Circular No. 03/2010/TT-BNV on economic and technical norms for paper document revision

Article 1. Scope and Applicability

This Circular stipulates the economic and technical norms for processing paper documents at central and local state agencies and organizations.

Article 2. Interpretation of Terms

1. Economic and technical norms for processing paper documents include labor norms for processing paper documents and material and office supply norms serving the processing work.

2. Labor norms for processing paper documents are the labor time consumed to process one meter of shelved documents, calculated as the total of direct labor norms, service labor norms, and management labor norms.

a) Direct labor norm (Tcn) is the total direct labor time spent on each step of the processing procedure;

b) Service labor norm (Tpv) is the total labor time spent on service activities for processing such as serving the processing location; maintaining machinery; inspecting equipment, tools, warehouses; cleaning the workplace; security; etc., calculated as 2% of the direct labor time:

Tpv = Tcn x 2%;

c) Management labor norm (Tql) is the total labor time managing the processing procedure, calculated as 5% of the direct labor time and service labor time:

Tql = (Tcn + Tpv) x 5%.

3. Unit of Measurement: initial meter of documents brought for processing (abbreviated as m price). A meter of documents is the length of one meter of documents standing side by side on a shelf (or cabinet); it can be converted into 10 pairs (boxes, bundles) of documents, each pair (box, bundle) having a thickness of 10 cm.

4. Loose documents are documents that have not been filed and are still in a bundled, disorganized state.

5. Documents with preliminary filing are documents that have been grouped according to issues corresponding to one file but have not yet been completed according to the requirements of the document processing procedure.

6. Complexity factor is the degree of complexity of the documents brought for processing, which depends on the requirements that must be addressed during the processing. The determination of complexity factors is based on:

a) The functions, tasks, and powers of the unit forming the archive (agency, organization);

b) The diversity and complexity of the documents and the volume of documents generated during the operation of the unit forming the archive (agency, organization);

c) The ratio of documents retained for permanent and long-term preservation;

d) The specialized procedural requirements for filing when handling tasks.

7. Documents of agencies and organizations equivalent to those of the Office of the Government, the Office of the National Assembly are documents of agencies and organizations under the old regime equivalent to those of the Governor-General of Indochina, documents of the Resident Superior of Tonkin, documents of the Governor of Cochin China during the feudal colonial period; documents of the President of the First Republic and the President of the Second Republic, documents of the Office of the Prime Minister of the Republic of Vietnam from 1954 to 1975. Similarly, documents of provincial and district agencies and organizations of previous regimes are equivalent to those of current provincial and district agencies and organizations.

Article 3. Economic and technical standards for correcting paper documents

1. Labor standards for correcting paper documents

a) Labor standards for correcting Vietnamese language documents as specified in Appendix No. 01 attached;

b) Detailed labor standards for correcting Vietnamese language documents (coefficient 1.0) as specified in Appendix No. 02 attached;

c) Labor standards for correcting foreign language documents.

Direct labor standards (Tcn) for work steps that require the use of foreign languages shall be multiplied by a factor of 1.5 and serve as the basis for determining corresponding service and management labor standards;

d) Labor standards for correcting documents formed on or before April 30, 1975, and personal documents shall be multiplied by a coefficient of 1.3.

2. Material and office supply standards for correcting paper documents

Material and office supply standards for correcting paper documents are specified in Appendix No. 03 attached.

Article 4. Organization of Implementation

This Circular takes effect 45 days from the date of signature and replaces Decision No. 630/QĐ-BNV dated April 5, 2006, issued by the Minister of Home Affairs on the promulgation of economic and technical standards for correcting paper documents.