AALRT

AALRT Enterprise Standard

Measures for Technical Data Management

Approved by:

()
Checked by (Law):

()
Checked by (English):

()
Checked by (Chinese):

Reviewed by: Sun Hongyu

2015.08.20
Date: August 20, 2015

Prepared by: Ling Honghai

Dept.: Safety Dept.

2015.04.30
Date: May 30, 2015

A
Version: A

Revised by:

Revised on:

Controlled State: Internal

Control

Issue No.:

2015.08.30
Issued On: August 30, 2015

2015.11.20
Implemented on: Nov.20,2015

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Measures for Technical Data Management

1
1. Purpose
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AALRT
The standard is developed in order to standardize AALRT technical data
management, ensure that the technical data for construction is complete, systematic and
complete, facilitate AALRT employees reference, and bring the role of technical data in
operations management into full play.
2
2. Scope
AALRT

The standard defines the content, scope and responsibility management department
of AALRT filed technical data, and specifies the transfer, safekeeping and borrowing
system of technical data.
3
3. Reference standard

None.
4
4. Definition
4.1 AALRT
4.1 Technical data refers to the materials that can be taken a reference and basis for
technical work. AALRT technical data mainly include:
4.1.1
4.1.1 Completion data, and the data attached with equipment, including but not limited to
technical documents, drawings, diagrams, electronic documents and others.
4.1.2AALRT

4.1.2 The data on the transformation and renovation, outsourcing and maintenance,
localized scientific research, etc. implemented by AALRT (or entrusted construction unit),
including but not limited to bidding and tendering information, design, construction,
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commissioning, trial operation, and acceptance meeting minutes, which shall form a
complete set of final acceptance data (including electronic documents).
4.1.3 1
4.1.3 Procurement contract, with a copy held by Security Department.
4.1.4
4.1.4 National and industry standards and technical magazines, books and the like.
4.1.5
4.1.5 Correspondences involving key technologies of the systems or equipment.
4.2AALRT AALRT
4.2 AALRT technical data can be used by AALRT internal staff only, and no data can be
taken out.
5
5. Responsibility
5.1
5.1 Security Department
5.1.1 AALRT
5.1.1 Be responsible for AALRT technical data management interface, including the
transfer of technical data, and the feedback on problems, etc.
5.1.2

5.1.2 If any completion data of new line (especially that affecting safety production) is
found incomplete and inconsistent with the actual conditions on site, urge relevant parties
timely for transfer of data, correction and other matters.
5.1.3 AALRT AALRT

5.1.3 Develop and organize to implement rules and regulations of AALRT technical data
management, and supervise, inspect and handle the implementation of rules and
regulations in AALRT.
5.1.4
AALRT
5.1.4 Be responsible to establish, perfect, update and improve Technical data information
system, take the employees search and use as the purpose and management
convenience as the rule, and sort through AALRT technical data.
5.1.5 AALRT
5.1.5 Be responsible for the management of the whole process of collection, sorting,
transfer, identification, filing, safekeeping, borrowing, and use of AALRT technical data.
5.1.6 AALRT
5.1.6 Be responsible for the borrowing, statistics, returning management of AALRT
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technical data.
5.1.7
5.1.7 Organize the subscription and distribution of national standards, industry standards,
technical books, and magazines.
5.2
5.2 Each department and center
5.2.1

5.2.1 According to work demand, full-time or part-time data managers shall be equipped to
be responsible for sorting and collecting technical data which are formed during the
management activities of various departments, and interface with Security Department for
the transfer, sorting, filing and other management of sectoral data.
5.2.2
5.2.2 Procurement contract shall be handed over to Security Department in a unified way
for safekeeping by responsible department and center.
5.2.3 AALRT

5.2.3 The data on the transformation and renovation, outsourcing and maintenance,
localized scientific research, etc. implemented by AALRT (or entrusted construction unit),
shall be collected as a complete set by the department responsible for relevant project and
shall be handed over to Security Department in a unified way for safekeeping and for
future reference. The person in charge of the project shall make marks to the changes of
the relevant drawings and data in Security Department after the acceptance of the project,
and Security Department shall be responsible for attaching modification records in filing
remark columns of original drawings and data.
5.2.4

5.2.4 If any as-built drawings and documents of new line (especially that affecting safety
production) are found incomplete and inconsistent with the actual conditions on site, report
it to Security Department which will urge relevant parties timely for transfer of data,
correction and other matters.
5.2.5
5.2.5 Be responsible for the collecting, sorting, safekeeping and filing of the
correspondences involving key technologies of the systems or equipment.
5.2.6
5.2.6 Be responsible for urging the department and center staff to effectively safekeep and
timely return the borrowed materials.
5.2.7 AALRT

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5.2.7 Be responsible for the audit on compliance of AALRT completion data and the data
attached with equipment with the site, and Security Department shall unifiedly coordinate
the relevant parties to solve the problems found.
5.2.8
5.2.8 Be responsible for management of the magazine subscribed by the department and
center, establish accounting management and borrowing registration system.
5.2.9
5.2.9 The transfer of technical data cant be conducted between each department and
center and external units.
6
6. Transfer and safekeeping system
6.1 AALRT
AALRT
6.1 After Security Department handles the transfer of technical data received from AALRT,
the relevant specialty shall conduct audit on its compliance with the site, and Security
Department shall timely coordinate AALRT to solve the problems found.
6.2 AALRT
AALRT
6.2 After Security Department handles the transfer of the data directly submitted by the
Contractor for AALRTs use, the relevant specialty shall conduct audit on its compliance
with the site, and Security Department shall timely coordinate AALRT to solve the
problems found.
6.3

6.3 During technical data transfer process, both parties shall strictly check the data and
carefully handle the transfer procedures. The technical data received shall be filed by
Security Department.
6.4

6.4 Security Department shall count, sort out and register the technical data received and
set up accounts, and input them into Technical Data Information System, for the
employees to inquire and borrow.
6.5

6.5 Security Department shall count and check the technical data to make the account
consistent with the material. The technical data which is damaged or whose carrier
deteriorates shall be timely repaired and duplicated.
6.6

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6.6 For the data to be submitted to each department and center for use, the data manager
of Security Department shall transfer it to that of each department and center, and each
department and center shall provide it to relevant division (office) for use according to data
classification. Each department and center can manage their own data on the basis of
AALRT Data Management Measures, and Security Department will regularly inspect data
management level by level.
6.7

6.7 The head of each department and center is the first responsible person, full-time or
part-time technical data manager (data processor) of the division (office) of each
department and center shall be set up to be responsible for the transfer, sorting, filing and
borrowing management of their technical data, and the centralized work related to sectoral
data management to realize level-by-level data management.
7
7. Borrowing system
7.1
3
7.1 When borrowing contract or books, the employees can directly login Technical Data
Information System to handle borrowing procedures, and the materials to be borrowed
shall not be more than 3 and shall be returned within three months.
7.2
3
7.2 When the employees borrow the materials on transformation and renovation,
outsourcing and maintenance, localized scientific research, etc., the head of the
department and center shall sign it for confirmation. The materials to be borrowed shall not
be more than 3 copies and shall be returned within one month.
7.3
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7.3 The reading of completion data shall be subject to the approval of the head of each
department and center and the authorizer. If the above materials need to be taken out or
duplicated or printed, it shall be approved by the leader in charge of AALRT. The materials
to be borrowed shall not be more than 20 volumes and shall be returned within fifteen
days.
7.4

7.4 The electronic copies of general technical data (such as construction plans, contract)
shall be the approval of the head of each department and center and the authorizer, and
shall be conducted by data manager of the department unifiedly in Security Department.
7.5 AALRT

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7.5 The electronic copies of completion data shall be subject to the confirmation of the
head of each department and center and the authorizer, and the approval of the leader in
charge of AALRT, and shall be conducted by data manager of the department unifiedly in
Security Department.
7.6

7.6 To continue to use the materials, renew the borrowing procedures in Security
Department. The other similar materials can be borrowed only after the borrowed materials
have been returned.
7.7

7.7 The employees shall properly keep the borrowed materials, and no lending,
reproduction, cutting, altering, crossing, extraction, disassembly and folding is allowed. If
therere any loss or serious damage and other circumstances, the employee shall make
compensation and be held responsible for it.
7.7.1
15 ()
10%
7.7.1 If the book is badly damaged and lost, Security Department will issue Technical
Data Management Rectification Notice and require the relevant person to buy a new book
same as the original one (buy the book). If the original book is not available, the book of
similar category shall be purchased (the price not lower than 10% of the original price). If
the rectification is not done within the specified time, the relevant measures will be
implemented.
7.7.2
7.7.2 For the books and magazines of each department and center managed by their own,
the department shall establish management accounting and make daily borrowing
registration.
7.7.3
AALRT
7.7.3 For other technical data (referring to drawings, contracts, project files, etc.), if
therere any loss or serious damage and other circumstances, Security Department will
issue Technical Data Management Rectification Notice which will be implemented
according to AALRT related measures.
7.8
AALRT

7.8 The employees shall be responsible for the safekeeping and confidentiality of the
borrowed technical data, and the drawings, contracts, project files and other information
shall not be taken away from the workplace. For the disclosure of data, drawings and
electronic copies to outsiders, which causes economic losses, reputation infringement,
legal disputes, anti-terrorism security, social negative impact and other adverse
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circumstances to state, society, and AALRT, the parties jointly and severally responsible
for it will be handed over to judicial department for treatment depending on the
seriousness.
7.9
7.9 If the employee changes his post or leaves office, he must return all the borrowed
technical data.
8
8. Regulations on retention period and cancellation of technical data
8.1
8.1 All technical data (excluding pictures and magazines) will be stored permanently.
8.2
8.2 The storage period of specialized magazines and other magazines is two years and
one year respectively, while the expired magazine will be handled by each department and
center at discretion.
8.3 AALRT AALRT

8.3 All the technical data except magazines will be stored as 2 copies in AALRT reference
room; if therere more copies or old versions, they shall be verified and handled according
to AALRT processing flow in a unified way.
9
9. Annex
1
Annex 1: Transfer Sheet of Technical Data
2
Annex 2: Filing List of Technical Data
3
Annex 3: Approval Form for Employee Borrowing File
4
Annex 4: Technical Data Management Rectification Notice
5
Annex 5: Summary Sheet for Checking Completion Data

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1
Annex 1:

Transfer Sheet of Technical Data

E/AALRT 0038-01-V1

Name

Transfer content

Transferring department

Receiving department

Transferring department (seal)

Receiving department (seal)

Department head:

Department head:

Checked by the division (office):

Checked by the division (office):

Data manager:

Data manager:

Transfer time:

Transfer time:

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2
Annex 2: Filing List of Technical Data
E/AALRT 0038-02-V1

S/N

Filing
date

Data
quantity

Received
by

Line
name

File name

Preparation
unit

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Storage location

Remarks

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Annex 3:

Approval Form for Employee Borrowing File

E/AALRT 0038-03-V1

Borrowing
department

Borrowing
person

Telephone
transactor

Borrowing date

of

Borrowing title
()

Borrowing
class

Transformation and renovation, outsourcing and maintenance,

localized scientific research

Completion data

Electronic edition of completion data

Electronic edition of construction data Electronic edition of contract

Others

Borrowing
reason

Opinions of borrowing
department

Opinions
of
data
management department

Opinions of borrowing
division (office)

Opinions
management
(office)

of

data
division

AALRT
Written instructions of AALRT leader
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Note: During the borrowing of files, the files shall be kept properly in good condition by
specially-assigned person, and no lending, reproduction, disassembly, exchange, altering,
comment, headnote, and contamination is allowed. Upon return, the managers should
carefully view the files, timely report to the leader in charge, put forward handling
suggestion and deal with it seriously if any above circumstance is found.

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4
Annex 4:

Technical Data Management Rectification Notice

E/AALRT 0038-04-V1

No.:

Date:

Rectification object

Job No.

Rectification reason

Rectification content

0.5 1

Buy the book Deduct 0.5 points from the department Deduct 1
point from the department Others

Opinion of data
management
department

Opinion of relevant
department

Sign-off of
rectification object

Remarks

This notice is in quadruplicate: one copy is filed by data

management department, one is submitted to rectification object (to
the head in case of group rectification), one is submitted to the
department of rectification object, and the other is submitted to
relevant department.

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Annex 5:

Summary Sheet for Checking Completion Data

E/AALRT 0038-05-V1

Existing problem

S/
N

Department

Line

Specialty

No. of the
volume/book with
problems (fill the
data name of the
volume/book No.)

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Page No.
and data
name with
problems

Existing problems
(specify the
inconsistency
between
the drawings and the
site)

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Checked by
(manually
signed)

Specialty
leader
(manually
signed)

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Confirmed by the division:

SN

Confirmed by the department

Measures for Technical Data Management

Standard name

Prepared by

Ling Honghai

2015.08.30
Date: August 30,
2015

Revision

/
Preparation/Revisi
on

/
Prepared/Revised by

Issued on

Standard history tracking

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