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 |
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 |
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 |
------------------------------------------------------------------------------------------------------
This translation is made by LawSoft and for reference purposes only. Its copyright is owned by LawSoft and protected under Clause 2, Article 14 of the Law on Intellectual Property.Your comments are always welcomed
