1. Archives are required to be original documents
The Archives Industry Standard of the People's Republic of China "Basic Terminology for Archives Work" defines archives as: "Various forms of valuable history directly formed by national institutions, social organizations or individuals in social activities Record". "Direct formation" illustrates the originality of archive documents. The originality and authenticity of project data are of great significance. Generally, after a certain period of time after the completion, acceptance and delivery of the construction unit, various quality defects may occur in the project due to negligence during construction or ineffective maintenance measures. , this requires consulting relevant project data in order to take more appropriate and effective measures. Therefore, the original and authentic archive data is an objective guarantee to ensure construction quality and extend the service life of the project.
Generally speaking, all documents issued by this unit, sent by the unit, or received by the unit as a copy are required to be filed in originals; contracts, agreements, project start-up acceptance certificates and other documents that require signature procedures from two or more parties must be originals. Archiving; raw material and component factory certificates, experimental reports, retest report requirements report forms, and certification documents must be clearly written and filed in original form. It is best to collect the above archived documents in four copies, one each for the owner unit, operating unit, supervision unit and construction unit.
2. Contracts and agreements must be complete.
The validity of archives requires that the archives have due legal effect, and the contract agreement is also one of the most legal documents among archives. The format, signature, and seal of the contract have corresponding specifications. standards, we should pay attention to the following aspects in the usual collection and sorting process: ⑴ When printing the contract text, the document clerk should pay attention to the fact that the last page of the contract needs to be printed on one side, leaving a little text material, Party A’s seal should be on the left, and Party B’s seal should be on the left Seal to the right. Because if you stamp the reverse side of the double-sided printed text, the ink of the stamp will easily penetrate into the front side in the future, affecting the text recognition and not conducive to long-term storage. ⑵ When sorting out the contract agreement, pay attention to the completeness of the attachments. When we hand over the data later, we often find that the attachments of some contract agreements are incomplete. However, due to the mobility of Party B, some attachments are difficult to complete, which causes some regrets in the data transfer work. The following are several types of contracts, agreements and their corresponding attachments: ① The tower base permanent land acquisition agreement and its related attachments include land use certificate , land acquisition approval document, payee ID card copy, payment receipt, compensation Checklist. ② House demolition, tomb relocation and other agreements and related attachments include photos before and after house demolition, a copy of the payee’s ID card, payment receipt, and compensation list. ③The tree felling compensation agreement and its relevant attachments include the forest land use review consent form, tree felling license, copy of the payee’s ID card, payment receipt, and compensation list. ④The attachments to the Qingmiao compensation agreement include the Qingmiao compensation schedule, a copy of the payee’s ID card, and a payment receipt. ⑤The contract and its attachments include the qualification review form, corporate qualification certification documents, namely corporate business license, safety production license, and corporate qualification level certification documents.
When the files are handed over, each contract agreement must have its corresponding attachments attached to the back of the contract agreement, stamped with the saddle seal , and finally form a complete set of contract agreement information
3. Other small things that need attention during the data collection process. Details
⑴ Document materials that need to be archived should not contain easily faded writing, such as pencils, ballpoint pens, carbon paper, etc., and should meet durability requirements.
⑵ Any construction information proposed by the construction unit, which involves the name of the unit's project, should be consistent with the project name in the design drawing.
⑶ Company-level documents must be stamped with the company-level official seal and signed with preparation, review and approval procedures.Covers such as construction organization design, implementation measures of mandatory provisions, excellence plans and implementation details, secondary planning for safe and civilized construction, major accident emergency response plans , etc. are not allowed to bear the official seal of the project ministerial level.
(4) The paper size of general archive documents is A4 format, and the binding margin is 2.5 cm. Therefore, when printing the document, the left margin is reserved by default at 2.5-3 cm.
⑸ electronic files are also one of the archived files that need to be preserved for a long time. While sorting paper documents, corresponding audio and video electronic files must be formed simultaneously. Typical audio and video materials should be accompanied by corresponding text descriptions when sorting out the reasons and reasons. Time, place, characters, background, author, etc. are described.
In short, project archives are important documents that comprehensively reflect and record the construction process. They are as important as completing the main body of the project and are also a comprehensive reflection of the management level of the construction enterprise. Therefore, the person in charge of the information, especially the information clerk, should study and record it carefully. Implement the technical regulations issued by the state and the industry, carefully and comprehensively organize and fill in the construction data, and file them in a timely manner to standardize and normalize the construction technical data.
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