5 The contractor shall organize project personnel to participate in file management job training, continuing education and corresponding business training to continuously improve service capabilities.
7 Work process
7.1 Negotiation
7.1.1 The issuer shall clarify the purpose, content, demand, etc. of the consulting service through business negotiations with the contractor.
7.1.2 According to the content of the consulting service, clarify the feasibility of the service, formulate a consulting proposal plan, and determine the service target, scope, work method and plan.
Planning, work results, personnel and expenses.
7.2 Signing a contract
The developer and contractor shall sign the contract in accordance with relevant laws and regulations and DA/T 68.1.
7.3 Project implementation
7.3.1 Work preparation
7.3.1.1 Before implementation, the contractor should set up a project team, determine project managers and consultants, and clarify responsibilities, service content, schedule and requirements.
7.3.1.2 Determine the workplace, equip with corresponding facilities, and formulate service rules.
7.3.2 Work development
7.3.2.1 Carry out necessary research
Conduct in-depth research according to the service content and master comprehensive and reliable data and first-hand materials. The survey should follow the following procedures and requirements.
a) Determine the scope of the investigation and design the questionnaire;
b) Collect research data and materials;
c) The survey should be comprehensive and detailed, and the data should be scientific and accurate.
7.3.2.2 Formation of preliminary results
According to the service content, after research, analysis and design, the corresponding consulting results are formed. The results include but are not limited to the following.
a) The basic situation of the survey;
b) Main problem analysis and problem solving suggestions or design schemes;
c) Implementation of the results and related work suggestions.
7.3.2.3 Discussion and approval
Submit the preliminary results, which will be reviewed by the contracting party and meet the following requirements.
a) Verification should be carried out in accordance with the contract treaty;
b) The verification method shall be determined by the contracting organization;
c) Approval should result in written opinions.
7.3.2.4 Submitting results
According to the approved opinions, the contractor submits the results after improvement.
7.4 Project acceptance
7.4.1 Project self-evaluation. After the project is completed, the contractor shall conduct a self-evaluation of the project results, and form a summary report of the consulting service work, and the content of the report
At least it should include the project overview, contract changes and performance, project results statistics, summary of experience and existing problems, follow-up improvement countermeasures, etc.
7.4.2 Project acceptance. According to the contract, the contracting party shall organize relevant departments or expert groups to review the technical indicators, feasibility, and quality of the results.
Check and accept the quantity and other aspects, and issue an acceptance report.
7.5 Follow-up work
7.5.1 Cost accounting. The contracting party shall settle and pay the service fee according to the project contract and acceptance report.
7.5.2 Material filing. After the consultation service is over, the contractor shall archive relevant documents in a timely manner. The archived documents mainly include. contract documents,
Project implementation plan, consulting work summary report, consulting work results, as well as the main technical documents and project events formed during the project implementation
Records, review comments, acceptance reports, evaluation opinion forms, etc.
7.5.3 Follow-up improvements. The contractor shall, after the end of the project, pay a return visit to the contracting party according to the contract, and provide technical guidance to the contracting party.
Summarize the project situation and continue to improve.
8 Credit Evaluation and Quality Supervision
8.1 Credit Evaluation
8.1.1 The contract issuing party may evaluate the work quality of the contractor and issue evaluation opinions when necessary (see Appendix A).
8.1.2 The contractor shall establish an enterprise credit evaluation file based on the enterprise credit evaluation.
8.1.3 The contractor shall cooperate with the archives administration department, confidentiality administration department and other departments in all inspections on business, security, confidentiality, etc.
Check or investigate.
8.2 Service quality supervision
8.2.1 The outsourcing of consulting services by the contracting party shall accept the supervision of the relevant state departments.
8.2.2 The contractor's consulting service outsourcing shall accept the supervision of the relevant state departments to ensure that the qualification certificate is valid.
8.2.3 When using third-party supervision, quality supervision should be carried out in accordance with the relevant requirements of DA/T 68.1 and GB/T 22119.
8.3 Service quality complaints
8.3.1 The contractor shall establish a service quality complaint mechanism and publicize the complaint contact information.
8.3.2 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 on a regular or irregular basis
And establish a feedback file (see Appendix B).
8.3.3 When a service quality dispute occurs between the contracting party and the contracting party, the two parties shall negotiate and deal with it; if the negotiation fails, they may apply for mediation, arbitration or petition
litigation.
Appendix A
(Informative appendix)
According to the archives consulting service agreement signed by both parties, Party B submits the results of consulting services to Party A on the day of the year. Now combined with project implementation
According to the situation, the evaluation opinions of archives management consulting services are as follows.
1.Basic situation
(1) Service items
(2) Service staff
(3) Service content
(4) Service time
(V) Service description
2.Evaluation content
(1) Service quality
(2) Timeliness of service
(3) Service discipline
(4) Safety management
(5) Professional ability of service personnel files
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