1 General Provisions
1.0.1 This code is developed with a view to strengthening the works of putting the construction project documents into record, unifying the acceptance criteria of project archives, and establishing true, complete and accurate project archives.
1.0.2 This code is applicable to the arrangement and archiving of construction project documents and the acceptance and transferring of project archives.
1.0.3 In addition to this code, the arrangement and archiving of construction project documents and the acceptance and transferring of project archives shall also meet those specified in the current relevant standards of the nation.
2 Terms and Symbols
2.1 Terms
2.0.1 construction project
construction project basic unit which is approved to be constructed according to an overall design and composed of one or several internally related unit projects, with unified accounting in economy and independent organization in administration to carry out unified management
2.0.2 construction project document
various forms of information records formed in the process of project construction, including pre-construction document, project supervision document, constructing document, as-built drawing and handing over document, which are referred to as project documents
2.0.3 pre-construction document
document formed in the project preparatory stages such as establishment, approval, land use, survey, design and bidding before the commencement of the project
2.0.4 project supervision document
document formed by the supervision organization in the supervision process of , for example, project design and construction
2.0.5 constructing document
document formed by the construction organization during the construction process
2.0.6 as-built drawing
drawing truly reflecting the construction results of the construction project after the project is completed and accepted
2.0.7 handing over document
document formed in the completion acceptance of construction projects
2.0.8 project archives
various forms of historical records directly formed in the project construction activities and having the value of archiving and preservation, such as texts, drawings, charts, audio-visual files and electronic documents
2.0.9 project electronic records
document generated by digital equipment and environment in the process of project construction, which is stored in the carriers, such as magnetic tape, magnetic disk or optical disk in digital form, read and processed through digital equipment such as computer, and may be transmitted on communication network
2.0.10 project electronic archives
electronic records formed in the process of project construction, having reference and utilization value and kept as archives, as well as their metadata
2.0.11 project audio-visual archives
history of sound, pictures and images recorded in photos, films, audio tapes, video tapes, optical disks, hard disks, etc., which has preservation value
2.0.12 arrangement
process of selecting, categorizing, combining, arranging and cataloging project documents according to certain principles to make them orderly
2.0.13 file
archive keeping unit composed of several interrelated documents
2.0.14 filing
arranging the documents with preservation value into files by categorizing according to certain principles and methods
2.0.15 putting into record
process of carrying out arrangement and filing with regard to the formed documents then transferring them to the corresponding archives room or to the urban-rural development archives organization as required after the document forming department or forming organization completes its work tasks
2.0.16 urban-rural development archives organization
specialized organizations that manage the work of urban construction archives in the local area, as well as urban construction archives room that receive, collect, keep and provide urban construction archives
2.0.17 permanent preservation
a kind of preservation period of project archives, which means that the project archives are kept indefinitely and as long as possible
2.0.18 long-term preservation
a kind of preservation period of project archives, which means that the project archives are kept until such project is completely dismantled
2.0.19 short-term preservation
a kind of preservation period of project archives, which means that the project archives are preserved for less than 10 years
3 Basic Requirements
3.0.1 The formation and accumulation of project documents shall be incorporated in all links of project construction management and in the responsibilities of relevant personnel.
3.0.2 The project documents shall be formed synchronously with the progress of project construction, and shall not be supplemented afterwards.
3.0.3 Each construction project shall be provided with a set of electronic archives, which shall be transferred to the urban-rural development archives organization together with the paper archives.
3.0.4 The development organization shall carry out the arrangement, putting into record, acceptance and transferring of the project documents according to the following procedures:
1 During project bidding and when signing agreements and contracts with survey, design, construction, supervision and other organizations, the compilation organization of as-built drawings; the number (set), the compilation cost and the responsible organization of the project archives; the quality requirements and the transferring time of project archives shall be specified;
2 Collect and arrange the documents formed in the pre-construction stage, and carry out filing and putting into record;
3 Organize, supervise and inspect the formation, accumulation, filing and putting into record of project documents of survey, design, construction and supervision organizations;
4 Collect and summarize the project archives filed and put into record by survey, design, construction and supervision organizations;
5 Collect and arrange the handing over documents, , file them and put them into record;
6 Before organizing the project completion acceptance, the local urban-rural development archives organization shall be informed to carry out pre-acceptance of the project archives, and the project completion acceptance shall not be organized and carried out before obtaining the approved document for acceptance of the project archives;
7 For the projects included in the receiving scope of the urban-rural development archives organization, within 3 months after the project completion and acceptance, a set of project archives meeting the requirements shall be transferred to the local urban-rural development archives organization.
3.0.5 Survey, design, construction and supervision organizations and other organizations shall file the project documents formed by the corresponding organization and transfer them to the development organization.
3.0.6 If general contracting management is adopted for construction projects, the general contractor shall be responsible for collecting and summarizing the project archives formed by each subcontractor and transferring them to the development organization in time; each subcontractor shall arrange and file the project documents formed by itself and transfer them to the general contractor in time. If a construction project is contracted by several constructors, each contractor shall collect, arrange and file the project documents of its contracted project, and transfer them to the development organization in time.
3.0.7 The urban-rural development archives organization shall supervise, inspect and guide the filing and putting into record of project documents. Before the project completion acceptance, pre-acceptance shall be carried out for the project archives, and the project archives approval documents must be issued after the project archives are considered qualified upon the acceptance.
3.0.8 The project data management personnel shall undergo the professional training on filing and arrangement of the project documents.
1 General Provisions
2 Terms and Symbols
3 Basic Requirements
4 Archived Document and Its Quality Requirement
4.1 Range of Archived Documents
4.2 Quality Requirements of Archived Documents
5 Filing of Project Document
5.1 Procedure, Principle and Methods of Filing
5.2 Arrangement of Within-file Document
5.3 Cataloging of File
5.4 File Stapling and Outfits
5.5 Cataloging of Files
6 Putting into Record
7 Acceptance and Transferring of Project Archives
Annex A Archiving Range of Architectural Project Documents
Annex B Archiving Range of Municipal Project documents
Annex C Model of Within-file Document List
Annex D Model of File’s Remark Table
Annex E Model of File’s Front Cover
Annex F Model of File’s Spine
Annex G Model of File List
Explanation of Wording in This Code
List of Quoted Standards
Revision Explanation
