深圳经济特区城市建设档案管理规定 Rules of the Shenzhen Special Economic Zone on Management of Urban Construction Arc

itself， it shall entrust the Municipal Urban Construction Archives or the related units with this work.

　　The archives of property rights prescribed in Item （10） of this article shall be kept in a special storeroom by reason of frequent use， and the department of property rights shall send staff to manage these archives， accept the supervision， inspection， and direction of the Municipal Administrative Office of Urban Construction Archives， and regularly submit statistical reports to this office.

　　Article 10 For those projects which are reported to the municipal department of planning for construction and out of the scope prescribed in Article 9， their archives of completed works shall be examined by the Municipal Urban Construction Archives and then， in case of passing the examination， transferred to the sections of urban construction archives of various units of various departments to be under their management， the transfer documents and the certificates of examination and acceptance shall be submitted to the Municipal Urban Construction Archives to be put on file.

　　Various districts and the units which have the independent authority to submit a report for construction and to do the examination and acceptance shall turn over the archives to the Municipal Urban Construction Archives according to the scope prescribed in Article 9， the urban construction archives which are out of the scope prescribed in Article 9 shall be examined and preserved by the sections of urban construction archives of various units and various districts.

　　Chapter IV Requirements for Filing

　　Article 11 The archives of completed works shall be put together and submitted by the unit in charge of construction in accordance with the following requirements：

　　（1） The archives of completed works to be stored in the Municipal Urban Construction Archives shall be completely handed over within 6 months from the date of examination and acceptance of completed works； the archives of completed works not to be stored in the Municipal Urban Construction Archives shall be completely handed over within 3 months

from the date of examination and acceptance of completed works.

　　（2） The archives of completed works to be stored in the Municipal Urban Construction Archives shall have 3 copies for each item， the original one shall be submitted to the Municipal Urban Construction Archives， and the other two copies shall be kept by the unit in charge of construction （or the responsible unit） and the user unit. The archives not to be stored in the Municipal Urban Construction Archives shall have two copies for each item， the original one shall be kept by the unit in charge of construction （or the responsible unit）， and the other shall be kept by the user unit. If there is a special circumstance which requires more copies of the archives of completed works， it shall be done by the unit in charge of construction through overall consideration and arrangements.

　　（3） The urban construction archives placed on file shall be complete， intact， accurate， systematic； various procedures of appraisal and verification shall be completed， writing shall be clear； it shall be forbidden to use photocopying， carbon copying， and ink easy for color fading in making and writing of the originals.

　　（4） The folders of urban construction archives shall be arranged according to categories and specialties in principle， put in order according to the serial numbers referred to in the detailed rules on filing scope， the thickness of each folder shall not exceed 2 centimeters， the archival materials of the same content shall be put closely one after another in order to prevent the content from disjoining.

　　（5） The unit undertaking construction shall be responsible for making a drawing of completed works in principle， as for a drawing of completed works with a major change， the responsible unit shall be in charge of making such a drawing. The drawing of completed works shall be a new blueprint consistent with what has been actually completed， and examined and signed by the person in charge of engineering and technology， and stamped with “Drawing of Completed Works”。

　　Covered underground works shall have an abbreviated drawing to record covering， on-the-site survey data before covering， which are signed by the persons conducting survey， examination and acceptance.

　　（6） The organizing and binding of urban construction archives： the written materials shall take sixteenmo as a size standard， if the size is less than sixteenmo， paper shall be pasted on the material， the metals in the materials shall be taken out， the forms， folder covers， and boxes to be used shall be uniformly printed and made by the Municipal Administrative Office of Urban Construction Archives， and binding shall be neatly done by cotton thread. The drawings of completed works shall be folded like accordion with the size of no. 4 width of drawing cloth， and put in archival boxes in proper order.

　　（7） The archives of completed works which have been sorted out shall be transferred to the administrative units of urban construction archives by the units in charge of construction. The transfer documents shall be filled out accurately， all signing and stamping shall be completed.

　　Article 12 The transfer of the archives of planning， land， survey， environmental

　　protection， reporting for construction， construction management， residence， urban management， etc.， shall meet the following requirements：

　　（1） The archives coming from various offices of the departments of construction shall be handed over to the archives sections of various bureaus by the end of every year， the archives sections of various bureaus shall put them together and handed over to the Municipal Urban Construction Archives by March of the next year， if there is only one copy which is to be used frequently within a short term， it may be kept in an archives section at the bureau level for 2 years and handed over to the Municipal Urban Construction Archives within

the first quarter of the third year.

　　（2） The archives coming from the various bureaus of the departments of construction shall be placed on file according to the projects and contents in general in order to keep the projects and contents intact. Each folder shall have a written table of contents. The folders shall be put in boxes in bulk， one box or several boxes for one project. In transferring， an archives section shall fill out a transfer document in 2 copies which are transferred together with the archives.

　　Chapter V Management and Use of Archives

　　Article 13 The Municipal Urban Construction Archives and the archives sections of various units shall promptly register the received archives， make a scientific arrangement for storage， and work out search aids， if a unit is provided with resources， it shall adopt computerized search.

　　Article 14 The departments of archival management shall conscientiously make a thorough job of appraisal and storage of archives， the storerooms of archives shall be regularly inspected according to the requirements of “seven preventions”， the remedial measures shall be taken for those damaged or deteriorating archives， and the particularly important archives shall be strictly kept secret and safe without damage.

　　Article 15 Utilization of archives shall be actively promoted and developed， any unit may look up archives for the needs of work， the role of urban construction archives in urban construction and management shall be brought into full play.

　　Chapter VI Cash Deposit for Archives of Completed Works

　　Article 16 The cash deposit for the archives of completed works shall be an economic instrument to ensure that the archives of completed works shall be intact， up to standard， and placed on file in time. For any construction project which is to file an application report within the limits of the Special Zone， the unit in charge of construction shall pay a cash deposit for archives of completed works to the Municipal Urban Construction Archives or a district and the related archive section before the project has filed an application report， the receipt of the cash deposit shall be one of the materials to be provided for filing an application report for construction. The cash deposit shall be retuned to the payer unit according to the original sum after the archives for completed works have been satisfactorily transferred in compliance with rules.

　　Article 17 The standards for paying cash deposits： the projects referred to in Items （1）-（4） of Article 9 shall pay 1% of their total investments； for residential quarters and other ordinary projects， the payment shall be 0.5% of their total investments， but no more than 150，000 RMB.

　　Chapter VII Legal Liability

　　Article 18 For a project which has failed to pay a cash deposit according to rules， the administrative department in charge of construction shall not process both the application for project and the application for construction.

　　Article 19 If the archives are found untrue， incomplete at the time of examination and acceptance of works， the departments in charge of the examination and acceptance shall instruct the unit in charge of construction to make correction by a deadline； if correction has not been done after the deadline， the examination and acceptance shall not take place.

　　Article 20 If part of archival materials have been lost and damaged in the process of construction as a result of lack of attention， the office of urban construction archives shall instruct the responsible unit to make replacements and withhold 10% of cash deposit as a fine.

　　In cas

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