In order to promote the scientific management of archives accumulated through the scientific and technological activities of our laboratory, the following regulations are stipulated:

 

  1. Stress shall be given to the accumulation of raw data

   Any records and data of the scientific and technological activities of our laboratory shall be copied and filed, they include but not limited to:

   1).Conferences and academic activities

   (1) Conferences and academic activities sponsored in the name of the Laboratory shall use the memoir notebooks specially prepared by the Laboratory and record by the person appointed by the organizers of the activities.

   All kinds of meetings organized by the higher authorities and attended by the Laboratory

   Academic Committee meetings held by the Laboratory

   Meetings held by director or deputy director of the Laboratory

  Academic reports

Other academic activities launched in the name of the laboratory or organized or participated by the Laboratory

 

(2) Meetings and academic activities organized by academic groups shall be recorded by the person appointed by the organizer of the meetings (activities).

(3) Records shall include time and location, organizer and hosts, the number of participants, the theme of the meeting, discussions and so on, of the meeting (activities), and photos and videos shall be taken.

  (4) Relevant records and data shall be collated by organizers of the meetings (activities) and kept by the Laboratory after the meetings (activities).

 

2). Cooperation and exchange

(1) Laboratory staff shall keep the materials such as the notices, agenda, invitation letters, and report titles of various international meetings they participated.

(2)Laboratory staff shall keep the materials such as invitation letters and visiting certificate if they are invited to study or do cooperative research in foreign countries.   

(3)When guest researchers of the Laboratory are invited to lecture, study, doing research in the Laboratory, the inviters shall record in detail the identification of the person, visiting time, and work descriptions.

(4) When inviting lecturers from outside the laboratory to deliver academic report in the Laboratory, the inviters shall record in detail the identification of the lecturer, reporting time, and report topic.

 

 3). Academic works

 (1) Title and pages of the journal or title of publishing house that publishes the academic works (essays, monographs) and title, author"s name, and publishing time of the works.

(2) 2 copies of the theses or monographs

 

4). Project

(1) Title and level of the research project, authorities who approved the project, duration and expense of the project, and information about partners who cooperate with the Laboratory on the project.

(2) Open projects of the laboratory shall be filed separately.

 

5). Laboratory equipments

(1) Laboratories with equipments shall complete various experimental records in strict accordance with the regulations of the laboratorys.

(2) When testing or analyzing samples sent by other companies, the following information is required, the name of the person who sends the sample, the name of the company who sends the sample, the number of the sample, testing requirements, to which research project the sample belong, and the title of the research project as well as the level of the project, and the authorities who approve it.

(3) Keep in touch with the persons who sent the sample after the test and analysis, and tracing the application of the data and the publication of the essays in which the data are used.

(4) Record the information concerning the Laboratory guest researchers who enter the laboratory, including their names, company they are working for, and purpose, time, and result of the experiments.

 

 2, Collation and hand-over of archives

1). All data shall be kept both on paper and electronic version.

2).Organizers of meetings and academic activities can borrow the memoir from secretary of the Laboratory and return it immediately afterwards. Organizers are allowed to keep a copy of the materials they handed over. The secretary of the laboratory is responsible for producing the electronic version

3). After the cooperation and exchange, executives of the event shall hand over the copy and electronic copy of the information to the Secretary. Executives are allowed to keep the original information.

4). After the approval of the research project, person who is responsible for the project shall immediate hand over copies and electronic copies of the information concerning the project to the laboratory secretary and keep the original form.

5). All records of laboratory experimental equipments shall be preserved by the head of the laboratory for further check. And electronic versions of the records are required when needed.

 

3. Establishment and use of files

1). laboratory secretary will be responsible for collecting all types of laboratory data and files to the backup.

2). After the establishment of data files, laboratory members can borrow it whenever they need it.

 

4. Establishment of personal research files is strongly recommended.

 

State Key Laboratory of Lithospheric Evolution

April 29 2005.