SF/T 0037-2019Notarization file digital specification (English PDF)

3.1 Terms and definitions

GB/T 11821-2002, GB/T 12905-2000, GB/T 15418, GB/T 17235.1-1998, GB/T 18894 and GB/T 20530 the following terms and definitions defined in -2006 apply to this document.

3.1.1

Notarial files

A true record of the practice activities of a notary institution.

Note. Notarized archives are an important part of national archives. Notarized files include text, graphics, audio and video and other forms, which have important search and use value.

3.1.2

Clauses and subclauses the basic unit of division that describes the content contained in the notarization activity has a single theme, which is used to describe a thing, a person, or They have a combination of specific themes and make an objective definition of what the item describes.

Note. Basic items include institution code, fond file number, catalog number, case file number, filing date, storage period, number of pages and year, category, type, notarization Book number, party information, etc.

3.1.3

Files decontamination Remove all kinds of stains contaminated in the preservation and utilization of archives.

3.1.4

Data connection

Through computer technology, the index and association of catalog data and associated digital images are realized.

3.2 Abbreviations

The following abbreviations apply to this document.

AVI Audio Video Interleaved (Audio Video Interleaved) DPI dots per inch (Dots Per Inch) DVD Digital Video Disc (Digital Video Disc) JPEG Joint Photographic Experts Group (Joint Photographic Experts Group) MP3 Moving Picture Experts Group Audio Layer III (Moving Picture Experts Group Audio Layer III) MP4 Moving Picture Experts Group (Moving Picture Experts Group 4) MPEG Moving Picture Experts Group (Moving Picture Experts Group) NTSC National Television Standards Committee (National Television Standards Committee) OCR Optical Character Recognition PAL Phase Alternating Line (Phase Alternating Line) PDF Portable Document Format (Portable Document Format) SCSI Small Computer System Interface (Small Computer System Interface) USB Universal Serial Bus (Universal Serial Bus)

5.2 Digital Work Process of Paper Archives

The digitization workflow of paper archives includes file organization, scanning and image processing, and finished product production. Digital Workflow of Paper Archives as shown in picture 2.

Figure 2 The digital workflow of paper archives

among them.

a) File organization. including receiving file entities in batches, detecting and correcting file errors, adding file entries, removing installations that affect scanning Binding, taking measures for damaged files, restoring and binding folded files, returning file entities in batches, and checking binding quality;

b) Scanning and image processing. including scanning according to the specified mode, judging whether there is a wrong page scan, performing correction and decontamination processing, and inspection Check for skewed impurities;

c) Finished product production. including the generation of multi-page finished product files, finished product sampling, realization of the linking of finished product files and related archive entry data, Link quality inspection, random inspection of finished product files corresponding to archive entry data, submit acceptance report, and adopt multiple methods for backup.

5.3 File digital processing job sheet

The person in charge of digital processing should fully grasp the status of each processing link, establish and fill in the "Digital Processing Job Sheet" in a timely manner.

See Appendix A for content.

6.1 File transfer

The file transfer personnel shall check whether the file directory is consistent with the file entity, check the status of the file entity, and go through the storage and exit procedures.

6.2 File organization

6.2.1 Basic requirements

Before the digitization of the archives, the archives should be organized in a standardized manner, and at the same time, the digitalization should not be directly carried out due to serious damage or serious impacts.

The archives that affect the digital quality are technically repaired.

6.2.2 Paper filing requirements

The paper filing requirements include.

a) During the scanning process, care should be taken to maintain the integrity of the whole case file, and the overall value of the file should be protected;

b) The following pages that are part of the archive and reflect the content of the archive should be scanned. volume cover, catalog page, all pages of the file (including Including pasted photos), back cover and other documents attached;

c) Files without pagination or irregular pagination should be re-paginated before scanning, and the pagination should retain the file content and original pagination number;

d) On the premise of ensuring that the file entity is not damaged, the bound files can be removed and bound to ensure the quality and efficiency of scanning;

e) For files that are severely damaged and cannot be scanned directly, they should be repaired technically, and files that are wrinkled and uneven and that affect the scanning quality should be repaired first.

Scanning after pressing or ironing;

f) If the file organizer finds that the original file is unclear, missing pages, wrong pages, double pages, incomplete page information, etc., they should the corresponding link and date column of "Processing Operation Sheet" are indicated.

6.2.3 Photo file organization requirements

The photo file organization requirements include.

a) The photos should be properly organized before scanning and check whether the photos are intact, the specifications of the photos, and the photos and paper rolls Whether the clan corresponds, etc.;

b) The unit that has entered the archive entry data should simultaneously check the correspondence between the entry data and the archive entity;

c) Under the premise of ensuring that no damage will be caused, the photos should be cleaned simply, such as removing dust, stains or mildew, etc.

To improve the quality of scanned images;

d) If the file organizer finds that the original photo is incomplete, there are dust, stains or mildew, etc., it should be listed in the "Digital Processing Worksheet" the corresponding links and dates are indicated in the column.

6.2.4 Requirements for organizing audio and video files

Audio and video file organization requirements include.

a) Rewind the tape to be digitized to prevent tape adhesion from affecting the tape playback effect;

b) The integrity of audio and video, the clarity of audio and image quality and the quality of the carrier should be checked by listening;

c) If the item data has been entered, the corresponding relationship between the item data and the archive entity should be checked simultaneously;

d) If the file organizer finds that the tape is sticky, incomplete, and the sound and image quality is not clear, it should be reported in the corresponding ring of the "Digital Processing Worksheet".

Note in the section and date column.

6.3 Entry

Entry of the entry should follow the SF/T 0023-2019 data format. The entry database should be encrypted with an encryption algorithm, and the data format is divided into There are two types of entry data, entered entry and unentered entry. Related requirements include.

a) The entered entries include basic entries and optional entries, among which.

1) Basic items include. institution code, fond file number, catalog number, file number, filing date, storage period, number of pages, and year Degree, category, type, notarization number, party information, etc. Among them, SF/T 0023-2019 undefined data specification

2) Optional items include. acceptance time, certificate issuance time, undertaking certifier code, approver code, co-handler, use Location, purpose, notarization service fee, translation, QR code identification and file, audio and video, pictures, photos, fingerprint storage path Path and other entries.

b) Unentry entries should be supplemented. Specific requirements include.

1) Enter entry data directly in the special archive digital management system or enter it in the form of data tables;

2) If you use other software to enter entry data, you should follow the requirements of SF/T 0023-2019.

6.4 Paste the QR code

If the entry data has been entered, paste the QR code printed during the file organization process (for example. PDF147 format), and check the number of entries simultaneously Correspondence between data and file entities.

6.5 Data collection

6.5.1 Basic requirements

The basic requirements include.

a) For archives of different carriers, corresponding professional equipment should be used to obtain digital information;

b) Different types of digital data should be named based on the digital catalog database of paper archives.

Provide conditions for batch connection of digital files;

c) The data collection personnel should fill in the "digital processing operation sheet".

6.5.2 Paper file data collection

The paper archive data is collected by scanning, and the specific requirements include.

a) The corresponding scanning equipment should be selected according to the size of the file format and the condition of the paper. Digital cameras can be used for files larger than A3 Take photos, scan with a high-speed camera, or perform image stitching after framing scanning; the paper is in poor condition, and the paper is too thin, too soft or too thick Archives, or archives that contain unannounced disassembly and assembly (such as archives bound by hot-melt riveting tubes), should use high-speed camera or flatbed scanning; paper A file that is in good condition and can be disassembled and assembled, which can be scanned continuously with a high-speed scanner;

b) Select the color mode for the scanning color mode, and the file pages corresponding to the same document should use the same color mode;

c) The scanning resolution should not be less than 300DPI;

d) The scanned image is stored in multi-page JPEG compression or PDF file format (a notary machine with conditions...