University Archives management

    (August 20, 2008 the Ministry of education, the national archives released 27th come into force on September 1, 2008) Chapter I General provisions

    First to standardize the file work of colleges and universities, promote the level of management, effectively protecting and using archives according to the People's Republic of China archive law and its enforcement, this approach is formulated.

    Article Archives of colleges and universities in these measures (hereinafter referred to as archives) refers to college admissions, teaching, research, management and other activities directly to the student, school and social value of all kinds of text, graphics, audio-visual and other forms, the carrier's history.

    Article Archive work in colleges and universities is important basic work in higher education, the school management should be strengthened, be included in the school development plan. Article fourth of educational administrative departments of the national archives.

    The provinces, autonomous regions and municipalities within the administrative area of educational administrative departments of the people's Government of the University Archives.

    National Archives and records administration and in the provinces, autonomous regions and municipalities directly under the archive administration, within the mandate of the people's Government is responsible for the archives of business guidance, supervision and inspection.

    Article fifth archive work in colleges and universities led by the University President, whose main functions are:

    (A) the implementation of national laws and regulations on file management and policy, approved the school archives work regulations;

    (B) the archives into the whole school development planning, promoting the development of archives information construction and other work;

    (C) establish commensurate with the scale of archives institutions, implementation of staffing, archives, development of equipment required for archives and funds;

    (Iv) considering and deciding important rewards and punishments in the archive work in colleges and universities and other major issues.

    School leaders in charge of the archives to help principals are responsible for archives.

    Chapter II Organization and staffing

    Integrated agency of sixth College Archives, including archives and archives.

    University Archives should be created, one of the following conditions:

    (A) in school history for more than 50 years;

    (B) the scale of full-time students in more than 10,000 people;

    (C) the central depository of archives and information in a 30,000-volume (length 300 meter) or more.

    Without the establishment of archives in colleges and universities should establish comprehensive archives.

    Article seventh archives institution archives is to preserve and provide access to the school's specialized agencies, should have to meet the requirements of records storage and management facilities. Requires special conditions for keeping or use frequently and have a certain independence of the archives, can be set up according to the actual need sole custody.

    Compartments are branch institutions of the University Archives.

    Article eighth College archive management responsibilities of the Agency are:

    (A) implement the relevant archives of the State's laws, regulations and guidelines policies, integrated planning school archives;

    (B) elaboration of archives rules of the school and is responsible for implementing;

    (C) to receive (collect), sorting, identification, statistics, maintenance of school records and related information;

    (D) preparation of search tools, compilation, publish files, the development of archives information resources;

    (E) organize the implementation of the construction of archives informatization and electronic filing;

    (F) the archives open and utilization;

    (VII) business training school Archives staff;

    (VIII) use various forms of publicity and education activities, give full play to the cultural and educational function of archives;

    (I) carry out academic research and exchanges of archives at home and abroad.

    Condition of archives institutions can apply for the creation of bases for patriotic education. Curator of the Nineth University Archives located one, may have one or two Deputy Director as needed.

    Comprehensive archives shall have a Director who may have one or two Deputy Director as needed.

    Director, Deputy Director and Director of comprehensive archives (curator and Director of the comprehensive archives, hereinafter referred to as the University archive head), subject to the following conditions:

    (A) the enthusiastic archives, has experience in senior professional and technical positions;

    (B) management and organizational skills, with the pioneering and innovative spirit, and spirit;

    (C) the prime of life, in good health.

    Tenth of higher learning should archival agencies staffed with full-time archival staff for colleges and universities. In school staffing full-time archival work in colleges and universities.

    Prepared by the school according to the archives of the University institutions in the number of archive members and tasks identified.

    11th University Archives staff should be law-abiding, loving, loyal, with archives of knowledge and the knowledge of science and culture and modern management skills.

    12th archive institutions of full-time archivists in colleges and universities, professional technical appointment or staff ranks, school teaching, research and management staff equal treatment.

    13th University Archives staff on long-term exposure to toxic and harmful substances shall be taken in accordance with the relevant provisions of laws and regulations and effective protective measures to prevent the occurrence of occupational poisoning accidents, protection also enjoy the treatment of work-related injury insurance and other related, and may be supplemented in accordance with the relevant provisions.

    Chapter III of archives management

    14th higher learning should establish and improve the archives work of inspection, examination and assessment system, arranged on a regular basis, check the archives, summary, acceptance, clear responsibilities, strengthening the sense of responsibility, improve the level of school file management. 15th institutions of higher learning should be on paper archives and electronic archive material synchronous archiving.

    Documentation archive are:

    (A) the party categories: including the Party Committee in colleges and universities, trade unions, the Communist Youth League, democratic organizations such as various parliamentary documents, minutes of meetings and minutes; work plans, summary of all party departments; superior with schools on the management of the party documents and materials.

    (B) administrative: mainly include administrative work of meetings documents, meeting records and minutes of superior authority on personnel management, administration and school materials.

    (C) student category: includes institutions of higher learning education in the cultivation of the students ' high school records, school registration, examination tables, archives, disciplinary records, organizational files, graduates of the party registration form. (D) teaching: mainly including teaching management and teaching practices and documentation activities such as teaching and research.

    According to the State Education Commission, the national archives released the teaching documents and materials of the filing range (87) teaches No No. 016) of the relevant provisions.

    (E) research groups: by the former State Science and Technology Commission, the national archives issued the provisional regulations on the management of scientific research archives (file [, 1987]6).

    (Vi) capital master class: according to the national archives, the former State Planning Commission published provisional regulations on the archives of capital construction project management (file [, 1988]4).

    (G) equipment category: includes a variety of domestic and imported sophisticated, valuable, rare instruments and equipment (valued at more than 100,000 yuan) set of random technical documents as well as to receive, use, maintenance and improvements in the documentation for the work.

    (H) the product categories: mainly include the formation of institutions of higher learning in the process of production, teaching and research documents, sample or sample photos, videos etc.

    (I) the publication type: includes edited and published their own journal of Chinese universities, other academic publications and the University Press publication of manuscripts, manuscripts, sample copy and publication record.

    (10) Foreign Affairs class: main including school sent about personnel attended international conference, and abroad study, and lecture, and cooperation research, and learning learning of material; school hired of outside experts, and teachers in teaching, and research, activities in the formed of material; school carried out intercollegiate Exchange, and foreign cooperation running, and outside running and the management foreign or Hong Kong, Macao and area experts, and teachers, and international students, and Hong Kong, Macao and students, of material; school grant outside people honorary positions, and degree, and title, of material.

    (11) in accounting: accounting issued by the Ministry of finance, national archives records management policy (financial accounting [1998]32). Filing range can be determined according to the actual situation of colleges and universities.

    Archives archival materials include paper, electronic, (the gum), video (recording) with a variety of carriers.

    16th University Archives materials forming and filing group archived system. Archives staff of the departments of the school in accordance with archiving requirements, organizing the Department's teaching and research and management personnel, such as filing and filing in a timely manner.

    Filing shall, in accordance with the paper documents and electronic documents law of natural formation of, sorting unit for the volume of the documentation system, prepares page number or numbers, production volume within the directory, the Department responsible for the archives of institutions after passing the checks to the University Archives. 17th archive dossiers it should be fine, neatly painted, audio clarity, in line with the requirements of the relevant norms and standards.

    Electronic document filing requirements in accordance with national archives released the filing interim measures for the management of electronic documents and the electronic records filing and management practices (GB/T18894-2002).

    Article 18th University Archives materials archive time:

    (A) the departments of the school in the academic year before the end of June Archive;

    (B) departments shall be filed before the winter of the school year;

    (C) the archive of scientific research shall be filed within two months after completion of the project infrastructure files shall be filed within three months after completion of the project.

    Article 19th University archival institutions should file sorting, classification, identification and serial number. Article 20th archives institution shall, in accordance with national archives documents archived and the archive and document retention regulations, determine the retention of archival material. To keep archives of the term full, has lost its value, upon approval by the relevant departments to identify and register principal and be destroyed.
Without approval of the appraisal and may not destroy any records.

    Article 21st archives institutions advanced file protection technology should be used to prevent file damage, fading, mildew and loss. Damaged or faded handwriting archives shall promptly repair or replication.

    For important files and digital archives shall promptly repair of damaged, faded, processing into the electronic archives for safekeeping. 22nd article archives kept by the archives Agency.

    When required by the State, archives of the institutions of higher learning should be required to provide originals or reproductions. Article 23rd institutions completed projects in collaboration with other units of the Division of labour, archives institutions should be maintained for at least a set of archives.

    Cooperation unit the aluminum in addition to preservation and archives relating to the own tasks beyond the original, and copies should be sent to the archives kept in University.

    24th person in the institutions of higher learning to engage in teaching, research and management functions formed by the activity of carrier forms of archival material, should be archived in a timely manner in accordance with regulations, no person shall not be kept.

    For individuals in their non-title active formed important archival material, archives institutions can collect, escrow and other forms of management.

    Archives institutions and the collection of archives relating to the school, specialized systems and approaches should be developed.

    25th archives institutions should be stored on the archive and periodic checks on data storage, eliminating security risks, in special circumstances, should be reported immediately to the principal, in time.

    Technical management of the archives room, should establish and improve the relevant rules and regulations, by the person in charge.

    Article 26th archives institutions should earnestly implement the archives annual report system and submitted in accordance with the relevant provisions of the State Archives a basic statistical report.

    The fourth chapter archive and publication 27th archive institutions in colleges and universities should be made public in accordance with the relevant provisions of the State archives.

    Without University authorization, any other organizations or individuals, the right to make public schools archives.

    Belongs to one of the following conditions are not published:

    (A) involve State secrets;

    (B) relates to a patent or know-how;

    (C) involving personal privacy;

    (D) provisions limiting the use of the Archives Unit.

    28th possessing lawful identifications of unit or person who holds the legal status, indicated that the purpose and scope of the archive and to carry out the relevant registration procedures and be able to use the published file.

    Overseas organizations or individuals using archives, in accordance with the relevant provisions of the State. Article 29th consult, extract, copy a file that is not open, it should be approved by the heads of archive institutions. Unpublished technical issues involved, must pass through the Archives Unit or consent, if necessary, report to the President for review and approval.

    Requires the use of archive material matters or State secrets, should be approved by the school security departments. Article 30th Archives provide important and valuable records, generally do not provide originals.

    If you have special needs, should be approved by the heads of archive institutions.

    Archive copy of the stamped with the seal of the archives Agency, with the originals being equally authentic.

    31st College Archives open should set up a special reading room, and prepare the necessary search tools (description standards in accordance with the rules of archival description (DA/T18-1999)), offers a directory of open archives, Fonds Guide, guide, computer system, facilitate use of archives for social conditions.

    Article 32nd archives institutions is the only body of evidence issued by the school.

    Archives institutions should facilitate use of archives for social conditions, for public purposes, and shall not charge fees for personal or commercial purposes, can be reasonable charge in accordance with the relevant provisions.

    Social organizations and individuals to make use of their transfer, donation records and archives institutions should provide free and priority. Article 33rd hosting archives of archive institutions in colleges and universities, left-all.

    Archives body if you need to provide to the community, should ask the register agrees. Article 34th universities institutions shall actively carry out the archives compiling and researching work.

    Publications Archives Archives and published, it should be agreed by the Archives Unit, and report to the principal for approval. 35th archives institutions should take a variety of forms (such as the construction of archives held an exhibition, display, archive websites), Active Archive advocacy work.

    Conditions of colleges and universities, professional should be in high school about the archives management of elective courses.

    The fifth chapter conditions to protect

    Article 36th institutions requirements for archive work in colleges and universities should be included in school budgets, ensure archive work needs.

    37th institutions of higher learning should provide dedicated to archival institutions, comply with records management requirements of records storage, does not adapt to the development of the archives cause need or Hall Library Archives storage requirements are not met, according to the standard of the Archives building (built 103-2008) required for rebuilding or new construction.

    Store secret archives should be dedicated to the Treasury.

    Storage of audio-visual, electronic, and other special carrier file, you should configure the constant temperature and humidity, fire, against stains, pests and other necessary facilities.

    Article 38th institutions shall set up special funds, body configuration files for archives management modernization, the equipment and facilities required to file information, speed up the digital archives (RM) construction, ensure archive informatization construction and digital campus construction in parallel.

    Sixth chapter of rewards and punishment

    39th made the following contributions to institutions of higher learning in the archive units or individuals that give commendations and rewards:

    (A) the archives collect, compile and provide outstanding successes in work;

    (B) in archives protection and have made remarkable achievements in modern management;

    (C) in the archives made important contributions to research and archival research;

    (D) important or valuable archives donated to the archives of institutions;

    (E) the fight with archival laws and regulations, with outstanding performance.

    40th under any of the following acts, institutions of higher learning should be directly responsible for the charge and other direct liable persons shall be given disciplinary actions constitute a crime, shall be investigated for criminal responsibility by judicial organs.

    (A) the negligence caused damage, loss, or unauthorized destruction of files of the archives;

    (B) the breach of the confidentiality provisions, provision, reproduced without authorization, publication archives;

    (C) alteration, falsification of archives;

    (D) the sale, gift, Exchange files without authorization;

    (V) not in accordance with the regulations for filing and refusal to archive or archive for themselves;

    (Vi) other acts of archival laws and regulations.

    The seventh chapter by-laws

    41st article this approach applicable to all types of universities, higher educational institutions for adults.

    42nd institutions can work out the implementation details of these measures.

    University affiliated units (includes affiliated hospitals, enterprises, etc) file management, autonomous determination by the school according to the actual situation. 43rd these measures shall come into force on September 1, 2008. Released on October 10, 1989, the State Education Commission of the General archives management of colleges and universities (National Board of education, 6th) repealed simultaneously.