[Dry Goods] How to Improve Laboratory Instruments and Equipment Files?

In order to strengthen the file management of analytical instruments and equipment, according toLaboratory InstrumentsAccording to the requirements of the equipment archives filing specification and the actual situation of the unit, the following management measures are formulated.

1. management requirements and management responsibilities

2、Laboratory InstrumentsThe filing of equipment shall be incorporated into the daily management of the unit and shall be carried out simultaneously with the planning management, procurement and supply, operation and maintenance of scientific research instruments and equipment.
2. The archives of scientific research instruments and equipment shall truly and completely reflect the whole process of purchase, acceptance, operation, management, maintenance and transformation of scientific research instruments and equipment.
3. Responsibilities of leaders in charge of the unit: to ensure the working conditions required for the filing and file management of scientific research instruments and equipment of the unit, and to regularly check and study and solve the practical problems in the filing and file management of instruments and equipment.

4. Responsibilities of the Equipment Management Department: Responsible for organizing the collection, sorting, filing and filing of all documents and technical materials from the research project to the scrapping of scientific research instruments and equipment, and timely filing of tracking materials such as operation and maintenance and annual reports on schedule.
2. Filing Principles and Filing Standards
2. All scientific research instruments and equipment of the unit shall establish a strict account management system in accordance with the relevant national asset management requirements to ensure that the accounts are consistent.
2. Instruments and equipment directly used for scientific research activities, among which standard equipment with a single (set) value of more than RMB 10,000 must be filed.
3. Archive Scope
(I) scientific research equipment procurement stage
2, scientific research equipment selection demonstration materials (feasibility study report, etc.);
2, scientific research equipment purchase requisition;
3, the purchase of "scientific research equipment" approval documents;
4, mechanical and electrical equipment import and export functional departments approval documents or copies;
a. Import registration form of mechanical and electrical equipment;
B. Import licenses;
c. End-user and purpose description;
d. Payment Notice of Agency Agreement.
5, foreign trade business signing "contract" (foreign trade contract);
a. Quotation and contract attachments;
B. Technical agreements;
C. commercial technical negotiation memorandum.
6. Import scientific research instruments and equipment to apply for "customs duty reduction or exemption" documents;
7. Certificate of Customs approval of "Customs Duty Reduction and Exemption of Imported Goods (Scientific and Educational Supplies);
8. Customs declarations;
9. Import equipment air waybill, customs bill of lading, transport insurance policy.
Acceptance stage of (II) scientific research instruments and equipment
2. Equipment arrival packing list, unpacking inspection record and damage record (photo);
2. Equipment instructions, installation manual, operation manual, warranty, certificate, and random technical data;
3. Commodity Inspection Bureau inspection results, import commodity inspection application form, etc;
4. Failure report during the warranty period of imported goods;
5. Certificate of quality and quantity issued by the Commodity Inspection Bureau;
6. Imported goods external claims, maintenance, replacement of goods export declaration;
7. On-site installation and commissioning records of instruments and equipment;
8. Acceptance report of instruments and equipment;
9. Instrument and equipment professional payment settlement invoice certificate;
20. Equipment management department fixed assets storage acceptance form;
22. Instrument and equipment fixed asset management file filing card account registration form.
Operation phase of (III) scientific research instruments and equipment
2 scientific research instruments and equipment random technical data archives material directory;
2. Operating procedures for scientific research instruments and equipment;
3. Regulations on the use of scientific research instruments and equipment;
4. Use and maintenance plan of scientific research instruments and equipment;
5. Record report on failure maintenance and replacement parts of scientific research instruments and equipment;
6. Regular inspection and calibration (calibration) records of scientific research instruments and equipment.

Requirements for 4. filing and arrangement
2. The management documents and technical documents in the process from equipment purchase to equipment acceptance (from equipment to expiration of warranty) shall be collected and accumulated by the equipment management department (relevant documents and materials formed by the scientific research equipment use department shall be incorporated into the equipment management department) and filed after sorting and filing.
2. The equipment management department is responsible for the collection, accumulation, sorting and registration of equipment random documents and materials, equipment unpacking, debugging and acceptance, use records and other written materials. The unpacking acceptance of large and medium-sized equipment must be attended by equipment management personnel to supervise, inspect and guide the inventory and acceptance of written materials and technical materials of the equipment.
3. The equipment users shall carefully form, accumulate and file the written materials before and after the equipment arrives and runs. Do a good job of equipment and technical materials sorting and filing, for the future use of equipment, maintenance, transformation to achieve dynamic tracking management. Timely submit relevant records for supplementary filing to ensure the integrity, system and accuracy of equipment documents.
4. The written materials of the equipment shall be filled in with the prescribed writing tools, with neat handwriting and clear drawings.
5. In principle, the written materials of the equipment shall be the original when they are filed and saved. Important and frequently used documents should be copied as appropriate.
6, equipment filing by the equipment management department to implement the principle of preliminary filing. After the completion of equipment acceptance and the expiration of the claim period for imported equipment, the full-time (part-time) personnel of the asset management department shall organize and group all the documents and materials of the equipment in a timely manner.
7. Put the purchased equipment documents and management documents into the first volume, and arrange the other equipment technical documents and materials systematically according to the working procedures and importance of the equipment. The documents and materials in the volume shall be arranged in the order of text materials before and diagrams after.
8. The equipment documents and materials shall be kept in the form of roll boxes, and the drawings shall be folded into accordion type according to the specifications of the roll boxes. The materials imported into the equipment documents can be packed into boxes or kept in their natural state.
9. The page number shall be written after the equipment files managed by volume are assembled. All pages with text shall be one page. The page number of each volume shall be written from 2, and the page number shall be located in the upper corner of the non-binding line side. For equipment files managed by piece, each piece shall be equipped with soft roll, and the sequence number in the volume shall be carefully filled in item by item. For filing materials that do not bind documents and pack, the upper right corner of each document is stamped with a stamp with file number and piece number, and the contents are filled in item by item.
20, fill in the file catalog and preparation form. Archived files should be filled in the file directory within the volume. The catalogue in the volume can be printed or filled in in block letters with the prescribed writing tools. The handwriting should be neat and clear, and the pages should be neat and tidy and should not be altered.
The total number of pages of drawings and documents in the case file shall be stated in the case file reference form, and the completeness, accuracy, damage and lack of documents and materials shall be explained. When the drawings and written materials in the file need to be changed or modified, the file management personnel shall indicate them on the reference form in time.
22, equipment documents and materials in the non-paper carrier materials should be filed, need to use can be borrowed, archive should be put in the special counter of special carrier files for safekeeping, and indicate the reference number as required.
22. The principle of determining the storage period of equipment documents and materials: The value of equipment documents and materials exists as an integral part of the equipment, and its storage period coexists with the equipment.
Management and borrowing of 5. equipment archives
2. The equipment management department and the research group shall collect the documents and work records formed during the use and operation of the equipment at any time, and make necessary supplements to the files according to the equipment management situation.
2. Generally, changes are not allowed to the archived equipment files. If it is necessary to change, the scientific and technical personnel shall put forward the content and reason of the change, fill in the change application form, and make the modification only after the approval of the person in charge of the equipment use department or the equipment management department.
3, equipment archives are generally not borrowed before filing. Generally, only the personnel of the equipment user unit are allowed to borrow the equipment files; the personnel of the non-user unit need to borrow the relevant files due to work, which shall be read at the location after the approval of the equipment management department.