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GB/T 18894-2016Specification on electronic documents archiving and electronic records management (English PDF)

电子文件归档与电子档案管理规范

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Issued by

General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China; Standardization Administration of China

Level / Type

National · Recommended

Issue date

August 29, 2016

Implementation date

March 1, 2017

Scope

GB/T 18894-2016 is the English-translated version of 电子文件归档与电子档案管理规范.

GB/T 18894-2016 specifies the general methods for collecting, arranging and archiving electronic documents of retention value produced in official business, and for cataloguing, managing and disposing of the resulting electronic records.

It applies to government bodies, public organizations, enterprises, institutions and other organizations, and may be used for electronic documents produced in other activities.

After defining terms such as electronic record, metadata, component, authenticity, integrity, capture, transfer, conversion and migration, it sets the general principles and the division of responsibilities between archives, creating, IT and confidentiality departments, then specifies the archiving functions of business systems, the basic functions and security management of electronic records management systems (including physical isolation from the Internet), the archiving scope of documents and metadata, and the rules for collecting, classifying, sequencing and naming electronic documents; later clauses cover archiving and cataloguing, records management and disposition.

It replaces GB/T 18894-2002: the title has been changed, normative references and definitions have been added, a new clause on system functions has been introduced, and the management requirements are now set out stage by stage in five clauses.

Issued on 29 August 2016, in force since 1 March 2017. Classification: ICS 01.140.20, CCS A14. The document runs to 18 pages, delivered complete in English translation.

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Document preview — GB/T 18894-2016

National Standard of the People's Republic of China

ICS: 01.140.20
Classification: A14
Replacing: GB/T 18894-2002

Issued by: General Administration of Quality Supervision, Inspection and Quarantine of the People's Republic of China; Standardization Administration of China

Foreword
1 Scope
2 Normative references
3 Terms and definitions
4 General principles
5 Business systems and electronic records management systems
6 Scope of the electronic records to be archived
7 Collection and arrangement of the electronic records

3 Terms and definitions

4 General principles

5 Business systems and electronic records management systems

6 Scope of the electronic records to be archived

7 Collection and arrangement of the electronic records

Foreword

This standard was drafted in accordance with the rules given in GB/T 1.1-2009.

This standard replaces GB/T 18894-2002, Specification for filing and management of electronic records.

The main changes of this standard compared with GB/T 18894-2002 are as follows:

- the title of the standard has been changed to Specification on electronic documents archiving and electronic records management, and the necessary normative references and terms and definitions have been added;

- in accordance with the management requirements for electronic documents and electronic records, a dedicated Clause 5 sets out explicit requirements for the relevant functions of business systems and electronic records management systems;

- from Clause 6 onwards, five clauses describe the management requirements for the main business stages of electronic documents and electronic records, namely the archiving scope of electronic documents, the collection and arrangement of electronic documents, the archiving of electronic documents and cataloguing of electronic records, the management of electronic records, and the disposition of electronic records.

This standard was proposed by and is under the jurisdiction of the National Archives Administration of China.

Drafting organization of this standard: National Archives Administration of China.

Chief drafters of this standard: Mao Haifan, Wang Lan, Ding Desheng, Hou Jia, Fang Yun, Huang Yuming, Liu Weiyan, Cai Xuemei, Ma Shugui and Zhang Nan.

The previous edition replaced by this standard is: GB/T 18894-2002.

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This preview omits tables, figures, formulas and parts of the technical clauses. The complete document — 18 pages — is available in the English PDF.

Referenced standards

Normative references

DA/T 15-1995 · DA/T 32-2005 · DA/T 38-2008 · ISO 13008:2012 · ISO/TR 13028:2010 · ISO 16175-2:2011 · ISO 16175-3:2010

Cited by

Similar standards

GB/T 11821-2002|GB/T 11822-2008|GB/T 22373-2021|GB/T 17693.1-2008|GB/T 17693.2-1999

Editions of GB/T 18894

Edition	Title	Revision	Status
GB/T 18894-2016	Specification on electronic documents archiving and electronic records management	current edition	Current
GB/T 18894-2002	STANDARDs of electronic records filing and management	previous edition	Superseded

This page sells the current edition, GB/T 18894-2016. Earlier editions are listed for reference only.

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