Circular No. 09/2013/TT-BNV on the reporting system for statistics of archiving and storage work and archival materials

CIRCULAR

Regulations on the reporting system for statistical work on documentation, archives, and archival materials

documentary records and archival documents

___________

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

Pursuant to the Law on Statistics No. 04/2003/QH11 dated June 17, 2003;

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;

Pursuant to the Decree No. 40/2004/NĐ-CP dated February 13, 2004 of the Government detailing and guiding the implementation of certain provisions of the Law on Statistics;

Pursuant to the Government Decree No. 01/2013/NĐ-CP dated January 3, 2013 detailing certain provisions of the Law on Archives;

Upon the proposal of the Director of the General Office for Archives under the Ministry of Home Affairs,

The Minister of Home Affairs issues this Circular regulating the reporting system for statistical work on documentation, archives, and archival materials.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular stipulates the regulations on the basic statistical reporting and consolidated statistical reporting on documentation, archives, and archival materials.

Article 2. Applicability

Article 1. This Circular applies to state agencies, political organizations, socio-political organizations, socio-professional organizations, social organizations, social-professional organizations, state-owned economic groups, state-owned corporations, state enterprises, public service units, and people's armed forces units (hereinafter referred to collectively as agencies and organizations).

Article 2. State enterprises are enterprises as defined in Clause 2, Article 4 of the Enterprise Law 2005.

Article 3. Statistical objects

1. Documentation work

a) Directive and guidance documents for documentation work.

b) Documentation organization.

c) Personnel engaged in documentation work.

d) Outgoing documents, incoming documents.

đ) Files.

e) Equipment used for documentation.

2. Archival work

a) Directive and guidance documents for archival work.

b) Archival organization.

c) Personnel engaged in archival work.

d) Archival materials.

đ) Collection and destruction of archival materials.

e) Organization of archival material utilization.

g) Archive storage facilities, equipment used for archiving.

3. Scientific research on documentation and archival work

Chapter II

REPORTING SYSTEM

Article 4. Basic statistical reporting

1. Basic statistical reporting on documentation work is a report comprising the statistical objects specified in Clause 1, Article 3, established by agencies and organizations based on official data, according to a unified form (Form 01/CS) and reported to the receiving agency or organization as prescribed in Clause 1, Article 6.

2. Basic statistical reporting on archival work and archival materials is a report comprising the statistical objects specified in Clauses 2 and 3, Article 3, established by agencies and organizations based on official data, according to a unified form (Form 02/CS) and reported to the receiving agency or organization as prescribed in Clauses 1 and 2, Article 6.

Article 5. Consolidated statistical reporting

1. Consolidated statistical reporting on documentation work is a report compiled by the superior agency or organization as prescribed in Clause 3, Article 6 from the basic statistical reports on documentation work of subordinate agencies and organizations, according to a unified form (Form 01/TH).

2. Consolidated statistical reporting on archival work and archival materials of organizational archives is a report compiled by the superior agency or organization as prescribed in Clause 3, Article 6 from the basic statistical reports on archival work and archival materials of subordinate agencies and organizations, according to a unified form (Form 02/TH).

Article 6. Provisions on submission of reports

1. Basic statistical reports on documentation, archival work, and archival materials (Forms 01/CS and 02/CS):

a) Offices of the Ministry (data from the Office, Inspectorate, and functional departments), Bureaus, Centers, Institutes, and equivalent entities directly under the Ministry without subordinate organizations report to the Ministry.

b) Offices of the General Departments, Bureaus, Centers, Institutes, and equivalent entities under the Ministry (data from the Office and functional units), subordinate agencies and organizations of General Departments, Bureaus, Centers, Institutes, and equivalent entities under the Ministry report to the General Department, Bureau, Center, Institute, or equivalent entity.

c) Offices (data from the Office and functional units) of state-owned economic groups, state-owned corporations, and affiliated units of state-owned economic groups and state-owned corporations report to the state-owned economic group or state-owned corporation.

đ) Offices of the National Assembly Delegation and People's Council, Provincial People's Committee Office, provincial agencies and organizations under the Provincial People's Committee, central agencies organized vertically at the provincial level, and provincial state enterprises listed in the Directory of Sources for Historical Archive Deposits report to the Provincial Department of Home Affairs.

đ) Subordinate agencies and organizations of departments, bureaus, and sectors report to their respective departments, bureaus, or sectors.

e) Offices of the People's Council and People's Committee at the district level, agencies and organizations under the district-level People's Committee, People's Committees at the commune level, and central agencies organized vertically at the district level listed in the Directory of Sources for Historical Archive Deposits report to the District Civil Service Department.

2. Basic statistical reports on archival work and archival materials of historical archives (Form 02/CS):

a) National Archive Centers report basic statistical information on archival work and archival materials concerning historical archival materials currently preserved at the National Archive Center to the General Office for Archives under the Ministry of Home Affairs.

b) Provincial Departments of Home Affairs report basic statistical information on archival work and archival materials concerning historical archival materials currently preserved at the provincial archive repository to the General Office for Archives under the Ministry of Home Affairs.

3. Consolidated statistical reports on documentation, archival work, and archival materials (Forms 01/TH and 02/TH):

a) The Central Party Office Archive Bureau compiles data from party organizations, socio-political organizations, and reports to the General Office for Archives under the Ministry of Home Affairs.

b) Agencies and organizations directly under the Ministry with subordinate organizations compile data and report to the Ministry.

c) The Ministry compiles data and reports to the General Office for Archives under the Ministry of Home Affairs.

d) State-owned economic groups compile data and report to the General Office for Archives under the Ministry of Home Affairs.

đ) Departments, bureaus, and sectors with subordinate agencies and organizations compile data and report to the Provincial Department of Home Affairs.

e) District Civil Service Departments compile data and report to the Provincial Department of Home Affairs.

g) Provincial Departments of Home Affairs compile data and report to the General Office for Archives under the Ministry of Home Affairs.

Article 7. Reporting Period and Deadline for Submitting Reports

1. Reporting period: One year, from January 1 to December 31 of the reporting year.

2. Time limit for submitting reports:

a) Before January 15 of the following year of the reporting year for basic statistical reports as stipulated in Clause 1 and Clause 2, Article 6.

b) Before January 31 of the following year of the reporting year for consolidated statistical reports as stipulated at Point b, Point đ, and Point e, Clause 3, Article 6.

c) Before February 15 of the following year of the reporting year for consolidated statistical reports as stipulated at Point a, Point c, Point d, and Point g, Clause 3, Article 6.

Article 8. Forms of Submitting Reports

Statistical reports shall be carried out in two forms: paper documents and electronic spreadsheets in Excel format (sent via email).

Article 9. Responsibilities of Reporting Agencies and Receiving Agencies

1. Responsibilities of Reporting Agencies

a) To report fully, truthfully, objectively, and in accordance with the information content specified in the statistical reporting system on archiving, recordkeeping, and archival materials, and to bear legal responsibility for the contents of the reports;

b) To submit reports within the deadline;

c) To check, provide again data and related information on statistical reports when requested by receiving agencies;

d) Other responsibilities as prescribed by law.

2. Responsibilities of Receiving Agencies

a) To check, compare, process, and compile data from basic statistical reports into consolidated statistical reports;

b) To request reporting agencies to check, provide again data and related information on statistical reports when necessary;

c) To provide data to higher-level state management agencies on archiving and recordkeeping as prescribed by law;

d) To ensure the publication, use, and confidentiality of statistical information as prescribed by law on statistics and archival laws;

đ) Other responsibilities as prescribed by law.

Chapter III

IMPLEMENTING PROVISIONS

Article 10. Implementation Organization

1. Ministries, ministerial-level agencies, government agencies, state-owned economic groups, People's Committees of provinces and centrally governed cities within their assigned tasks and authorities shall be responsible for organizing and implementing the provisions of this Circular.

2. The Central Party Office shall be responsible for guiding party agencies and political-social organizations to report on statistical work on archiving, recordkeeping, and archival materials in accordance with the Law on Archives, party regulations, and this Circular.

3. The National Archives and Records Administration shall take the lead and coordinate with relevant agencies under the Ministry and other relevant agencies to implement this Circular nationwide.

4. Provincial Departments of Home Affairs shall assist the People's Committees of provinces and centrally governed cities in organizing and implementing this Circular locally.

5. In the course of implementation, if there are difficulties or new issues regarding the statistical reporting system on archiving, recordkeeping, and archival materials, agencies and organizations are advised to send written documents to the Ministry of Home Affairs for review, consensus, and appropriate amendments and supplements.

Article 11. Effective Date

This Circular takes effect from December 1, 2013, and revokes Decision No. 13/2005/QĐ-BNV dated January 6, 2005, issued by the Minister of Home Affairs on the issuance of the basic statistical reporting system on archiving, recordkeeping, and Decision No. 14/2005/QĐ-BNV dated January 6, 2005, issued by the Minister of Home Affairs on the issuance of the consolidated statistical reporting system on archiving and recordkeeping.

Article 12. Responsibility for Implementation

Ministries, ministerial-level agencies, government agencies, People's Committees of provinces and centrally governed cities, and related agencies and individuals are responsible for implementing this Circular./.