DA/T 2-2023 in English

Background of Standard Revision and Technological Evolution

DA/T 2-2023, as a new standard replacing the 1992 version, responds to the new demands for scientific research archive management in the digital economy era. Compared with the old version, the main three major upgrades are achieved:

Innovation of core terminology system

The new standard has established a complete terminology system for electronic archives management. The key definitions include:

• Scientific research electronic files: clearly defined as information records in digital format formed by computers and other electronic devices
• Scientific research electronic archives: emphasize archived electronic files with voucher value
• Scientific research project management system: standardizes the functional positioning of scientific research management software

Key points for optimizing the management framework

4.1 Multi-department coordination mechanism

Establish a five-party responsibility system:

1. Scientific research management department: overall coordination
2. Project undertaking department: the first person responsible for material collection
3. Archives department: business guidance and acceptance
4. Information technology department: system support
5. Confidentiality department: confidentiality supervision

4.2 Requirements for Electronic Archives Management

Implement four-quality guarantee measures:

Solutions to implementation difficulties

Practical operation of electronic file archiving

For scientific research electronic file management, the standard clearly states:

• Format requirements: Use open formats (such as PDF/A, XML, etc.)
• Time node: No later than the archiving time of paper documents
• Testing standards: Refer to DA/T 70 for four-property testing

Scientific data management

For the first time, scientific data is included in the archiving scope, with the following requirements:

• Components based on research objects/stages
• Supporting metadata information table (see Appendix A)
• Data sets need to be marked with derivative relationships

Transition recommendations for the old and new standards

It is recommended that the unit complete the following within 12 months:

1. Revise the internal "Scientific Research Archives Management System"
2. Upgrade the archive management system to meet the requirements of GB/T 39784
3. Carry out cross-departmental joint training
4. Establish a long-term preservation mechanism for electronic archives