Circular No. 13/2011/TT-BNV on the retention period for documents formed in the activities of People's Committees of provinces and centrally governed cities.

CIRCULAR

Regulations on the retention period for documents formed in the activities of

Provincial People's Committees and centrally-run city People's Committees

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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;

Based on the Law on Organization of People's Councils and People's Committees 2003;

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;

Pursuant to Circular No. 09/2011/TT-BNV dated June 3, 2011 of the Ministry of Home Affairs stipulating the retention periods for files and documents commonly formed in the activities of agencies and organizations;

Considering the proposal of the Director of the State Archives and Records Management Department;

The Ministry of Home Affairs hereby stipulates the retention period for documents formed in the activities of Provincial People's Committees and centrally-run city People's Committees as follows:

Article 1. Scope and Applicability

This Circular stipulates the retention period for documents formed in the activities of the People's Committee (hereinafter referred to as "People's Committee") of provinces and centrally-run cities.

Article 2. Interpretation of Terms

1. Retention period for documents: Is the necessary time required to keep records and documents from the year the work ends.

2. Retention period table for documents: Is a systematic statistical table listing groups of records and documents of sectors, agencies, and organizations along with their retention periods.

Article 3. Stipulation of retention periods

1. The retention period for records and documents is calculated from the year the work ends.

2. The retention period for each record is determined based on the highest value document within the record.

3. The retention period for records and documents formed in the activities of provincial People's Committees shall not be lower than the retention period specified in the Retention Period Table for Documents Formed in the Activities of Provincial People's Committees and Centrally-Run City People's Committees and the retention periods specified in the specialized Retention Period Tables issued by central ministries and sectors.

4. Levels of retention periods

- Records and documents retained permanently include the following groups:

+ Documents of central agencies, Provincial Party Committees, and Provincial People's Councils directly guiding issues within the functions and tasks of the provincial People's Committee;

+ Records for drafting and issuing normative legal documents;

+ Records and documents for implementing directives of the Party and normative legal documents of the State, enforcing resolutions of the Provincial People's Council;

+ Annual reports, programs, and plans of work of the provincial People's Committee;

+ Records and documents regarding serious inspections and audits;

+ Records and documents resolving typical issues within the functions and state management of the provincial People's Committee in various fields;

+ Meeting records and annual summaries;

+ Other historical significance documents.

- Records and documents with a fixed retention period include the following groups:

+ Records and documents with a minimum retention period of 20 years, including specific work records that are significant for long-term information retrieval and use;

+ Documents belonging to groups with a minimum retention period of 5, 10 years, including specific issue resolution documents, non-recurring and long-term nature, used for comparison, reference, and information retrieval;

+ Documents belonging to groups with a retention period under 5 years, including seal and signature notification documents sent to the provincial People's Committee; daily reports; weekly and daily work schedules of the provincial People's Committee; meeting invitations; admission notices; internal document transfer registers; research and reference materials used during the process of handling work...

Article 4. Table of Retention Periods for Documents

The Table of Retention Periods for Documents issued together with this Circular includes the following fields:

1. General

2. Economy

3. Agriculture, Forestry, Fishery, Salt Industry - Aquatic Products - Water Resources

4. Industry - Small-scale Handicraft Industry

5. Transportation

6. Construction, Management and Urban Development

7. Trade - Services - Tourism

8. Education - Training

9. Culture - Information - Physical Education and Sports

10. Health - Social Affairs

11. Science and Technology - Natural Resources and Environment

12. National Defense - Security - Public Order and Social Safety

13. Ethnic Groups and Religion

14. Law Enforcement

15. Building State Administration and Territorial Management

16. Documents of the Provincial People's Committee Office.

Article 5. Procedure for Arranging File Groups and Documents within Each Field of Activity of the Provinces' and Central City People's Committees

1. General Directive Documents from the Central Government and the Province;

2. Direct Directive Documents from the Central Government and the Province;

3. Programs, Plans, Reports of the Province;

4. Case Files;

5. Conference Summary Files;

6. Exchange Correspondence.

Article 6. Effectiveness

This Circular takes effect 45 days from the date of signature.

Article 7. Implementation Organization

1. The People's Committees of the provinces and centrally governed cities are responsible for implementing this Circular.

2. The People's Committees of the districts, towns, urban districts, and centrally governed cities under the provinces shall base on this Circular to develop the Table of Retention Periods for Documents generated in the activities of the district-level People's Committees.