All units and departments:

The "China Geo University (Beijing) major event archives management measures" are hereby printed and distributed to you, please study carefully and follow them.

Attachment: Measures for the Administration of Major Events Archives of China Geo University (Beijing)

China Geo University (Beijing)

2012165438+1October 30th

Attachment:

Measures for the Administration of Major Events Archives of China Geo University (Beijing)

In order to strengthen and standardize the management of the archives of major events in our school and ensure the integrity, safety, accuracy and effective utilization of the archives of major events, these measures are formulated in accordance with the Archives Law of People's Republic of China (PRC), the Measures for the Administration of Archives in Colleges and Universities, the Regulations on Archives Work in Colleges and Universities and related laws and regulations, and combined with the actual situation of our school.

Article 1 The term "archives of major events" as mentioned in these Measures refers to various forms of historical records, such as paper, audio-visual, electronic documents and physical objects, which are directly formed in the process of major events and have preservation value for schools and society. Mainly includes:

(1) Paper documents (including various documents, contracts, agreements, speeches, records, publicity reports, inscriptions and other important written materials) and corresponding electronic documents;

(2) audio-visual archives materials: including audio (tape) CDs, video (tape) CDs, photos, text descriptions, etc. produced during the whole activity (conference);

(3) Documentary and symbolic objects with commemorative significance, including activity signs, certificates, awards, medals, invalid official seals and other physical archival materials;

(4) Other materials with preservation value: including publicity materials, news reports and other archival materials with preservation value related to the whole activity (meeting).

Article 2 The term "major activities" as mentioned in these Measures refers to social activities that meet one of the following conditions:

(a) the official activities of the party and state leaders in the school;

(two) the official activities of famous people at home and abroad in the school;

(three) the assessment, evaluation and acceptance activities of the Ministry of Education and Beijing Municipality on school work;

(four) the important cooperation activities between the school and Beijing;

(five) major international conferences and academic activities undertaken by the school;

(six) all kinds of major meetings held by the school (such as party congresses, teachers' congresses, etc.). ) and school-wide activities (such as school celebrations, etc. );

(seven) all kinds of national and international competitions, exhibitions and other activities organized by or on behalf of the school;

(eight) the commencement, foundation laying, completion (completion) ceremony and unveiling ceremony of major projects of the school;

(nine) materials formed in the process of the school's assistance in participating in natural disasters and other emergencies;

(ten) other activities with greater social impact.

Article 3 The archives management of major events shall follow the principles of strengthening supervision, unified coordination, individual responsibility, complete collection, centralized management and effective utilization.

Article 4 Archives shall be responsible for supervising and guiding the collection, sorting, filing and archiving of documents and materials formed by major school activities, and keeping the archives of major school activities in a centralized way.

Article 5 When formulating the implementation plan of major events, the organizers of major events shall simultaneously formulate plans for file collection and arrangement, specify the departments and personnel responsible for the file management of major events, and implement corresponding safeguard measures to ensure the integrity of the file materials of major events.

Article 6 The organizer is responsible for the collection, sorting, filing and archiving of documents and materials formed by major events.

If there are more than two contractors, they shall be filed by the unit undertaking the main work (i.e. the main contractor), and other contractors shall timely sort out the documents and materials formed by their own units in major activities, and submit them to the main contractor within 20 days after the end of major activities.

Seventh major event organizers shall hand over the major event files to the archives within 2 months from the date of the end of the major event; If it is necessary to postpone the transfer of archives due to special circumstances, it must be approved by the archives. Organizers can keep copies or duplicates of major event files.

Article 8 The school encourages the owners of major event archives whose ownership belongs to individuals to donate or deposit them in the archives. Donors and depositors have the right to give priority to the use of their archival materials, and may put forward opinions on restricting the use of the parts of their archives that are not suitable for opening, and the archives shall safeguard their legitimate rights and interests.

Ninth archives shall timely organize and digitize the archives of major events received into the library, actively develop archives information resources, and provide them for use according to law.

Tenth archives should strengthen the contact with the organizers and contractors of major events, timely grasp the relevant information of major events, supervise and inspect the main contractors to hand over the archives of major events to the archives on time.

Eleventh not according to the provisions of the transfer of major event files to the archives, archives should be ordered to make corrections within a time limit, overdue correction, reported to the school to give informed criticism and the deadline for filing.

Twelfth these measures shall come into force as of the date of promulgation, and the school archives shall be responsible for the interpretation.