Archives Relocation Program
Preparation for Pre-Relocation Planning
I. Planning the Layout of the New Building
The construction of the archives is the foundation and guarantee of the sustained and stable development of the archives business, and efforts are made to build national archives at all levels to become a ? The public **** archives, is to realize the archives cause leapfrog development of the key objectives.
Therefore, the construction of new archives is a new milestone for each place, an important opportunity to realize the management level and service level leapfrog development.
And the division of the new museum's functional areas, the distribution of various functional rooms, the layout of the collection of archival resources, cabinets, shelves, tables and chairs, and other different equipment, the number of needs and placement, etc., is a new archives should be considered in the planning and design of the basic elements, but also in the completion of the use of the reality of the problem to face.
1 according to the functional requirements of the rational planning of the new archives layout
In view of the special nature of the archives, in accordance with its use of the function is generally divided into the library area, external service areas, business and technical areas, office areas and ancillary housing areas.
The layout of the new archives should be rationally planned according to the functional requirements and workflow, so as to meet the functional partition, but also to facilitate the convergence of the work before and after, to ensure that the users get a flexible, rapid and thoughtful service.
Various types of rooms to highlight the entity custody, reading reception, open use, exhibition education, technical processing, office meetings, cadre training, academic exchanges, public leisure, external services and other functions, and in the layout to achieve the function of the partition is obvious.
Such as the library area requires a relatively independent, external service area should be set up separately from the entrance, boiler room, power distribution room and other ancillary rooms that may jeopardize the safety of the archives, in the entire layout should be kept at a certain distance from the library area; external service area, business and technical areas, office areas should have good natural lighting and ventilation conditions; the museum should be connected with the city road planning or highway, in line with the fire and evacuation requirements and facilitate the delivery, loading and unloading of files. Requirements and facilitate the delivery of files, loading and unloading; to ensure adequate green space, distribution sites, roads, parking lots, etc.; so that the outdoor public **** area can be used as a place of public recreation during the week, but also in the event of a disaster to become the evacuation of people and temporary emergency shelter.
2 scientific and rational division, layout of the new archives collection
According to the characteristics of the archives collection of archival resources (such as carriers, content, nature, etc. different), combined with the new building structure, scientific and reasonable division of the collection storage area.
The layout of the archives collection is the archives of a hundred years, once determined that it is generally not easy to change, the need to have a certain degree of foresight.
The new archives should be based on the architectural structure, architectural space distribution and the carrying capacity of archival resources in each space, the characteristics of the collection of archives and various types of archives collection, the proposed collection, the flow of various types of archival resources and the flow of the utilization of the flow of the archives to the scientific planning, the collection of the region to carry out a reasonable layout (such as the setting of paper archives, special carrier archives, physical archives, database; precious archives entity, but also to Arrangement of special library as a special collection of library), the new museum collection is composed of an efficient, orderly organic whole, and scientific arrangements for the collection of library and provide access to the flow of utilization of the route.
Both to protect the collection of archives security, but also to facilitate the use of people, while maintaining the normal working environment of the archives staff.
3 through the layout of the interior environment to reflect the concept of modern archive management and services
After determining the layout of the collection of archives, the next step is to design the interior layout of the functional areas.
To consider the cabinet shelf position, cabinet shelf distance, reading table distance, workstation placement.
To reasonably utilize the effective area of the archives, to avoid waste of space.
As a new archives, from the perspective of the user, comprehensive consideration of the reading room and other service areas of the sense of space, sense of vision, sense of behavior, through the effective design and placement of furniture, maximize the use of the user to provide a comfortable, calm, friendly reading environment.
At the same time, it should also give full consideration to the staff office area and other functional areas of the indoor layout, so that it has plasticity, according to the needs of the situation, easier to make local adjustments.
On this basis, the use of Auto CAD software, the first drawing of the layout of each floor plan and each room of the plane effect, in the scene and drawings marked on the old site related to the various regions, places and archives cabinet shelves, reading tables, workstations and other equipment of the unified number to ensure that the relocation of personnel can quickly and accurately find the place where each piece of goods, placed in one step, saving time and manpower. and manpower.
Second, the confirmation of the new museum construction indicators
Before the delivery of the new museum, in accordance with the "Archives Architectural Design Specification" on the construction of the new museum to carry out a comprehensive acceptance, focusing on the acceptance of the security, fire safety and constant temperature and humidity system set up and the quality of the situation, the new machine room environment (including room electrical system environment, power supply system environment, power supply system line confirmation of the situation, a variety of voltage measurements, UPS power supply system test volume). UPS power supply system test volume), to confirm that each acceptance content meets the standard requirements.
Third, the establishment of the relocation of the work of the leading group
The relocation of the archives must follow? Unified leadership, division of labor, coordination and cooperation?
Leading group responsibilities: responsible for organizing and planning the overall work of the relocation; discuss the development of the relocation program and the organization and implementation; coordination of the relocation of contradictions and problems; timely scheduling of the process of relocation; coordination of the troops involved in the relocation work or relocation companies in moving items to do a good job of protecting the items.
The regional working group and the person in charge of duties: responsible for regional relocation activities of the guidance and organization; responsible for the supervision of regional relocation activities; responsible for the implementation of the implementation of the relocation activities of the work program; to assist the leader of the leading group to deal with the problems arising in the relocation process; timely scheduling of the responsible area of the progress of the relocation activities; coordination of the protection of goods in the process of relocation work.
Fourth, check and clean up the collection and fixed assets
Archives relocation, it is the collection of archival resources to comprehensively check and clean up the fixed assets of a good time.
Can be found and determined on the wrong library, wrong shelf, wrong class, wrong number of files (or information) for correction; through the clean-up of the collection level to do a systematic, stage-by-stage summary and optimization, so that the new museum in a better foundation for the start.
1 inventory collection
The archival resources? Accounting? , you can use the file directory, classified directory, etc. of the archival resources volume by volume, book by book, piece by piece checking.
To do to the collection of mind, for the new museum to determine the share of cabinet shelf ready for reliable data.
This workload is large, need to be carried out in advance.
2 collection of the whole order
That is, the order of the archival resources, is the library of the archives, the library collection of resources to carry out a comprehensive whole order, categorization, shelves, appraisal, pick the old, write-offs and other work.
Before moving all the archival resources not arranged in accordance with the system, such as the cabinet shelf tension, the lower shelf and ? Chaotic shelves? The archives, information, etc., according to the file number (information number) are in place; comprehensive inspection of existing archival resources, appraisal, elimination of expired, due, no preservation value of archival resources, unloading, light relocation.
So that the archive resources each?
3 Confirmation of home
That is, according to the departmental inventory of existing archives cabinets and shelves, reading desks and chairs, instruments and equipment, office furniture and other fixed assets, clean up the items stored in the warehouse, specifically listed in the equipment that should be relocated, items and damaged, scrapped equipment, items, a detailed summary of the booklet.
Mastery of regional space cabinet shelf characteristics and its size.
In addition, it is necessary to specify the need to add equipment, accessories, etc., and timely application.
In this process, the fixed assets and their location to have a general understanding; on the waste, damaged items to register where to go, in advance of the disposal of unwanted items, do not leave any problem.
4 implementation of the protection
Moving into the new library before the problems identified, according to the priorities, one by one to solve.
The main paper files are dusted, disinfected; the ? The first time I saw this, I was in the middle of it. Registration, re-arrangement of non-standard files or focused rescue protection measures (such as photocopying the original for inspection, microfilming, digitization, etc.); special carrier files to be dusted, cleaned, dried and so on.
In terms of the original network equipment, drawing the list of existing network equipment and topology map and relocation of the physical layout of the map, connectivity
map, cable number map; all key data (including programs, databases, the configuration parameters of the various servers, operating systems, etc.) backup; early resolution of the various devices and their cables, signal lamps, LCD screens, etc., the existence of the error; on the The network equipment cleaning treatment.
V. Accurate and accurate determination of the cabinet shelves
The determination of the collection of cabinet shelves is an important step in the process of relocation of the archives.
As the old and new museums combined carrying capacity, library layout, the amount of collections are different, so the original collection of various types of archival resources entities need to be re-combined and layout, in order to better utilize.
To this end, it is necessary to carry out the determination of the cabinet shelf position, according to which the preparation of the "old library, the new library archives storage comparison table", "the new library archives storage program", the positioning of each section of the cabinet shelf.
The determination of the collection of cabinets and shelves place mainly includes measuring and calculating the actual length of the shelf storage of various types of archival resources entities, storage of various types of archival resources entities reserved for the development of space, to be stored in the new museum of archival resources entities in the various independent space in the archives cabinet shelves marked out in advance on the number.
The collection of cabinets and shelves to determine the accuracy of the position, can save manpower, material and financial resources, reduce attrition, accelerate the speed of relocation.
Sixth, choose the appropriate method of relocation
General relocation: First, bundling, shelving, boxing (bagging), and then loaded into large and medium-sized freight cars transported to the collection, and then open the box (bag), unpacking, shelving, sorting, this method is more suitable for the old and new museums are farther away from the archives of the relocation; second, bundling, shelving, loading trucks transported to the destination, and then unpacking, shelves, sorting, this method is suitable for new and old museums, and then unpacking, shelves, sorting. This method is suitable for the old and new museums closer to the archives of the relocation; third is under the shelf, loaded on the trolley (or other handling tools), transported by a conveyor belt composed of people to the shelves on the shelves, shelves, sorting, this method applies to the same floor or cross-floor relocation.
The shortcomings of the above method: first, the need to have a large space in an orderly manner to discharge the packages and bundles have been off the shelf; second, can not accurately control the arrangement of the collection of entities shelves and reserve space for the future development of the shelves; again, once the order of the chaos, such as a bundle or a few bundles, a packet or a few packets of case files in error, the entire layout of the chaos will occur, need to be reordered; fourth, the entire moving process can not be controlled in an orderly manner, prone to relocate Fourth, the entire relocation process can not be controlled in an orderly manner, it is easy to pile up the situation, for the follow-up work to bring difficulties and inconvenience.
Therefore, the relocation process should be based on the actual situation, flexible use.
Seven, the development of a detailed relocation implementation program
Relocation work should be in ? Personnel security, file security, confidentiality security? Under the general requirements, the development of a detailed, reasonable and feasible relocation implementation plan, including the date of removal, the type of archival resources and the type of cabinets and shelves, the number of relocation of the starting location, transportation routes, and so on.
At the same time, it is necessary to fully consider the main factors affecting the progress of the relocation, estimate the problems and difficulties that may be encountered in the relocation work, including security, handling, electricity, weather problems, etc., and put forward measures to solve the problem and contingency plans, and set up the corresponding working group to clarify each process, and refine the relocation work to each person.
Eight, the preparation of relocation tools and supplies
Mainly refers to the relocation process used in the transportation tools (such as moving vehicles) and packing, moving supplies (such as markers, sealing glue, cardboard boxes, ropes, screwdrivers, hammers, pliers, cutters, newspapers, foam, etc.) to prepare for the relocation of the work of providing material security.
The process control in the relocation
The process control in the relocation is a substantial stage of the archives relocation, including archival resources and office equipment relocation of two major parts.
To carry out ? pre-movement test?
After verifying the feasibility of this method, staff deployment, pre-war mobilization and explanation of relocation precautions, the beginning of the operation, in order to achieve the minimization of the cost of relocation.
First, the organization and deployment of personnel
Relocation of the pre-war, the leading group should be held by all staff to participate in the 'relocation mobilization meeting, announced that the idea of relocation, relocation program and the various departments, relocation of the working group and the responsibilities of each person, fully mobilize the enthusiasm, fully committed to work.
In the practice of relocation, the whole staff throughout the process, the leading group of unified organization and deployment of personnel, the responsibility of implementation to the person.
Second, the relocation of archival resources
1 bundling
Archives in the suspension of external services, to inform the community and the public on the basis of the closure of the museum, the collection of files, materials unloaded, one by one, affixed to the library printed with the number of the library, the cabinet and shelf number, the full number, the beginning and end of the number, the number of boxes (or volumes), boxers and other signs of the label.
The label should be no less than two-thirds of the bundle, try to use the brush writing, tied with a plastic rope strong and sealed with tape.
At the same time to be recorded in the data of each bundle (package, bag)? Book?
At the same time, each bundle (package, bag) should be recorded in the "book", so that similar bundles (packages, bags) can be placed next to the corresponding shelves when they are moved to the new museum.
Good quality bundling, high quality numbering to ensure the orderly handling of archival resources.
2 Moving
Moving mainly consists of archival resources out of the warehouse, loading, transportation, unloading, into the warehouse five links, you can ask the armed forces or professional movers to help complete.
The staff responsible for the registration of archival resources out of the warehouse should carefully record the archival resources out of the warehouse, record out of the warehouse is what type of file, its bundle (packages, bags) number is how much, and the car *** loaded how many bundles (packages, bags) case files.
When loading, pay attention to the order of loading according to the collection area, to keep the loading process organized.
Transportation of archives should be equipped with a special escort, people should be present and escorted with the car, to prevent the car's archival resources in the transport process fell down.
Unloading is strictly prohibited? Throw the package? The package is scattered? Drop packages?
3 on the shelf
Each bundle (package, bag) files directly? Number into the seat?
Third, fixed asset relocation
File cabinets and shelves, reading tables and chairs, instruments, office furniture and other fixed assets relocation organization process is mainly reflected in the disassembly, crating, handling, installation and other aspects of the same need to do a good job in a scientific, thorough and meticulous design.
1 disassembly, organization and protective packaging
The departments of their own management and use, the need for disassembly of office equipment and furniture for disassembly, organization and protective packaging (such as computer mainframes, monitors and other easy to fall off the fragile parts of the dismantling, with a special wrapping film for the classification of the winding to ensure that each independent of the whole, easy to move), employees to their own personal belongings boxed, sealed. The employees have to box up their personal belongings and seal them.
2 unified numbering, labeling
reference to the floor plan of the new site of the work site in a prominent position to affix a unified name, number (this number is confirmed, the relevant departments of the old site of all office equipment and furniture unified use of the number, so that the removal of personnel can quickly find to move over the specific location of the equipment and furniture and placed in a determined position, for the following finishing Office equipment to provide the most convenient preparation), valuable, fragile items should be specially indicated.
3 equipment categorized and registered
Accordingly, the production of "the old museum, the new museum office equipment placement comparison table".
4 According to the pre-movement register or "old library, new library office equipment placement comparison table" implementation of moving
This part of the work can be asked to the armed forces or professional moving company to assist in the completion.
Against the pre-drawn out of the new library of the functional areas of the indoor layout of the plane effect map, in the given area of the number of archive cabinets and shelves, reading tables and chairs, office furniture, equipment, etc., as far as possible to achieve a step.
If you continue to use the original archive cabinets and shelves and other equipment, without affecting the security of the old library collection of archives under the premise of the archive resources must be completed before the removal of migration and installation in place.
After the relocation is completed, all items out of the old library and into the new library need to be signed by the relevant person in charge to confirm; the inter-district relocation work team under the leadership of the person in charge of checking whether the original office facilities are intact, whether there should be moved but not moved items, eliminating the cabinets and tables are empty, etc., shut down the doors and windows, water and electricity, clean up the original office hygiene, the original office key to the administrative work department.
The finishing touches after the move
Mainly includes the organization of archival resources on the shelves and the installation and debugging of automation systems.
1 archival resources of the whole shelf and fine rows of shelves
In a short period of time, the rhythm of the tight and labor-intensive conditions for the relocation of archival resources, it is inevitable that there will be some problems, such as: archives? Messy shelves?
For this reason, after all the archival resources on the shelf, the archives need to set up a special archives on the shelf inspection team, in accordance with the details of the pre-movement registration check one by one, on the arrangement of the wrong in a timely manner to make it back to the place, and ask the person in charge of signing the confirmation.
At the same time, for the new library archives shelves to start adjusting the shelves of each type of file labeling, in order to facilitate the search.
2 Installation and debugging of automation systems
After the equipment is in place, members of the installation and debugging team should install, test and debug the network equipment in a timely manner whether it is running normally for the opening of the library to make full preparations.
Mainly the installation of servers, computers and other equipment and test whether the network is smooth.
According to the principle of the general computer room, the user service department and then other departments, the installation and debugging of the archives of the servers, working machines, user retrieval machines and electronic reading room computer equipment.
3 for the new museum to draw a plane navigation map
navigation map can make the first time to the archives of the users, visitors can clearly understand the function of the new museum of the various rooms, the location of the functional departments, as soon as possible to familiarize themselves with the location.