Thông tư 09/2011/TT-BNV

Circular No. 09/2011/TT-BNV of June 03, 2011, provision on preservation term of records and materials generally formed in activities of agencies and organizations

Nội dung toàn văn Circular No. 09/2011/TT-BNV provision on preservation term of records and materi


MINISTRY OF HOME AFFAIRS
--------

SOCIALIST REPUBLIC OF VIET NAM
Independence - Freedom – Happiness

----------------

No.: 09/2011/TT-BNV

Ha Noi, June 03, 2011

 

CIRCULAR

PROVISION ON PRESERVATION TERM OF RECORDS AND MATERIALS GENERALLY FORMED IN ACTIVITIES OF AGENCIES AND ORGANIZATIONS

Pursuant to Decree No. 48/2008/ND-CP of April 17, 2008 of the Government defining the functions, tasks, powers and organizational structure of the Ministry of Home Affairs;

Pursuant to Decree No. 111/2004/ND-CP dated April 8, 2004 of the Government detailing the implementation of a number of articles of the Ordinance on National Archives;

At the request of the Director of State Records and Archives Department;

The Ministry of Home Affairs regulates the preservation term of records and materials generally formed in activities of agencies and organizations as follows:

Article 1. Scope of regulation and subject of application

1. This Circular regulates the preservation term of records and materials generally formed in activities of agencies and organizations.

2. This Circular applies to all state agencies, political organizations, political-social organizations, social organizations, social – professional organizations, economic organizations and people's armed force (hereafter referred to as agencies and organizations).

Article 2. Preservation term of materials

1. The preservation term of materials is the time required to keep records and materials from the year of completion of work.

2. The preservation term of materials generally formed in the activities of agencies and organizations is defined including the two levels as follows

a) Permanent preservation: These records and materials at this level are preserved in the archives agency, then selected and filed in history archives when due as prescribed by law on archives.

b) Preservation with term: These records and materials at this level are preserved in the archives agency until the expiry of preservation. They shall be statisticized for submission to the Board of document value determination of the agency to make a decision on further preservation or destruction. The destruction of invalid materials must comply with regulations of law on archives.

Article 3. Table of preservation term of general materials

1. Table of preservation term of materials is the list of groups of record and document with instruction of preservation term.

2. Issued together with this Circular the Table of preservation term of materials generally formed in the activities of agencies and organizations (referred to as Table of preservation term of general materials)

Group 1. General materials

Group 2. Materials of plan, planning and statistics

Group 3. Personnel and organization materials

Group 4. Salary and labor materials

Group 5. Financial and accounting materials

Group 6. Materials of capital construction

Group 7. Technological and scientific materials

Group 8. Materials of international cooperation

Group 9. Materials of inspection and settlement of complaints and denunciations

Group 10. Materials of emulation, commendation and reward

Group 11. Legal Materials

Group 12. Materials of administration and public office management

Group 13. Materials of professional areas

Group 14. Materials of Party organizations, groups and bodies.

Article 4. Using Table of preservation term of general materials

1. Table of preservation term of general materials is used to determine the preservation term of records and materials generally formed in activities of agencies and organizations. When determining the value of the materials, the following requirements must be ensured:

a) The level to determine the preservation term for each specific record and document must not be lower than the level specified in this Circular.

b) When selecting materials to be filed in historical archives, it is necessary to consider the complete degree of document block (font) and pay attention to historical stage and moment in order to raise the level of preservation term of materials to a higher level than the prescribed level.

c) For records and materials whose preservation term has expired, the Board of document value determination of the agency shall consider and re-evaluate and may extend the preservation term if necessary.

2. The table of preservation term of general materials is used as a basis for making the Table of preservation term of specialized materials. The management agencies and organizations of central sector shall base on this Circular to completely concretize all areas and groups of professional record and document of the sector and regulate the preservation term for groups of corresponding record and document.

3. Where actually there are records, materials that are not specified in Table of preservation term of general materials, the agencies or organizations can apply the levels of preservation term of groups of corresponding record and materials in the Table of preservation term of general materials for determination.

Article 5. Implementation provision

This Circular takes effect 45 days after its signing date.

This Circular annuls the Table of preservation term of sample materials and documents issued under the official dispatch No.25/NV dated September 10, 1975 of the Archives Department of Prime Minister Palace.

Article 6. Implementation organization

The Ministries, ministerial-level agencies, government agencies, People's Committees of centrally-affiliated provinces and cities, state economic organizations responsible for dissemination, guidance and inspection of the implementation of this Circular .

 

 

MINISTER




Tran Van Tuan

 

TABLE OF PRESERVATION TERM

RECORDS AND MATERIALS GENERALLY FORMED IN ACTIVITIES OF AGENCIES AND ORGANIZATIONS
(Issued together with Circular No. 09/2011/TT-BNV dated June 3, 2011 of the Ministry of Home Affairs)

No.

NAME OF GROUPS OF RECORD AND MATERIAL

PRESERVATION TERM

(1)

(2)

(3)

 

1. General materials

 

1.

Sets of document sent together to agencies

- Guidelines and policies of the Party and law of the State (principle records)

 

Until document expires

- Sent to learn (renaming of agency, office relocation, change of seal, notification of signature ...)

5 years

2.

Records of preparation, issuance of regime/regulation/guidance on general issues of sectors and agencies.

Permanent

3.

Records celebrating major holidays, important events organized by agency...

Permanent

4.

Records of preliminary and general summing-up conference on  work of sector and agency

- Annual summing-up

- Monthly, quarterly and biannual preliminary summing-up

 

Permanent

5 years

5.

Annual plan and report of work

- of superior agencies

- of attached agencies and units

- of functional units

 

10 years

Permanent

10 years

6.

Quarterly, 6 month and 9 month plan and report

of superior agencies

- of attached agencies and units

- of functional units

 

5 years

20 years

5 years

7.

Weekly and monthly plan and report

of superior agencies

- of attached agencies and units

- of functional units

 

5 years

10 years

5 years

8.

Irregular plan and report

10 năm

9.

Records of implementation of guidelines and policies of the Party and law of the State

Permanent

10.

Records of implementation of regime/regulation/guidance on general issues of sectors and agencies.

Permanent

11.

Records of ISO application of sectors and agencies.

Permanent

12.

Materials of information and propagation work of agencies

- Documents of direction, program, plan, and annual report.

- Plan, month and quarter report, exchange official dispatch

 

Permanent

10 years

13.

Materials on activities of leadership (reports, presentations / explanations, answer of questions at Parliament, speeches at major events ...)

Permanent

14.

Sets of notification of opinions and conclusions of meetings

10 years

15.

Book of recording minutes of handover meeting, working handbook of agency leadership and leadership secretary.

 

- Ministries, ministerial-level agencies and the equivalent

- Provincial People’s Committee and the equivalents

- Other agencies and organizations

Permanent

Permanent

10 years

16.

Sets of official dispatch exchanging common issues.

10 years

 

2. Statistical and planning materials

 

17.

Plan, report on work of planning, plan and statistics

- Long-term and annually

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

 

2.1. Planning materials

 

18.

Sets of document on planning sent together to agencies (principle records)

Until document expires

19.

Records of planning making and development of sectors and agencies

Permanent

20.

Records on developing target schemes, projects, programs and objectives approved of the sectors and agencies.

Permanent

21.

Records of management and implementation of schemes, projects, programs and objectives of the sectors and agencies

Permanent

22.

Records of appraisal and approval of strategic schemes, development planning schemes, schemes, projects and programs and objectives of subject under the management scope of sectors and agencies.

Permanent

23.

Reports on evaluation of implementation of strategic schemes, schemes, development planning, projects, programs and objectives of subject under the scope of state management.

 

- General summing-up

- Preliminary summing-up

Permanent

10 years

24.

Official dispatches exchanging the planning work.

10 years

 

2.2. Planning materials

 

25.

Sets of document on planning sent together to agencies (principle records)

Until document expires

26.

Annual social economic development target and plan

- Issuing agencies

- Implementing agencies

- Receiving agencies

 

Permanent

Permanent

5 years

27.

Records of plan making and report on plan implementation of sectors and agencies.

 

- Long term and annual

- 6 months and 9 months

- Quarterly and monthly

Permanent

20 years

5 years

28.

Plan and report on plan implementation of attached units

- Long term and annual

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

29.

Records of direction and examination of plan implementation

20 years

30.

Plan to report implementation of plan of subjects under the scope of plan management of

 

- Annually

- Quarterly, 6 months and 9 months

Permanent

5 years

31.

Official dispatches exchanging the plan work.

10 years

 

2.3. Statistical materials

 

32.

Sets of statistical document sent together to agencies (principle records)

Until document expires

33.

Records of preparation and issuance of documents of regime/regulation and guidance on statistics of sector.

Permanent

34.

Report on general statistics and specialized statistics

- Long term and annually

- Quarterly, 6 months and 9 months

 

Permanent

20 years

35.

Report on basic investigation

- General report

- Grassroots reports and surveying forms

 

Permanent

10 years

36.

Report on analysis and forecast

Permanent

37.

Official dispatches exchanging work of statistics and survey

10 years

 

3. Materials of organization and cadres

 

38.

Sets of document on work of organization and cadres sent together to agencies (principle records)

Until document expires

39.

Records of preparation and issuance of organization charter, working regulation, regime/regulation and guidance on organization and cadre.

Permanent

40.

Plan and report on work of organization and cadre

- Long term and annually

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

41.

Record of preparation of scheme of organization of sectors and agencies.

Permanent

42.

Records of establishment, change of name, change of function, task, right of attached agencies and units

Permanent

43.

Records of consolidation, merger, separation, dissolution of agencies and units

Permanent

44.

Records of preparation and issuance of regulation on title of public servants and officials

Permanent

45.

Records on development and implementation of staffing norms

Permanent

46.

Report on statistics of list, number and quality of cadre.

Permanent

47.

Records of cadre planning

20 years

48.

Records of appointment, promotion, transfer and rotation of officials

70 years

49.

Records of the annual examinations for promotion and scale transfer.

- Report on result and list of selected persons

- Exam records, exam papers and materials for exam

 

20 years

5 years

50.

Disciplinary records of cadres

70 years

51.

Records of regime settlement (retirement, death, accidents, occupational diseases, social security ...)

70 years

52.

Original records of cadres, public servants and officials

Permanent

53.

Books and forms of cadre records

70 years

54.

Plan and report on the training and retraining of sectors and agencies’ cadres.

Permanent

55.

Materials of management of attached training and vocational teaching facilities.

- Documents of direction, program, plan, and annual report.

- Plans, monthly and quarterly reports, exchange official dispatches, reference materials

 

Permanent

10 years

56.

Records of organization of cadre fostering classes.

10 years

57.

Records of internal political protection

20 years

58.

Records of activities of the Committee for the Advancement of Women

10 years

59.

Official dispatches exchanging work of organization of cadres

10 years

 

4. Labor and salary materials

 

60.

Plan and report on labor and salary

- Long term and annually

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

 

4.1. Labor materials

 

61.

Sets of labor documents sent together to agencies

Until document expires

62.

Records of preparation and issuance of sector’s labor norms and report on implementation

Permanent

63.

Records of developing regulations on protection, safety and labor hygiene of sector.

Permanent

64.

General report on annual occupational accidents of sectors and agencies.

Permanent

65.

Records of cases of occupational accidents

- Serious

- Non-serious

 

Permanent

20 years

66.

Labor contract

5 years after termination of contract

67.

Official dispatches exchanging labor

10 years

 

4.2. Salary materials

 

68.

Sets of salary document sent together to agencies (principle records)

Until document expires

69.

Records of preparation and issuance of sector’s salary scale and report on implementation

Permanent

70.

Records of development and issuance of sector’s regulation on allowance and report on implementation

Permanent

71.

Records of salary raising of cadres, public servants and officials

20 years

72.

Official dispatches exchanging salary

10 years

 

5. Financial and accounting materials

 

73.

Sets of accounting and financial documents sent together to agencies (principle records)

Until document expires

74.

Records of development and issuance of accounting and financial regime/regulation

Permanent

75.

Plan and report on accounting and financial work

- Long term and annualy

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

76.

Records of annual state budget of agencies and attached units

Permanent

77.

Plans, financial reports and final settlements

- Annually

- Monthly, quarterly, 6 months and 9 months

 

Permanent

20 years

78.

Records of development of regime.regulation on price

Permanent

79.

Report on inventory, re-evaluation of fixed assets and repayment of public debts

20 years

80.

Records and materials on transfer, handover and disposal of fixed assets

- Houses and land

- Other assets

 

Permanent

20 years

81.

Records of financial examination and inspection at agencies and attached units

- Serious cases

- Other cases

 

Permanent

10 years

82.

Records of accounting at agencies and attached units

- Serious cases

- Other cases

 

Permanent

10 years

83.

Accounting books

- General book

- Detailed book

 

20 years

10 years

84.

Accounting documents used directly to record the accounting book and make financial statements

10 years

85.

Accounting documents not used directly to record the accounting book and make financial statements

5 years

86.

Official dispatches exchanging financial work

10 years

 

6. Materials of capital construction

 

87.

Sets of documents of capital construction sent together to agencies (principle records)

Until document expires

88.

Records of making documents of regime/regulation and guidance on capital construction of sectors and agencies.

Permanent

89.

Plan and report  on capital construction

- Long term and annualy

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

90.

Records of capital construction works

- Works of group A applying new solutions of architecture, structure, technology, equipment, new materials; works built in special geological and topographical conditions and ranked historical and cultural relics

 

Permanent

- Works of group B and C and major repair

By life service of works

91.

Records of minor repair of works

15 years

92.

Official dispatches exchanging work of capital construction

10 years

 

7. Technological and scientific materials

 

93.

Sets of documents on technological and scientific activities sent together to agencies (principle records)

Until document expires

94.

Records of development of regulation on technological and scientific activities of sectors and agencies

Permanent

95.

Records of scientific conferences, seminars organized by agencies

Permanent

96.

Plan and report on technological and scientific work

- Long term and annualy

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

97.

Records of scientific Board’s activities of sectors and agencies

Permanent

98.

Records of program and scientific research subject

- State level

- Ministerial and sectoral level

- Grassroots level

 

Permanent

Permanent

10 years

99.

Records of technical initiatives and innovations, technological process or useful solutions recognized

 

- State level

- Ministerial and sectoral level

- Grassroots level

Permanent

Permanent

10 years

100.

Records of development of sectoral criteria

Permanent

101.

Records of development and application of science and technology of sectors and agencies.

Permanent

102.

Reports on specialized science made by agencies for participation in scientific seminars.

20 years

103.

Records of development and management of sectors and agencies’ data base

Permanent

104.

Official dispatches exchanging scientific and technological work.

10 years

 

8. Materials of international cooperation

 

105.

Sets of documents on international cooperation sent together to the agencies (principle records)

Until document expires

106.

Records of international conferences and seminars presided over by agencies

Permanent

107.

Plan and report on international cooperation

- Long term and annualy

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

108.

Records of preparation of programs and projects of international cooperation of sectors and agencies

Permanent

109.

Records of establishment cooperation relation with foreign agencies and organization

Permanent

110.

Records of becoming members of international associations and organizations

Permanent

111.

Records of participation in activities of international associations and organizations (conferences, workshops, surveys, surveys, statistics ...)

Permanent

112.

Records of annual association fee, contribution to international associations and organizations

Permanent

113.

when the party goes out to

- Sign cooperation

- Workshops, exhibitions, study, survey ...

 

Permanent

20 years

114.

Records when the party goes in to

- Sign cooperation

- Workshops, exhibitions, study, survey ...

 

Permanent

20 years

115.

Letters, phone, congratulation cards of foreign organizations and agencies

- Importantly

- Normally

 

Permanent

20 years

116.

Official dispatches exchanging international cooperation

10 years

 

9. Materials of inspection and settlement of complaints and denunciations

 

117.

Sets of documents on inspection and settlement of complaints and denunciations

Until document expires

118.

Records of development and issuance of inspection and settlement of complaints and denunciations

Permanent

119.

Plan and report on inspection and settlement of complaints and denunciations

- Long term and annualy

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

120.

Report on corruption prevention

- Annually

- Monthly, quarterly and semiannually

 

20 years

5 years

121.

Records of inspection of cases

- Serious cases

- Other cases

 

Permanent

15 years

122.

Records of settlement of complaints and denunciations

- Serious cases

- Other cases

 

Permanent

15 years

123.

Materials of activities of People’s Inspection Organization

- Annual reports

- Other materials

 

Permanent

5 years

124.

Official dispatches exchanging the inspection and

settlement of complaints and denunciations

 

10 years

 

10. Materials of emulation, commendation and reward

 

125.

Sets of documents on emulation, commendation and reward sent together to agencies (principle records)

Until document expires

126.

Records of development and issuance of statute/regulation and guidance on emulation, commendation and reward

Permanent

127.

Records of competition conference presided over by agencies

Permanent

128.

Plan and report on emulation and commendation

- Long term and annualy

- 6 months and 9 months

- Quarterly and monthly

 

Permanent

20 years

5 years

129.

Records of implementation of competition movement on occasion of celebrations

 

10 years

130.

Records of commendation and reward to collectives and individuals  

- Forms of commendation and reward of the State President and Prime Minister

 

Permanent

- Forms of commendation and reward of Ministers, heads of ministerial-level agencies, governmental-attached agencies, Chairman of provincial-level People’s Committee or the equivalent

20 years

- Forms of commendation and reward of the heads of agencies and organizations.

10 years

131.

Records of commendation and reward for foreigners

Permanent

132.

Official dispatches exchanging the commendation and reward

10 years

 

11. Legal materials

 

133.

Sets of documents on legal work sent together to agencies (principle records)

Until document expires

134.

Records of development and issuance of regulation and guidance on legal work presided over by the agencies

Permanent

135.

Records of legal conference, dissemination of normative legal documents

10 years

136.

Plan and report on legal work

- Long term and annually

- Monthly, quarterly and biannually

 

Permanent

20 years

137.

Records of appraisal of normative legal documents

Permanent

138.

Records of the constructive feedback of normative legal documents presided over by other agencies.

5 years

139.

Records of the review of legal documents

10 years

140.

Official dispatches exchanging legal work

10 years

 

12. Materials of administration and public office management

 

 

12.1. Materials of administration and archives

 

141.

Sets of documents on administration and archives sent together to agencies ( principle records)

Until document expires

142.

Records of development and issuance of regulation and guidance on administrative work and archives

Permanent

143.

Records of conference on administration and archives

10 years

144.

Plan and report on administration and archives

- Annual and multi-annually

- Quarterly and monthly

 

Permanent

10 years

145.

Records of administrative reform

20 years

146.

Records of preparation and issuance of List of state secrets of sectors and agencies.

Permanent

147.

Records of examination and guidance on operation of administration and archives.

20 years

148.

Report on statistics of archives and archived material

20 years

149.

Records of implementation of archives operations (collection, preservation, adjustment, use…)

20 years

150.

Records of management and use of seals

20 years

151.

Saving book and registration book of agencies’ sent documents

- Normative legal documents

- Directive, decision, regulation, statute and guidance

- Other documents

 

Permanent

Permanent

50 years

152.

Registration book of received documents

20 years

153.

Official dispatches exchanging administration and archives.

10 years

 

12.2. Materials of public office management

 

154.

Documents on work of public office management sent together to agencies (principle records)

Until document expires

155.

Records of development and issuance of regulation and statute on public office management

Permanent

156.

Records of conference on officials and public servants

20 years

157.

Records of implementation of cultural life in public office

10 years

158.

Records of the national defense, the militia of agencies

10 years

159.

Records of fire and explosion prevention and combating, natural disaster of agencies ...

10 years

160.

Records of protection of agency’s head office

10 years

161.

Records on the use and operation of agency’s automobiles, machinery and equipment

Life service of equipment

162.

Books recording allocation of utensils, stationery

5 years

163.

Records of agency’s medical work

10 years

164.

Official dispatches exchanging management of public office

10 years

 

13. Materials of professional areas

 

165.

Sets of document on professional operation sent together to agencies (principle records)

Until document expires

166.

Records of development and issuance of professional management documents

Permanent

167.

Records of conference on professional operation held by agencies.

Permanent

168.

Plan and report on professional operation of the agencies and attached units

 

- Annually

- Monthly, quarterly and biannually

Permanent

20 years

169.

Kế hoạch, báo cáo về chuyên môn nghiệp Plan and report on professional operation of subject under the scope of management

 

- Annually

- Monthly, quarterly and biannually

Permanent

10 years

170.

Records of management and implementation of professional activities

- Documents of direction, program, plan, and annual report.

- Plans, monthly and quarterly reports and exchanging official dispatches

 

Permanent

10 years

171.

Records of development, management and implementation of programs and targets and specialized projects

Permanent

172.

Records of key direction on professional operations

Permanent

173.

Records of examination and guidance on professional operations

Permanent

174.

Records of settlement of cases in management of professional operations

- Important cases

- Other cases

 

Permanent

20 years

175.

Report on specialized analysis and statistics

Permanent

176.

Books of management of professional operations

20 years

177.

Official dispatches exchanging professional operations

10 years

 

14. Materials of Party, agency and union organization

 

 

14.1. Materials of Party organization

 

178.

Sets of documents of direction and guidance of superior Party organization sent together to agencies (principle records)

Until document expires

179.

Records of General Meeting

Permanent

180.

C Program, plan and report on work

- Summing up the year, tenure

- Monthly, quarterly and biannually

 

Permanent

10 years

181.

Records of implemention of major campaigns, directives, and resolutions of the Central Committee and Party Committees

Permanent

182.

Records of establishment / merger and recognization of Party organizations

Permanent

183.

Records of receipt and handover of Party work

10 years

184.

Records of examination and monitoring activities

20 years

185.

Records of evaluation and classification of Party grassroots organizations and Party members

70 years

186.

Records of Party members

70 years

187.

Books (registering Party members, Party fees, taking minutes)

20 years

188.

Official dispatches exchanging Party work.

10  years

 

14.2. Materials of Trade Union organization

 

189.

Sets of documents of direction and guidance of superior Trade Union organization sent together to agencies (principle records)

Until document expires

190.

Records of General Meeting

Permanent

191.

Program, plan and report on work

- Summing up the year, tenure

- Monthly, quarterly and biannually

 

Permanent

10 years

192.

Records of implementation of major campaigns and resolutions of Trade Union

Permanent

193.

Materials on organizations, personnel and activities of Trade Union

Permanent

194.

Records of conference on cadres, public servants and officials of agencies

20 years

195.

Books

20 years

196.

Official dispatches exchanging Trade Union work

10 years

 

14.3. Materials on organization of Youth League  

 

197.

Sets of document of direction and guidance of superior Trade Union sent together to agencies (principle records).

Until document expires

198.

Records of General Meeting

Permanent

199.

Program, plan and report on work

- Summing up the year, tenure

- Monthly, quarterly and biannually

 

Permanent

10 years

200.

Records of implementation of major campaigns and resolutions of Party, State and Youth League.

Permanent

201.

Materials on organization, personnel and activities of agencies’ Youth League

20 years

202.

Books

20 years

203.

Official dispatches exchanging Trade Union work

10 years

 

 


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                    Văn bản được hợp nhất

                      Văn bản gốc Circular No. 09/2011/TT-BNV provision on preservation term of records and materi

                      Lịch sử hiệu lực Circular No. 09/2011/TT-BNV provision on preservation term of records and materi

                      • 03/06/2011

                        Văn bản được ban hành

                        Trạng thái: Chưa có hiệu lực

                      • 18/07/2011

                        Văn bản có hiệu lực

                        Trạng thái: Có hiệu lực