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GB/T 34112-2022: Information and documentation - Management systems for records - Requirements
Status: Valid GB/T 34112: Evolution and historical versions
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Information and documentation - Management systems for records - Requirements
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Basic data | Standard ID | GB/T 34112-2022 (GB/T34112-2022) | | Description (Translated English) | Information and documentation - Management systems for records - Requirements | | Sector / Industry | National Standard (Recommended) | | Classification of Chinese Standard | A14 | | Word Count Estimation | 21,231 | | Issuing agency(ies) | State Administration for Market Regulation, China National Standardization Administration | GB/T 34112-2022: Information and documentation - Management systems for records - Requirements---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.
Information and documentation - Management systems for records - Requirements
ICS 01.140.20
CCSA14
National Standards of People's Republic of China
Replaces GB/T 34112-2017
Information and Documentation Documents (Archives) Management System Requirements
(ISO 30301.2019, IDT)
Published on 2022-07-11
2023-02-01 Implementation
State Administration for Market Regulation
Released by the National Standardization Administration
directory
Preface III
Introduction IV
1 Scope 1
2 Normative references 1
3 Terms and Definitions 1
4 Organizational Environment 4
4.1 Understanding the organization and its environment4
4.1.1 General 4
4.1.2 Documentation requirements4
4.2 Understanding stakeholder needs and expectations4
4.3 Determining the scope of the document management system5
4.4 Document Management System 5
5 Leadership 5
5.1 Leadership and Commitment5
5.2 Policy 5
5.3 Organizational roles, responsibilities and authorities6
6 Planning 6
6.1 Measures to address risks and opportunities6
6.2 Document objectives and planning to achieve them 6
7 Support 7
7.1 Resources 7
7.2 Ability 7
7.3 Consciousness 7
7.4 Communication7
7.5 Demonstrative information8
7.5.1 General 8
7.5.2 Creating and updating 8
7.5.3 Control of demonstrative information 8
8 run 8
8.1 Operational planning and control 8
8.2 Determining the created file 9
8.3 Design and implementation of document processes, document control and document systems 9
9 Performance Evaluation9
9.1 Monitoring, Measurement, Analysis and Evaluation 9
9.2 Internal Audit9
9.3 Management Review 9
10 Improvements 10
10.1 Nonconformities and Corrective Actions 10
10.2 Continuous Improvement 10
Appendix A (Normative) Documentation Process, Documentation Control and Operational Requirements for Documentation Systems 11
Reference 13
Figure 1 Document management system standards and related international standards and technical reports V
Figure 2 Schematic diagram of document management architecture based on process method VI
foreword
This document is in accordance with the provisions of GB/T 1.1-2020 "Guidelines for Standardization Work Part 1.Structure and Drafting Rules of Standardization Documents"
drafted.
GB/T 41207 "Information and Documentation (Archives) Management System Implementation Guide", GB/T 34112 "Information and Documentation
(Archives) Management System Requirements" and GB/T 34110 "Information and Documentation Management System Fundamentals and Terminology" together constitute the supporting document.
A series of national standards for document management. 1)
1) According to the actual archives work in China, "records" is translated into "documents", which are equivalent to the documents and archives of government agencies or organizations in the Chinese context (excluding
Archives Collection Archives), the title uses "documents (archives)", which is convenient for retrieval and maintenance of "records" in the series of international standards for document (archives) management.
The original intention is to maintain the consistency of the use of national standards that have been adopted and to promote wider application.
This document replaces GB/T 34112-2017 "Information and Documentation Document Management System Requirements", and is consistent with GB/T 34112-2017
In addition to structural adjustments and editorial changes, the main technical changes are as follows.
--- Changed terms and definitions (see Chapter 3, Chapter 3 of the.2017 edition);
--- Increase the technical background in the internal factors of the organizational environment (see 4.1.1);
--- Added document requirements (see 4.1.2);
--- Added document management system requirements (see 4.4);
--- Changed two commitments of top management in 5.1 (see 5.1, 5.1 of the.2017 edition);
--- Changed the "design of the file process" to "determine the created file" (see 8.2, 8.2 of the.2017 edition);
--- Changed "Implementation of file systems" and added content on the design and implementation of file processes and file controls (see 8.3,.2017
version 8.3);
--- Changed "process and control" to "operation requirements of file process, file control and file system", and changed some contents (see
Appendix A, Appendix A of the.2017 edition);
--- Delete the "correspondence between GB/T 19001, GB/T 24001, GB/T 22080 and GB/T 34112-2017" and "Self-assessment"
Evaluation Checklist” (see Appendix B, Appendix C of the.2017 edition).
This document is equivalent to ISO 30301.2019 "Information and Documentation Documents (Archives) Management System Requirements".
Please note that some content of this document may be patented. The issuing agency of this document assumes no responsibility for identifying patents.
This document is proposed and managed by the National Information and Documentation Standardization Technical Committee (SAC/TC4).
This document was drafted by. Renmin University of China, State Archives Administration, Tianjin Normal University, Highland Knowledge Base (Beijing) Information Consulting Co., Ltd.,
China Institute of Science and Technology Information, Shandong Computing Center (National Supercomputing Jinan Center), China Electric Power Research Institute of Big Data Co., Ltd.,
Zhengzhou Hangfu Digital Technology Co., Ltd., Shanghai Xinlian Information Development Co., Ltd., Shenzhen E-Government Cloud Computing Application Technology National Engineer
Cheng Laboratory Co., Ltd., Luneng Group Co., Ltd.
The main drafters of this document. An Xiaomi, Bai Wenlin, Nie Manying, Jia Xiaoshuang, Liu Chunyan, Cai Yingfang, Gao Yongchao, Wang Jinxiang, Zhang Jing, Sun Shuyang,
Yang Anrong, He Rui, Pang Lingling, Zhang Dapeng, Hu Jufang, Cheng Cheng, Lian Zhangwen, Qian Dalong.
The previous versions of this document and its superseded documents are as follows.
---First released in.2017 as GB/T 34112-2017;
---This is the first revision.
Introduction
0.1 General
The success of an organization primarily depends on the implementation and maintenance of a management system to continuously improve performance and meet the needs of all stakeholders.
A management system provides a methodology for making decisions and managing resources to achieve organizational goals.
The creation and management of documents is an integral part of any organizational activity, business process and information system and can improve business effectiveness, strengthen
Accountability, risk management, and business continuity enable organizations to capitalize on information resources as strategic assets, which are conducive to the preservation of set
body memory and meet the challenges brought by the globalization and digital environment. The term "document" in this document is equivalent to the organ or organization in the Chinese context
Organised documents and archives (excluding archives holdings archives).
Note. The term "operations" referred to in this document can be understood broadly as activities that are central to the purpose of the organization.
0.2 Management system
In an organizational environment that encourages good business practices, Management System Standards (MSS) provide top management with systematic, measurable
A tool to govern an organization.
Document management system standard designed to help organizations of all types and sizes, or groups of organizations with common business activities, to implement, operate and
Improve an effective document management system (MSR). The document management system guides and controls the organization to formulate and achieve document policies and objectives.
to achieve the above objectives through the following measures.
--- Clarify positions and responsibilities;
--- systematic process;
--- measurement and evaluation;
--- Review and improve.
Based on the organization's requirements for the reasonable implementation of document policies and objectives, to ensure that evidence formed by business activities and relevant authoritative and reliable information are available
Create and manage efficiently, and make it available to those in need when they need it. Successful implementation of the documentation policy and objectives enables documentation and documentation
The software system appropriately meets the overall purpose of the organization.
Implementing a document management system within the organization also helps ensure transparency and traceability of decisions made through accountable management
and clearly define accountability.
0.3 Relationship to other document standards
The document management system standard is completed under the management system standard framework, is compatible with other management system standards, and uses the same
elements and methodology. GB/T 26162.1 and other document management standards and technical reports are designed, implemented, monitored and improved document
Process and its control are the most important tools, these tools in the document management system method when the organization decides to implement the management system standard methodology
run.
Note. GB/T 26162.1 is the basic standard for best practices in document management.
The structure of the document management system standard and the products related to the implementation of the document process and control is shown in Figure 1.
in the making.
Note. The titles of some product and technical reports are subject to change when revised. Headings in the figures above indicate topics or areas and are not published standards and technical reports
The full official title of. The latest illustrations of the new products are available at. https.//committee.iso.org/home/tc46sc11.
Figure 1 Document management system standards and related international standards and technical reports
0.4 Document management system standard family
The document management system family of standards is used to support the work of.
a) top management who decides to establish and implement the management system within the organization;
b) Persons responsible for implementing the document management system, such as professionals in the fields of risk management, auditing, document management, information technology and information security
personnel.
The process approach incorporated into the document management system emphasizes the importance of.
--- Identify the organization's documentation requirements, including stakeholder needs and expectations, and establish documentation policies and objectives;
--- implement and operate controls related to document-related organizational risk management in the context of overall business risk;
--- monitor and review the performance and effectiveness of the document management system;
--- Continuous improvement based on target measurement.
Figure 2 shows a schematic diagram of the structure of this document based on the process approach.
Figure 2 Schematic diagram of the document management architecture based on the process method
0.5 Relationship and compatibility with other management system standards
This document is consistent with the requirements of the ISO management system standard. These requirements include high-level structure, identical core text, common terminology usage
The same definition is intended to help users implement a variety of ISO management system standards.
The term "evidence information" is one of the core terms of management system standards. Requirements related to demonstrative information in all management system standards
Seek is given in 7.5.In addition to constituting a management system standard in itself, this document may also support the organization's demonstration of the implementation of other management systems
Information Request. For more information see. https.//committee.iso.org/home/tc46sc11.
Information and Documentation Documents (Archives) Management System Requirements
1 Scope
This document specifies the requirements that a document management system should meet to support the organization in achieving its responsibilities, mission, strategy and objectives. This document gathers
It focuses on the establishment and implementation of document policies and objectives, and provides guidance for the evaluation and monitoring of document management performance.
A document management system can be established by a single organization or by multiple organizations with common business activities. References in this document to "Organization",
It is not limited to a single organization, but also includes other types of organizational structures.
This document is applicable to any type of organization with the following requirements.
--- establish, implement, maintain and improve a document management system to support its business;
--- ensure that the organization's document management system is consistent with its stated document policy;
--- Demonstrate consistency with this document by.
● carry out self-assessment and self-declaration;
● substantiate the self-declaration through a third party;
● Through a third party to certify the document management system.
2 Normative references
The contents of the following documents constitute essential provisions of this document through normative references in the text. Among them, dated citations
documents, only the version corresponding to that date applies to this document; for undated references, the latest edition (including all amendments) applies to this document
document.
Note. GB/T 34110-2017 Information and Documentation Management System Fundamentals and Terminology (ISO 30300.2011, IDT)
3 Terms and Definitions
Terms and definitions defined in ISO 30300 and the following apply to this document. Definitions in this document are consistent with any management system standard
The terminology is consistent and these definitions are given here for compatibility reasons. They are the same as defined in ISO 30300.
ISO and IEC maintain terminology databases for standardization at.
3.1
organization
In order to achieve the objective (3.8), the responsibilities, authorities and interrelationships are defined, and the individuals or groups with their own functions.
Note. Organizational concepts include, but are not limited to, franchisees, companies, groups, firms, enterprises and institutions, administrative agencies, partners, charities or research institutions, the above
A part or combination of an organization, irrespective of whether it is a corporate organization, public or private.
3.2
interested party; stakeholder
A person or organization that can influence a decision or activity, is influenced by a decision or activity, or considers itself to be influenced by a decision or activity (3.1).
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