1, repair
Filing documents before binding, should not meet the requirements of the documentary material for repair.
Filed documents have been damaged, should be repaired in accordance with DA/T 25-2000; fuzzy handwriting or easy to degenerate, should be copied.
Archived documents should be in accordance with the requirements of the custody period to remove the corrosion and oxidation of metal or plastic binding supplies.
For documents with too large a format, they should be folded without affecting their effectiveness for future use.
2, binding
Filing documents are generally bound in pieces. Archived documents should be bound firmly, securely, easily, so that the document does not damage the page, do not reverse the page, do not press the word, the document after the binding is flat, conducive to the protection and management of archived documents. Binding should minimize the impact on the archived documents themselves, the original binding method meets the requirements, should remain unchanged.
Should be based on the archived documents custody period to determine the binding method, binding materials and custody period to match the requirements. In order to facilitate the management of the same period of time, the binding of archived documents should try to maintain the same way, the binding of different periods should be relatively uniform.
The materials used for binding must not contain or produce substances that may damage the archived documents. Binding materials such as paper clips, tacks, dovetail clips, hot melt glue, office glue, binding strips, plastic seals, etc. are not used for binding.
Permanent custody of archived documents, it is appropriate to take the wire binding method of binding. Fewer pages, the use of right-angle binding (see Appendix C, Figure C1, Figure C2) or sewing machine edge binding, the document is thicker, the use of "three holes a line" binding. Permanent custody of archived documents, the use of stainless steel staples or paste binding, binding materials should meet the long-term preservation of archived documents.
Permanent custody of archived documents, do not use stainless steel clips or covers binding.
Filed documents in regular custody that need to be transferred to the Comprehensive Archives shall be bound in accordance with 6.2.4-6.2.5. Archived documents that are regularly kept and do not need to be transferred to the Comprehensive Archives may be bound in accordance with 6.2.4, or they may be bound in stainless steel clips or envelopes.
3, pagination
Paper filing documents should generally be prepared in pieces of page numbering.
Page number should be prepared page by page, it is appropriate to mark the upper right corner of the front of the document or the back of the upper left corner of the blank position.
Documentary material has been printed and paginated; to prepare the page number and the original page number of the same document, you can keep the original page number unchanged.
4, boxed
filed documents in order to file boxes, and fill out the file box box spine and docket items. Different years, organizations (issues), custody period of the archived documents can not be loaded into the same archive box.
Archive boxes
Archive boxes should be labeled with the full name of the file on the cover. The external dimensions of the archive box are 310mm x 220mm (length x width), and the thickness of the spine can be set to 20 mm, 30mm, 40mm, 50mm, etc. as required (see Appendix D, Figure D1).
Archive boxes should be placed according to the different ways, in the box spine or bottom edge set the full number, year, custody period, starting and ending piece number, box number and other necessary items, and can be set up institutions (issues) and other options. Among them, the starting and ending piece number fill in the box of the first document and the last piece of document number, from the piece number fill in the upper frame, stop piece number fill in the lower frame; box number that is the arrangement of the archive box number, according to the requirements of the museum in the archive box box spine or the bottom edge of the preparation.
Archive boxes should be made of acid-free paper.
Docket
The docket is placed after the boxed documents, and the items include a description of the condition of the boxed documents, the organizer, the date of the organizing, the inspector, and the date of the inspection.
a) Description of the situation of the documents in the box: fill in the box of documents missing, modification, addition, removal, destruction and so on.
b) organizer: the person responsible for organizing the filed documents signed or signed.
c) date of finishing: the date of completion of the archived documents.
d) Checker: responsible for checking the quality of archived documents organized by the person's signature or signature.
e) check date: the date of completion of the inspection of archived documents.
5, shelving
Filing documents after finishing the box, shelves should be arranged in line with the classification of the unit's filing program, shelves should be avoided to avoid frequent inverted shelves.
Filing documents by year - institutions (issues) - custody period of classification, the library shelves, the annual formation of files according to the organization (issues) sequential shelves, to facilitate entity management.
Filing documents classified by year - custody period - institutions (issues), the library shelves, the annual formation of files in accordance with the custody period sequential shelves, to facilitate the transfer of files into the museum.
Expanded Information
Filing documents organized unit. Generally, each document as a document, the original document and the final draft of a document, the text and annexes as a document, the original and the copy as a document, the forwarding of the text and the text to be forwarded as a document, statements, rosters, charts, etc., a book (this) as a document, the communication and the reply to the document can be a document.
Principles of organization
Generally, each document as a document, the original document and the final version of a document.
Quality requirements
Filing documents should be complete. Damaged documents should be repaired, fuzzy handwriting or easily degraded documents should be copied. The writing materials, paper, and binding materials used to organize the archived documents should meet the requirements of archival protection.
Baidu Encyclopedia-Filing Documents
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