GB/T 39784-2021General functional requirements for electronic archive management system (English PDF)
电子档案管理系统通用功能要求
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Issued by
SAMR; SAC
Level / Type
National · Recommended
Issue date
March 9, 2021
Implementation date
October 1, 2021
Scope
GB/T 39784-2021 is the English-translated version of 电子档案管理系统通用功能要求.
GB/T 39784-2021 sets the general functional requirements of an electronic archive management system.
It gives the overall requirements on the functions and then the requirements of each business step - receiving the records, arranging them, preserving them, making them available, appraising them, accounting for them, keeping the audit trail - together with system management, and it distinguishes the functions a system must have from those it may have, without prescribing the platform or the technology.
It applies to electronic archive management systems. Archives departments and their software suppliers use it. Issued on 9 March 2021, it has applied since 1 October 2021.
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Document preview — GB/T 39784-2021
National Standard of the People's Republic of China
- ICS
- 03.120.30
- Classification
- A 14
Issued by: State Administration for Market Regulation; Standardization Administration of the PRC
Contents
- Foreword
- Introduction
- 1 Scope
- 2 Normative references
- 3 Terms and definitions
- 4 Overall functional requirements
- 4.1 System structure openness
- 4.2 Function scalability
- 4.3 Configuration flexibility
- 4.4 Safety and reliability
- 4.5 Electronic Archive Management
- 4.6 Multi-type electronic file management
- 4.7 Auxiliary management of physical files
- 5 Receiving electronic files
- 5.1 File receiving and processing
- 5.2 File reception check
- 5.3 Electronic file registration
- 5.4 File Collection Management
- 6 Electronic file organization
- 6.1 Electronic archive organization
- 6.2 Electronic file cataloging
- 6.3 Electronic file format conversion
- 6.4 Electronic file association
- 6.5 Electronic file storage
- 7 Electronic file preservation
- 7.1 Backup and Recovery
- 7.2 Electronic file monitoring
- 7.3 Business process statistics
- 7.4 Electronic file preservation inspection
- 7.5 Protection of electronic files
- 8 Utilization of Electronic Archives
- 8.1 Search and use
- 8.2 Electronic Borrowing
- 8.3 File compilation and research
- 8.4 Use registration
- 9 Disposal of electronic records
- 9.1 Appraisal and disposal function configuration
- 9.2 Identification and disposal operations
- 9.3 Management of Destroyed Archives
- 10 Statistics Management
- 10.1 Electronic file statistics
- 10.2 Commonly used statistical reports
- 10.3 Report generation tool
- 11 System Management
- 11.1 Definition and configuration of electronic archives database
- 11.2 Definition and maintenance of electronic archives classification system
- 11.3 Management and maintenance of electronic archives metadata
- 11.4 System User Management
- 11.5 Log Management and Audit Trail
Foreword
This document is in accordance with the provisions of GB/T 1.1-2020 "Guidelines for Standardization Work Part 1: Structure and Drafting Rules of Standardization Documents" Drafting.
Introduction
Electronic archives are an important part of national information resources. The authenticity, integrity, availability and security of electronic archives largely depend on The functional integrity and operational stability of the electronic archives management system, as well as the correct use of the system by archive staff.
In order to promote the scientific management of electronic archives, standardize the construction of electronic archives management systems, and ensure the authenticity, integrity, availability and safety of electronic archives, root According to the National Archives Administrative Normative Document "Regulations on the Basic Functions of Electronic Archives Management System" (File Office (2017) No. 3), combined with my country's electronic files The current status of case management, this document is formulated.
This document is based on the "Regulations on the Basic Functions of Electronic Archives Management System", and the required functions are defined in this document as The required functions of the electronic archives management system, and according to the needs of the development of modern archives management, it also stipulates the expansion of the electronic archives management system Function to promote the continuous improvement of the system construction level. General functional requirements of electronic archives management system
1 Scope
This document specifies the overall requirements for the functions of the electronic archives management system, as well as the reception, sorting, preservation, utilization, identification, and unification of electronic archives.
Key business links such as accounting, audit trail and system management, and general functional requirements for system management, including the electronic archives management system should have The required functions and optional functions of the system, but do not make provisions for the platform and specific technical applications for the realization of the system functions.
This document is applicable to the design, development, implementation, use and testing of electronic archives management systems for national archives of all levels and types. country The construction of electronic archives management systems for government agencies, enterprises, institutions and other social organizations can be implemented with reference to this document.
2 Normative references
The contents of the following documents constitute the indispensable clauses of this document through normative references in the text. Among them, dated quotations Only the version corresponding to that date is applicable to this document; for undated reference documents, the latest version (including all amendments) is applicable to this document.
GB/T 29194-2012 General functional requirements for electronic document management systems
GB/T 33190-2016 Electronic File Storage and Exchange Format Layout Document
DA/T 46-2009 Documentary Electronic Document Metadata Scheme
DA/T 54-2014 Photo Electronic Archives Metadata Scheme
DA/T 63-2017 Audio and Video Electronic Archives Metadata Scheme
DA/T 70-2018 General requirements for the testing of documentary electronic files
3 Terms and definitions
The following terms and definitions apply to this document.
3.1 Electronicarchive
A collection of electronic files and related information that have the value of vouchers, search and preservation, and archive preservation. [Source: DA/T 58-2014, 2.2, with modification]
3.2 Metadataofelectronicarchive
Data describing the content information, structure information, background information and management process of electronic archives.
3.3 Open layout document format
Layout document format independent of software, hardware, operating system, and output device. [Source: GB/T 33190-2016, 3.2]
3.4 Digitalobjectofelectronicarchive
A digital entity that stores the content, structure and related information of electronic archives in a computer file format that conforms to national or industry standards.
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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
Cited by
- GB/T 17678-2025Specification for the filing and management of CAD electronic records
- GB/T 43539-2023Specification for electronic document filing and electronic archive management of government webpages
- GB/T 42145-2022Construction requirement for webpage electronic document management system of government website
- GB/T 17678.1-1999Specification for filing and management of CAD electronic records
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