Circular No. 08/2012/TT-BNV stipulates economic and technical norms for compiling a list of restricted-use documents in an archival fond and serving readers at the Reading Room.

CIRCULAR

Regulations on economic and technical norms for compiling a restricted-use document list of an archive and serving readers in a reading room

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Pursuant to the Law on Archives No. 01/2011/QH13 dated November 11, 2011;

Pursuant to Decree No. 61/2012/NĐ-CP dated August 10, 2012, promulgated by the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

The Minister of Home Affairs issues this Circular to stipulate economic and technical norms for compiling a restricted-use document list of an archive and serving readers in a reading room,

Article 1. Scope of Regulation

1. This Circular stipulates economic and technical norms for compiling a restricted-use document list of an archive which applies to archives that have been fully organized.

2. This Circular stipulates economic and technical norms for serving readers in a reading room which applies to paper-based documents.

Article 2. Applicability

This Circular shall be applied at agency archives and historical archives using state budget funds.

Article 3. Explanation of Terms

1. Economic and technical norms for compiling a restricted-use document list of an archive

a) Economic and technical norms for compiling a restricted-use document list (hereinafter referred to as HCSD) of an archive include labor norms and material norms, office supplies serving the compilation of a restricted-use document list of an archive.

b) Labor norms for compiling a restricted-use document list of an archive are the amount of labor time consumed to perform all tasks according to the process, calculated as the total of direct labor norms, service labor norms, and management labor norms.

Direct labor norms (also called technological labor norms - Tcn) are the total direct labor time spent on each step of the process of compiling a restricted-use document list of an archive under specified organizational and technical conditions.

Service labor norms (Tpv) are calculated as 2% of direct labor norms: (Tpv) = (Tcn) x 2%.

Management labor norms (Tql) are calculated as 5% of direct labor norms and service labor norms: (Tql) = (Tcn + Tpv) x 5%.

c) Unit of product:

Labor norms for each step: Drafting guiding documents for compiling a restricted-use document list (Step 1); person responsible for reviewing the draft restricted-use document list (Step 4); presenting the restricted-use document list to leadership (Step 5); superior archival management authority reviewing and issuing the restricted-use document list (Step 6) for one archive, depending on the complexity and volume of documents in the archive, measured in workdays per archive. The symbol for the total labor norms of these steps is Tsp,1:

 Tsp,1 = T1 + T4 + T5 + T6

 Labor norms for each step: Selecting and statistically analyzing restricted-use documents (Step 2); workers directly checking actual documents against the draft restricted-use document list and making corrections (Step 3) for one meter of documents, depending on the complexity of the archive, measured in minutes per meter of documents. The labor norms for Steps 2 and 3 must be converted for the archive based on the volume of documents in the archive, denoted as Tsp, 2 (workdays per archive) according to the formula:

In which: 480 minutes is the labor time of one workday.

2. Economic and technical norms for serving readers in a reading room

a) Economic and technical norms for serving readers in a reading room include labor norms and material norms, office supplies for implementing the service of readers studying documents in a reading room and providing copies, notarizing archives.

b) Labor norms for serving readers in a reading room are the amount of labor time consumed to perform all tasks according to the process, calculated as the total of direct labor norms, service labor norms, and management labor norms.

Direct labor norms (also called technological labor norms - Tcn) are the total labor time consumed performing each step of the process of serving readers in a reading room under specified organizational and technical conditions.

Service labor norms (Tpv) are calculated as 2% of direct labor norms: (Tpv) = (Tcn) x 2%.

Management labor norms (Tql) are calculated as 5% of direct labor norms and service labor norms: (Tql) = (Tcn + Tpv) x 5%.

c) Unit of product

The unit of product for labor norms for serving readers studying documents in a reading room is file.

The unit of product for labor norms for providing copies, notarizing archives is page of document.

d) Complexity factor of documents (k)

Factor for administrative archive documents (A4 size) (ko) is 1.0.

 Factor for foreign language archive documents (k1) is 1.2.

 For archive documents with poor physical condition (k2), the complexity factor varies as follows: Documents from before 1954: 1.2; Documents from 1954 to 1975: 1.1.

For archive documents larger than A3 size drawings (k3): A1, A2 size documents: 1.15; A0 size documents: 1.3.

For cases where archive documents have multiple complexity factors, k is calculated as the sum of those complexity factors.

Article 4. Economic and Technical Standards for Compiling Restricted Use Document Catalogs of an Archive

1. Labor Norms For compiling restricted use document catalogs of an archive with volume coefficient 1,0 and complexity coefficient 1,0 as specified in Appendix I attached.

2. Labor Norms For compiling restricted use document catalogs of an archive with volume coefficient and complexity coefficient other than 1,0 are determined by the sum of labor norms of steps 1, 4, 5, 6 (Tsp, 1) and the sum of labor norms of steps 2, 3 (Tsp, 2): Tsp = Tsp, 1 + Tsp, 2.

a) The total labor norm of steps 1, 4, 5, 6 (Tsp, 1) as specified in Appendix II attached.

b) Labor norms of step 2 (T2) and step 3 (T3) for each meter of documents as specified in Appendix III attached.

3. Material and Office Supplies Norms For compiling restricted use document catalogs of an archive as specified in Appendix IV attached.

Article 5. Economic and Technical Standards for Serving Readers in Reading Rooms

1. Labor Norms For serving readers studying documents in reading rooms with complexity coefficient k0 = 1,0 as specified in Appendix V attached.

2. Labor Norms For issuing copies and authenticating archives with complexity coefficient k0 = 1,0 as specified in Appendix VI attached.

3. Material and Office Supplies Norms For serving readers in reading rooms as specified in Appendix VII attached.

Article 6. Implementation Organization

This Circular takes effect from January 11, 2013.

Other archival organizations may apply this Circular.

In the course of implementation, if any difficulties arise, they are requested to report promptly to the Ministry of Home Affairs for study, amendment, and supplementation to ensure appropriateness./.