HJ/T 8.2-1994Environmental protection archives management specifications (English PDF)

Foreword

In order to implement the "Archive Law of the People's Republic of China", "Environmental Protection Law of the People's Republic of China" Measures "to strengthen the scientific management of ecological environment monitoring files, standardize the work of ecological environment monitoring files, Measure the role of archives in the management of various ecological environments, better serve the cause of ecological environmental protection, and formulate this standard.

This standard specifies the formation, the general methods for accumulating, organizing, archiving, and maintaining and identifying, developing, and utilizing ecological environment monitoring files are ecological environments the basis of monitoring agency (department) file management work.

This standard is an amendment to "Environmental Monitoring of Environmental Protection Archives Management Specifications" (HJ/T 8.2-94).

This is the first revision. The main contents of the amendment are as follows.

-Added terms, definitions, normative references, and file cataloging styles;

-Supplemented and improved the archiving scope and arrangement method of ecological environment monitoring documents, and the procedures for file identification and destruction;

-Removed the charging clauses for environmental monitoring archives and appendixes that are not directly related to environmental monitoring archives management.

Appendix A, Appendix B and Appendix C of this standard are normative appendices.

This standard is formulated by the General Office of the Ministry of Ecology and Environment, and the Department of Regulations and Standards.

This standard was drafted. China Environmental Monitoring Station, Jiangsu Environmental Monitoring Center.

This standard was approved by the Ministry of Ecology and Environment on January 10, 2020.

This standard will be implemented as of April 01, 2020.

This standard is explained by the Ministry of Ecology and Environment.

Ecological environment archives management standard

1 Application

This standard specifies the ecological forms of different forms and carriers with conservation value generated in the work of ecological environment monitoring.

Formation, accumulation, sorting, archiving of environmental monitoring documents and storage and identification, development and utilization of ecological environment monitoring files the general method is applicable to the archives management work of the ecological environment monitoring agency (department) under the competent ecological environment department at all levels.

The management of other (ecological) environmental monitoring (inspection) and testing agencies (departments) for the management of ecological environment monitoring archives can be implemented with reference to this standard.

2 Normative references

The content of this standard refers to the clauses in the following documents. For undated references, the valid version applies to this standard.

GB/T 11821 Photo archive management specifications GB/T 18894 Specification for Electronic File Filing and Electronic File Management HJ/T 7 China Archives Classification Method HJ/T 9 Detailed description of environmental protection archives DA/T 38 Technical Requirements and Application Specification DA/T 50 Digital Photo Archive and Management Specification Law of the People's Republic of China on Keeping State Secrets (Decree of the President of the People's Republic of China No. 28) "Administrative Measures for Environmental Protection Archives" (formerly National Archives Order of the Ministry of Environmental Protection No. 43)

3 Terms and definitions

The following terms and definitions apply to this standard.

Ecological and environmental monitoring documents Eco-environmental monitoring work, activities, and other forms and vectors of conservation-friendly text, graphics, audiovisual, etc.

General term for documentary materials, hereinafter referred to as documentary materials.

Ecological and environmental monitoring records it has the value for the state, society and units, check and use value, and archive the saved documents.

4 Basic requirements

4.1 Archives working agency or department in charge of archives work (hereinafter referred to as archives department) Responsible for the centralized and unified management of the unit's files.

4.2 Documents undertaking department (undertaker) shall sort and arrange the documents and materials under the guidance of the unit's archives department to ensure it is real, effective, complete, secure, and usable.

5 Formation and accumulation of documentary materials

5.1 The formation and accumulation of document materials shall be based on the principle of "who undertakes and who shall be responsible", at the same stage, the organizer (contractor) of the forming materials is responsible for collecting and sorting. If the undertaking department involves 2 or more the office is responsible for collecting and sorting. Archived materials should meet archiving requirements.

5.2 The staff of the archives department shall participate in the work and activities of ecological environment monitoring, and understand the functions and documents of ecological environment monitoring the formation process, supervise, guide, and inspect the contractor (the contractor) to do a good job in the formation, accumulation, arrangement and return of documents Files work.

6 Filing of documentation

7 Documents

7.1 Arrangement of documentary materials shall follow the rules of formation of documentary materials, and maintain the organic relationship between the documentary materials in the volume and the complete set of files System.

7.2 When organizing documents and materials, it should generally be divided into different volumes according to different storage periods. The organically related documents and materials cannot be separated and kept.

The term is determined according to the maximum storage period of the documents in the volume.

8 Storage and identification of files

8.1 The preservation and appraisal of ecological environment monitoring archives shall be implemented in accordance with the relevant provisions of the Measures for the Administration of Environmental Protection Archives.

8.2 The ecological environment monitoring archives are classified into permanent and periodic according to the storage period (regularly divided into 30 years and 10 years). See Appendix A for details.

8.3 The management of secret files shall be carried out in accordance with the "People's Republic of China Law on Keeping State Secrets".

8.4 Periodically appraise the monitoring files of the ecological environment of the room, and adjust the files that need to be adjusted for the storage period and the security level.

8.5 Archival appraisal must establish an appraisal working group. The person in charge of the unit in charge of archival work and the person in charge of the office (room) it consists of the heads and personnel of the archives department, the undertaking department, and the security department. Archives identified by archival appraisal team as having no preservation value Case, must prepare appraisal work report and establish file destruction inventory, in duplicate, one for higher authorities for record, one by this unit is kept forever.

8.6 The files to be destroyed must be signed by members of the appraisal working group before they can be destroyed.

8.7 The destruction of the ecological environment monitoring archives shall be organized and implemented by the archives department.

Personnel (more than 2 people) conduct on-site supervision and sign the destruction inventory. Failure to perform the appraisal and approval procedures is strictly prohibited.

8.8 If electronic archives and digital copies of archives need to be destroyed, in addition to destroying offline storage media Ensure that electronic archives and digital copies of archives are completely deleted from the system. Electronic archives and digital copies of archives should be kept during destruction Metadata. The electronic file management system shall automatically record the identification and destruction activities in the management process metadata and audit logs.

8.9 The destruction of secret-related archives shall comply with the "Regulations on the Administration of Destruction of State Secret Carriers".

9 Development and use of archives

9.1 Take various forms to provide archival information services to users.

9.2 Establish a system of borrowing, keeping, etc. of ecological environment monitoring files, and review, borrow, and copy ecological environment monitoring files.

File borrowing and returning procedures should be performed. File users who borrow confidential files should perform corresponding borrowing procedures in accordance with the security level, and file the borrowed files.

Responsible for security and confidentiality to ensure file security.

9.3 The files that have been decrypted or made public are provided for use in accordance with relevant regulations.

Appendix A

(Normative appendix) Eco-environment monitoring documents and materials archive scope, storage schedule Serial number archive range storage period

1 Ecological environment monitoring work plan, planning (plan), summary permanent

2 Requirements, plans and assessments of quality assurance for ecological environment monitoring

2.1 Quality management plan, work points, summary 30 years

2.2 Quality management system documentation

2.2.1 Quality manual, procedure files, technical records, quality records, work instructions, operating procedures for 30 years

2.2.2 List of controlled documents, document changes, issuance, and recovery records for 10 years 2.3 Quality management system review,, extended review materials (laboratory accreditation and measurement certification review Plans, application materials, review reports and related record forms, certificates and certificate attachments) 30 years

2.4 Management documents of ecological environment monitoring quality control technology

2.4.1 Survey materials of ecological environment monitoring quality management technology for 30 years

2.4.2 Assessment and management materials for ecological environment monitoring personnel for 30 years

2.4.3 Eco-environment monitoring technology skills competitions, drills, activities and other materials for 30 years

2.4.4 Non-standard methods and technical specifications (regulations) of ecological environment monitoring for 30 years 2.4.5 Quality system internal audit materials (internal audit plan, meeting sign-in form, meeting records, internal audit inspection record form, internal audit Reports, non-compliance corrective and preventive action records) 30 years 2.4.6 Quality system management review materials (review plan, meeting sign-in form, meeting records, review records, review reports Reports, non-compliance corrective and preventive action records) 30 years

2.4.7 Records of investigations, complaints and handling of customer satisfaction and monitoring quality problems for 30 years

2.4.8 Exceptional permit application and approval record for monitoring deviation of work for 30 years 2.4.9 Quality management sampling test plan, quality management supervision and inspection record, quality analysis statistical table, original record inspection record Record form, monitoring data statistics form, monitoring analysis quality external control spot check registration form, on-site sampling preparation check Table, on-site sampling checklist, laboratory analysts' checklist, sample fixative condition checklist, Test report and other materials 30 years

2.4.10 Proficiency verification, laboratory comparison, assessment, standard sample value (in laboratory analysis) and other materials for 30 years 2.4.11 Ability confirmation and new method verification, confirmation materials (new method confirmation application form, new method confirmation task, new Standard method application confirmation form, standard change monitoring method confirmation form, non-standard method approval records, method confirmation Report

30 Years

2.4.12 Records of registration, numbering, storage, issuance, retention of analysis samples for 30 years 2.4.13 Acceptance, inspection (verification), preparation and acceptance records of reference materials, reagents and consumables, hazardous waste disposal Registration form, etc.

30 years

2.4.14 Supplier Survey Form, Supplier Information and Evaluation Form 10 Years

3 Ecological Environmental Quality Monitoring Documents

3.1 Basic information on ecological environment quality monitoring points and management materials such as point optimization adjustment, demonstration, and release are permanent

3.2 Water Environment Quality Report and Data Continued Serial number archive range storage period 3.2.1 Surface water, groundwater, drinking water source, marine and other water environment monitoring routine reports, comprehensive analysis reports, Reports and related data such as special monitoring reports permanent 3.2.2 Various water environmental quality monitoring databases (surface water, groundwater, drinking water sources, marine, etc. routine monitoring, Special monitoring, etc.) permanent

3.3 Documents for automatic water quality monitoring 3.3.1 Water quality automatic monitoring (control) system construction planning, scheme, site selection, investigation, demonstration, bidding, acceptance, integration Change management materials 30 years 3.3.2 Management records of water quality automatic monitoring station operation, maintenance, inspection, assessment, accounting, etc.

Record, quality management report and operation report of automatic water quality station 30 years

3.4 Ambient Air Quality Report and Data

3.4.1 Ambient air quality routine monitoring reports, comprehensive analysis reports, special reports and other reports and related data

3.4.2 Various types of ambient air quality monitoring databases (acid rain, sand storm, dust fall, ambient air, etc.)

3.5 Ambient air automatic monitoring documents 3.5.1 Ambient air automatic monitoring station construction planning, scheme, site selection, investigation, demonstration, bidding, acceptance, rectification, etc.

Management materials 30 years 3.5.2 Ambient air automatic monitoring station operation, maintenance, inspection, assessment, account management and other management records, automatic air station monitoring Control record form, air quality station quality management report and operation report, etc.

30 years

3.6 Soil ecological environment monitoring report and data

3.6.1 Soil survey report, various soil ecological monitoring reports and related data are permanent

3.6.2 Various types of soil ecological environment monitoring databases (survey monitoring, background monitoring, special monitoring, etc.)

3.7 Physical environment monitoring report and data

3.7.1 Sound, vibration, light, heat and other environmental monitoring reports and related data are permanent 3.7.2 Various types of physical environment monitoring database (road traffic acoustic environment monitoring, regional acoustic environment monitoring, functional area acoustic ring Environmental monitoring, vibration monitoring, light pollution monitoring, thermal pollution monitoring, etc.) permanent

3.8 Ecological and biological monitoring reports and data

3.8.1 Ecological ground monitoring report and related data permanent

3.8.2 Ecological remote sensing monitoring (cyanobacteria, straw burning point, sand storm, etc.) reports and related data are permanent

3.8.3 Biodiversity reports and related data in nature reserves are permanent

3.8.4 Rural Ecological Environment Quality Monitoring Report and Related Data Permanent

3.8.5 Partial reports and related data of cyanobacteria early warning monitoring and remote sensing

3.8.6 Permanent biological monitoring report and related data

3.8.7 Microbiological monitoring report and related data permanent 3.8...