GB/T 44127-2024Guidelines for construction and operation of official property warehouse in administrative and public institutions (English PDF)

3 Terms and definitions

3.1 Official property warehouse is defined as the operating platform on which an administrative body or public institution places under unified management, unified allocation and unified disposal its idle assets, assets being disposed of and assets held above the configuration standard, together with the reserve assets acquired for an approved temporary body, a major meeting, a large event or a batch of centralized procurement, and confiscated assets. A note states that it takes in both the physical warehouse, whose main element is a real store, and the virtual warehouse, whose main element is an information platform. The definition is taken with modification from GB/T 41568-2022, 5.8.

3.2 Physical official property warehouse is defined as a real store, with the facilities and equipment that go with it, in which the assets of the official property warehouse are held together and put to planned use.

3.3 Virtual official property warehouse is defined as the information platform formed by gathering and displaying the assets of the official property warehouse by information technology and handling the related business online, whose main content is the information on virtually held assets and the business data.

4 Sources of the assets

4.1 The assets of an official property warehouse come from, among other sources: assets that have long been idle or are running at low efficiency and assets held above the standard or above the establishment, a note listing buildings, land, vehicles, equipment and furniture as examples; assets vacated in an institutional reform or in a reallocation of office space; assets acquired for a major meeting, a large event, a temporary body or a special task; assets that have to be replaced for technical or other reasons but still have use in them; confiscated assets and assets held centrally awaiting disposal; large instruments and equipment shared externally and emergency supplies held centrally; and assets leased from a commercial leasing organization to keep the body running.

5 Basic functions

5.1 The warehouse should carry at least five functions. Reallocation transfers assets between legal persons, the mark of it being the transfer of title, and covers transfers inside a body, inside a sector, and across supervising departments, geographical areas and administrative levels. Sharing keeps the title where it is and shares buildings, land and large instruments and equipment under the rules, with reasonable compensation possible for the provider. Rotational use also keeps the title where it is and supplies assets temporarily by lending or a similar arrangement. Leasing support draws mainly on assets provided by a third party and supplies, by lease, the assets a body needs to carry out its duties. Special asset management covers the receipt, custody, use and disposal of confiscated assets, of assets held centrally awaiting disposal and of emergency supplies.

6 Construction of the official property warehouse

6.1.1 A physical warehouse should preferably be made by converting existing storage, such as an existing store, underground space or idle premises, or be built jointly with a third party or by converting a third party store. Where a new build is genuinely needed, cost should be weighed carefully, the building approval procedure gone through and the planning and design based on GB/T 28581. Six points are listed for the construction: clear title and sound management of the storage chosen; preference for a place with convenient transport where the access road is wide enough for the vehicles used; preference for storage that meets automation, intelligence and environmental requirements; preference for a fully enclosed store with drainage, daylight, lighting and ventilation; conversion kept proportionate to the function required and to the return on the outlay; and thrift, with a suitable nod to local culture.

6.1.2 The physical warehouse should be laid out sensibly, with storage divided into zones and storage positions set out and coded. Functional zones should be planned against the use made of the store and the space used fully. The basic layout includes at least a storage and transport zone, where stock is stored by class and by zone and large items are moved; a repair and maintenance zone; a management working zone, from which the facilities and equipment are managed, security is supervised and entry and exit formalities are handled; and a display and publicity zone for assets of historical interest and assets that serve as an example, or a zone using boards, pictures and slogans to publicize the warehouse.

6.1.3 Eight kinds of facility and equipment should be provided: electrical facilities, with explosion-proof general lighting and fire emergency lighting to GB 51348 and GB 50016; fire safety facilities meeting GB 50016, with enough hydrants, automatic alarms and extinguishing equipment; damp-proofing and ventilation measures decided from the climate, the structure of the store and the way the stock is kept; ancillary facilities such as an office, a rest room and vehicle parking, set out inside the store area according to the work and the conditions; security equipment such as video surveillance and access control; storage and handling equipment such as racking and pallets, and, where conditions allow, low-lift pallet trucks, counterbalance forklifts and manual hydraulic pallet trucks; simple repair tools and equipment; and clear, standard, easily read signs and markings.

6.1.4 A staff management specification should be drawn up for the physical warehouse, setting out the management requirements, the management content and the management responsibilities. Dedicated staff should be assigned to maintain the store and the assets in it regularly, so that the store works normally and the assets stay safe, intact and available on call. The staff concerned should be given regular training and assessment.

6.1.5 A storage management specification and an asset safety specification should be drawn up, and the assets should be kept by class, checked periodically and maintained promptly, so that they stay intact and stable in performance and the physical warehouse runs safely and in good order.

6.2.1 The supervising department of the official property warehouse should plan and build the virtual warehouse as a whole and push virtual warehouses at different levels, and the related asset management information systems, to interconnect. The system architecture should be considered in five layers: an infrastructure layer, taking in machine rooms, networks and disaster recovery and the hardware and software or cloud resource platform that supplies computing, storage, network, container, middleware and database services; a data resource layer, taking in the asset database, the business database and shared subject databases and the data sharing platform that collects, processes and exchanges data; an application support layer, taking in the body, user, role and warehouse management modules that the business system needs; a business application layer, taking in asset management, reallocation, sharing, leasing, rotation, special asset management, statistical analysis, logistics information and disposal modules; and a user interaction layer, taking in a web portal, a mobile application and mini programs as a single interface for asset seekers, asset providers and third party staff. Alongside the basic management functions, five sub-platforms should be built as the business requires, for reallocation, for sharing, for rotational use, for leasing support and for special asset management, each carrying the whole of its business online from entry and publication through application, approval and handover to statistics.

6.2.2 A single data format should be set following GB/T 14885, GB/T 31360 and GB/T 43243, and the fields needed at each stage of the platform made clear. Four data sets are listed: the asset information data set, built out from the asset information card and holding the asset name, class, code, original value, net value, specification and model, purchase date and depreciation period, together with warehouse-specific information such as condition, asset state, storage position, charging standard and use restrictions; the business information data set, holding platform information, platform identifier, platform type, application number, application type, application state, application time, synchronization time, transferring body, receiving body and logistics information; the organization data set, holding the name of the body, its standard short name, its unified social credit code, the name of its supervising body, its province, its nature, its category, its city and its full address; and the platform user data set, holding account, name, password, post and rank, mobile number, user state, employee name, body and department.

6.2.3 A data interaction platform should be set up following GB/T 43242 so that data are gathered, processed and shared under a single data specification. It should cover the gathering of asset ledgers, stock data, usage data and disposal data; the cleaning and conversion of the gathered data into a business database that meets the specification; and data exchange and sharing by database or interface with virtual warehouses at other levels, with the systems of outside bodies and with other asset management systems, supporting reallocation and sharing across supervising departments, geographical areas and administrative levels.

6.2.4 Information security management should cover three things: a set of information security rules and operating procedures; security and operations management during construction and running, following GB/T 43242, GB/T 43244 and GB/T 39786; and, once built, periodic grading assessment of the security level of the information system following GB/T 22239 and GB/T 22240, together with self-inspection of the security state and of how the protection rules and measures are being applied.

7 Operation management

7.1 Assets brought under the central management of the physical warehouse should have their physical movement kept in step with the information flow of the virtual warehouse; assets not brought under it are managed through the virtual warehouse. Assets involving state secrets are handled under the Law on Guarding State Secrets and its implementing regulation.

7.2 An authorization mechanism should be set up for virtual warehouse accounts, using one or more of three routes: the managing body registers on the platform as required and obtains its rights after review by the supervising department or the higher body; the supervising department or higher body opens accounts for its subordinate bodies and distributes them; or the supervising department or higher body opens an account on the application of a subordinate body. The managing body should manage the rights attached to its accounts; the warehouse administrator logs in with an account and password, and a change of administrator should be notified to the supervising department or higher body.

7.3 Assets with clear title that meet the stated conditions should be brought into the warehouse. For assets to be reallocated or rotated: repair, maintenance and transport cost far less than buying new, the asset is worth using again and is not easily damaged in use and transport, and it is structurally and functionally complete or usable again after simple repair. For assets to be shared: the internal approval procedure has been followed and the asset performs well and is not easily damaged in use. For assets leased from a commercial leasing organization: the asset meets the need, the rent does not exceed the market average and after-sales service is available during the lease. Special assets follow their own procedure. On procedure, an asset kept by the body itself may be published directly on the virtual warehouse; an asset handed over to the physical warehouse of the supervising department or higher body for reallocation or rotation is applied for through the virtual warehouse by the transferring body, with documents as the case requires, and the supervising department or higher body reviews it and issues the relevant documents. On handover, the transfer is made against those documents, both bodies confirm it and adjust their asset and financial accounts promptly, and the supervising department or higher body publishes the information on the virtual warehouse. Where transport is involved, the transferring body or the receiving body may deliver, or a commercial carrier may be used, and the cost should as a rule be borne by the receiving body.

7.4 Assets held in the warehouse should be put back to use promptly and disposal routes kept open, so that the time in store is as short as possible and storage resources are used efficiently; while they are held, registration, stocktaking and maintenance mechanisms should be in place. An asset ledger should be kept. Fixed assets obtained by borrowing or under an operating lease, and confiscated assets whose cost cannot be reliably established, are entered in a memorandum book. The managing body should take stock of the assets in the physical warehouse periodically or as occasion requires, so that their number, value and condition are known and truly reflected and the physical count, the asset account and the financial account agree. Assets found damaged or otherwise in need of repair during daily management or stocktaking should be repaired and maintained promptly so that they can safely go round again; a note adds that major and medium repairs to buildings follow their own rules.

7.5 A body needing an asset works out its own need, the stock it already holds, its configuration plan and the configuration standard, goes through the approval procedure, chooses between reallocation, rotation, sharing and leasing, applies to the managing body through the virtual warehouse and submits the documents required; for special assets the managing body proposes use or disposal and goes through the approval procedure. On handover, the managing body weighs the demand and the cost, settles its intention, goes through the approval procedure and records its review on the virtual warehouse, and where the review is passed the handover is made against the documents. Five cases are then distinguished for what follows: where title passes by reallocation, both sides adjust their asset and financial accounts promptly; where the right of use is obtained by sharing, the user uses the asset under the rules and may pay a charge on a set scale, and compensates for loss caused by breaking the terms of use under the law and the agreement; where the right of use is obtained by borrowing, the user maintains the asset, repairs damage arising during the loan or, if it cannot be repaired, takes it over by the reallocation procedure and carries out the subsequent disposal, the loan running for a fixed term with return or renewal applied for through the virtual warehouse and reviewed by the managing body; where the right of use is obtained by lease, rent is paid on a set scale; and special assets are transferred without charge, auctioned publicly, recycled or put to another particular use such as emergency support, income from the disposal being handled under the Regulation on the Management of State-Owned Assets of Administrative Institutions and the Measures for the Management of Confiscated Property. Transport on release follows the same pattern as on entry, the cost as a rule being borne by the using body.

7.6 An asset should be withdrawn from the warehouse where it has stayed beyond a reasonable period without being used, where it is damaged beyond worthwhile repair, where its performance has fallen behind what bodies need, or where it has otherwise been found to need disposal.

7.7 Entry, release and withdrawal of assets and the management of the assets held should be recognized, measured, disclosed and reported.

7.8 The supervising department and the managing body should set up electronic and paper records systems, the filed documents being true, accurate and orderly and the file complete, and should keep, among others, the construction records of the warehouse, the user records, the entry, release, approval and acceptance registration material, the disposal material and any other material to be filed.

8 Supervision and evaluation

8.1 The managing body should apply the management rules of the warehouse properly so that it runs thriftily and efficiently, should manage the whole process and know the number, value, structure and condition of the assets so that the information is reliable, and should carry out its custody duties, take responsibility for keeping the assets safe and do the daily management and the special checks. The supervising department should make policy that sets out who supervises each part of the work and how the duties are divided, and should supervise routinely through statistical reports and special checks, so that construction and operation stay orderly, thrifty and efficient.

8.2 Bodies should raise the efficiency with which warehouse assets are used and cut repeat purchases. Construction and operation of the warehouse should be brought into the evaluation indicator system for a thrifty public body. The supervising department and the managing body should use information technology to analyse and evaluate indicators such as the rate at which assets are reallocated and used, the saving rate on asset configuration plans and the amount of funding saved on configuration. The supervising department should organize periodic satisfaction surveys among those the warehouse serves, should combine self-evaluation with evaluation by those it serves in routine and annual assessment of the running and management of the assets, should set up a point where complaints are received on site and publish a complaints mailbox, telephone number and web address and deal with and answer complaints, and should, with the managing body, keep improving the construction and operation of the warehouse in the light of the evaluation results.