MZ/T 145-2019Management regulation for business archives of funeral and interment service organization (English PDF)

5.1 Archive categories

The types of funeral and burial business files are divided into three categories. cremation of remains, burial of remains, and ashes (burial).

5.2 Archive of cremated remains

5.2.1 Archives of cremation archives of remains include at least.

a) original or photocopy of death certificate;

b) cremation proof stubs;

c) The cremation treatment form signed by the funeral director and the ashes collection certificate;

d) a copy of the valid ID of the funeral director;

e) supplementary contracts or agreements;

f) Archive inquiry uses archived data. For the scope and archive order, refer to the requirements given in 8.2.4.

5.2.2 Archives of remains transported

5.2.2.1 Archives of off-site corpse archives include at least.

a) original or photocopy of death certificate;

b) The original or photocopy of the certificate for the removal of the remains from the funeral administrative department at or above the county level

c) Original certificate of receipt of the body of the funeral service;

d) supplementary contracts or agreements;

e) Archive query uses archived data. For the scope and archiving order, refer to the requirements given in 8.2.4.

5.2.2.2 The archives of international autopsy archives include at least.

a) original or photocopy of death certificate;

b) permits for entry/exit of corpses/caskets/skeletons/ashes;

c) proof of identity of the shipper or its agent;

d) supplementary contracts or agreements;

e) Archive query uses archived data. For the scope and archiving order, refer to the requirements given in 8.2.4.

5.2.3 Archive of cremation archives of medical pathological waste

Archives of cremation archives of medical pathological waste include at least.

a) original processing certificate issued by the medical institution;

b) proof of identity of the undertaker or his agent;

c) other texts;

d) Archive inquiry uses archived data. For the scope and archive order, refer to the requirements given in 8.2.4.

5.3 Archives of burials of remains

The archives of the burial archives of the remains include at least.

a) original or photocopy of death certificate;

b) contract for burial of remains;

c) Funeral burial disposal form and business process list signed by the funeral director;

d) a copy of the valid ID of the funeral director;

e) supplementary contracts or agreements;

f) Archive inquiry uses archived data. For the scope and archive order, refer to the requirements given in 8.2.4.

5.4 Archives of ashes placement (burial)

The archives of ashes placement (burial) archives include at least.

a) a copy of the cremation certificate of the deceased;

b) ashes placement (burial) contract;

c) The ashes placement (burial) processing form and business process list signed by the funeral director;

d) a copy of the valid ID of the funeral director;

e) the historical information records generated in the service when the ecological burial method is adopted;

f) supplementary contracts or agreements;

g) Archive inquiry uses archived data. For the scope and archive order, refer to the requirements given in 8.2.4.

5.5 Electronic Business Archives

Electronic business archive archives shall be implemented in accordance with the requirements of GB/T 18894-2016.

5.6 Archiving requirements

5.6.1 The archived documents shall be complete and in accordance with certain sequence requirements.

5.6.2 If there are photos or photocopies in the filed documents, the pictures and text should be clear.

5.6.3 Funeral and interment documents shall be sorted and archived within 10 working days after the relevant procedures are completed.

5.6.4 For the specific requirements for archiving of electronic business archives, see GB/T 18894-2016. The conversion of paper archives should be based on the relevant archives in DA/T 31 Scanning required action.

6.1 Rolling time

The year of cremation of the remains shall be based on the time recorded on the certificate of cremation of the remains;

The initial signing of the placement (burial) contract shall prevail.

6.2 Rolling method

6.2.1 The cremation business archives of the remains are made up of the cremated deceased as a unit, one cremated deceased one. Remains burial business archives and the ashes placement (burial) business file is made up of tombs (lattice) as a unit, one tomb (lattice) and one roll;

The service archives are made up of scattered batches, one for each batch.

6.2.2 The files are classified according to the provisions of 5.1, and the various files are arranged according to the time sequence of formation; the file materials in the files are respectively according to 5.2, the order specified in 5.3 and 5.4. The order of electronic business files is the same as that of paper files.

6.2.3 The document materials in the volume shall be written consecutively using Arabic numerals page by page.

If it is difficult to write a page number on the front of a film, chart, etc., you can program it in the upper left corner of the back.

6.2.4 Put a seal on the blank space at the top of the first page (or the cover of the archive cover and portfolio) in each volume of the archive (see Appendix A) and fill in the relevant content.

6.2.5 For each volume of funeral and business documents, compile a file directory (see Appendix B). It is recommended that the business system generate or use a spreadsheet.

The grid is prepared, and the paper is A4 size, placed before the first page of the roll. Each volume of files and the contents of the files should be covered with acid-free paper or archives Bags are fixed in a way that facilitates storage and use.

6.2.6 File binding is generally based on volumes. Binding is firm, safe, and easy, so that the document does not damage pages, does not reverse pages, does not emboss, and binds the back file is flat, which is conducive to the protection and management of archived files. The binding should minimize the impact on the document itself, and the binding method should be wire binding.

For binding, if the number of pages is small, use right-angle binding (see Appendix C) or sewing machine blank binding.

6.2.7 Prepare the funeral and funeral business archives by category (see Appendix D). The catalog should be generated by the business system or imported using electronic forms.

Line layout, the contents of a single-page catalogue should be 30 room volume numbers, A4 paper size, vertical printing.

6.2.8 Put each volume of files into the file box in order according to the serial number of the funeral business archives catalogue room. The file box should conform to DA/T 22 Requirements, it is recommended to use a file box with a thickness of 50mm, each box should be 30 rolls. Fill in the file box cover and box spine (see Appendix E), Before placing the funeral business file directory in the box file, fill in the remarks form (see Appendix F) and place it in the box file.

6.2.9 Take the year as a unit, and add a cover (see Appendix G) to the funeral and funeral business archives in the book, in triplicate, and Program the catalog number.

8.1 Requirements for use

8.1.1 The funeral and burial service files are mainly used by funeral and burial service agencies. Other personnel or institutions that need to use the funeral and burial service files can inquire, Way of use.

8.1.2 The undertaker of the funeral, the holder of the cremation certificate or the placement (burial) certificate can check the relevant information with his valid ID.

Funeral business files.

8.1.3 Civil affairs departments, people's courts, people's procuratorates, public security and national security organs, and disciplinary inspection and supervision organs of people's governments at all levels If necessary, holding the unit's introduction letter and checking the person's own work permit can query and use the funeral business file.

8.1.4 Lawyers can query and utilize the funeral and interment documents related to the legal affairs they undertake with their lawyer's practice certificate and law firm certification case.

8.1.5 Funeral and funeral business files are limited to inspection on the spot, should not be loaned out, and should not be damaged, altered, exchanged, delineated, Annotation, pollution.

8.1.6 In order to issue relevant certificates to copy the funeral business file, it is necessary to affix the seal of the archival storage department to be effective.

8.2 Use process

8.2.1 Inquiry. The personnel using the funeral and burial service files shall provide their valid ID or work permit.

8.2.2 Personnel for inquiring and using funeral and burial business files fill out the confirmation of inquiring and using funeral and burial business files (see Appendix H), and internship and burial business files Inquiry application form (see Appendix I).

8.2.3 The archives management personnel shall inquire about the information of the funeral and interment business files and issue a certificate of use of the funeral and interment business files (see Appendix J).

8.2.4 The archives of funeral and interment services generated during the inquiry and utilization process shall include at least.

a) Application form for enquiry and use of funeral business files.

b) Query the confirmation of the use of the funeral business file.

c) Query the letter of introduction issued by the staff of the funeral business file.

d) Issue a stub of the letter of certification.

e) Query the copy of the valid ID of the person who uses the funeral business file.

9.1 Handover

The cremation archives of the remains in the funeral and interment service shall be kept for 20 years, and the following year shall be transferred to the national comprehensive archives at the same level.

National regulations and requirements of national comprehensive archives at the same level shall be implemented. For specific requirements for the transfer of electronic business files, see GB/T 18894-2016.

9.2 Identification

9.2.1 The appraisal work is chaired by the person in charge of the archives department. The archives department, together with the person in charge of the agency, and the relevant personnel of the relevant business departments, make up the appraisal.

The group works together, and experts from the funeral field can be invited to participate if necessary.

9.2.2 After the appraisal is completed, an appraisal report will be formed. Transfer to the comprehensive archives of the relevant country for permanent storage;

Archives that do not have preservation value shall be destroyed in accordance with regulations.

9.3 Destruction

9.3.1 The archives department will sort the corresponding funeral and funeral business archives in the destroyable archives according to time.

9.3.2 The archives department compiles an archive destruction inventory, stating the serial number, box number, start and end volume number, formation time, and storage period of the archive to be destroyed Limit, storage time, destruction quantity, destruction time, etc. Submit for review and approval according to the archives coordination mechanism.

9.3.3 Members of the appraisal team (9.2.1) sign opinions on the destruction inventory.

9.3.4 The archives department will merge the destruction inventory with the directory of funeral and burial business archives (9.3.1) in the destroyable archives.

9.3.5 The archives department organizes the destruction of archives, and dispatches personnel to supervise the sales together with relevant business department personnel. The supervisor should Inventory check shall be performed in accordance with the contents listed in the archive destruction inventory; after the archive destruction, the archive destruction inventory shall be signed or sealed. Destroy the book is permanently saved.

9.3.6 The destruction of archives shall be carried out at the designated place.

9.3.7 Specific requirements for the destruction of electronic business archives can be found in GB/T 18894-2016.

9.4 Catalogues for the transfer or destruction of inventory and funeral business archives shall be kept permanently.

Appendix A

(Informative appendix) Archive Chapter Style

Figure A.1 specifies the content and specifications of the archive chapter in the standard.

In millimeters

Figure A.1 Archive Chapter Style

Note 1. The full parcel number is filled in the code prepared by the National Comprehensive Archives for the filing unit.

Note 2. Type the name of the specific category to which this volume file belongs.

Note 3. The year in which this volume file is filled is represented by four Arabic numerals.

Note 4. The volume number of the room is filled with the sequence number of the volume prepared by the funeral and interment service agency. The file of each category within one year starts from "1".

Note 5. The library compilation volume number fills in the sequence number of the volume prepared according to the entry requirements when the archives are transferred to the relevant national comprehensive archives.

Appendix B

(Informative appendix) in-volume file directory style

Table B.1 specifies the contents of the file directories in the standard.

Table B.1. File directories in the volume

Serial Number Document Title Date Page Number Remarks CC Appendix C (Informative appendix) Right-angle binding Figures C.1 and C.2 show the methods and effects of standard right-angle binding.

Figure C.1 Binding method

Figure C.2 Binding effect

Appendix D

(Informative appendix) Funeral business archives catalog style

Table D.1 specifies the contents of the directory of cremation archives of remains in the standard. Table D.2 specifies the contents of the catalogue of burial records of remains in the standard. Table D.3

The content of the directory of the ashes placement (burial) archives is specified in the standard.

Table D.1 Catalogue of cremation files of remains

Table D.2 Catalogue of remains buried

Table D.3 Directory of ashes placement (burial)

Library volume number Room volume number Name of deceased Cremation number Cremation time Funeral director Name Note Room number, room number, deceased name, burial certificate number, burial position, burial time Funeral director Name Note Library volume number Room volume number Name of the deceased Place (burial) ID Place (burial) position Place (burial) time Funeral director Name Note EE Appendix E (Informative appendix) File box box ridge style

Figure E.1 specifies the specifications and contents of the spine of the archive box in the standard.

Figure E.1 File Box Box Ridge Style

Appendix F

(Informative appendix) in-paper remarks form

Figure F.1 specifies the content and specifications of the test sheet in the standard.

In millimeters

Figure F.1 Format of remarks form

Appendix G

(Informative appendix) Funeral business archives catalog cover style

Figure G.1 specifies the contents of the funeral service archive directory in the standard.

Figure G.1 Cover style of funeral business archives directory

Funeral business archives directory Full name.

Full Parcel Number.

Catalog Number.

category.

year.

Preparation unit.

Preparation date.

Appendix H

(Informative appendix) Inquiry Form of Confirmation of Use of Funeral Business File Inquiry of Confirmation of Use of Funeral Business File I am the deceased, because of need, in Inquiry the burial service file of the deceased person at ****** (name of the funeral service agency). I confirm the proof the material is true, and I shall be responsible for all consequences arising from the use of the deceased's funeral business file.

Confirm signature.

year month day

Appendix I

(Informative appendix) Funeral Business File Inquiry and Application Form

Table I.1 specifies the contents of the application form for inquiries and use of funeral and burial services in the standard.

Table I.1 Application Form for Enquiry and Utilization of Funeral Business Files

applicant

(unit)

() ID card number.

() Lawyer's qualification certificate number.

( )Work Permit

() Proof of marriage relationship (or immediate family relationship) () Unit certification () Power of Attorney Applicant's signature. Assignee. Approver.

XXXXXX Archives

year month day

Appendix J

(Informative appendix) Proof letter form using funeral business file Letter of use of funeral business file Numbering.****-*** Upon inquiry *** (name of funeral service agency) funeral archives (****-****), deceased *** (ID. *************** ***), it has been cremated in this unit on **, **, **, and hereby certify.

Applicant Category Search Applicant ***year month day

-------------------------------------------------- --------Letter of use of funeral business file Numbering.****-*** Upon inquiry *** (name of funeral service agency) funeral archives (****-****), deceased *** (ID. *************** ***), it has been cremated in this unit on **, **, **, and hereby certify.

**** Archives

****year month day

references

[1] Archives Law of the People's Republic of China [2] Measures for the Implementation of the Archives Law of the People's Republic of China [3] Regulations on the management of agency files [4] Measures for the Management of Business Files of Funeral and Interment Services (Min Fa [2010] No. 164) [5] Guiding Opinions on Promoting Land-saving Ecological Burial (Minfa [2016] No. 21) [6] Regulations on the management of the entry and exit of corpses and the disposal of corpses (Joint Regulation No. 47) [7] Administrative Measures for Entry-Exit Corpse Bone Health and Quarantine (General Administration of Quality Supervision, Inspection and Quarantine [2017] No. 189) [8] Several regulations on the management of corpse transportation (Civil Hair [1993] No. 2)