Circular No. 09/2011/TT-BNV stipulates the retention periods for files and documents of agencies and organizations. It applies to all types of organizations and sets two levels of retention: permanent and limited term. This circular abolishes the old Model Retention Period Table for Documents.
适用范围
State agencies, political organizations, political-social organizations, social organizations, socio-professional organizations, economic organizations, and people's armed forces units.
要点
- Agencies and organizations shall retain files and documents permanently or for a limited term according to the General Retention Period Table for Documents.
- Agencies and organizations must use the General Retention Period Table for Documents to determine the retention period for files and documents commonly formed in their activities.
- Agencies and organizations may extend the retention period if necessary when re-evaluating files and documents that have reached their retention period.
- Agencies and organizations shall develop specialized retention period tables based on this Circular.
- This Circular shall take effect 45 days from the date of signature and abolish the old Model Retention Period Table for Documents.
🌐 本文件的社会影响
- Positive impact: Helps agencies and organizations have specific regulations on file and document retention, ensuring scientific and effective storage.
- Negative impact: May cause difficulties for agencies and organizations when they need to develop new specialized retention period tables.
❓ 常见问题
How long do agencies and organizations retain files and documents?
The retention period for documents can be permanent or limited, depending on the type of document and the provisions set out in this Circular.
How should agencies and organizations use the General Retention Period Table for Documents?
Agencies and organizations must use this table to determine the retention period for files and documents commonly formed in their activities.
What should agencies and organizations do if their files and documents are not specified in the General Retention Period Table for Documents?
Agencies and organizations may apply the retention periods of corresponding groups of files and documents in this table to determine the appropriate retention period.
When does this Circular take effect?
This Circular takes effect 45 days from the date of signature.
When was the old Model Retention Period Table for Documents abolished?
The old Model Retention Period Table for Documents issued under Circular No. 25/NV dated September 10, 1975, of the Office of the Prime Minister's Archive Department was abolished by this Circular.
全文
CIRCULAR
Regulations on the retention period for common files and records formed in the activities of agencies and organizations
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Pursuant to Decree No. 48/2008/NĐ-CP dated April 17, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;
Pursuant to Decree No. 111/2004/NĐ-CP dated April 8, 2004 of the Government detailing the implementation of certain provisions of the National Archives Law;
Considering the proposal of the Director of the State Records and Archives Administration;
The Ministry of Home Affairs hereby promulgates regulations on the retention period for common files and records formed in the activities of agencies and organizations as follows:
Article 1. Scope of Regulation and Applicability
Article 1. This Circular stipulates the retention periods for groups of common files and records formed in the activities of agencies and organizations.
Article 2. This Circular applies to state agencies, political organizations, socio-political organizations, social organizations, occupational social organizations, economic organizations, and people's armed forces units (hereinafter referred to collectively as agencies and organizations).
Article 2. Retention period for records
Clause 1. The retention period for records is the necessary time required to keep files and records from the year the work ends.
Clause 2. The retention period for common records formed in the activities of agencies and organizations is specified in two levels as follows:
Point a. Permanent retention: Records and documents belonging to this level are stored in agency archives, then selected and submitted to historical archives when the deadline stipulated by the law on archives arrives.
Point b. Limited retention: Files and records belonging to this level are stored at agency archives until the end of the retention period, then they will be statistically reported to the Appraisal Committee of the agency for consideration to decide whether to continue preserving or eliminate and destroy. The destruction of expired records must be carried out in accordance with the laws on archives.
Article 3. Table of retention periods for common records
Clause 1. The table of retention periods for records is a list of groups of files and records indicating the retention periods.
Clause 2. This Circular annexes the Table of retention periods for common records formed in the activities of agencies and organizations (referred to as the Table of retention periods for common records), applicable to the following groups of files and records:
Group 1. Summary records
Group 2. Planning, statistics records
Group 3. Organization and personnel records
Group 4. Labor and salary records
Group 5. Financial and accounting records
Group 6. Basic construction records
Group 7. Science and technology records
Group 8. International cooperation records
Group 9. Inspection and complaint resolution records
Group 10. Competition and reward records
Group 11. Legal records
Group 12. Administrative and office management records
Group 13. Professional business records
Group 14. Party organization and mass organization records
Article 4. Use of the Table of retention periods for common records
Clause 1. The Table of retention periods for common records is used to determine the retention periods for common files and records formed in the activities of agencies and organizations. When determining the value of records, the following requirements must be met:
Point a. The level of determining the retention period for each specific file and record shall not be lower than that prescribed in this Circular;
Point b. When selecting records to transfer to historical archives, the completeness of the group (archive) of records must be considered, while also taking into account historical phases and periods to potentially increase the retention period of the records above the prescribed level.
Point c. For files and records that have exceeded their retention period, the Appraisal Committee of the agency shall review and re-evaluate them, and if necessary, extend the retention period.
Clause 2. The Table of retention periods for common records serves as a basis for establishing the Table of retention periods for specialized records. Central sector management agencies shall base this Circular to specify all fields and specialized groups of records of the sector, and stipulate the retention periods for corresponding groups of records.
Clause 3. In cases where there are files and records not covered in the Table of retention periods for common records, agencies and organizations may apply the retention periods of corresponding groups of records in the Table of retention periods for common records to determine them.
Article 5. Implementation Provisions
This Circular takes effect 45 days from the date of signature.
This Circular abolishes the Table of retention periods for model documents issued according to Circular No. 25/NV dated September 10, 1975 of the Prime Minister's Office Archive Bureau.
Article 6. Implementation Organization
Ministries, ministerial-level agencies, government-affiliated agencies, provincial and centrally-administered city People's Committees, state-owned economic organizations are responsible for disseminating, guiding, and supervising the implementation of this Circular./.
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