Chapter I General Principles
Article 1 In order to do a good job in filing documents and materials, these Rules are formulated according to the national industry standard of People's Republic of China (PRC) (DA/T22-2000) (hereinafter referred to as the Rules) and combined with the actual situation of our province.
Article 2 Archived documents mentioned in these Rules refer to all kinds of paper documents and materials with preservation value formed by archiving units in their functional activities.
Article 3 The arrangement of archived documents shall follow the law of document formation, keep the organic connection between documents, distinguish different values, and facilitate storage and utilization.
Article 4 According to the Rules and the actual situation in our province, from 200 1 1 65438, the filing unit shall organize the filing of documents in units of "pieces". Cancel the "volume" level sorting, and "volume" is no longer used as the storage unit and statistical unit of documents and archives.
Chapter II Scope of Implementation
Article 5 These Rules shall apply to the arrangement of paper documents and materials that need to be filed by party and government organs, social organizations and other organizations at all levels in our province.
Sixth enterprises and institutions, party and mass work, administrative management, business management, production technology management and other archival documents and materials, can refer to these rules.
Seventh science and technology, accounting and other professional (special) documents and audio-visual and electronic special carrier documents and materials are not applicable to these rules.
Chapter III Organization of Filing and Finishing
Article 8 According to Chapter VII of the Measures for Handling Official Documents of State Administrative Organs (Guo Fa [2000] No.23) issued by the State Council and the Provisions on the Work of Government Archives issued by the General Office of the Central Committee and the General Office of the State Council, all documents and materials with preservation value (including those formed in the work of the Party, government, industry, youth league, personnel, confidentiality and accounting, etc.).
In general, the sorting process should be adapted to the organizational form of office document processing, and can take the form of separate education, centralized education or the combination of centralized education and separate education.
Ninth filing units must formulate their own filing methods, filing scope and storage period list of documents and materials, and incorporate them into the post responsibility system of relevant departments and personnel to supervise the implementation.
Article 10 Departments and personnel undertaking filing work shall do a good job in the usual accumulation of documents and materials, collect them in time, register them strictly, check them strictly, return them as they go, and properly manage them.
Eleventh archivists should go deep into reality, strengthen specific guidance, carefully control the quality. The key points of inspection are: whether the documents and materials to be filed are complete; Whether the sorting method meets the requirements of these rules and relevant regulations; Whether the storage period of archived documents is accurately divided; Whether the document arrangement methods of other categories and carriers supporting paper documents meet the requirements.
Chapter IV Organizational Units and Binding of Archived Documents
Twelfth filing documents shall be arranged in units of "pieces". Generally, each document is a piece. The following documents or texts or entities can be used as a whole when binding:
(a) The original version and the final version (including previous revisions of important documents such as laws and regulations) are integrated;
(2) The original and the attachment are one piece (if the content of the attachment is more important than the original, and the number of attachments is more, and they are bound into a single piece, such as attachment 1, attachment 2, attachment 3, etc., when compiling the archive file directory, the titles of the attachments should be listed in turn, with "Attachment X" before the title, and the number of pages of each attachment should be filled in);
(3) Receipt of documents should be regarded as a whole with communication;
(four) the original and photocopy or handwritten copy as a whole;
(5) The forwarded file and the forwarded file are regarded as a whole (the original forwarded communication and the forwarded text are kept separately);
(six) written materials such as statements, lists, charts, etc. shall be bound according to their original methods, and one book (this book) shall be one book;
(seven) instructions and replies, reports and explanations, letters of inquiry and replies and other documents as a whole;
(eight) the Chinese and foreign languages of the archive documents are one kind.
Thirteenth filing documents to implement two systems. A set of file-level sorting according to rules; A set is classified according to different file sizes, with a cover, an archive file directory and a reference table, which are bound into a set of files, and the shelf life shall not be indicated on the cover.
Article 14 Before the filing documents are bound, the documents and materials that do not meet the requirements must be trimmed as necessary. Its main work includes: repairing damaged files and copying files with blurred or faded words; Remove rusty metal objects and fragile plastic objects (except book archive materials such as hardcover and paperback) used for original binding documents.
Fifteenth of the statements, drawings and other written materials larger than A4 paper size, should be folded according to A4 paper size, try to reduce the folding level, the crease should be located in the handwriting gap.
Article 16 Archived documents and manuscripts in various languages with "pieces" as the storage unit shall be bound by pieces. When binding, the original is in the front and the final version is in the back; The text is in front, and the attachment is behind; The original is in the front and the copy is in the back; Forward the text in front, forward the text in the back; The approval document comes first, and the report document comes last; Conclusion The material comes first and the evidence comes last. Chinese comes first, and minority languages come last; Chinese text comes first and foreign text comes last; The receipt list is placed at the front of the communication.
Seventeenth before binding, the pages in the "page" should be aligned in a certain way. If the upper left corner is used for binding, the left and right sides should be aligned; If left binding is used, the left and right sides should be aligned. Bind firmly so that the document will not damage the pages, turn pages or press words.
Eighteenth filing documents should be bound with string. Thin pages (2-39 pages) are bound by sewing machine; Thick documents (more than 40 pages) are bound on the left, with three holes and one line.
Chapter V Classification of Archived Documents
Article 19 The classification of archived documents refers to the entity classification of archived documents in the whole clan. Including the selection of classification methods, the formulation of classification schemes and the classification of documents.
Twentieth filing documents should be classified by various classification methods, such as shelf life-year-institution or shelf life-year-problem. In the past, if the classification method adopted by this organ falls into one of the above categories, it should not be changed in order to maintain stability.
Twenty-first institutional classification refers to the classification of archived documents according to internal contractors. In principle, an institution has a class, and the name of the institution is the class name. The order of each category can be arranged in accordance with the provisions of the internal organization order table of the filing unit or the customary order. Institution classification cannot be used at the same time as problem classification.
Twenty-second classification of institutions, in principle, should be classified into the category of institutions according to the name of the issuing authority. The following situations are handled as follows:
(a) drafted by the business department, in the name of the organ or the general office (room), the content belongs to the responsibilities or business scope of the department, and should be listed as the agency responsible for drafting documents;
(2) documents jointly handled by several organizations are generally classified as organizers;
(three) the temporary institutions established by the filing unit should generally be classified as other institutions, and the archived documents formed should be classified as such preservation. If the temporary organization and the permanent internal organization of the filing unit work together, the documents formed shall be classified as internal organizations.
Twenty-third problem classification refers to the classification of archived documents according to the problems described in the contents of the documents. The classification of usage problems requires that all kinds of features are clear and cannot be included with each other. This method is only used when it is not suitable for mechanism classification. When problem classification is adopted, mechanism classification cannot be adopted at the same time.
Article 24 The categories and class names of questions shall be set according to the functional nature of internal institutions in principle. It is not allowed to set categories by language, let alone "materials", "documents" and "telegrams". Documents, materials, telegrams, etc. The files should be consolidated according to the problems.
Twenty-fifth shelf life classification refers to the classification of archived documents according to different shelf life. When dividing the storage period, each unit shall implement the provisions of Henan Provincial Archives Bureau on the storage period of documents and files and the storage period table of documents and files in Henan Province.
Chapter VI Arrangement of Archived Documents
Twenty-sixth filing arrangement refers to the lowest category in the classification scheme, and the topics are arranged according to time and importance. Complete sets of documents such as meeting documents, statistical reports and publications can be arranged in a centralized manner. The superior communication is arranged before the file at the same level, and the subordinate communication is arranged after the file at the same level.
Twenty-seventh archived documents of the same theme can be arranged in the order of time when the documents were formed or the order of importance of the documents.
Twenty-eighth archive files of different reasons can be arranged in order of the formation time of different reasons, the importance of reasons, and the same attributes of reasons.
Twenty-ninth scattered documents with preservation value but not filed in time should be arranged at the end of the archived documents with the same preservation period in the current year, and "this document is the same as the previous X document" should be indicated in the remarks column of the archived documents directory; Or bind an archive file related to the content into one piece, and indicate "this piece is two pieces" in the remarks column of the archive file directory. And insert the "insert" chapter in the upper right corner of the file cover.
Chapter VII Number of Archived Documents
Thirtieth file number refers to the status identification symbol of the file in the whole clan, which is marked on the file in the form of file seal. Its contents include: part number, filing seal and filling in the items in the filing seal.
The thirty-first condition number refers to the serial number of the document. Part number is divided into room part number and hall part number (written according to the requirements of entering the library when entering the library, not filled in in the archives room for the time being). The method of compiling the room number is: according to different storage periods, according to the file arrangement order, the room number is compiled from "1" every year. In the same storage period, part numbers between categories can be linked. In the past, the sequential numbering method of enterprises and institutions in the same year, the same category and the same storage period from "1" can remain unchanged in this reform.
Thirty-second filing chapter should set the family number, year, storage period, organization (problem), room number, library number and other items.
The fonds number refers to the code compiled by the archives at the same level to the filing unit.
The year refers to the year when the document was formed, and the year is represented by four Arabic numerals. Such as "200 1".
The retention period is the abbreviation of the retention period of archived documents. Directly mark "permanent", "long-term" and "short-term".
For part numbers, please refer to Article 3 1.
Institution (problem) refers to the name or standardized abbreviation of institution (problem) as a category of classification scheme.
Article 33 The format of filing chapter is 60㎜ long and 30㎜ wide, divided into six unified grids. Each grid is engraved with the contents of the project, and the font is Song Ti, which is 5㎜ long. Writing materials that meet the requirements of file protection, such as carbon ink, should be used to fill in the filing chapter items, and it is forbidden to use non-durable writing materials such as beads, pencils and pure blue ink to fill in; You can also carve seals according to the contents of the archived items, such as "personnel department" or "personnel category", "permanent" or "long-term", and directly affix them in the item column of the archive chapter. The filing seal shall generally be affixed to the blank position in the upper right corner of the first page of each filing document; The filing chapter should not cover the handwriting of the document, nor should it overlap with the description or article.
Chapter VIII Cataloging of Archived Documents
Article 34 Cataloging refers to the cataloguing of archived documents. Including seven items: part number, person in charge, document number, title, date, number of pages and remarks. Its explanation and specific requirements are as follows:
Part number refers to the room part number.
The person in charge refers to the organization or individual who issued the document, that is, the issuing authority or signatory of the document. In general, the person in charge should write general abbreviations according to the document records, and cannot use abbreviations with unclear meanings such as "this department", "this bureau" and "this unit"; The person in charge of the joint document shall fill in the organ marked with the document number. The leader's name can be filled in by the person in charge of the leadership speech or document published in the name of the leader.
The document number refers to the document number of the issuing authority. The document number is generally composed of three parts: agency word, year and serial number. When filling in the document number, it should be copied truthfully and cannot be omitted.
The title, that is, the title of the document, should be copied truthfully in three parts: the person in charge, the problem and the language. If the document has no title or the meaning of the title is unclear, which can not fully show the content of the document, it shall be redrafted or supplemented according to the content of the document, and the symbol "]" shall be added to the newly proposed or supplemented title. When the minutes of important meetings are redrafted, the meeting time and main contents shall be clearly stated.
Date refers to the date when the document was written. The specific date is written in 4 digits, and the month and day are filled in with 2 digits respectively; Documents and materials without signing date shall be verified and filled in according to the contents of the documents.
When actually filling in, you can fill in the number of months and days, that is, two lines, such as 200101.
The number of pages refers to the number of pages of each archived document. Blank pages are not counted; When asking for instructions and replying (including multi-level instructions), the original and final drafts (regulatory documents must keep all previous revisions, one original and one previous revision and final draft, the first draft, the second draft and the final draft, etc. When cataloging, it should be noted that) is a piece, and the page numbers of the documents that constitute this piece should be added as the page numbers of this piece.
Remarks are used to fill in the information that needs to be supplemented and explained in the archive file, such as defects, modification, deletion, destruction and insertion of the file.
Thirty-fifth file directory format, see Figure A2 of these rules. In principle, the province adopts a vertical archive file directory.
Thirty-sixth when filling in the contents of the archive, it should be filled in with durable writing materials. Units that have used computers to manage files can use file management software to generate and print out directories.
Article 37 Compilation of the Catalogue of Archived Documents. First, the catalogue of archived documents is compiled with small serial numbers of different storage periods. That is, from "1" every year, the permanent, long-term and short-term archive files are compiled and bound separately. Units directly under the city, county (district) with smaller organs and fewer documents can compile the archive file directory in several years, and the thickness is generally1.5cm-2.cm. Second, the requirements for setting the cover of the archive directory. Items such as name, year and shelf life should be set on the cover, and the item of institution (problem) should be cancelled. Mark "organization (problem)" in the upper right corner of the filing directory, such as "office" or "comprehensive category". In order to facilitate the storage and utilization, the province has unified regulations that each file box should be placed with an archive file directory.
Chapter IX Packaging of Archived Documents
Thirty-eighth filing documents should be put into the file box in strict accordance with the sequence of parts numbers, and their work contents include filling in the preparation form, the cover of the file box and the ridge project of the box.
Article 39 When packing, documents of the same year, the same storage period and the same category shall be packed into one or several boxes according to classification. Generally, it is not allowed to pack boxes across years, institutions (problems) and storage periods. The superior documents and the subordinate documents should be packed separately. Generally, it is not mixed with the documents of this organ (except for the documents aimed at this organ). For units with small organizations and few documents, the documents of the upper and lower levels can be packed in one box according to the same year, the same storage period and the same category.
Fortieth file boxes are accessories for filing documents and do not have the function of storage units. Production specifications and styles shall be implemented in accordance with these rules. File boxes can be arranged vertically or horizontally.
Forty-first file box cover should use the full name or standardized abbreviation, indicating the name of the whole family (that is, the name of the filing unit).
Forty-second file box spine should be based on different arrangements, in the spine or box bottom accurately fill in the search items. Including clan number, year, storage period and organization (problem). Fill in the first and last file part numbers in the start-stop part number column, and connect them with "—".When the file is handed over to the library, the library part number will be compiled; The box number refers to the serial number of the document box, which is generally compiled according to the serial number of the document box arranged on the bookshelf. The Rules require that when files are handed over to the library, they should be sorted according to the requirements for entering the library. In order to facilitate the management of archives, our province stipulates that archives should compile and fill in the box number with a pencil. There are many files in large institutions, and the box number can be compiled with small flow from "1" every year according to different storage periods; There are few files in small institutions, and they can be numbered year by year according to different storage periods.
Article 43 A look-up table shall be set for each box of archived documents. The setting items of the reference table include: description of documents in the box, proofreader, checker and date.
Description of the documents in the box, which requires filling in the information needed to explain the archived documents in the box, including the completeness of the collection of the archived documents in the box, the status of the documents themselves (such as illegible handwriting, defects, etc.), etc.
Finisher, fill in the name of the person responsible for filing the file box to clarify the responsibility;
Inspector, fill in the name of the person responsible for inspecting the quality of the archived documents. This item is generally filled in by the archivist of the institution, or by the person in charge of the institution.
Date, fill in the year, month and day when the filing document was completed.
For the external dimensions, margins and text dimensions of the reference table, please refer to Figure A5 of the rules.
Article 44 The Henan Provincial Archives Bureau shall be responsible for the interpretation of these Rules. Provisions and measures inconsistent with these rules in the past shall be abolished at the same time.