Circular No. 27/2016/TT-BGDĐT stipulates the retention period for professional technical documents of the Education sector.

MINISTRY OF EDUCATION AND TRAINING     Number: 27/2016/TT-BGDĐT

SOCIALIST REPUBLIC OF VIETNAM Independence - Freedom - Happiness     Hanoi, December 30, 2016

CIRCULAR

Regulations on the retention period for professional technical documents of the Education sector

    Pursuant to the Education Law dated June 14, 2005 and the Law amending and supplementing certain articles of the Education Law dated November 25, 2009;

Pursuant to the Law on Archives dated November 11, 2011;

          Pursuant to Decree No. 32/2008/NĐ-CP dated March 19, 2008 of the Government stipulating the functions, tasks, and organizational structure of the Ministry of Education and Training;

Decree No. Decree No. 01/2013/NĐ-CP dated January 3, 2013 of the Government detailing the implementation of certain provisions of the Law on Archives; thực hiện một số After receiving the unified opinion of the Ministry of Home Affairs in Circular No. 5434/BNV-VTLTNN dated November 18, 2016 regarding comments on the draft Circular on the retention period for files and documents;

The Minister of Education and Training hereby promulgates this Circular regulating the retention period for professional technical documents of the Education sector. 1. Scope of regulation and applicable subjects

          At the proposal of the Director of the Office,

This Circular regulates the retention period for professional technical documents of the Education sector.

          Article This Circular applies to units under the Ministry of Education and Training; departments of education and training, education and training divisions; preschool education institutions, general education institutions, regular education institutions, teacher training colleges, college of education, universities, universities, academies, other educational institutions, and related organizations and individuals (hereinafter referred to collectively as agencies and units).

Professional technical documents of the Education sector

1. Professional technical documents of the Education sector are information carriers formed during the process of handling work to serve the professional technical activities related to education and training of agencies and units.

          Article 2. Professional technical documents of the Education sector include paper documents; films, photographs; video tapes, video discs, audio tapes, audio discs; electronic documents and other information carriers.

2. Professional technical file of the Education sector is a collection of professional technical documents of the Education sector that are related to each other concerning a specific issue, event, object, or have common characteristics.

Article

3. Groups and retention periods for professional technical documents of the Education sector

1. Groups of professional technical documents of the Education sector include: Group I. General documents on education and training

Group II. Preschool education documents organize credit institutions, foreign bank branches are responsible for organizing the implementation of this Circular.Group III. General education documents

Group IV. Regular education documents

Group V. Teacher training college, college of education; university, master's, doctoral training; scientific research documents

Group VI. National defense and security education documents

Group VII. Ethnic education documents

Group VIII. Quality assurance in education documents

Group IX. Diploma and certificate documents

Group X. Tuition fees, scholarships, student support policy documents

Group XI. Student and trainee affairs documents

Group XII. Overseas training documents

Group XIII. Teacher and educational institution management staff affairs documents

Group XIV. Educational infrastructure, school equipment, children's toys documents

Group XV. Information technology in education management, teaching, and learning documents

The retention period for professional technical files and documents of the Education sector is the necessary time required to retain files and documents from the year the work ends. The retention period for files and documents includes two levels as follows:

a) Permanent retention: Files and documents at this level are retained until the documents deteriorate and cannot be restored;

b) Time-limited retention: Files and documents at this level are retained for a specific number of years or a definite period of time.

          2. The retention periods for groups of professional technical files and documents of the Education sector are specified in detail in the accompanying Retention Period Table of this Circular.

4. Using the Retention Period Table for professional technical documents of the Education sector

1. Documents specified in the Retention Period Table include original copies, true copies, or legal copies in cases where original copies or true copies are no longer available.

2. The determined retention period for each specific file and document of agencies and units must not be lower than the level prescribed in the Retention Period Table.

1. Groups of professional technical documents of the Education sector include: 3. When selecting documents to submit to Historical Archives, agencies and units must consider the completeness of the group (archive) of documents, while also paying attention to historical stages and periods to potentially extend the retention period of documents beyond the prescribed level.

4. For files and documents that have exceeded their retention period, the Value Determination Council of agencies and units shall review and assess to destroy them according to the law or extend their retention period further.

2. The level of determining the retention period for each specific file or document of the agency or unit shall not be lower than the level prescribed in the Retention Period Table.

3. When selecting documents to submit to the Historical Archives, the agency or unit must consider the completeness of the collection (archive) of documents, while also paying attention to historical periods and time points to potentially increase the retention period of the documents above the prescribed level.

4. For files and documents that have exceeded their retention period, the Appraisal Committee of the agency or unit shall review and evaluate to destroy them according to the provisions of the law or extend the retention period further.

5. For files and documents not specified in the Preservation Period Table, the agency or unit may apply the preservation period level of the corresponding file and document group in the Table to determine the preservation period.

          Article 5. Effectiveness and responsibility for implementation

          1. This Circular takes effect from February 15, 2017.

2. The Director of the Office, the Head of the Planning and Finance Department, Heads of units under the Ministry; Directors of universities and academies; Rectors of university institutions, teacher training colleges, secondary teacher training schools; Directors of departments of education and training shall be responsible for organizing the implementation of this Circular.