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Rules of the Shenzhen Special Economic Zone
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on Management of Urban Construction Archives
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(Promulgated
by the Shenzhen Municipal People' s Government on June 24,
1989, revised and re-promulgated
on January 29, 1994) |
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Chapter I General
Provision
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Article 1 In order to
strengthen the work on the urban construction archives of the
Shenzhen Special Economic
Zone (herein after referred to as
urban construction archives), these rules are hereby formulated
in accordance with Law of
the People' s Republic of China on Archives, the related
rules of the Ministry of Construction and the State Archives
Bureau and in the light
of specific conditions of the Shenzhen
Special Economic Zone (hereinafter referred to as the Special
Zone). |
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Article 2 Urban
construction archives are the denomination of technological
documents and materials emerging
from urban planning,
construction, and management which should be placed on file to
be preserved
such as various drawings, charts, written
materials, models, samples, photos, films, video tapes, audio
tapes, etc. They are the original, authentic records of history,
important bases for urban construction
and management, and
information resources. |
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Article 3 The
work on urban construction archives shall be an important part
of urban construction. All the
units of government offices,
armed forces, universities and colleges, organizations,
enterprises
and institutions engaged in urban construction and
management within the Special Zone shall make a thorough job
of
urban construction archives. |
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Article 4 The
work of urban construction archives of the Special Zone shall be
done on the principle of unified
leadership, unified system,
same standards, and centralized level-to-level management. |
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Chapter II Institutions
and Duties of Management
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Article 5 The Municipal
Administrative Office of Urban Construction Archives shall be a
special agency of
the municipal government in charge of
administration of urban construction archives; the Municipal
Urban Construction Archives shall be an institutional unit of
science and technology in charge of collection,
storage and
care, supply, and utilization of urban construction archives.
The two units shall handle
their official business in the same
place and under the centralized leadership of the municipal
department in charge of construction. They shall accept the
direction of the Municipal Archives Bureau in their
professional
work. Their duties shall be as follows: |
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(1)
to be responsible for centralized, uniform management and
direction of the city-wide work on urban construction archives;
draft, formulate regulatory documents, standards, norms for the
work of urban construction archives;
conduct professional
training; organize city-wide inspection and assessment through
comparison;
coordinate the work of urban construction archives
with other tasks. |
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(2)
to take part in the examination and acceptance of
completed works of urban construction; examine, accept the urban
construction archives which need to be kept for a long period of
time or permanently. |
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(3)
to conduct systematic management of the archives which
have been accepted; actively provided services for urban
planning, construction, management, scientific research, etc. |
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(4)
to utilize audio-visuals, cinematographic and television
mediums, etc., to accumulate urban construction archival
materials of wide range, keep adding to the Archive' s
collections; to undertake editing and research,
make the
Municipal Urban Construction Archives a center for storage,
utilization, consulting, and
communication of the information on
urban construction. |
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Article 6 The
specialized companies and the units undertaking construction |
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related
to the various bureaus, (controlling) company groups of the
various districts, departments
of construction shall set up
their respective sections of urban construction archives,
establish
an archives management network with the Municipal
Urban Construction Archives as a center and the sections of
urban construction archives of the various units as a base. |
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Article 7 The
various sections of urban construction archives shall establish
and improve various rules and
regulations on urban construction
archives management, be equipped with storehouses and necessary
containers, and ensure normal operation. Their main duties shall
be as follows: |
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(1)
to be responsible for collecting of the urban
construction archival materials of their own units,
systematically sort them out, make catalogues, and
scientifically arrange them in order to be easily looked up,
and
provide services for the units' production, construction,
management and scientific research. |
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(2)
to inspect, supervise, and direct the subordinate units
in the work of urban construction archives, and take part
in the
examination and acceptance of
completed construction works of their own units. |
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(3)
to transfer archives to the Municipal Urban Construction
Archives on time according to these rules; accept the
professional instruction of the Municipal Urban Construction
Archives; actively join the municipal
organizations of urban
construction archives and participate in various activities. |
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Chapter III Management
Jurisdiction
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Article 8 The urban
construction archives of the Shenzhen Special Economic Zone
shall be managed at two levels,
with the Municipal Urban
Construction Archives as the first level management unit and the
sections
of urban construction archives of the various units (or
the sections of comprehensive archives) as the second level
management units. |
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Article 9 The
Municipal Urban Construction Archives shall accept the following
archives: |
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(1)
the archives of the municipal, public works, including
those of roads, tunnels, bridges, railroads, harbors, docks,
airports, flood control, culverts, telecommunication,
firefighting, power supply, water supply,
drainage, gas supply,
heat supply, various underground pipelines and cables (including
all the
directly covered up lines of communication of armed
forces, public security departments, customs,
border control, etc.), and the archives of the municipal
public facilities of culture and education, health,
broadcasting, television, sports, environmental protection,
environmental sanitation, urban sculpture,
etc.; |
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(2)
the archives of the major projects verified by the
municipality; |
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(3)
the archives of other units' construction projects for
office, commerce, residence, comprehensive buildings, etc.,
which meet one of the following conditions: 1. more than 10
stories (including the 10th story), 2. the investment
is more than 5 million RMB (including 5 million RMB), 3. the
construction
area is more than 10,000 square meters (including
10,000 square meters); |
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(4)
the archives of the construction projects with novel
designs and special features and those both new and old
buildings, structures of memorial significance; |
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(5)
the overall archival materials of residential sections,
industrial sections (refer to the detailed rules on filing),
the
archives of individual buildings of the same type; |
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(6)
the archives of planning, including: 1. overall plans, 2.
divisional plans, 3. detailed plans, 4. specialized plans,
5.
engineering plans, 6. the basic materials relied on for
planning; |
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(7)
the survey archives, including: 1. the results of
controlled survey, 2. topographic survey, 3. photographic
survey, photos of aerial survey, 4. the materials of geological
survey; |
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(8)
the archives of land management, including: 1. plans of
land use, 2. the materials of land allocation and auction; |
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(9)
the archives of construction and construction management,
including: 1. the examination and approval of the plan,
2. the
permit of reported construction, 3. the materials of inviting
bids and entering a bid, 4.
the notice of approval of
construction, 5. the materials of inspection and assessment of
quality,
safety through comparison, 6. the summary of the
examination and acceptance of completed works, and inspection
and assessment of quality, safety through comparison, 7. the
materials of registration of construction
team, 8. the materials
of evaluation of a model project of high quality, 9. the
statistical reports
of construction; |
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(10)
the archives of property rights; |
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(11)
the archives of environmental protection, including: 1.
the urban environmental protection plans, 2. the materials
on
survey of the sources of urban environmental pollution,
monitoring statistics, and environmental
assessment, 3. the
materials on environmental control projects; |
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(12)
the archives of residential management, including: 1. the
archives of completed maintenance, reconstruction of residential
sections, 2. the documents and related materials of house
reconstruction, 3. the materials of approval
of house sale; |
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(13)
the archives of urban management, including: 1. the
archives of urban gardening and green making, scenic spots and
historical sites, 2. the materials on distribution of facilities
of urban environmental sanitation,
3. the materials of winning
honors of urban management at the provincial level or above, 4.
the
promulgated regulations on urban planning, construction and
management. |
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The
projects of construction works referred to in Items (1)-(4) of
this article shall be |
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required
to submit, according to the filing scope, a complete set of the
archives of completed works
and systematic archives of photos,
videos, if a unit is not capable of taking photos and videos
itself, it shall entrust the Municipal Urban Construction
Archives or the related units with this work. |
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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. |
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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. |
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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. |
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Chapter IV Requirements
for Filing
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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: |
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(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. |
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(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. |
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(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. |
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(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. |
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(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" . |
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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. |
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(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. |
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(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. |
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Article 12 The
transfer of the archives of planning, land, survey,
environmental |
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protection,
reporting for construction, construction management, residence,
urban management, etc.,
shall meet the following requirements: |
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(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. |
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(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. |
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Chapter V Management and
Use of Archives
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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. |
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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. |
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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. |
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Chapter VI Cash Deposit
for Archives of Completed Works
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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. |
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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. |
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Chapter VII Legal
Liability
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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. |
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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. |
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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. |
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In case of failure to transfer archives on time after
completion of works, 5% of cash deposit shall be withheld as
a
fine for more than one month' s delay; as for more than one
year' s delay or failure to make
archival replacements by a
deadline, the administrative department in charge of
construction shall
ascertain responsibilities and impose
sanctions in addition to withholding all the cash deposit as a
fine; if the unit in charge of construction is held responsible,
its application for any new project shall
be temporarily
forbidden; if the unit undertaking construction is held
responsible, its entering
a bid shall be temporarily forbidden.
After the archives have been transferred, applying for project
or entering a bid shall be resumed |
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Article 21 The
archives coming from the various offices of departments of
construction shall be turned over
to the departments of archives
according to rules, and put under centralized management. No
individuals
shall possess these archives as theirs. Anyone in
violation shall be imposed on an administrative sanction by the
unit with which this person is affiliated. |
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Article 22 If
a person engaged in archives management has failed to keep
archives well according to rules,
caused the loss, damage, and
incompleteness of archives, and the circumstances are light, an
administrative
sanction shall be imposed. |
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Article 23 If
it has been found in using archives that the archives are at
variance with reality, the office
of urban construction archives
shall have the authority to instruct the original unit in charge
of construction to work on archives again and to compensate for
all the resultant loss. |
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Article 24 If
the circumstances in violation of these rules are serious enough
to constitute a crime, the criminal
responsibility of the
responsible person shall be investigated into according to law. |
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Chapter VIII
Supplementary Provision
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Article 25 These
rules shall take effect as of the date of promulgation. |
