Project data management system

1. General Principles

1.1 In order to ensure that the project files are complete, complete, accurate and systematic, ensure the qualification rate of the files, and ensure that the project file management successfully meets the requirements of the "Construction Project Document Archiving and Arrangement Specifications" (GBT/50328-2001) Requirements, this system is specially formulated.

1.2 Capital construction project archives refer to documents with archiving value formed during the entire construction project, from planning and decision-making to completion and commissioning, including project proposal, research, and feasibility studies. , written materials, drawings, charts, audio and video materials and other carrier materials formed during work activities such as assessment, survey, design, construction, commissioning, production preparation, trial operation, handover to production, and completion.

1.3 Capital construction project archives are a valuable asset for the country and enterprises, and are the fruit of the labor of surveying, design, construction and management personnel. According to the "Archives Law of the People's Republic of China", it is the duty and job responsibility of personnel at all levels to do a good job in archiving documents and materials. Personnel at all levels should archive documents of preservation value formed by the projects they are responsible for. materials, do a good job in archiving, and ensure the completeness and accuracy of the files.

2 Project archives management system

2.1 Archives and information management

2.1.1 Project archives and information work is part of the project construction process and should be included in the entire construction process management And synchronize with the project construction. The archives data room centrally and uniformly manages the technical archives of the entire process of the project, supervises and inspects the formation, accumulation, collection and archiving of project documents and materials, and is responsible for the receipt and transfer of engineering technical archives.

2.1.2 In order to facilitate the connection of various management links, the archives data room is equipped with full-time archivists. In order to better manage archives information, necessary warehouses, archive equipment, archive protection facilities and office equipment should be equipped .

2.1.3 During the construction of the project, various technical materials will be handed over to the archives and information room for unified management and distribution, and relevant departments and units will designate dedicated personnel to handle the receipt procedures.

2.1.4 After the equipment arrives, the material team will work with relevant departments to unpack and accept it, and the equipment data (archived and sent to the construction unit) will be handed over to the archives and information room for unified management, and the records will be registered and Create a detailed account of receipts and payments. The general acceptance of each individual project shall be inspected by the archives and data room for various technical documents and completion data. The final payment for each project completion account must be paid by the archives and data room after the completion documents are signed and accepted.

2.1.5 The purchase of technical materials, books, and standards shall be applied for by the archives department in a unified manner. After approval, it shall be handled according to the plan, or the relevant departments may be entrusted to handle it themselves. All purchases of technical materials, books, and standard reimbursement vouchers must be signed by the archives office before reimbursement procedures can be processed.

2.2 Quality regulations for archived documents

2.2.1 All contracts, agreements and other documents and materials should be originals (that is, they must have the signatures of representatives of all parties in compliance with the regulations, and have The unit seal column must also be filed with the unit's official seal, and the signature cannot be filed with a copy or photocopy).

2.2.2 Forms and data such as construction technology records, project visa forms, trial shipment records, material semi-finished product test forms, design modification notices (including engineering contact forms) should be written on white writing materials of more than 70g And the original (if the form is a copy, even if the data is written with qualified materials, it cannot be regarded as the original; all parties in the acceptance visa form must have complete signatures, and stamps or printouts cannot be used instead of signatures) for filing.

2.2.3 Debugging measures, plans and reports should be mimeographed or laser printer printed, and cannot be printed with photocopies or ordinary ribbons to ensure the durability of the writing.

2.2.4 Documents and materials sent to the unit primarily and copied to the unit should be filed in red-headed documents (photocopies are not allowed).

2.2.5 Writing regulations

A) The handwriting must be neat and the drawings clear.

B) The writing ink should be carbon ink, and ballpoint pens or pencils are strictly prohibited for writing.

C) The document writing format should be arranged horizontally, and the document paragraphs and chapters should be arranged according to the relevant document writing requirements; the simplification of Chinese characters should comply with the relevant regulations issued by the state.

2.2.6 The size of writing materials should be standardized, and the gap between the binding edges should be 25mm. Writing and information cannot be left in the margins between the binding edges.

3 Regulations on the sending, receiving and management of project documents

In order to strengthen the management of sending and receiving project documents, straighten the transmission relationship, and ensure the provision and utilization of project documents according to the progress of the project, this system is specially formulated.

3.1 Receipt of project documents

3.1.1 The project documents (engineering technical documents, drawings and materials) provided by each unit to the engineering department shall be uniformly received by the archives and information room; the superior party and government authorities The administrative and party affairs documents issued will be uniformly received by the office.

3.1.2 All project documents brought back from outside units or received through other channels by other departments or individuals of the Engineering Department shall be handed over to the Archives and Information Room.

3.1.3 Equipment documents: After the material team and relevant departments unpack and accept the equipment, the equipment documents will be archived in a timely manner; the equipment documents and documents will be distributed to relevant units in a centralized manner by the archives data room.

3.1.4 The archives data room must conduct quantity and appearance quality inspections on the received project documents. If any problems are found, the sending unit should be notified in a timely manner for reissue.

3.1.5 The archival data room should promptly establish a general registration account and ledger (book ledger and electronic ledger) for receiving project documents, and be able to use computers to query various engineering documents. Retrieve.

3.1.6 The registered project documents should be processed in a timely manner. After ensuring the number of archived copies, they should be promptly distributed to relevant units and departments according to the project document distribution list approved by the leadership of the engineering department.

3.1.7 The confidential documents and materials received must be properly stored in strict accordance with confidentiality regulations, and the borrowing regulations for confidential documents and materials must be conscientiously implemented.

3.1.8 The archives data room only reorganizes the archived project documents and materials, and establishes a general file registration account and a classified registration account; it does not reorganize the project documents and materials distributed to various departments.

3.2 Distribution of project documents and information

3.2.1 The distribution of project documents and information to external units and departments shall be handled by the archives and information room.

3.2.2 The leader of the engineering department shall determine the issuing unit and quantity of the project documents submitted to the superior unit.

3.2.3 The archives and data room distributes engineering documents and information according to the construction drawing distribution table and equipment data distribution table approved by the leadership of the engineering department (when the number of copies of project construction drawings and equipment data is limited), the archives and data room only Provide one or two sets of documents to the construction unit. The construction unit can entrust the archives and information room to propose to the design institute to increase the supply of construction drawings for the insufficient part. The construction unit shall contact and copy the insufficient equipment information and documents on its own. The copied equipment information shall be stamped with " Copy" seal.

3.2.4 A data distribution ledger should be established for the distributed drawings and materials, and the data distribution ledger should be retained for future reference.

3.2.5 In order to avoid possible errors in the process of distributing project documents and information, the drawing and data collection unit should designate a list of recipients and notify the archives and information room in writing; the archives and information room shall issue the documents according to the designated list Project documentation.

3.3 Design modification notices, engineering contact sheets, delivery and management regulations

3.3.1 Design modification notices and engineering contact sheets are unified by the archives and information room according to the design modification notice, The department specified in the project contact form will promptly deliver and establish a receipt record.

3.3.2 The original design modification notices and project contact sheets must be submitted to the archives room for archiving and preservation in a timely manner. After the project is completed, the archives room will provide copies of all design modification notices and project contact sheets to the design institute. The documents are provided for the design institute to prepare as-built drawings.

3.3.3 Whenever design modifications or changes are involved, the archives data room should promptly stamp the design modification seal on the corresponding volume drawing directory of the copy of the archived drawings, and put a copy of the change order into the volume in a timely manner. Inside.

4 Responsibilities of the Archives Department

The participating units (general contracting, subcontracting, construction, design, construction, supervision, and undertaking units) should, according to their respective responsibilities, be responsible for the construction and Project documents and materials are collected, accumulated, organized, and handed over to the construction unit in accordance with archiving requirements.

If the project implements general contracting, the general contracting unit shall be responsible for supervising, inspecting and guiding the entire process of the general contracting project documents from formation to preparation. And be responsible for organizing and coordinating the archiving work of subcontracting units. Submit a complete set of complete, accurate and systematic project files that comply with file standards to the construction unit as required.

If the construction unit issues contracts to several units, each contracting unit shall be responsible for collecting, accumulating, and organizing all documents of its contracted project.

All agencies of the construction unit: responsible for collecting all project files formed or received regarding the preliminary stage of the construction project, equipment technology, process, foreign-related, patent and commodity inspection claims, completion, trial operation and acceptance, etc. Organize and summarize.

Design unit: Responsible for collecting, accumulating and organizing the basic materials and project design documents formed.

Construction unit: Organize on-site translations and non-standard drawings, (as-built drawings) formed by installation and debugging, design changes, trial operation and maintenance, and engineering accident handling documents.

Supervision unit: Responsible for supervising and reviewing the formation of documents and the preparation of completion files of each participating unit during project construction, especially supervising and reviewing the complete, accurate and systematic completion drawings. Responsible for collecting, accumulating, organizing and archiving project supervision documents. The construction unit entrusts the supervision unit to be responsible for supervising and inspecting the collection, accumulation, completeness, accuracy and systematicness of project documents, and reviewing and signing. At the same time, submit relevant special reports to the construction unit. Verification materials and other supervision documents.

Trial operation unit: Responsible for collecting, accumulating, and organizing documents generated during production technology preparation and trial operation.

Filing scope of the construction unit

Responsible for submitting all technical records of construction and installation (including various information on hidden projects).

Responsible for submitting branch trial operation records and acceptance certificates.

Responsible for submitting plans and measures for the trial operation phase of the branch.

Responsible for submitting defect elimination records before handover to trial production.

Responsible for submitting project contact sheets and summaries during the construction period of all units.

Responsible for submitting the directory list for archives (including the electronic version of the directory).

Archiving scope of the debugging unit

Responsible for submitting debugging plans, measures and debugging reports for the debugging projects it undertakes.

Responsible for submitting equipment defect handling records during the debugging process.

Responsible for submitting the adjustment trial run quality evaluation form.

Responsible for submitting design changes and debugging work summaries during the debugging process.

Responsible for submitting the directory list for archives (including the electronic version of the directory).

Archival scope of the design unit

Responsible for submitting design documents for each design stage of the project (engineering).

Responsible for submitting all design modification notices.

Responsible for submitting a complete set of as-built drawings (in eight copies) on time. And effectively implement the relevant regulations on the preparation of as-built drawings.

Responsible for submitting a complete set of CD-ROMs of as-built drawings that comply with the relevant systems of the State Archives Administration on time

Responsible for submitting the design summary.

Responsible for submitting the catalog list for archiving (including electronic catalog)

Quality Supervision Department (Quality Supervision Central Station and Quality Supervision Station)

Supervision Department Archiving Scope

Responsible for submitting all documents and materials related to project quality, construction period, investment supervision, etc. generated during the supervision process.

The professional supervisors shall review the files filed by the construction unit, commissioning unit, and quality supervision department, and shall be responsible for the completeness, accuracy, and systematicness of the files filed by the supervised unit, and shall record them in the file for reference. Signature of form reviewer column.

Responsible for submitting complete and complete supporting materials for design, construction, installation, commissioning and other units.

Handling of files that do not meet the filing requirements:

For case files and documents in the files that do not meet the requirements provided by each unit, the archives data room has the right to return them to the filing unit. The filing unit shall make rectifications in accordance with the relevant provisions of archives management until the case files and case file materials that meet the prescribed requirements are submitted.

If the archiving of project documents and materials is incomplete and does not meet the relevant archiving regulations, the final settlement of the project cannot be carried out. The final payment for the final settlement of each project must be paid by the Archives and Information Office after the completion documents are signed and accepted.

Identification and destruction of project files

. For the redundant engineering documents after archiving and issuance and the drawings and materials recycled after use by various departments, they will first be registered and recorded by the department that applied for destruction, and then the archives department will propose destruction opinions and report to the company's chief engineer and manager for approval before they can be destroyed.

． For the modified and replaced files of each unit, the archives department should list the destroyed files, submit a destruction report, and implement it after approval by the company's chief engineer and manager, and clear the directory of destroyed files.

． Confidentiality regulations must be strictly followed when destroying files, and the destruction location shall be determined by the security department. When destroying files, the archives department and the security department should assign special personnel to supervise the destruction. The person supervising the destruction must sign the destruction list, and the file destruction list should be archived.

． When identifying and destroying files, files between the two storage periods will be dealt with in the longer term.

Others

The classification and cataloging of project files shall be carried out according to the classification and numbering methods and regulations of this project file.

The provision and use of files, materials, and books shall be carried out in accordance with the archives, materials, and book lending regulations of this project.

The arrangement and cataloging of project audio and video files shall be carried out in accordance with the management methods of this project audio and video files.

Archives warehouse management shall be carried out in accordance with the archives warehouse management regulations of this project.

The filing of engineering documents and materials of each functional department of the company shall be carried out in accordance with the filing scope and filing time of infrastructure documents and materials of each functional department of the company

5 Audio and video file management methods

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5.1 Construction project audio and video archives mainly refer to photos, negatives (including reversal films), films, video tapes, optical disks and magnetic carriers that are directly formed in urban planning, construction and management activities and have preservation value. Historical records mainly based on audio and video, supplemented by written descriptions.

5.2 The audio and video files that the construction unit should submit to the urban construction archives management agency mainly include: photo files, video files and corresponding text descriptions of the construction project.

5.3 Photo files should meet the following requirements:

(1) The subject is clear, the image is clear, the picture is complete, and it is not modified or trimmed;

(2) It can Reflect the appearance, design features and geographical location of the project after completion;

(3) Photos using traditional photosensitive materials as carriers need to submit negatives and positives (photos);

(4) ) Photographed using a digital camera, the image cannot be post-processed, and the optical resolution must not be less than 4 million effective pixels (interpolation is not allowed).

5.4 Video files should meet the following requirements:

(1) The theme is clear, the content is coherent and concise, the image is clear, and the lens is stable;

(2) Notes are required State the geographical location, appearance, surrounding environment, civil air defense facilities, fire protection facilities, water and electricity facilities, security facilities, standard rooms, standard floors, design features, architectural features, etc. of the project;

(3) Submission First-generation material video tapes, as well as edited finished tapes or discs (DVD or higher quality formats).

The text description includes: project name, construction unit name, design unit, construction unit, location, start date, completion date, investment amount, floor area, building area, structure, number of floors, photography date, Photographer etc.

6 Files, materials, and book lending system

All documents, technical files, and materials of the company can be borrowed and used. In order to keep the confidentiality of files and give full play to the effectiveness of files and materials in serving water conservancy construction and development, anyone who needs to borrow files for work must go through the following procedures:

6.1 Borrowing files and materials generally only requires You only need to fill in the borrowing registration form yourself (indicate the purpose, time of collection, and time of return). When returned, management personnel must inspect it before filing it.

6.2 To borrow files, secret technical files and information, a loan form must be filled in and signed and approved by the department manager.

6.3 Top-secret documents, technical files and information are generally not lent, copied, or photographed. If it is really necessary for work, the scope, content, and purpose should be indicated on the loan form, and the department manager must first agree. , with the approval of the vice president in charge, archival personnel can only provide and use it according to its scope, requirements, and content.

6.4 Personnel from outside units who want to borrow files or information must present a letter of introduction from the unit. The letter must indicate the scope, content, and purpose of the review. If the files or information are classified as confidential or top-secret, they must obtain the consent of the vice president in charge and the general manager. Borrowing is possible only with approval.

6.5 Borrowed archival materials must be properly preserved and must not be damaged, underlined, deleted, annotated, or split into pages, etc. The borrower must keep it properly to prevent loss and leakage. Without permission, no copying, copying or lending is allowed, and the contents of the file cannot be made public. If it is lost, you must write a loss report in time and stop borrowing before handling it.

6.6 The borrowing time is within two weeks. If you need to continue to use it, you can apply for renewal. Special circumstances that require longer-term use must be approved by the deputy general manager in charge, but the borrowed files must be handed over to the archives room for inventory and verification at the end of the year before being loaned out again. If a long-term borrowed file is not returned without explaining the reason or going through the renewal procedures, the archives staff must notify the person in charge of the borrowing department to be responsible for urging the return, otherwise the borrowing of the entire department will be suspended. And strictly follow the economic responsibility system assessment method.

6.7 Anyone who borrows files or information must return the files or information to the archives room, otherwise the transfer will not be processed. away from the procedure. At the same time, the archives office has the right to transfer files and information back to the archives office due to work needs.

7 Management regulations for design modification notices and project contact sheets

7.1 Design change system

7.1.1 Design changes and visas during construction should be minimized. If it is unavoidable, this system will be followed.

7.1.2 All on-site professional engineers must have a strong sense of responsibility, strictly perform their duties, control the quality of the project, and strive to reduce the project cost. Before the start of the project, carefully study the drawings and organize a joint review of the drawings to solve problems in the construction drawings in advance. For incomplete parts of the engineering drawings, the design unit must be promptly urged to supplement and modify the drawings.

7.1.3 The specific person in charge of engineering design changes is the technical person in charge of the project department, who is specifically responsible for contacting the company's chief engineer and the user unit, design unit, and construction contractor unit, and is responsible for distributing design change notices .

7.1.4 All design changes must be recorded in writing, and oral commitments are prohibited. Under special circumstances, you can make a verbal commitment first, and then you must complete the design change notice within 7 days.

7.1.5 The project manager is responsible for signing and submitting the design change materials sent by the design institute by mail, fax, etc. and submits them to the engineering department for confirmation. The technical person in charge forwards them to professional engineers for implementation.

7.1.6 After receiving the design change information, each professional engineer shall promptly distribute it to the construction contracting unit and supervision unit and supervise the implementation.

7.1.7 Within three days after the design change is completed, the professional engineer in charge will fill in the execution results and submit them to the project manager for review.

7.1.8 The audited execution results shall be filed and registered as the basis for future settlements.

7.2 Visa management system

7.2.1 Visa involves investment, construction period and other project contents. In order to effectively control the project cost and duration, all on-site management personnel must be familiar with the contract and bidding documents before starting work, review the construction organization design submitted by the construction unit, and strictly control on-site visas.

7.2.2 In the event of circumstances that can be changed as stipulated in the contract or the increase or decrease in project content and project quantity caused by reasons other than the construction unit, after approval, and after ensuring that the engineering technical standards and quality standards remain unchanged Only under this condition can the visa be issued. The construction site visa must be approved by the construction unit, project supervisor and project department on-site management personnel, and it is strictly prohibited to renew the visa afterwards.

7.2.3 The on-site visa form shall be submitted by the construction unit. After being reviewed, signed and stamped by the on-site supervision engineer, and reviewed by the on-site professional engineer and project manager, the visa will be valid with the signature and seal of *** .

7.2.4 If the one-time signed amount is within 100,000 yuan, or the construction period is delayed within 5 days, it will be reviewed by on-site professional engineers and then reported to the project manager for approval.

If the amount (or number of days) exceeds the above, the project manager needs to report to the company's engineering department manager, and the visa can be issued only after approval by the engineering department manager. In case of emergency, the on-site representative can deal with it first, but must apply for a new visa in a timely manner according to the approval procedures.

7.2.5 If the quality and price of the materials used in the project require a visa under special circumstances, the project supervisor and relevant personnel of the project department will issue the visa, and the bidding can be determined if necessary

< p>7.2.6 The construction unit must execute the visa that has been reviewed and approved on time. Otherwise, the construction unit shall bear the losses caused. Since the construction unit does not recognize rework caused by not carefully reading the construction drawings, the construction unit is responsible for the delay in the construction period.

7.2.7 Any additional costs for construction management, technical facilities and some materials and labor that are required by the construction unit to assess high-quality projects shall be borne by the construction unit itself.

8 Management regulations for the preparation of as-built drawings

8.1 The form and depth of the preparation of as-built drawings

8.1.1 If there are no changes during construction according to the drawings, the construction After the unit (including general contractor and subcontracting construction unit, the same below) stamps the "as-built drawing" mark on the original construction drawing, it will be regarded as the as-built drawing.

8.1.2 Although there are general design changes during construction, if the original construction drawings can be modified and supplemented as as-built drawings, they do not need to be redrawn. The construction unit is responsible for updating the original construction drawings (must be new ones). The modified parts are marked on the blueprint), and a design change notice and construction instructions are attached. Once the "as-built drawing" mark is stamped, it will be regarded as the as-built drawing.

8.1.3 If there are changes in structural form, process changes, floor layout changes, or other major changes that make it inappropriate to modify or supplement the original construction drawings, the changed as-built drawings should be redrawn. If it is caused by design reasons, the design unit will be responsible for re-drawing; if it is caused by construction reasons, the construction unit will be responsible for re-drawing; if it is caused by other reasons, the construction unit will draw it by itself or entrust the design unit to draw it. The construction unit is responsible for stamping the "as-built drawing" mark on the new drawing and attaching relevant record instructions as the as-built drawing. When a major reconstruction or expansion project involves changes to the original engineering project, the as-built drawings of the relevant projects should be archived in a unified manner, and necessary explanations should be added to the original drawing volume.

8.1.4 The as-built drawings must be consistent with the actual situation, the quality of the drawings must be ensured, the specifications must be unified, the drawings must be neat and clear, and the handwriting must be clear. Do not draw with ballpoint pen or other easily faded ink. The as-built drawings must be reviewed and signed by the technical person in charge of the construction.

8.2 Division of labor in preparing as-built drawings

8.2.1 Each subcontracting unit that implements the general contracting system for construction projects shall be responsible for preparing as-built drawings within the scope of subcontracting. In addition to the general contractor shall In addition to preparing as-built drawings for self-construction, you should also be responsible for summarizing and sorting out the as-built drawings prepared by subcontracting units. The general contractor shall submit to the construction unit complete and accurate as-built drawings within the scope of the general contract when handing over the work.

8.2.2 If the construction project is contracted by the construction unit to several construction units, each construction unit shall be responsible for preparing the as-built drawings of the contracted projects, and the construction unit shall be responsible for summarizing and sorting them out.

8.2.3 When signing a contract for a construction project, issues such as the preparation, inspection and handover of as-built drawings should be clearly stipulated.

8.2.4 The construction unit should organize, supervise and assist each design and construction unit to inspect the preparation of as-built drawings for which they are responsible. If inaccuracies or shortages are found, timely measures should be taken to modify and complete them.

8.3 Number of sets of as-built drawings

At least three sets of as-built drawings for large and medium-sized projects, important public works and other special projects should be prepared, one set should be sent to the urban construction archives department for filing, and the other two sets should be submitted to the urban construction archives department for filing. The set is kept by the production or use unit. Generally, at least two sets are prepared for small projects, one set is sent to the urban construction archives department for filing, and the other set is kept by the production or user unit as a basis for maintenance, renovation, and expansion. The number of sets of project as-built drawings should be clearly specified when signing the construction contract.

8.4 Cost of preparing as-built drawings

The cost of preparing as-built drawings is based on the division of labor in Article 2 and the number of sets specified in Article 3. The additional costs shall be borne by the preparation unit.

If copying is required after completion acceptance, the cost of copying shall be borne by the user.