Introduction to archival description, rules for archival description

MeaningArchival description is the process of analyzing, selecting and recording the content and formal characteristics of archives when compiling an archive catalog. There are two types of archival descriptions: bibliographic and bibliographic. Indexing, the process of converting the natural language of the subject matter of its content into the standard language of the search.

Transcription, i.e., transcription, is the transcription of the formal characteristics of a copywriting document, such as author, time, etc., on the bibliographic entry. Indexing is for the content of the archive, while transcription is its formal characteristic, which is the inherent natural language of the document itself. Indexing is at the heart of a bibliographic.

Activities of collecting, sorting, keeping, appraisal, statistically and providing and utilizing archives. Our archives include: archives collection, archives sorting, archives entry, archives digitization, archives system, archives training, archives software customization, archives intelligent management, archives value appraisal, archives preservation, archives cataloguing and archives retrieval, archives statistics, archives and research (see archives document compilation), archives provision and utilization, archives destruction.

The division of these tasks is only relatively stable rather than absolute, and some are divided into eight links, and some are divided into two major parts: basic work and utilization work. Since modern records management has become a complex system, there are also ways to divide it into layers. The first level is divided into two subsystems: archival entity management and archival information development, and each subsystem is divided into several levels of small systems.

The management of archives entities is divided into collection, sorting, identification, storage, statistics and other work links; The development of archival information is divided into two parts: information processing and information output, information processing is composed of cataloguing, literature compilation and reference materials, and information output is composed of providing reading, copying, consulting, correspondence, loan, publishing, exhibition and other service activities.

Rules for the Description of Archives - Text National Standards for Archival Description in China. The National Archives Administration presided over the drafting, which was discussed and approved by the China Documentation Work Standardization Technical Committee, and approved by the National Bureau of Standards in 1985.

Archives description is the process of analyzing, selecting and recording the content and form characteristics of archives when archives and offices compile retrieval tools, which is the main way to obtain the intelligence information contained in archives and an important factor in determining the quality of archives retrieval tools. The formulation of the rules has created conditions for the establishment and improvement of a unified national archives retrieval system, the establishment of local and national directory centers, and the gradual realization of electronic computer retrieval.

Main content of the rules: Introduction, indicating the purpose of the formulation, the principles on which it is based and the scope of application. Noun terminology, which gives a precise definition of the concept of the basic noun term involved.

There are 10 major items in the bibliographic items, such as: title and responsible person, text item, classification and storage period, time, carrier form, inspection and numbering, etc., as well as a number of sub-items. Identifiers, six types of identifiers are specified for each bibliographic item and content.

The bibliographic format specifies and explains the order and expression of bibliographic items in the entries. The Chinese file-level format is shown in Figure 1, and the file-level format is shown in Figure 2. The detailed rules for the bibliographic items shall be explained, specified in detail and illustrated with examples.

In addition, the rules also make some provisions on the detailed and concise grades, the characters used, the identification of the type of carrier, and the bibliographic **.

Standard No: GB T.

Chinese standard name standardtitle in Chinese: Archival bibliographic rules.

English standard name: bibliographical description for archives.

Release Date: May 10, 1985.

Date of implementation executedate: 1986-1-1.

Firstissuance date: 1985-1-31.

standardstate: Deprecated.

According to the Rules for the Description of Archives, there are seven bibliographic items in an archive:

1.Title and description of responsibility.

2.Manuscript and genre items.

3.Confidentiality and retention period items.

4.Time item.

5.Vector morphology term.

6.Notes and Executive Notes.

7.Scheduling and numbering.

China Archives Publishing House is a first-class publishing unit affiliated to the National Archives Administration and the National Archives. The scope of publication is secretarial archives and historical books. Over the past 20 years since its establishment, the China Archives Publishing House has conscientiously implemented the principles and policies of the party and the state concerning press and publication units, and has published a large number of excellent books with good social and high economic benefits under the leadership of the competent departments at higher levels.

In particular, the series of photocopies of the original files of the party and state leaders, precious gift books, professional training materials for secretarial archives, and archival materials compiled by various archives at all levels have a high social reputation and are highly valued by relevant leaders and readers. In recent years, in order to cater to the news and propaganda work carried out by the Propaganda Department of the CPC Central Committee and the General Administration of Press and Publication, a series of books compiled by the publisher have been unanimously recognized and praised by people from all walks of life.

A basic type of archival classification. A general term for documents and materials that are generated in certain highly specialized business activities, have specific file names and formats, and are organized and archived in accordance with special management methods. Many countries around the world do not have the concept of specialized archives, and some countries use them as a major category of the General Classification of Archives.

Published in the USSR in 1935a.Khatyev's Theory and Techniques of Archival Work and his 1946 book

Migaev's Theory and Practice of Archival Work (textbook) divides the official documents kept in archives into two types: ordinary (or general) and specialized. Ordinary (or ordinary) documents refer to documents that are common to the general activities of state organs; Special documents include special documents for accounting, statistics, military, judicial, notarization, personnel and other aspects.

In the course of many years of archives management, China has gradually formed the concept of special archives alongside document archives and scientific and technological archives, which mainly refers to archives with special content and form formed in special business activities such as accounting, auditing, litigation, notarization, art, teaching, place names, standards, and trademarks. All kinds of special archives have their own certain characteristics, and their archiving scope, sorting methods, storage periods and management principles are different.

The State Archives Administration, together with the relevant professional authorities, has formulated rules and regulations for the management of various special archives. In 1989, the Archives Publishing House published the Q&A on Special Archives Management (Volume I) compiled by the Academic Committee of the Archival Society of China on Document Processing and Archives, which answered 295 questions on the above nine types of special archives management.

Archival science takes archives, archival phenomena and archival work rules as the research objects. Its basic tasks are: on the basis of studying the laws of the development of archives and archives work, put forward scientific theories, principles and methods of archives work, guide the practice of archives work, and improve the scientific level of archives management, so as to fully realize the value of archives and serve various social practices.

The research objects and tasks of archival science fundamentally stipulate the research content and discipline system of archival science.

There are the following five basic aspects: including the study of archives protection technical measures, such as the research on archives storage environment control technology, archives pest control technology and archives restoration technology, whose task is to maximize the life of the original archives; The research on archives microreproduction technology, such as the study of the technical processes of photography, processing, copying, restoration, storage, and retrieval of archives, is to facilitate the storage, transfer, utilization and automatic retrieval of archival information; Computer-aided archives management research, including the collection and pre-processing of archival data before entering the computer, the input, storage and processing of archival data by computer, and the study of the whole process of archival information output by computer, its task is to gradually realize the modernization of archival management technology and improve the efficiency of archival management.

Standard No: GB T.

Chinese standard name standardtitle in Chinese: Archival bibliographic rules.

English standard name: bibliographical description for archives.

Release Date: May 10, 1985.

Date of implementation executedate: 1986-1-1.

Firstissuance date: 1985-1-31.

standardstate: Deprecated.

reviewaffirmance date: 2004-10-14

Plan No:

Replace the country mark number replacedstandard:

ReplacedStandard:

RevocatoryDate: 2004-10-14

adoptedinternational standard no:

adoptedinternational standard name:

adoptedinternational standard:

International Standard Classification (ICS):

Chinese Standard Classification Number (CCS): A14

standardsort: Basic.

Standard page number ofpages:

The first standard answer**(yuan) price( )

Governor: Standardization Administration of the People's Republic of China.

Focal Unit TechnicalCommittees: National Technical Committee for the Standardization of Information and Literature.

DraftingCommittee: Leading Group for the Standardization of Archival Work.

Archives catalogue is a tool compiled by archives (offices), composed of many bibliographic entries and arranged in a certain order, to reveal, report and find archives. It is an important part of the archival retrieval system. According to the means of processing documents and processing information, the archive catalogue can be divided into two categories: manual inspection catalogue and machine inspection catalogue.