Measures for file management of large-scale sports events

Chapter 1 General Provisions Article 1 In order to strengthen the management of large-scale sports meeting archives, in accordance with the relevant provisions of the Archives Law of the People's Republic of China and the Regulations on Agency Archives Work, combined with the actual situation of the sports meeting , formulate these measures. Article 2 Large-scale sports games (hereinafter referred to as sports games) files refer to the national or supra-continental comprehensive sports games and other major international sports competitions hosted by the State Sports General Administration and entrusted to provinces, autonomous regions, municipalities, and cities under separate state planning. Documentary materials on various carriers with preservation value (including photos, audio tapes, video tapes, floppy disks, physical objects, etc.). Article 3 The sports meeting archives should be collected and sorted out by all business departments of the organizing committee, and handed over to the organizing committee office for centralized and unified filing. No unit or individual may appropriate them for themselves or refuse to file them. Article 4: Various special files (including accounting, infrastructure, science and technology and other documents and materials) formed during the preparation and hosting of the sports games shall be filed in accordance with relevant national regulations. Chapter 2 Arrangement of Archives Personnel and Their Responsibilities Article 5 The Games Preparatory Committee and Organizing Committee shall, according to work needs, promptly assign archivists who are familiar with the archives business to be responsible for the Games archives work, and transfer files to the State Sports General Administration on time. The archival personnel belong to the organizing committee office, and the organizing committee should specify an office leader to be in charge of archival work. Article 6 The secretarial staff of all departments, offices, committees of the organizing committee and the secretariat of each competition area should have knowledge of archives business, be responsible for the collection and arrangement of documents and materials of the department, ensure the completeness of the documents and materials of the department, and report to the organizing committee in a timely manner after the meeting Office handover. Article 7: The Archives Office of the General Office of the State Sports General Administration is responsible for supervising and guiding the archives work of the Games. Article 8: Sports meeting archivists should be dedicated to their duties and ensure that all sports meeting archives are complete and complete. Chapter 3 Management of Archives Article 9 The Games Organizing Committee shall be equipped with equipment and necessary facilities suitable for preserving archives. Article 10 Timely measures must be taken to protect key and precious archives, as well as archives that may be unsafe or seriously damaged due to poor storage conditions. Chapter 4 Archiving Scope Article 11 The following archiving scope is determined based on the organizational structure and work functions of the sports meeting. The archives department of the Games Organizing Committee can make supplements or adjustments according to the actual situation of the Games. Each department, office, committee and archivists of each competition area can refer to this scope to determine the categories of files for this department.

(1) Office

1. Approval document from the State Council, the State Sports General Administration or an international sports organization approving the hosting of the sports games;

2. Minutes of regular meetings and office meetings of the organizing committee ministers;

3. Organizing committee work plan, important activity plans, meeting minutes, daily updates, situation briefings, information compilation, major events;

4. List of leading members of the Preparatory Committee and Organizing Committee;

5. Inscriptions, congratulations, speeches, instructions, opening remarks, and closing remarks by party and state leaders for the games;

6. Reports on requests for instructions and telephone records to central leaders during the sports meeting;

7. Arrangement of rostrum seats for the opening and closing ceremonies and other major events, and schedule of activities of central leaders;

8. Speeches and oaths from representatives of athletes and referees;

9. Letters from important people and their opinions;

10. Ticketing work documents and materials, tickets, ticket samples, etc.;

11. Games staff manual;

12. Summary of the work of the organizing committee.

(2) Competition Department

1. General rules of competition;

2. General order book;

3. Competition general schedule;

4. Athletes’ qualification review methods;

5. Athletes registration manual, roster of technical representatives, technical officials, and athletes;

6. Relevant regulations on competition discipline;

7. Drawing work plan;

8. Approval and announcement methods for breaking world records, publicity standards, and announcement of world record breaking results;

9. The latest record sheets and application approval materials for each project in the world, Asia and the country;

10. Award work plan;

11. Medal and trophy design and production plans, contracts and physical objects;

12. Documents approving venues, equipment, and timing and scoring equipment;

13. Select and train referees, establish an arbitration committee, and determine the documents of the chief referee (chief referee) and deputy chief referee (deputy chief referee);

14. Total grade book, daily grade announcement;

15. Briefing on the Competition Department;

16. Summary of the work of the competition department.

(3) Propaganda Department

1. Opinions on sports meeting publicity and reporting work, publicity work plan and summary;

2. The approved sports meet emblem or logo design plan and the actual object;

3. Design and produce the plan and actual object of the flag;

4. Sports meeting mascot design, production plan and actual object;

5. Collect and select sports meeting anthem documents, anthem manuscripts and sports meeting selected song audio tapes;

6. Organize documents and materials for sports art, stamps, and photography exhibitions;

7. Plan for receiving domestic and foreign journalists, and list of reporter quotas determined by the State Sports General Administration;

8. Publicity and layout plan for competition venues and athlete residences;

9. Broadcast promotional materials at competition venues;

10. The organization of press conferences, propaganda caliber, slogans and slogans on major issues;

11. Picture albums, posters and other promotional materials compiled and printed for the sports games;

12. Summary of the work of the Propaganda Department.

(4) External Relations Department

1. Coordination meeting and liaison meeting materials;

2. Plan, arrange and summarize external liaison work;

3. List of foreign guests and distinguished guests, invitation letters and reception arrangements;

4. Minutes of the meeting;

5. Important events and large-scale banquet plans;

6. Summary of the work of the External Relations Department.

(5) Administration Department

1. Work plans and plans for reception of domestic guests;

2. Vehicle dispatch plan;

3. Administrative supplies purchase plan;

4. Summary of the work of the administrative department.

(6) Fund Raising Department

1. Fund-raising plan and implementation report;

2. Advertising patent working documents;

3. Accept documents and materials generated in fund-raising activities such as domestic and foreign donations;

4. Fund-raising status report and statistical data;

5. Summary of the work of the Fund Raising Department.

(7) Finance Department

1. Preliminary and final accounts of the sports meeting;

2. Fund allocation plan;

3. Regulations and implementation details on financial funds and expenditure standards;

4. Documents formed during financial and property management work;

5. Financial vouchers and account books;

6. Summary of the work of the Finance Department.

(8) Personnel Department

1. Organizational structure, staffing plan, and scope of responsibilities;

2. List of personnel of each department, office, committee, and project committee;

3. Materials on appointment and removal of cadres and personnel deployment;

4. Methods for approving and issuing subsidies to staff of various ministries;

5. Summary of the work of the Human Resources Department.

(9) Large-scale Event Department

1. Opening and closing ceremony plans and implementation opinions;

2. Group exercise planning and work arrangements;

3. Torch lighting, relay activity plan, photos;

4. Arrangements and work plans for the opening ceremony and inauguration ceremony of various other large-scale events;

5. Summary of the work of the large-scale event department.

(10) Security Department

1. Security work plan, security plan for opening and closing ceremonies and other large-scale events;

2. Fire protection work implementation plan;

3. Design, produce, review, issue and manage various certificate documents;

4. Summary of the work of the Security Department.

(11) Ministry of Transportation

1. Road traffic safety plan and implementation plan for the Games;

2. Opening and closing ceremony traffic security implementation plan and traffic management documents, opening and closing ceremony vehicle passes;

3. Summary of the work of the Ministry of Transport.

(12) Medical Department

1. Arrangements and situation reports on medical rescue and medical security for the sports games;

2. Sports meeting beverage and food hygiene management requirements and implementation report;

3. Summary of the work of the Medical Department.

(13) Technology Department

1. Work plans and agreements for computer systems, timing and scoring systems and communication projects. Power of attorney, technical service contract;

2. Technical flow chart of sports meeting registration work, competition data, and results announcement;

3. Competition venue computer management, facility layout, equipment purchase documents;

4. Computer service system technical manuals and user guides;

5. Summary of the work of the technical department.

(14) Doping Testing Center

1. Doping Control Regulations;

2. Prohibited Drug Handbook;

3. Training materials for doping testing personnel;

4. Documentation and materials for configuring testing equipment, instruments and reagents;

5. Doping test results and materials produced;

6. Summary of Doping Testing Centers.

(15) Radio, Film and Television Commission

1. Documents and contracts for purchasing the television broadcast rights of the sports games;

2. Radio, Film and Television Commission work plan;

3. Television broadcast arrangements;

4. Video recording of opening and closing ceremonies and large events;

5. Receive domestic TV reporters, manage TV center and other documents and materials;

6. Summary of the work of the Radio, Film and Television Commission.

(16) Provisional Organ Party Committee

1. Ideological and political work plan for the Games;

2. Selection method and list of the "Spiritual Civilization Award" of the Games;

3. Briefing on ideological and political work;

4. Summary of the work of the Party Committee of the Provisional Organ.

(17) Supervision and Audit Department

1. During the sports meeting, a comprehensive audit results report was formed on the economic work;

2. During the sports games, important materials related to the handling of letters, visits, illegal and disciplinary cases;

3. Summary of supervision and audit work.

(18) Competition Committees

1. Registration forms and registration requirements for athletes in each event;

2. Each individual competition regulations, order book, and score book;

3. Training arrangements;

4. Award work plan;

5. Order equipment, equipment plans, and review site equipment working documents;

6. Competition committee work plan and summary.

(19) Relevant documents and materials formed by the establishment of additional institutions.