Circular No. 15/2011/TT-BNV on economic and technical norms for the hygiene of document storage warehouses and paper-based archival documents

CIRCULAR

Regulations on economic and technical norms for document storage warehouse sanitation and paper-based archival document sanitation

and Paper-based archival document sanitation

  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;

  The Ministry of Home Affairs hereby promulgates the economic and technical norms for document storage warehouse sanitation and paper-based archival document sanitation as follows:

Article 1. Scope and Applicability

These Circular stipulates the economic and technical norms for document storage warehouse sanitation and paper-based archival document sanitation to be applied at state agencies, social organizations, socio-professional organizations, economic organizations, and units of the People's Armed Forces (hereinafter referred to collectively as agencies and organizations).

Article 2. Interpretation of Terms

1. Economic and technical norms for document storage warehouse sanitation

a) The economic and technical norms for document storage warehouse sanitation include detailed labor norms for warehouse sanitation and material, tool, and equipment norms for serving warehouse sanitation.

b) Detailed labor norms for document storage warehouse sanitation are the labor time consumed for sanitation, calculated as the sum of direct labor norms, service labor norms, and management labor norms.

- Direct labor norm (T­_cn) is the total direct labor time spent on performing the steps of the sanitation process; 

- Service labor norm (T_pv) is the total labor time spent on service work for sanitation such as checking equipment and cleaning tools, cleaning the workplace, etc., calculated as 1% of the direct labor time: 

(T_pv) = (T­_cn) x 1%; 

- Management labor norm (T_ql) is the total labor time spent on managing the sanitation process, calculated as 3% of the direct and service labor times:

(T_ql) = (T­_cn + T_pv) x 3%.

c) Unit of measurement: 01m² warehouse (document storage warehouse within specialized archives) includes: 01m² floor + 01m² ceiling + 2,82m² wall + 1,35m² corridor wall + 0,084m² pillar + 0,02m² emergency exit door + 0,008m² shutter door + 0,08m² entrance door + 0,045m² window + 0,1 lighting equipment + 0,04 security equipment + 0,03 air conditioning unit + 0,01 dehumidifier + 0,01 exhaust fan + 0,04 fire alarm equipment + 0,02 fire extinguishing equipment + 0,72 document shelf + 28,8 document boxes (equivalent to 3,6 meters of document shelves).

d) Specialized document storage warehouse (warehouse designed with corridors and two layers of walls around, environmental requirements inside the warehouse and document protection equipment according to point i and point k, Clause 1, Section II of Circular No. 09/2007/TT-BNV dated November 26, 2007 of the Ministry of Home Affairs guiding specialized archives), complexity factor (k) is 1,0; labor norm is 1,261 hours/m² warehouse.

e) Ordinary warehouse (document storage warehouse designed with one layer of walls around, windows and doors made of wood or glass, equipped with document preservation equipment such as: local air conditioner, dehumidifier, exhaust fan, lighting equipment, fire alarm equipment, fire extinguishing equipment, shelves, boxes for storing documents), complexity factor (k) is 1,2; labor norm is 1,513 hours/m² warehouse.

f) Temporary warehouse (office space utilized for storing documents for a certain period, not fully enclosed, equipped with document preservation equipment such as: local air conditioner, ceiling fan, exhaust fan, lighting equipment, shelves, boxes for storing documents), complexity factor (k) is 1,5; labor norm (hours) is 1,891 hours/m² warehouse.

2. Economic and technical norms for paper-based archival document sanitation

a) The economic and technical norms for paper-based archival document sanitation include labor norms for paper-based archival document sanitation and material, tool, and equipment norms for serving paper-based archival document sanitation;

b) Labor norms for paper-based archival document sanitation are the labor time consumed for sanitation, calculated as the sum of direct labor norms, service labor norms, and management labor norms.

- Direct labor norm (T­_cn) is the total direct labor time spent on performing the steps of the paper-based archival document sanitation process;

- Service labor norm (T_pv) is the total labor time spent on service work for paper-based archival document sanitation such as providing working conditions for paper-based archival document sanitation, handing over documents requiring sanitation, cleaning the workplace, etc., calculated as 1% of the direct labor time: 

(T_pv) = (T­_cn) x 1%; 

- Management labor norm (T_ql) is the total labor time spent on managing the paper-based archival document sanitation process, calculated as 3% of the direct and service labor times: 

(T_ql) = (T­_cn + T_pv) x 3%

c) Unit of measurement: meter of document shelf. A meter of document shelf is the length of 01 meter of documents standing upright and closely arranged on the storage shelf, which can be converted into 10 pairs (boxes, bundles) of documents, each pair (box, bundle) having a thickness of 10cm.

d) Paper-based archival documents are all documents containing information recorded on various types of paper including: mulberry paper, polylaminate paper, Ronéo paper, carbon paper, maps, and other types of paper.

Article 3. Economic and technical standards for cleaning storage document preservation warehouses

1. Detailed labor quota for cleaning 1m of storage document preservation warehouse (coefficient k is 1.0) as specified in Appendix I attached hereto.² storage facility for archival documents (coefficient k is 1.0) as specified in Appendix I attached hereto.

2. Material, tools, and equipment quota for serving the cleaning of 1m of storage document preservation warehouse as specified in Appendix II attached hereto. The material, tools, and equipment quota for serving cleaning is calculated based on a cleaning cycle of 6 months/per time.² storage facility for archival documents as specified in Appendix II attached hereto. The standard for supplies, tools, and equipment for cleaning purposes is calculated on a cycle of 6 months per occurrence.

Article 4. Economic and technical standards for cleaning paper-based archival documents

1. Detailed labor quota for cleaning 1 meter shelf of paper-based archival documents as specified in Appendix III attached hereto.

2. Material, tools, and equipment quota for serving the cleaning of 1 meter shelf of paper-based archival documents as specified in Appendix IV attached hereto. The material, tools, and equipment quota for serving cleaning is calculated based on a cleaning cycle of 10 years/per time.

State-owned enterprises that have been assigned by the Ministry of Agriculture and Rural Development to conduct offshore wind power project surveys before the effective date of this Circular shall continue to implement according to the assigned documents; any new matters arising after the effective date of this Circular shall be implemented in accordance with the provisions of this Circular.

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

During implementation, if any difficulties arise, it is recommended that agencies and organizations promptly report to the Ministry of Home Affairs for research, amendment, and supplementation to ensure appropriateness./.