1. General

1. 1 This system is specially formulated to ensure the completeness, completeness, accuracy and system of engineering files, ensure the qualified rate of files, and make the management of engineering files successfully meet the requirements of Code for Filing and Arrangement of Construction Engineering Documents (GBT/50328-200 1).

1.2 Archives of capital construction projects refer to documents and materials with archiving and preservation value formed during the whole construction project from brewing, decision-making to completion and production, including written materials, drawings, charts, audio-visual materials and other carriers formed during the process of project proposal, investigation, feasibility study, evaluation, survey, design, construction, production preparation, trial operation, handover and production, and completion.

1.3 The archives of infrastructure projects are the precious wealth of the state and enterprises, and are the labor crystallization of the survey, design, construction and management personnel. According to the Archives Law of People's Republic of China (PRC), it is the duty and post responsibility of personnel at all levels to do a good job in filing documents and materials. Personnel at all levels should do a good job in filing documents and materials with preservation value formed by their own projects to ensure the integrity and accuracy of the files.

2 project file management system

2. 1 file management

2. 1. 1 Project archives work is a part of the project construction process, which should be included in the whole process management and carried out simultaneously with the project construction. The archive room centrally manages the technical files in the whole process of this project, supervises and inspects the formation, accumulation, collection and filing of engineering files, and is responsible for receiving and handing over engineering technical files.

2. 1.2 In order to facilitate the connection of various management links, the file reference room is equipped with full-time archivists, and in order to better manage files, necessary warehouses, file fittings, file protection facilities and office equipment should be configured.

2. 1.3 During the construction period, all kinds of technical data will be handed over to archives and reference rooms for unified management and distribution, and all relevant departments and units will designate special personnel to handle the receiving formalities.

2. 1.4 After the arrival of the equipment, the materials group shall hand it over to the relevant departments for unpacking acceptance, and the equipment data (filed and sent to the construction unit) shall be handed over to the archives and reference room for unified management, and shall be registered and recorded, and a receiving and dispatching ledger shall be established. The overall acceptance of each single project shall be checked by the file reference room for its various technical documents and completion data, and the final payment of each project must be paid after the file reference room signs for the completion data.

2. 1.5 The purchase of technical materials, books and standards shall be uniformly applied by the archives department, and shall be handled as planned after approval, or entrusted to relevant departments. All purchases of technical materials, books and standard reimbursement vouchers must be signed by the archives before reimbursement procedures can be handled.

2.2 Quality regulations of archive documents

2.2. 1 All documents and materials such as contracts and agreements are originals (that is, they must be signed by representatives of all parties in accordance with the regulations, and the columns sealed by the unit must also be stamped with the official seal of the unit, and the signers cannot file with photocopies or photocopies).

2.2.2 Forms and materials such as construction technical records, engineering visa forms, trial operation records, materials semi-finished product inspection forms, design modification notices (including engineering contact forms) should be written in more than 70g of white writing materials, and the originals should be submitted (the forms are photocopies, that is, they are written in qualified materials, and the materials cannot be used as originals; All personnel in the acceptance visa form must have complete signatures, and it is not allowed to use seals or printed copies instead of signatures for filing.

2.2.3 Debugging measures, plans and reports should be printed by mimeograph or laser printer, and photocopies or ordinary ribbons are not allowed to be used to ensure the durability of handwriting.

2.2.4 The documents and materials mainly sent and copied to the unit shall be filed in red-headed documents (copying is not allowed).

2.2.5 Writing specifications

A) the handwriting is neat and the pattern is clear.

B) Writing ink should be carbon ink, and writing with ballpoint pen or pencil is strictly prohibited.

C) The official document writing format should be arranged horizontally, and the paragraphs and chapters of the official document should be arranged according to the relevant official document writing requirements; The simplification of Chinese characters should conform to the relevant provisions promulgated by the state.

2.2.6 The size of writing materials should be standardized, and the space between binding edges should be 25mm. No words or information can be left in the blank space between the binding edges.

3 engineering documents receiving and dispatching and management regulations

This system is formulated in order to strengthen the management of receiving and dispatching engineering documents and straighten out the handover relationship, and make good use of engineering documents according to the project progress.

3. 1 Receiving of engineering documents

3. 1. 1 The engineering documents (engineering technical documents and drawings) provided by each unit to the engineering department shall be uniformly received by the archives reference room; The administrative and party affairs documents issued by the party and government organs at higher levels shall be uniformly received by the office.

3. 1.2 All engineering documents brought back from other units or received by other means by other departments or individuals of the Engineering Department shall be submitted to the archives reference room.

3. 1.3 The equipment documents shall be delivered to relevant departments for unpacking acceptance, and the equipment documents shall be filed in time; Equipment documents are distributed to relevant units by archives and reference rooms.

3. 1.4 The archive reference room must check the quantity and appearance quality of the received engineering documents, and notify the sending unit to reissue them in time when problems are found.

3. 1.5 The general registration account and ledger (account book and electronic account) for receiving engineering documents shall be established in time for docking engineering documents in the archives reference room, and all kinds of engineering documents can be queried and retrieved by computer.

3. 1.6 registered engineering documents shall be handled in time. After ensuring the number of copies filed, it will be distributed to relevant units and departments in time according to the engineering documents approved by the leaders of the engineering department.

3. 1.7 The received confidential documents and materials shall be properly kept in strict accordance with the confidentiality provisions, and the borrowing provisions of confidential documents and materials shall be seriously implemented.

3. 1.8 The archive reference room only arranges the archived engineering documents, and establishes the archive master register and classified register; Don't rearrange the engineering documents distributed to various departments.

3.2 Distribution of engineering documents and materials

3.2. 1 The engineering documents of other units and departments shall be handled by the archives reference room.

3.2.2 The person in charge of the engineering department shall determine the issuing unit and quantity of the engineering documents submitted to the superior unit.

3.2.3 The document reference room shall distribute the engineering documents according to the construction drawings and equipment data approved by the leaders of the engineering department (when the number of copies of the engineering construction drawings and equipment data is limited). The file reference room only provides one or two sets of documents for the construction unit, and the insufficient part of the construction unit may entrust the file reference room to propose to the design institute to increase the supply quantity of construction drawings; The insufficient part of the equipment data file shall be copied by the construction unit itself, and the copied equipment data shall be stamped with the seal of "Copy".

3.2.4 A data distribution account shall be established for the issued drawings, and the data distribution account shall be kept for future reference.

3.2.5 In order to avoid possible mistakes in the distribution of engineering documents and data, the drawing and data receiving unit shall designate a list of recipients and notify the document reference room in writing; The archive room shall distribute the engineering documents according to the specified list.

3.3 Design change notice, engineering contact list, handover and management regulations

3.3. 1 The Design Change Notice and the Engineering Contact Sheet shall be delivered by the archives reference room in a timely and unified manner according to the departments specified in the Design Change Notice and the Engineering Contact Sheet, and a receipt record shall be established.

3.3.2 The originals of the design change notice and the engineering contact list shall be submitted to the file reference room for filing and preservation in time. After the project is completed, the archives reference room will provide the design institute with copies of all design change notices and project contact sheets for the design institute to prepare the as-built drawings.

3.3.3 Where any design modification or change is involved, the document reference room shall timely affix the design modification seal on the drawing directory in the volume corresponding to the copy of the archived drawings, and timely put the copy of the change order into the volume.

4 the responsibilities of the archives department

Contractors (general contracting, contracting, construction, design, construction, supervision and undertaking units) shall, according to their respective responsibilities, collect, accumulate and sort out the engineering documents and materials responsible for construction and undertaking, and hand them over to the construction unit according to the filing requirements.

In case of general contracting, the general contracting unit shall be responsible for supervising, inspecting and guiding the whole process of the general contracting project documents from formation to compilation. And be responsible for organizing and coordinating the filing work of subcontractors. Submit a set of complete, accurate and systematic engineering files that meet the file standards to the construction unit as required.

Where the construction unit contracts several units respectively, each contracting unit is responsible for collecting, accumulating and sorting out all the documents of its contracted projects.

All institutions of the construction unit: responsible for collecting, sorting and summarizing all project files related to the early stage of the construction project, equipment technology, technology, foreign affairs, patent and commodity inspection claims, completion, trial operation and acceptance.

Design unit: responsible for collecting, accumulating and sorting out the basic data and project design documents.

Construction unit: sorting out engineering accident handling documents formed by on-site translation, non-standard drawings (as-built drawings), design changes, debugging and maintenance, installation and debugging.

Supervision unit: responsible for supervising and auditing the formation of documents and the compilation of completion files of all contractors in the project construction, especially the completeness, accuracy and systematicness of the completion drawings. Responsible for the collection, accumulation, sorting and filing of project supervision documents. The construction unit entrusts the supervision unit to supervise and inspect the collection, accumulation, completeness, accuracy and systematization of engineering documents, and review and sign them. At the same time, submit relevant special reports to the construction unit. Verification materials and other regulatory documents.

Debugging unit: responsible for collecting, accumulating and sorting out the documents formed during the preparation and debugging of production technology.

Scope of filing by the construction unit

Responsible for submitting all construction and installation technical records (including all kinds of concealed engineering data).

Be responsible for submitting the commissioning records and acceptance visas of the Division.

Be responsible for submitting the plans and measures for the trial operation stage of the Division.

Responsible for submitting the record of eliminating defects before handing over the trial production.

Be responsible for submitting the contact list and summary of each unit in the construction process.

Be responsible for submitting the catalogue list (including electronic catalogue) for filing.

Scope of commissioning device filing

Be responsible for submitting the commissioning scheme, measures and commissioning report of the commissioning project undertaken.

Be responsible for submitting records of equipment defect handling during debugging.

Be responsible for submitting the commissioning quality inspection evaluation form.

Be responsible for submitting the design data changed during debugging and the summary of debugging work.

Be responsible for submitting the catalogue list (including electronic catalogue) for filing.

Design unit filing scope

Responsible for submitting the design documents of each design stage of the project (project).

Responsible for submitting all design modification notices.

Responsible for submitting a complete set of as-built drawings (in octuplicate) on time. And conscientiously implement the relevant provisions of the as-built drawings.

Responsible for submitting a complete set of CD-ROM of as-built drawings in line with the relevant system of the National Archives Bureau on time.

Responsible for submitting the design summary.

Be responsible for submitting the catalogue list for filing (including electronic catalogue)

Quality supervision department (quality supervision central station and quality supervision station)

Scope of filing by regulatory authorities

Responsible for submitting all documents and materials related to project quality, construction period and investment supervision formed in the process of supervision.

The person in charge of the supervision discipline shall review the archived documents of the construction unit, commissioning unit and quality supervision department, be responsible for the completeness, accuracy and systematicness of the archived documents of the supervised unit, and sign the auditor's column of the document reference table.

Responsible for submitting complete and complete certification materials filed by design, construction, installation and commissioning units.

Handling of documents that do not meet the filing requirements:

The archives reference room has the right to return the files and documents provided by each unit that are not in conformity with the regulations, and the filing unit shall make rectification according to the relevant provisions of archives management until the files and documents that meet the specified requirements are submitted.

Where the engineering documents and materials are not fully filed and do not meet the relevant filing requirements, the final accounts of the project cannot be made, and the final payment of all kinds of final accounts of the project must be paid after the completion data is signed by the archives reference room.

Appraisal and destruction of engineering archives

The redundant engineering documents after filing and distribution and the drawings and materials recovered after use by various departments shall be registered by the department applying for destruction, and the archives department shall put forward the destruction opinions and report them to the company's chief engineer and manager for approval before destruction.

For the documents modified and replaced by each unit, the archives department shall list the documents to be destroyed, put forward the destruction report, and implement it after being approved by the company's chief engineer and manager, and clearly define the list of documents to be destroyed.

The destruction of archives must be carried out in strict accordance with the confidentiality provisions, and the place of destruction shall be determined by the security department. When destroying files, the archives department and the security department should assign special personnel to supervise the sale, and the supervisor must sign the destruction list, which should be filed.

When identifying the destroyed documents, the documents between two storage periods should be handled as long as possible.

other

The classification and cataloging of engineering archives shall be carried out in accordance with the classification and numbering methods and regulations of this engineering archives.

The provision and utilization of archives, materials and books shall be carried out in accordance with the provisions on borrowing archives, materials and books of this project.

The sorting and cataloging of audio-visual archives shall be carried out in accordance with the management measures for audio-visual archives of this project.

Archives warehouse management shall be implemented in accordance with the archives warehouse management regulations of this project.

The filing of engineering documents of various functional departments of the company shall be carried out according to the filing scope and filing time of infrastructure documents of various functional departments of the company.

5 audio-visual archives management measures

5. 1 Construction audio-visual archives mainly refers to photos, negatives (including reverse films), films, video tapes, compact discs and magnetic carriers which are directly formed in urban planning, construction and management activities and have preservation value, with audio-visual historical records as the main part, supplemented by written descriptions.

5.2 The audio-visual archives submitted by the construction unit to the urban construction archives management institution mainly includes: photo archives, video archives and corresponding text descriptions of the construction project.

5.3 Photo archives shall meet the following requirements:

(1) The subject is clear, the image is clear, the picture is complete, and there is no trimming;

(2) can reflect the appearance, design characteristics and geographical location after the completion of the project;

(3) For photos with traditional photosensitive materials as carriers, negative and positive photos (photos) need to be submitted;

(4) When shooting with a digital camera, the image cannot be post-processed, and the optical resolution should not be less than 4 million effective pixels (interpolation is not allowed).

5.4 Video files shall meet the following requirements:

(1) The theme is clear, the content is coherent and concise, the image is clear, and the lens is smooth;

(two) indicate the geographical location, appearance, surrounding environment, civil air defense facilities, fire facilities, hydropower facilities, safety facilities, standard rooms, standard floors, design features and architectural features of the project;

(3) Submit the first generation video tape and the edited tape or CD (DVD or above).

Written explanation includes: project name, name of construction unit, design unit, construction unit, location, commencement date, completion date, investment amount, occupied area, building area, structure, floor number, shooting date, photographer, etc.

6. Archives, materials and book lending system

All documents, technical files and materials of our company can be borrowed and used. In order to keep archives confidential and give full play to the benefits of archives for water conservancy construction and development, if it is necessary to borrow them for work, the following procedures must be handled:

6. 1 In general, I only need to fill in the borrowing registration of the borrowed files (indicate: purpose, collection time and return time). When returned, the management personnel should check before filing.

6.2 When borrowing documents, confidential technical documents and materials, the Borrowing Sheet shall be filled in and signed by the department manager.

6.3 Top secret documents, technical files and materials are generally not allowed to be borrowed, copied or photographed. If it is really necessary for work, the scope, content and purpose should be indicated on the borrowing form, which should be approved by the department manager and the competent vice president first. Archivists can only provide according to their scope, requirements and contents.

6.4 When borrowing documents and materials from other units, the unit's letter of introduction shall indicate the scope, content and purpose of reference. Documents or materials are confidential and top secret, and can only be borrowed with the consent of the competent vice president and the approval of the general manager.

6.5 Borrowed archives shall be properly kept and shall not be damaged, altered, deleted, filled or opened. The borrower must keep it properly to prevent loss and leakage. Without consent, it shall not be copied, copied or lent, and the contents of the file shall not be made public. If there is any loss, write the loss report in time, and then handle it after stopping borrowing.

6.6 The borrowing time shall be within two weeks. You can renew it if you need to continue using it. Special circumstances need a long time to use, must be approved by the competent vice president, but at the end of the year, the borrowed files should be handed over to the archives room for checking, and then lent out. If the files borrowed for a long time are not returned, the reasons are not explained, and the renewal procedures are not handled, the archivist shall notify the person in charge of the borrowing department to supervise the return, otherwise the whole department will be suspended from borrowing. And in strict accordance with the economic responsibility system assessment methods.

6.7 Anyone who borrows archives should return the archives or materials to the archives room, otherwise the handover formalities cannot be handled. At the same time, the archive room has the right to transfer the archive materials back to the archive room due to work needs.

7 design modification notice, engineering contact list management regulations

7. 1 design change system

7. 1. 1 Minimize design changes and visas during construction. If it is inevitable, this system shall prevail.

7. 1.2 On-site professional engineers should have a strong sense of responsibility, strictly perform their duties, ensure the engineering quality, and strive to reduce the engineering cost. Before the project starts, carefully study the drawings and organize the blue prints.the design to solve the problems in the construction drawing in advance. For the incomplete part of the engineering drawings, it is necessary to urge the design unit to supplement and modify the drawings in time.

7. 1.3 The specific manager of engineering design change is the technical director of the project department, who is specifically responsible for contacting the company's chief engineer, users, design units and construction contractors and issuing design change notices.

7. 1.4 All design changes must be recorded in writing, and verbal commitment is prohibited. Under special circumstances, you can make a verbal commitment first, and then you must complete the design change notice within 7 days.

7. 1.5 The design change information mailed or faxed by the design institute shall be signed by the project manager and submitted to the engineering department for confirmation, and then forwarded by the technical director to the professional engineer for organization and implementation.

7. 1.6 After receiving the design change information, the professional engineer shall send it to the construction contractor and supervision unit and supervise the implementation.

7. 1.7 Within three days after the design change is completed, the professional engineer shall fill in the implementation results and submit them to the project manager for review.

7. 1.8 The audited execution results shall be filed and registered as the basis for future settlement.

7.2 Visa Management System

7.2. 1 visa involves investment, construction period and other engineering contents. In order to effectively control the project cost and time limit for a project, all site management personnel must be familiar with the contract and bidding documents, review the construction organization design submitted by the construction unit, and strictly control the site visa before starting work.

7.2.2 If the contents and quantity of the project are changed due to the circumstances agreed in the contract or the reasons not attributable to the construction unit, the visa can be implemented only after approval, on the premise of ensuring the engineering technical standards and quality standards unchanged. The construction site visa shall be signed by the construction unit, the project supervisor and the site management personnel of the project department, and it is strictly forbidden to make up the visa afterwards.

7.2.3 The on-site visa form shall be submitted by the construction unit, signed and sealed by the on-site supervision engineer, and rechecked by the on-site professional engineer and project manager. The visa is valid.

7.2.4 If the one-time contracted amount is less than 654.38+10,000 yuan, or the construction period is delayed within 5 days, it shall be reported to the project manager for approval after being audited by the on-site professional engineer. If the above amount (or days) is exceeded, the project manager shall report to the company's engineering manager, and the visa can only be issued after the approval of the engineering manager. In case of emergency, the on-site representative can handle it first, but the visa formalities must be handled in time according to the examination and approval procedures.

7.2.5 Under special circumstances, if the quality and price of materials used in the project need a visa, it shall be signed by the project director and relevant personnel of the project department, and can be determined through bidding if necessary.

7.2.6 The construction unit must execute the approved visa on schedule, otherwise, the losses caused shall be borne by the construction unit. Because the construction unit does not recognize the rework caused by not carefully reading the construction drawing, the construction unit is responsible for the delay in the construction period.

7.2.7 The construction unit shall bear the increased construction management, technical facilities, some materials and labor costs for evaluating high-quality projects.

8 Provisions on the Administration of Compilation of Project Completion Drawings

8. 1 Compilation form and depth of as-built drawing

8. 1. 1 Where there is no change in the construction according to the drawings, the construction unit (including the general contractor and subcontractors, the same below) will stamp the "as-built drawings" on the original construction drawings and regard them as as as as-built drawings.

8. 1.2 Where there are general design changes during construction, but the original construction drawing can be modified and supplemented as the as-built drawing, it is unnecessary to redraw it. The construction unit is responsible for indicating the revised part on the original construction drawing (which must be a new blueprint), and attaching the design change notice and construction instruction. After the "as-built drawing" sign is stamped, it shall be regarded as the as-built drawing.

8. 1.3 If there are major changes such as structural changes, process changes and layout changes, it is not appropriate to modify or supplement the original construction drawing, the changed as-built drawing shall be redrawn. Due to design reasons, the design unit is responsible for redrawing; For construction reasons, the construction unit is responsible for redrawing; For other reasons, the construction unit should draw by itself or entrust the design unit to draw. The construction unit is responsible for marking the new drawings with "as-built drawings" and attaching relevant records as as as-built drawings. When major reconstruction and expansion projects involve changes in the original project, the completed drawings of relevant projects should be filed in a unified way, and necessary explanations should be added to the original drawings.

8. 1.4 As-built drawings must conform to the actual situation, ensure the quality of the drawings, and make the specifications uniform and the drawings neat and readable. Don't draw with a ballpoint pen or other ink that fades easily. As-built drawings shall be reviewed and signed by the technical director who undertakes the construction.

8.2 Division of labor in preparation of as-built drawings

8.2. 1 All subcontractors implementing the general contracting system of construction projects are responsible for compiling the as-built drawings within the subcontracting scope, and the general contractor is responsible for summarizing and sorting out the as-built drawings compiled by all subcontractors except the self-constructed ones. The general contractor shall submit all complete and accurate as-built drawings within the scope of the general contractor to the construction unit at the time of delivery.

8.2.2 If the construction project is contracted out by the construction unit to several construction units respectively, each construction unit shall be responsible for compiling the as-built drawing of the contracted project, and the construction unit shall be responsible for summarizing and sorting it out.

8.2.3 When signing a contract for a construction project, the compilation, inspection and handover of as-built drawings shall be clearly stipulated.

8.2.4 The construction unit shall organize, supervise and assist the design and construction unit to inspect the compilation of the as-built drawings for which it is responsible, and shall take timely measures to modify and supplement if any inaccuracies or deficiencies are found.

8.3 Number of sets of as-built drawings.

At least three sets of as-built drawings of large and medium-sized projects, important public projects and other special projects should be compiled, one set should be sent to the urban construction archives department for the record, and the other two sets should be kept by the production or use unit. Generally, at least two sets of small projects are compiled, one set is sent to the urban construction archives department for filing, and the other set is kept by the production or use unit as the basis for maintenance, transformation and expansion. When signing a construction contract, the number of sets of project completion drawings should be clearly specified.

8.4 as-built drawing preparation cost

As-built drawings shall be compiled according to the division of labor in Article 2 and the number of sets specified in Article 3, and the compilation unit shall be responsible for the increased expenses. If it is necessary to copy after the completion acceptance, the cost of copying shall be borne by the user.