Circular No. 21/2012/TT-BVHTTDL on criteria and procedures for purging library materials

CIRCULAR

Regulations on criteria and procedures for purging library materials

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Based on the Library Ordinance No. 31/2000/PL-UBTVQH10 dated December 28, 2000;

Based on the Government Decree No. 72/2002/NĐ-CP dated August 6, 2002 detailing the implementation of the Library Ordinance;

Article 1. Other types of artistic performances

At the proposal of the Director of the Library Department;

The Minister of Culture, Sports and Tourism issues this Circular regulating criteria and procedures for purging library materials.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

Article 1. This Circular stipulates criteria and procedures for purging library materials.

Article 2. This Circular applies to types of libraries as specified in Article 16 of the Library Ordinance; agencies, organizations, and individuals related to the activity of purging library materials in Vietnam.

Article 2. Interpretation of Terms

In this Circular, the following terms are understood as follows:

1. Purging library materials means removing from the book storage those materials that are not suitable for the service scope of the library, excess copies, outdated in content, damaged beyond repair, lost during user service, to change their purpose of use or to implement asset liquidation belonging to the library.

2. Materials within the service scope of the library are those materials with content consistent with the functions and tasks of the library, the needs of users that the library is responsible for serving.

Article 3. Purpose, significance, and principles of purging library materials

Clause 1. Purging library materials is one of the regular professional activities carried out periodically to improve the quality of the library's material collection, contributing to reducing the time taken to retrieve materials for users, saving costs for organizing and preserving library materials, and utilizing the value of the materials.

Clause 2. Library materials are eligible for purging if they contain one of the criteria specified in Articles 5, 6, 7, and 8 of this Circular.

Article 4. Time limit for purging library materials

Clause 1. Purging library materials shall be conducted regularly every three years for libraries with up to 300,000 copies and every five years for libraries with more than 300,000 copies.

Clause 2. In special cases, purging library materials may be conducted urgently at the request of the agency or organization directly managing the library.

Chapter II

CRITERIA FOR SELECTING LIBRARY MATERIALS FOR PURGING

Article 5. Criteria regarding content and publication date of materials

Clause 1. Materials with outdated content, no longer having historical, cultural, scientific, or practical value; textbooks, teaching materials, and reference materials used in schools and other educational institutions that have been revised or replaced; expired legal regulations.

Clause 2. Materials valuable in content but not suitable for the service scope of the library.

Clause 3. General science and popular science newspapers and magazines after two years of publication.

Clause 4. Electronic materials that have been replaced by newer versions produced using higher technology.

Clause 5. This criterion does not apply to geographical materials kept in public libraries.

Article 6. Criteria regarding the condition of materials

Clause 1. Materials still valuable in content but damaged, deteriorated during use or due to natural disasters, floods, insect damage, and unable to be restored; except for cultural heritage materials as prescribed by law.

Clause 2. Audio, video, and text recordings damaged, broken during use, and no longer ensuring quality.

Clause 3. Materials lost during user service.

Article 7. Criteria for the number of copies of library materials

The criteria for purging library materials with multiple copies under one title are as follows:

1. For printed books: more than 04 copies/one book title.

2. For printed newspapers and magazines: more than 02 copies/one newspaper or magazine title.

3. This criterion does not apply to materials in school libraries and other educational institutions.

Article 8. Criteria for language of library materials

1. Materials published in minority languages that do not match the characteristics of the local population.

2. Foreign language materials that are not commonly used and which library users have not requested to use within the last five years from the date of the proposed purge.

3. This criterion does not apply to materials retained in the National Library of Vietnam.

Chapter III

PROCEDURE AND PROCEDURES FOR PURGING LIBRARY MATERIALS

Article 9. Procedure for purging library materials

1. Develop a plan for purging library materials and submit it for approval (in accordance with the form prescribed in Appendix No. 01 and No. 02 issued pursuant to this Circular).

2. Implement the purging of library materials in accordance with Article 11 of this Circular.

3. Review the library materials proposed for purging and approve the list and form of disposal of library materials permitted to be purged in accordance with Article 13 of this Circular.

4. Adjust the library asset management ledger and search system in accordance with Article 14 of this Circular.

5. Dispose of library materials permitted to be purged in accordance with Article 15 of this Circular.

6. Retain and preserve the purging records of library materials in accordance with Article 16 of this Circular.

Article 10. Procedures for purging library materials

1. Libraries requesting to purge materials shall directly send or mail one (1) set of the application for purging library materials to the competent authority or organization managing the library.

The application for purging library materials includes:

a) Decision of the competent authority or organization managing the library approving the library's annual work plan, including the task of purging materials. In case of urgent purging, there must be a document from the competent authority or organization managing the library;

b) Petition of the library requesting approval of the purging plan for library materials;

c) Plan for purging library materials.

2. Within three (3) working days from the date of receipt of the application, the competent authority or organization managing the library shall be responsible for examining the completeness and validity of the application. If the application is incomplete or invalid, the competent authority or organization managing the library shall notify the library in writing to amend and supplement.

3. Within ten (10) working days from the date of receipt of a complete and valid application for purging library materials, the competent authority or organization managing the library shall be responsible for reviewing and issuing a decision to approve the plan (in accordance with the form prescribed in Appendix No. 03 issued pursuant to this Circular).

Article 11. Implementation of purging library materials

The purging of library materials shall be carried out as follows:

1. Conduct an inventory of library material assets, marking those materials proposed for purging.

2. Prepare a list and propose the form of disposal for library materials proposed for purging (in accordance with the form prescribed in Appendix No. 04 issued pursuant to this Circular).

3. Remove library materials proposed for purging from storage for review.

Article 12. Library material review board proposes for purification

1. The library material review board (hereinafter referred to as the Board) performs the function of reviewing library materials proposed for purification to advise the direct managing agency or organization to make a decision approving the list of library materials permitted for purification and the method of handling these materials.

2. The head of the direct managing agency or organization has the authority to issue a decision to establish the board (in accordance with the model prescribed in Appendix No. 05 issued under this Circular).

The board is established within the time limit stipulated in Clause 1, Article 4 of this Circular. In special cases, the board may be established urgently at the request of the direct managing agency or organization.

3. Composition of the board:

The board consists of the Chairman of the Board, the Vice-Chairman of the Board representing the leadership of the direct managing agency or organization, members representing libraries with materials proposed for purification, units related to the management of assets directly under the direct managing agency or organization, and persons knowledgeable about the field containing the materials proposed for purification.

4. The board uses the seal of the agency or organization issuing the decision to establish the board to stamp the minutes of the library material review.

Article 13. Reviewing library materials proposed for purification, approving the list and method of handling purified library materials

1. The process of reviewing library materials proposed for purification shall be carried out as follows:

a) Directly examining and evaluating the materials proposed for purification that contain one of the criteria specified in Articles 5, 6, and 8 of this Circular;

b) Examining and evaluating on individual registration books for materials proposed for purification that contain the criteria specified in Article 7 of this Circular;

c) Preparing minutes of the results of the library material review proposed for purification, along with the Board's recommendations on the list of materials eligible for purification and the method of handling these materials (in accordance with the models prescribed in Appendices No. 06a and 06b issued under this Circular).

2. Based on the results of the Board's review, the direct managing agency or organization issues a decision approving the list of materials permitted for purification and the method of handling these materials (in accordance with the models prescribed in Appendices No. 07a and 07b issued under this Circular).

Article 14. Adjusting asset management registers and library search systems

The adjustment of asset management registers and library search systems shall be carried out as follows:

1. Enter the phrase "purified" in the note column of the individual registration book, in the row corresponding to the individual registration number of the material permitted for purification, and the corresponding entries in the database.

2. Erase the individual registration number from the description tag or remove the description tag of the material from the system index (for materials permitted for purification with only one copy).

Article 15. Methods of handling library materials permitted for purification

1. Changing the purpose of use of materials: transferring them to exchange or circulation warehouses for library materials containing criteria specified in Clause 2, Article 5 and Article 7 of this Circular to be given as gifts, exchanged, or circulated among other libraries.

The gift-giving, exchanging, or circulating of materials permitted for purification to other libraries operating on state budget funds must be carried out in accordance with the laws governing the removal of state assets from state agencies or organizations.

2. Liquidating materials containing criteria specified in Clauses 1, 3, and 4 of Article 5 and Article 6 of this Circular.

The liquidation of materials in libraries operating on state budget funds shall be carried out in accordance with the laws governing the liquidation of state assets.

Article 16. Retention and Preservation of Library Material Purging Records

1. The library material purging records must be preserved at the library for a minimum period of five (5) years from the date the materials are purged.

2. The library material purging records include:

a) The documents in the application file for purging library materials as stipulated in points a, b, and c of Clause 1, Article 10 of this Circular;

b) The list of library materials proposed for purging;

c) The decision to establish the Library Material Purging Review Board;

d) The minutes of the results of the review of the proposed library materials for purging;

đ) The decision approving the list of library materials permitted to be purged and the method of handling these materials.

Chapter IV

IMPLEMENTING PROVISIONS

Article 17. Ensuring Library Material Purging

1. Based on the time limit for purging library materials as prescribed in Article 4 of this Circular, the head of the library is responsible for incorporating the library material purging activities into the annual work plan.

2. The expenses for purging library materials are allocated from the state budget for libraries operating with the state budget and from the organization's budget for libraries not operating with the state budget.

The library forecasts the expenses for purging library materials in the budget plan for business operations, and submits it to the competent authority for approval.

Article 18. Implementation Organization

1. The Director of the Library Department shall be responsible for organizing the monitoring, supervision, and inspection of the implementation of this Circular.

2. The head of the agency or organization directly managing the library is responsible for directing the libraries to implement the purging of library materials in accordance with this Circular and other relevant laws.

Article 19. Effective Date

1. This Circular takes effect from April 1, 2013.

2. During implementation, if any issues arise or difficulties occur, agencies, organizations, and individuals should promptly report them to the Ministry of Culture, Sports and Tourism (through the Library Department) for consideration, supplementation, and amendment./.