Order of People's Republic of China (PRC) Ministry of Education
No.27
According to the Archives Law and relevant regulations, the Ministry of Education and the National Archives Bureau have formulated the Measures for the Administration of Archives in Colleges and Universities, which are hereby promulgated and shall come into force as of September 1 2008.
Minister of Education Zhou Ji
Yang Dongquan, Director of the National Archives Bureau
Press release issued on 20 August 2008
Measures for the administration of archives in colleges and universities
Chapter I General Principles
Article 1 These Measures are formulated in accordance with the Archives Law of People's Republic of China (PRC) and its implementation measures in order to standardize the archives work in colleges and universities, improve the level of archives management and effectively protect and utilize archives.
Article 2 The term "archives of institutions of higher learning" as mentioned in these Measures refers to the historical records in different forms and carriers, such as words, charts, audio-visual 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 bring it into the overall development plan of schools.
Article 4 The education administrative department of the State Council shall be in charge of the archives work of national colleges and universities. 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 institutions of higher learning 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 shall be responsible for the professional guidance, supervision and inspection of the archives work of colleges and universities within the scope of their duties.
Article 5 Archives work in colleges and universities shall be led by the president, whose main responsibilities are:
(a) to implement the laws, regulations and policies of the state on archives management, and to approve the school archives work rules and regulations;
(2) Incorporate the archival work into the overall development plan of the school, and promote the synchronous development of archival informatization construction and other school work;
(three) to establish and improve the archives institutions of colleges and universities that are suitable for the scale of running schools, and to implement the staffing, archives, equipment and funds needed for the development of archives;
(four) to study and decide on important rewards and punishments and other major issues in the archives work of colleges and universities.
The school leaders in charge of archives work assist the principals in charge of archives work.
Chapter II Organization Establishment and Staffing
Sixth institutions of higher learning archives include archives and comprehensive archives.
Colleges and universities that meet one of the following conditions shall establish archives:
(a) the school has a history of more than 50 years;
(2) The number of full-time students 1 1,000 or more;
(three) the centralized custody of the archives and materials in more than 30 thousand volumes (300 linear meters in length).
Universities that have not established archives should establish comprehensive archives.
Article 7 Archives institutions of institutions of higher learning are specialized institutions that preserve and provide school archives, and should have archives warehouses and management facilities that meet the requirements.
Archives that need special conditions to be kept or used frequently and have certain independence can be set up separately according to actual needs. Sub-rooms are branches of archives institutions in colleges and universities.
Eighth institutions of higher learning archives management responsibilities are:
(a) to implement the laws, regulations and policies of the state on archival work, and to make overall plans for archival work in schools;
(two) to formulate rules and regulations for school archives work, and be responsible for their implementation;
(three) responsible for receiving (collecting), sorting, identifying, counting and keeping all kinds of files and related materials of the school;
(4) compiling retrieval tools, compiling and publishing archival historical materials, and developing archival information resources;
(five) to organize the implementation of file information construction and electronic file filing;
(six) to carry out the opening and utilization of archives;
(seven) professional training for school archivists;
(eight) the use of archives to carry out various forms of publicity and education activities, give full play to the cultural and educational functions of archives;
(nine) to carry out academic research and exchange activities on archives at home and abroad.
Conditional archival institutions in colleges and universities may apply for the establishment of patriotic education bases.
Article 9 The archives of institutions of higher learning shall have one curator and one or two deputy curators as required. The comprehensive archives room shall have one director and one or two deputy directors as required.
The director, deputy director and director of comprehensive archives (hereinafter referred to as the person in charge of archives institutions in colleges and universities) shall meet the following conditions:
(a) love archives, with senior professional and technical positions;
(two) have the ability of organization and management, and have the consciousness and spirit of pioneering and innovative;
(3) Being in prime of life and in good health.
Article 10 Institutions of higher learning shall provide full-time archivists for archival institutions in colleges and universities.
Full-time archivists in colleges and universities are included in the establishment of the school cause. The number of its staff is determined by the school according to the file number and task of the school file institution.
Article 11 Archivists in colleges and universities should abide by the law, love their posts and be dedicated, and have knowledge of archival business, corresponding scientific and cultural knowledge and modern management skills.
Article 12 Full-time archivists of archival institutions in colleges and universities shall implement the appointment system for professional and technical posts or the staff rank system, and enjoy the same treatment as the teaching, scientific research and management personnel of the school.
Article 13 Institutions of higher learning shall take effective protective measures to prevent archivists who have been exposed to toxic and harmful substances for a long time from occupational poisoning accidents, ensure that they enjoy social insurance benefits and other related benefits for work-related injuries according to law, and may give subsidies in accordance with relevant regulations.
Chapter III Archives Management
Fourteenth institutions of higher learning should establish and improve the inspection, assessment and evaluation system of archives work, regularly arrange, inspect, summarize and accept archives work, clarify post responsibilities, strengthen the sense of responsibility, and improve the level of school archives management.
Fifteenth institutions of higher learning should file paper files and electronic files simultaneously. The filing scope of documents and materials is:
(1) Party-mass category: it mainly includes all kinds of meeting documents, meeting minutes and meeting minutes of party committees, trade unions, youth league committees, democratic parties and other organizations in colleges and universities; Work plan and summary of the Party-mass department; The documents and materials of the superior and the school on the management of the party and the masses.
(2) Administration: it mainly includes all kinds of meeting documents, meeting minutes and administrative work minutes in colleges and universities; Materials on personnel management and administration of higher authorities and schools.
(3) Students: mainly including high school files, enrollment registration forms, physical examination forms, student status files, reward and punishment records, party organization files, graduate registration forms, etc.
(4) Teaching: mainly including documents and materials reflecting teaching management, teaching practice, teaching research and other activities. According to the former State Education Commission and the State Archives Bureau, the scope of filing teaching documents and materials in colleges and universities ((87) No.016) shall be implemented.
(5) Scientific research: According to the Interim Provisions on Archives Management of Scientific and Technological Research issued by the former State Science and Technology Commission and the State Archives Bureau (Guo Ban Fa [1987] No.6).
(6) Capital construction: According to the Interim Provisions on Archives Management of Capital Construction Projects (Guo Dangzheng Fa [1988] No.4) issued by the National Archives Bureau and the former State Planning Commission.
(7) Instruments and equipment: it mainly includes a complete set of random technical documents of various precision, precious and scarce instruments and equipment (worth more than 654.38+10,000 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: mainly including documents, samples, sample photos, videos, etc. Formed by institutions of higher learning in Industry-University-Research.
(9) Publications: mainly including periodicals edited and published by institutions of higher learning, other academic publications, manuscripts, sample books, publication and distribution records, etc.
(10) foreign affairs: mainly including materials sent by the school to participate in international conferences, study abroad, give lectures and 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, going abroad to run schools and managing the information of foreign or regional experts, teachers, international students and students from Hong Kong, Macao and Taiwan; Honorary posts, degrees, titles and other materials awarded by the school to foreigners.
(Xi) Accounting: According to the Measures for the Administration of Accounting Archives issued by the Ministry of Finance and the National Archives Bureau (Zi [1998] No.32).
Colleges and universities can determine the scope of filing according to the actual situation of the school. Archived archival materials include paper, electronic, photographic (plastic) films, video (recording) tapes and other carrier forms.
Sixteenth institutions of higher learning should implement the filing system of archival materials forming units and research groups.
The personnel in charge of archival work in all departments of the school should organize the teaching, scientific research and management personnel of their own departments to sort out the archives according to the filing requirements, and file them in time. Archivists shall, in accordance with the natural formation law of paper documents and electronic documents, sort out and group the documents and materials, make page numbers or fascicle numbers, make a catalogue within 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.
Seventeenth filing materials should be of good quality, neat drawings, clear audio and video, and meet the requirements of relevant norms 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 the Administration of Electronic Document Filing (GB/T 18894-2002) issued by the National Archives Bureau.
Eighteenth college archives filing time is:
(a) the school departments should file before the end of June next school year;
(two) each department should file before the winter vacation of the next school year;
(three) 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.
Nineteenth institutions of higher learning archives should sort out, classify, identify and number the archives.
Twentieth institutions of higher learning archives shall, in accordance with the provisions of the State Archives Bureau on the filing scope of duty documents and materials and the storage period of documents and files, determine the storage period of archives and materials. Files that have expired and lost their preservation value shall be destroyed after being appraised and registered by the relevant departments and reported to the client for approval. Without identification and approval, no files shall be destroyed.
Twenty-first institutions of higher learning should adopt advanced file protection technology to prevent files from being damaged, faded, mildewed and lost. Damaged or faded files should be repaired or copied in time. Important documents and damaged and faded documents should be digitized in time, processed into electronic documents and properly kept.
Twenty-second university archives are kept by university archives institutions. When the state needs it, institutions of higher learning shall provide the required original or duplicate files.
Twenty-third institutions of higher learning and other units to complete the project, institutions of higher learning archives should keep at least one set of files. In addition to retaining the original files related to their own tasks, the cooperative units should also send copies to the archives institutions of colleges and universities for preservation.
Twenty-fourth individuals in institutions of higher learning shall, in accordance with the provisions, timely file various forms of files formed in their professional activities such as teaching, scientific research and management, and no individual may take them for himself.
For important archival materials formed by individuals in off-the-job activities, archives institutions in colleges and universities can manage them through collection and escrow.
Archives institutions in colleges and universities should formulate special systems and methods to collect all kinds of archival historical materials related to schools.
Twenty-fifth institutions of higher learning archives should regularly check the storage of archives and materials, eliminate potential safety hazards, in case of special circumstances, it should immediately report to the president and deal with it in time.
Technical management of archives should establish and improve the relevant rules and regulations, and there is a person in charge.
Twenty-sixth archives institutions in colleges and universities should conscientiously implement the annual report system of 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
Twenty-seventh college archives institutions shall publish archives in accordance with the relevant provisions of the state. 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 shall not be announced to the public:
Involving state secrets;
(two) involving patents or technical secrets;
(3) Involving personal privacy;
(four) the use of archives is restricted by the archives forming unit.
Twenty-eighth units or individuals holding legal documents, after indicating the purpose and scope of the use of archives and fulfilling the relevant registration procedures, can use the published archives.
The use of archives by overseas organizations or individuals shall be handled in accordance with relevant state regulations.
Twenty-ninth access, extraction and reproduction of unopened archives shall be approved by the person in charge of the archives institution. Involving undisclosed technical issues, it shall be approved by the document forming unit or myself, and submitted to the client for approval if necessary. Files that need to be used involve major issues or state secrets, which shall be approved by the school secrecy department.
Thirtieth important and precious archives provided by archives institutions in colleges and universities generally do not provide originals. If there are special needs, it must 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 A special reading room should be set up for the opening of archives in colleges and universities, necessary retrieval tools should be compiled (the record standard should be implemented according to the Archives Record Rules (DA/T 18- 1999)), and open archives catalogues, archives guides, archives guides and computer query systems should be provided. To create convenient conditions for the society to use archives.
Article 32 Archives institutions of institutions of higher learning are the only institutions that issue archives certificates.
Archives institutions in colleges and universities should create convenient conditions for the social use of archives, and should not charge fees for public welfare; For personal or commercial purposes, reasonable fees may be charged in accordance with relevant regulations.
Social organizations and individuals use their transferred and donated files, and archives institutions in colleges and universities should provide them free of charge and give priority.
Thirty-third archives deposited in institutions of higher learning shall be owned by the depositor. If the archival institutions in colleges and universities need to make use of it to the society, they should obtain the consent of the depositor.
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 disclosure of archives shall be approved by the archives forming unit and reported to the headmaster for approval.
Article 35 Archives institutions in colleges and universities should take various forms (such as holding archives exhibitions, displaying archives and building archives websites, etc.). ) and actively carry out archives publicity. Conditional colleges and universities should offer archives management elective courses in senior grades of related majors.
Chapter V Conditional Guarantee
Thirty-sixth institutions of higher learning should include the funds needed for archival work in institutions of higher learning 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. Those who do not meet the needs of the development of archives or the requirements of archives preservation shall be rebuilt, expanded or newly built in time in accordance with the requirements of Archives Construction Standard (JB 103-2008).
There should be a special warehouse to store confidential documents.
Audio-visual, electronic and other special carrier files should be stored with necessary facilities such as constant temperature and humidity, fire prevention, stain prevention and insect prevention.
Article 38 Institutions of higher learning should set up special funds to equip archival institutions with the equipment and facilities needed for the modernization of archives management and the informatization of archives, speed up the construction of digital archives (rooms), and ensure that the informatization of archives is synchronized with the construction of digital campus of schools.
Chapter VI Reward and Punishment
Article 39 Institutions of higher learning shall commend and reward units or individuals that have made the following contributions in archival work:
(1) Having made remarkable achievements in the collection, arrangement, provision and utilization of archives;
(2) Having made remarkable achievements in archives protection and modern management;
(3) Having made important contributions to archival science research and archival historical materials research;
(4) Donating important or precious archives to archives institutions of institutions of higher learning;
(five) outstanding performance in fighting against violations of archives laws and regulations.
Fortieth institutions of higher learning have one of the following acts, and the directly responsible person in charge and other directly responsible personnel shall be punished according to law; If a crime is constituted, criminal responsibility shall be investigated by judicial organs according to law.
(a) dereliction of duty, resulting in damage, loss or unauthorized destruction of archives;
(2) Providing, transcribing or publishing archives without authorization in violation of confidentiality provisions;
(3) Altering or forging archives;
(4) Selling, giving away or exchanging files without authorization;
(5) Failing to file, refusing to file, or taking the file as your own;
(six) other acts in violation of archives laws and regulations.
Chapter VII Supplementary Provisions
Article 41 These Measures shall apply to all kinds of ordinary institutions of higher learning and adult institutions of higher learning.
Article 42 Institutions of higher learning may formulate detailed rules for implementation according to these Measures.
Archives management of affiliated institutions of higher learning (including affiliated hospitals and school-run enterprises, etc.). ) determined by the school according to the actual situation.
Article 43 These Measures shall come into force as of September 6, 2008. 1June 989+10/October 10 The Measures for the Administration of Archives in Colleges and Universities (Order No.6 of the State Education Commission) promulgated by the State Education Commission shall be abolished at the same time.