measures for the administration of archives in institutions of higher learning
chapter I general provisions
article 1 these measures are formulated in accordance with the archives law of the people's Republic of China and its implementation measures in order to standardize the archives work in institutions of higher learning, improve the level of archives management and effectively protect and utilize archives.
article 2 the archives of institutions of higher learning mentioned in these measures (hereinafter referred to as archives of institutions of higher learning) refer to the historical records of various forms and carriers, such as words, charts, audio-visual images and so on, which are directly formed by institutions of higher learning engaged in enrollment, teaching, scientific research and management, and are of preservation value to students, schools and society.
Article 3 Archives work in colleges and universities is an important basic work in colleges and universities, and schools should strengthen management and incorporate it into the overall development plan of schools.
Article 4 The administrative department of education of the State Council is in charge of the archives work of colleges and universities nationwide. The education administrative departments of the people's governments of provinces, autonomous regions and municipalities directly under the Central Government shall be in charge of the archives work of colleges and universities within their respective administrative areas.
the national archives administration department and the archives administration departments of the people's governments of provinces, autonomous regions and municipalities directly under the central government are responsible for the professional guidance, supervision and inspection of the archives work in colleges and universities within the scope of their duties.
Article 5 Archives work in colleges and universities is led by the president of colleges and universities, whose main responsibilities are:
(1) To implement the national laws, regulations, principles and policies on archives management and approve the rules and regulations of archives work in schools;
(2) Incorporate archival work into the overall development plan of the school, and promote the synchronous development of archival informatization construction and other school work;
(3) Establish and improve archives institutions in colleges and universities that are suitable for the scale of running schools, and implement staffing, archives warehouses, equipment and funds needed for the development of archives;
(4) to study and decide on important rewards and punishments and other major issues in archives work in colleges and universities.
the school leaders in charge of archives work assist the headmaster in charge of archives work.
chapter ii institutional setup and staffing
article 6 archives institutions in colleges and universities include archives and comprehensive archives rooms.
An institution of higher learning that meets one of the following conditions shall set up an archives:
(1) It has a history of more than 5 years;
(2) The number of full-time students is more than 1,;
(3) The archives and materials that have been kept in a centralized way are more than 3, volumes (3 linear meters in length).
colleges and universities that have not set up archives should set up comprehensive archives.
article 7 the archival institutions in colleges and universities are specialized institutions that preserve and provide the use of school archives, and should have archives warehouses and management facilities that meet the requirements.
files that need special conditions to be kept or used frequently and have certain independence can be kept in separate rooms according to actual needs. Sub-rooms are branches of archives institutions in colleges and universities.
Article 8 The management responsibilities of archives institutions in colleges and universities are as follows:
(1) To implement the national laws, regulations, principles and policies on archives work and comprehensively plan the archives work in schools;
(2) to formulate rules and regulations for school archives work and be responsible for their implementation;
(3) To be responsible for receiving (collecting), sorting out, identifying, counting and keeping all kinds of archives and relevant materials of the school;
(4) compiling retrieval tools, compiling and publishing archival historical materials, and developing archival information resources;
(5) organizing the implementation of archives informatization construction and electronic file filing;
(6) opening and utilizing archives;
(7) to carry out professional training for school archivists;
(8) Use archives to carry out various forms of publicity and education activities, and give full play to the cultural and educational functions of archives;
(9) Carry out academic research and exchange activities on archives at home and abroad.
qualified archival institutions in colleges and universities can apply for the establishment of patriotic education bases.
article 9 the archives of colleges and universities shall have a curator, and one or two deputy curators may be set up as required. The comprehensive archives room has one director, and one or two deputy directors can be set up according to needs.
Curators, deputy curators and directors of comprehensive archives (curators and directors of comprehensive archives, hereinafter referred to as the heads of archives institutions in colleges and universities) should meet the following conditions:
(1) They are enthusiastic about archives and have working experience in professional and technical positions above senior level;
(2) Having the ability of organization and management, pioneering and innovative consciousness and spirit;
(3) young and healthy.
Article 1 Institutions of higher learning should provide full-time archivists for archival institutions in colleges and universities.
Full-time archivists in colleges and universities are included in the school career establishment. The number of its staff is determined by the school according to the number of files and tasks of the school's archives institutions.
article 11 archivists in colleges and universities should be law-abiding, love their jobs and be loyal to their duties, and have professional knowledge of archives, corresponding scientific and cultural knowledge and modern management skills.
Article 12 Full-time archivists in archival institutions of colleges and universities shall adopt the appointment system for professional and technical posts or the staff rank system, and enjoy the same treatment as teaching, scientific research and management personnel of the school.
Article 13 Institutions of higher learning should take effective protective measures to prevent occupational poisoning accidents for archivists who have been exposed to toxic and harmful substances for a long time, ensure that they enjoy social insurance benefits for work-related injuries and other related benefits according to law, and may give subsidies in accordance with relevant regulations.
Chapter III Archives Management
Article 14 Institutions of higher learning should establish and improve the system of inspection, assessment and evaluation of archives work, regularly arrange, inspect, summarize and accept archives work, clarify post responsibilities, strengthen the sense of responsibility, and improve the level of archives management in schools.
article 15 institutions of higher learning shall file paper archival materials and electronic archival materials simultaneously. The filing scope of documents and materials is as follows:
(1) Party-mass category: it mainly includes all kinds of meeting documents, meeting records and minutes of party committees, trade unions, youth league committees, democratic parties and other organizations in colleges and universities; Work plans and summaries of the party and mass departments; Documents and materials of higher authorities and schools on party-mass management.
(2) Administration: it mainly includes all kinds of meeting documents, minutes and minutes of administrative work in colleges and universities; Materials on personnel management and administrative management of higher authorities and schools.
(3) Students' category: it mainly includes high school files, enrollment registration forms, physical examination forms, student status files, reward and punishment records, archives of party organizations, graduate registration forms, etc.
(4) teaching: mainly including documents and materials reflecting teaching management, teaching practice and teaching research. According to the former State Education Commission and the National Archives Bureau, the relevant provisions of the Archive Scope of Teaching Documents and Materials in Colleges and Universities ((87) Jiao Ban Zi No.16) shall be implemented.
(5) scientific research: according to the Interim Provisions on the Management of Scientific and Technological Research Archives issued by the former State Science and Technology Commission and the State Archives Bureau (Guo dang Fa [1987] No.6).
(6) capital construction: according to the Interim Provisions on Archives Management of Capital Construction Projects (Guo Dangfa [1988] No.4) issued by the State Archives Bureau and the former State Planning Commission.
(7) Instruments and equipment: it mainly includes a complete set of random technical documents of all kinds of precision, precious and scarce instruments and equipment (worth more than 1, yuan) made in China and imported from abroad, as well as documents and materials generated in the process of receiving, using, maintaining and improving.
(8) Product production category: mainly including documents, samples, sample photos, videos, etc. formed by institutions of higher learning in Industry-University-Research.
(9) publications: mainly including journals edited and published by institutions of higher learning, other academic publications, manuscripts, sample books, publication and distribution records, etc.
(1) Foreign affairs: mainly including materials for the school to send relevant personnel to attend international conferences, study abroad, give lectures, cooperate in research and study; Materials formed by overseas experts and teachers hired by the school in teaching, scientific research and other activities; The school carries out inter-school exchanges, Chinese-foreign cooperation in running schools, running schools abroad and managing materials of experts, teachers, international students, Hong Kong, Macao and Taiwan students from foreign countries or regions; Materials such as honorary positions, degrees and titles awarded by the school to foreigners.
(11) accounting: it shall be implemented in accordance with the measures for the administration of accounting files (caihuizi [1998] No.32) issued by the Ministry of finance and the national archives bureau.
institutions of higher learning can determine the filing scope according to the actual situation of the school. Archived archival materials include paper, electronic, photographic (plastic) films, video (recording) tapes and other carrier forms.
article 16 institutions of higher learning shall implement the filing system of filing documents by the units and research groups that form archival materials.
the personnel in charge of archives work in all departments of the school should organize the teaching, scientific research and management personnel of their own departments to sort out archives and set up papers in time according to the filing requirements. The archivist shall, in accordance with the natural formation law of paper documents and electronic documents, organize and group the documents and materials, compile the page number or part number, make the catalogue in the volume, and hand it over to the archival institutions of colleges and universities after passing the inspection by the personnel in charge of archival work in this department.
article 17 archived archival materials shall be of good quality, with neat books and drawings, clear audio and video, and meet the requirements of relevant codes and standards. The filing requirements of electronic documents shall be implemented in accordance with the Interim Measures for the Administration of Electronic Document Filing and the Specification for Electronic Document Filing and Management (GB/T 18894-22) issued by the National Archives Bureau.
Article 18 The filing time of college archives is:
(1) All departments of the school should file before the end of June of the next academic year;
(2) All departments and departments shall file before the winter vacation of the next school year;
(3) scientific research files should be filed within two months after the completion of the project, and infrastructure files should be filed within three months after the completion of the project.
Article 19 Archives institutions in colleges and universities shall sort, classify, identify and number the archives.
Article 2 Archival institutions in colleges and universities shall determine the storage period of archival materials in accordance with the Provisions of the National Archives Bureau on the Filing Scope of Office Documents and Materials and the Storage Period of Documents and Files. The archives that have expired and lost their preservation value shall be destroyed after being identified by the relevant departments, registered and reported to the principal for approval. Without identification and approval, no files shall be destroyed.
article 21 archives institutions in colleges and universities should adopt advanced archives protection technology to prevent the archives from being damaged, faded, mildewed and lost. Files that have been damaged or faded should be repaired or copied in time. Important files and damaged and faded files should be digitized in time and processed into electronic files for safekeeping.
article 22 university archives shall be kept by university archives institutions. When the state needs it, institutions of higher learning shall provide the required original or duplicate files.
Article 23 The archival institutions of colleges and universities shall keep at least a complete set of archives for the projects completed by colleges and universities in cooperation with other units. In addition to keeping the original files related to their own tasks, the cooperative units shall send copies to the archives institutions of colleges and universities for preservation.
article 24 individuals in institutions of higher learning shall file archives in various carrier forms formed by their professional activities such as teaching, scientific research and management in a timely manner according to regulations, and no individual may keep them for himself.
For important archival materials formed by individuals in their off-duty activities, archives institutions in colleges and universities can manage them through collection and escrow.
archival institutions in colleges and universities should formulate special systems and methods for the collection of various archival historical materials related to schools.
Article 25 Archives institutions in colleges and universities should regularly check the storage of the stored files and materials to eliminate potential safety hazards. In case of special circumstances, they should immediately report to the president and deal with them in time.
the technical management of the archives warehouse shall establish and improve relevant rules and regulations, and the special person shall be responsible for it.
article 26 archives institutions in colleges and universities should conscientiously implement the system of annual archives statistics, and submit statistical reports on the basic situation of archives work in accordance with relevant state regulations.
chapter iv utilization and publication of archives
article 27 archives institutions in colleges and universities shall publish archives in accordance with relevant state regulations. Without the authorization of institutions of higher learning, no other organization or individual has the right to publish school files.
In any of the following circumstances, it will not be made public:
(1) It involves state secrets;
(2) involving patents or technical secrets;
(3) involving personal privacy;
(4) the use of which is restricted by the archives forming unit.
article 28. any unit holding a legal certificate or individual holding a legal identity certificate may use the published archives after indicating the purpose and scope of using the archives and fulfilling the relevant registration procedures.
if overseas organizations or individuals use archives, it shall be handled in accordance with relevant state regulations.
article 29 consulting, extracting and copying unopened archives shall be approved by the person in charge of the archives institution. Involving undisclosed technical issues, it shall be approved by the file forming unit or myself, and submitted to the principal for examination and approval when necessary. Files that need to be used involve major issues or state secrets and shall be approved by the school secrecy department.
Article 3 Important and precious archives provided by archives institutions in colleges and universities are generally not provided with originals. If there are special needs, it shall be approved by the person in charge of the archives institution.
a copy of the file stamped with the official seal of the university archives institution has the same effect as the original.
article 31 when opening archives in colleges and universities, special reading rooms should be set up, and necessary retrieval tools should be compiled (the recording standards should be implemented according to the Archives Recording Rules (DA/T18-1999)), and open archives catalogues, archives guides, and computer inquiry systems should be provided to create convenient conditions for the society to use archives.
Article 32 Archives institutions in colleges and universities are the only institutions that issue archives certificates.
Archives institutions in colleges and universities should create convenient conditions for the society to use archives, and no fees shall be charged for public welfare purposes; If it is used for personal or commercial purposes, a reasonable fee may be charged in accordance with relevant regulations.
archives handed over and donated by social organizations and individuals shall be provided by archives institutions in colleges and universities free of charge and with priority.
article 33 archives deposited in archives institutions of colleges and universities shall be owned by the depositor. If archives institutions in colleges and universities need to provide use to the society, they should obtain the consent of depositors.
article 34 archives institutions in colleges and universities should actively carry out the compilation and research of archives. The publication of historical archives and the publication of archives shall be approved by the archives forming unit and submitted to the headmaster for approval.
article 35 archives institutions in colleges and universities should take various forms (such as holding archives exhibitions, displaying archives, building archives websites, etc.) and actively carry out archives publicity. Conditional colleges and universities should offer elective courses on file management in senior grades of related majors.
chapter v conditions guarantee
article 36 institutions of higher learning should include the funds needed for archival work in colleges and universities in the school budget to ensure the needs of archival work.
article 37 institutions of higher learning should provide archives institutions with special archives that meet the requirements of archives management. for those that do not meet the needs of the development of archives or do not meet the requirements of archives preservation, they should be rebuilt, expanded or newly built in time according to the requirements of the archives construction standard (Jian Biao 13-28).
there should be a special warehouse for storing confidential files.
to store special carrier files such as audio-visual, electronic, etc., necessary facilities such as constant temperature and humidity, fire prevention, stain prevention and pest prevention shall be provided.
Article 38 Institutions of higher learning should set up special funds to equip archives institutions with the equipment and facilities needed for the modernization of archives management and archives informatization, and add