quy định thời gian lưu trữ hồ sơ

14 specified time records storage, document no. 09/2011/TT-BNV

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Tài liệu xây dựng cơ bản

In the operational process in business always arise many documents, papers and records to support the implementation work. The text should be classified stored in the document repository under the provisions of the law. Article below Lac Viet Computing will help you know the classification group document specified storage time record maximum prescribed and most complete.

1. Classification of records and documents in accordance storage

1.1. The types of records and documents in business

Usually these types of records at the enterprise will be classified into 3 main groups:

– Group 1: the papers internal as: regulations, policies, manuals, work instructions, will form....

– Group 2: the documents arising from the outside, are used in operations of the company, such as technical documents, plans, standard....

– Group 3: The other reference only guide and not compulsory.

1.2. The types of records and documents under the provisions of the law

Theo quy định về records storage tại điều 3, thông tư 09/2011/TT-BNV thì các đơn vị là doanh nghiệp, cơ quan nhà nước, tổ chức chính trị hoặc cơ sở sản xuất – kinh doanh cần phân chia các tài liệu, hồ sơ thành các nhóm như sau để lưu trữ:

– Group 1: materials synthesis, general

– Group 2: documentation of reports, statistics, operational planning

– Group 3: documentation of the organizational structure

– Group 4: document management, hr administration

– Group 5: materials on accounting, auditing, finance

– Group 6: record of items of basic construction

– Group 7: record, invention, science, technology

– Group 8: Lake fear of tender, bid, memorandum of cooperation

– Group 9: record inspector, dispute resolution and complaints

– Groups of 10: a record of emulation and reward

– Group 11: documents on legal

– 12: document management, work

– Group 13: documents and records relating to the professional

– 14 group: documentation of Party or group in the agency business

quy định thời gian lưu trữ hồ sơ

 

2. Regulations on the storage time records and documents

Also according to circular no. 09/2011/TT-BNV accompanied by 14 main document will have the time to preserve certain. This circular is applicable to state agencies, political organizations, political organizations, social organizations, social organizations, socio – professional organizations, economic organizations and units of the people's armed (hereinafter referred to as agencies, organizations).

2.1. Specified storage time record for group 1: materials synthesis

STT Name group records archives Storage time, storage records, documents
1 Text files sent to the agency

– Policies of the Party and laws of The state (profile principles)

– Send to know (renamed agency, change headquarters, to change the sign, notification, signature ...)

Until the text off effect

05 years

2 Construction records, issued modes/rules/guidelines the general problem of the industry, the agency Permanent
3 Record celebrating the major holidays, important events of agency organization Permanent
4 Record the conference summed up the preliminary work of the sector, the agency – of the year – Yet the monthly, quarterly, 6 months Permanent

5 years

5 Plans, reports, annual work

– The agency's grant on

– Of the agencies and subdivisions

– The unit's function

10 years

Permanent

10 years

6 Plans, trip reports, quarterly, 6 months, 9 months

– The agency's grant on

– Of the agencies and subdivisions

– The unit's function

5 years

20 years

5 years

7 Scheduling, reporting, month, week

– The agency's grant on

– Of the agencies and subdivisions

– The unit's function

5 years

10 years

5 years

8 Plan, report on the work of unscheduled 10 years
9 Profile organizations to implement policies of the Party and laws of The state Permanent
10 Organization profile execute mode/regulations/instructions for the general problem of the industry, the agency Permanent
11 Specified storage time profile for the application profile ISO of industry, agency Permanent
12 Documentary about the work of information and propaganda of the agency

– Text direction, program, plan, report year

– Plan, report monthly, quarterly, dispatch exchange

Permanent

10 years

13 Documents on the activities of Leadership (reports, presentations/explanations, answer to question at the National assembly, speech at the big event...) Permanent
14 Set notifications of comments, the conclusion of the meeting 10 years
15 Record minutes of meetings, briefings, handbook work of leadership, agency, office, leadership

– Ministries, ministerial-level agencies and equivalent

– PPC and equivalent

– Agencies and other institutions

Permanent

Permanent

10 years

16 The text exchange about the general problem 10 years

2.2. Specified storage time record for group 2: planning documents

STT Name group records archives Storage time, storage records, documents
1 Scheduling, reporting, planning, plan, statistics

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

Planning documents
2 Text set about planning to send general to the agency (record principle) Until the text off effect
3 Profile construction industry development planning agency Permanent

 

4 Record of the construction scheme, project, program the goal of the industry, the agency approved
5 Records management, organization, implementation of the scheme, project, program the goal of the industry, the agency
6 Profile evaluation and approval, project strategy, project development plan, scheme, project, program the goal of the puzzle
7 Assessment report for implementation of the scheme, strategy, project planning, development, projects, programs, and goals of the objects within the scope of state management

– Summarizing

– Preliminary

Permanent

10 years

8 The text exchange about planning 10 years
Specified storage time records for material planning
9 Text learning about the plan to send the general to the agency (record principle) Until the text off effect
10 Norm development plan economic – social annually

– Issuing agency

– Implementing agency

– Agency to know

Permanent

Permanent

5 years

11 Profile building plan and report on the implementation plan of the sector, the agency

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

12 Plan and report on the implementation plan of the affiliated units

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

13 The profile direction, check the implementation of the plan 20 years
14 Plan report on implementation plan of the objects belonging to the scope management plan

– Annual

– Quarterly, 6 months, 9 months

Permanent

5 years

15 Dispatch exchange on the work plan 10 years
Specified storage time profile for the document statistics
16 The collection of statistics sent to the agency (record principle) Until the text off effect
17 Construction records, issued the text mode/regulations, guidelines on statistics of the industry Permanent
18 Statistical report aggregate, statistical, thematic – Long-term, annual, Quarterly, 6 months, 9 months Permanent

20 years

19 Investigation report basic – synthesis report – report basis, surveys, Permanent

10 years

20 Report analysis and forecast Permanent
21 The text exchange about the statistical investigation 10 years

2.3. Group 3: document organization and personnel

STT Name group records archives Storage time, storage records, documents
1 Text files of the organization, officers sent in to the authorities (record principle) Until the text off effect
2 Construction records, issued the charter of The organization, Regulation of working mode/regulations and guidance on the organization and officers Permanent
3 Plan, report on the work of the organization, staff

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

4 Profile scheme construction industry organizations and agencies Permanent

 

5 Record of the establishment, change the name, function, duties and powers of the organs and units directly under the
6 Record of the consolidation, merger, division, separation, dissolution organs and units directly under the
7 Construction records, issued the standard functions of the position, functions, rather
8 Record of construction and implementation of norms payroll
9 Statistics report list, quantity, quality officers
10 Specified storage time record for record of the planning officers 20 years
11 Record of the appointment, promotion, transfer, staff rotation 70 years
12 A record of the enrolment, grade promotion test, check out transfer quota every year

– Report results, list matriculation

– Profile contest, test, document organization

20 years

5 years

13 Records discipline officers 70 years
14 Record resolution mode (retirement, death, labor accidents and occupational diseases, social insurance, etc.
15 The original records officers and servants Permanent
16 Sổ, phiếu document management cán bộ 70 years
17 Scheduling, reporting, training and retraining of personnel of the sector, the agency Permanent
18 Material management training facilities, vocational training directly under

– Text direction, program, plan, report year

– Plan, report monthly, quarterly, public, office, exchange, document, refer to

Permanent

10 years

19 Organization profile the training officers 10 years
20 Records of the protection of internal politics 20 years
21 Activity profile of the Board For the advancement of women 10 years
22 The text exchange about the organization, staff

quy định thời gian lưu trữ hồ sơ

 

2.4. Specified storage time record for group 4: materials labor and wages

STT Name group records archives Storage time, storage records, documents
1 Text files on wages sent to the agency (record principle) Until the text off effect
2 Construction records, issued the salary scale of the sector and report on the implementation Permanent
3 Construction records, issued the allowances of the sector and report on the implementation
4 Profile raising salaries of officers and servants 20 years
5 The text exchange on wages 10 years

2.5. Specified storage time record for group 5: Financial documents, accounting

STT Name group records archives Storage time, storage records, documents
1 Text learning about finance, accounting send general to the agency (record principle) Until the text off effect
2 Construction records, issued modes/rules about finance, accounting Permanent

 

3 Plan, report on the work of financial accounting – Long term, annual – 6 months, 9 months – Quarter, month Permanent

20 years

5 years

4 Record of the state budget every year of organs and units directly under the Permanent
5 Planning, financial reporting and settlement

– Annual

– Monthly, quarterly, 6 months, 9 months

Permanent

20 years

6 Profile build mode/regulation of prices Permanent
7 Report inventory and revaluation of fixed assets, payment of liabilities 20 years

 

8 Records and documents about the transfer, delivery, disposal of fixed assets

– Housing

– Other assets

Permanent

20 years

9 Specified storage time record for inspection records, financial inspection at the agency and subordinate units

– The incident serious

– Services work other

Permanent

10 years

10 Record audit in the agency and subordinate units

– The incident serious

– Services work other

Permanent

10 years

11 Bookkeeping

– Window aggregate

– Details window

20 years

10 years

12 Accounting vouchers use directly to bookkeeping and financial reporting 10 years
13 Accounting vouchers not used directly to bookkeeping and financial reporting 5 years
14 The text exchange about work, finance, accounting 10 years

2.6. Group 6: construction documents basic

STT Name group records archives Storage time, storage records, documents
1 Text set about building basic submit to the agency (record principle) Until the text off effect
2 Profile building text mode/regulations, instructions about the basic construction of the industry, the agency Permanent
3 Plan, report on the work of investment in basic construction

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

4 Specified storage time profile for profile construction, basic

– Công trình nhóm A, công trình áp dụng các giải pháp mới về kiến trúc, kết cấu, công nghệ, thiết bị, vật liệu, hệ thống quản lý tài liệu cho doanh nghiệp​ mới; công trình xây dựng trong điều kiện địa chất, địa hình đặc biệt công trình được xếp hạng di tích lịch sử văn hóa;

– Works group B, C and major repairs

Permanent

According to longevity works

 

5 Profile small repair works 15 years
6 The text exchange about the basic building 10 years

Tài liệu xây dựng cơ bản

 

2.7. Group 7: materials science and technology

STT Name group records archives Storage time, storage records, documents
1 Text files about the activities of science and technology sent the general to the agency (record principle) Until the text off effect
2 Record of the building regulation of the activities of science and technology of the industry, the agency Permanent
3 Profile conferences, scientific seminars of agency organization Permanent

 

4 Specified storage time record for record programs, research studies science – Level, state – Level ministries – Level base Permanent

20 years

5 years

5 Records activities of The council of scientific disciplines, agencies Permanent
6 Profile programs, research topics science

– State-level

– Level ministries

– Level base

Permanent

Permanent

10 years

7 Profile initiatives, technical innovation, process technology or helpful solution is recognized

– State-level

– Level ministries

– Level base

Permanent

Permanent

10 years

8 Profile construction industry standards Permanent
9 Profile construction, deployment, application of science and technology of the industry, the agency Permanent
10 Scientific reports professional problem by implementing agencies to participate in the scientific conference 20 years
11 Record building and managing the database of the industry, the agency Permanent
12 The text exchange about work in science, technology 10 years

2.8. Specified storage time record for group 8: material of international cooperation

STT Name group records archives Storage time, storage records, documents
1 Text files about international cooperation, send the general to the agency (record principle) Until the text off effect
2 Profile conferences, seminars, international agency Permanent
3 Plan, report on the work of international cooperation

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

 

4 Profile construction programs and projects of international cooperation of industry, agency Permanent
5 Record of establishing partnerships with other agencies, organizations and foreign
6 Profile join member associations, international organizations
7 Record of participation in the activities of associations, international organizations (conferences, seminars, surveys, survey, statistics ...)
8 Record the payment of the annual subscription, contribute to the associations, international organizations
9 Specified storage time record record union out

– Sign the cooperation contract

– Seminars, exhibitions, learning, survey ...

Permanent

20 years

10 Record union into

– Sign the cooperation contract

– Seminars, exhibitions, learning, survey ...

11 Mail, phone, greeting cards of the agencies, organizations and foreign

– Important

– Conventional

12 The text exchange about the international cooperation in the 10 years

2.9. Specified storage time record for group 9: document inspections and settlement of complaints and denunciations

STT Name group records archives Storage time, storage records, documents
1 Text files on inspection and settlement of complaints and denunciations sent to the agency (record principle) Until the text off effect
2 Profile construction, issued regulations/regulations and guidance on inspection and settlement of complaints and denunciations Permanent
3 Scheduling, reporting, inspection work and settle complaints and denunciations

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

 

4 Report on the prevention of corruption

– Annual

– Monthly, quarterly, six months

20 years

5 years

 

5 Record inspections of the incident

– The incident serious

– Services work other

Permanent

15 years

 

6 Specified storage time record for record settlement of the complaints and denunciations

– The incident serious

– Services work other

Permanent

15 years

 

7 Documents on the activities of the organization people's inspection

– Report year

– Other material

Permanent

5 years

8 The text exchange about the inspection, settlement of complaints and denunciations 10 years

2.10. Group 10: material emulation, rewarded

STT Name group records archives Storage time, storage records, documents
1 Text learning about emulation and commendation sent to the agency (record principle) Until the text off effect
2 Construction records, issued statutes/regulations, instructions about emulation and reward Permanent
3 Conference profile emulation of agency organization Permanent
4 The plan, reported the reward

– Long-term, annual,

– 6 months, 9 months

Quarter – month

Permanent

20 years

5 years

 

5 Specified storage time record for record rewarded for individual and

– The prizes of the president and The Prime minister

– The form of reward of ministers, heads of ministerial-level agencies, agencies attached to the government, chairman of the provincial people's COMMITTEE and the equivalent

– The prizes of the head of the agency, the organization

Permanent

20 years

10 years

 

6 Profile rewarded for foreigners Permanent
7 The text exchange about the rewards 10 years

Tài liệu thi đua, khen thưởng

 

2.11. Specified storage time record for the group 11: document legal

STT Name group records archives Storage time, storage records, documents
1 Set the text of the legislation sent to the agency (record principle) Until the text off effect
2 Construction records, issued regulations and guidance about the legal work of the agency in charge Permanent
3 Conference profile legal works, common normative law 10 years

 

4 Plan, report preparations.

– Long-term, annual,

– Monthly, quarterly, 6 months

Permanent

20 years

5 years

 

5 Record appraisal of normative law Permanent
6 Record of the suggestions building normative law of agency other home maintenance 05 years
7 Records of the review of normative law 10 years
8 The text exchange about the legal work 10 years

2.12. Group 12: document administration, public administration department

STT Name group records archives Storage time, storage records, documents
Specified time record storage for documents, administrative office storage
1 Text files of the administrative office storage, send the general to the agency (record principle) Until the text off effect
2 Construction records, issued regulations and guidance administrative work, clerical, storage Permanent
3 Conference profile administrative work, office, clerical, stored by the organization 10 years

 

4 Scheduling, reporting, administrative work, clerical, storage

– Five years

Quarter – month

Permanent

10 years

5 Record made administrative reforms 20 years
6 Record of establishment, issued The category of state secrets of the sector, the agency Permanent
7 Record check, professional guidance, administrative, clerical, storage 20 years
8 Statistical reports, archive and document storage 20 years
9 Profile organizations perform the professional activities archives (collecting, preserving, processing, extraction, use ...) 20 years
10 Records about the management and use of seals 20 years
11 Saved registers walking text of agency – normative laws – directives, decisions, regulations, statutes, instructions – other Text Permanent

20 years

50 years

12 Register text to 20 years
13 The text exchange on administrative, clerical, storage 10 years
Material admin work
14 The text set on the admin work, send the general to the agency (record principle) Until the text off effect
15 Construction records, issued the regulation, the regulation on governance work Permanent
16 Conference profile servants 20 years
17 Profile organizations to implement cultural life work 10 years
18 Records of the national defense militia, of the agency 10 years
19 Specified storage time record for record on the prevention of fire, explosion, disaster... of the agency 10 years
20 Records of the protection headquarters 10 years
21 Records on the use and operation of automotive, machinery and equipment of the agency According to the life expectancy of equipment
22 Books pending utensils, stationery 05 years
23 Record of the medical task of the agency 10 years
24 The text exchange about governance work 10 years

2.13. Group 13: document professional

STT Name group records archives Storage time, storage records, documents
1 Text files, professional service, send the general to the agency (record principle) Until the text off effect
2 Construction records, issued text management professional Permanent
3 Conference profile on professional due to the organization 10 years

 

4 Plan, report on the professional expertise of the agencies and subdivisions

– Annual

– Monthly, quarterly, six months

Permanent

20 years

5 Plan, report on the professional expertise of the objects belonging to the scope management

– Annual

– Monthly, quarterly, six months

Permanent

10 years

6 Specified time record storage for records management, organization and implementation activities professional service

– Text direction, program, plan, report year

– Plan, report monthly, quarterly, dispatch exchange

Permanent

10 years

7 Profile build, manage, and organize the implementation of the target program, project expertise Permanent

 

8 The profile direction points about professional
9 Record check, professional guide service
10 Record resolution of the incident in operations management professional

– The important things

– Services work other

Permanent

20 years

11 Reports, analysis, statistics, thematic Permanent
12 Books management professional 20 years
13 Dispatch exchange of professional expertise 10 years

2.14. Specified storage time record for the group 14: document professional

STT Name group records archives Storage time, storage records, documents
Documents of the Party organization
1 Set text direction and guidance of a Party organization level on the send general to the agency (record principle) Until the text off effect
2 Record conference Permanent
3 Program plan and report on the work

– Summing up the year, tenure

– Monthly, quarterly, 6 months

Permanent

10 years

 

4 Record organization and implementation of the large motor, directives, resolutions of the Central committee and the Party committees Permanent
5 Record of establishment/merging, recognized organization Party Permanent
6 Records of receipt, handing the Party 10 years
7 Record of test operation, monitoring 20 years
8 Record reviews, rating the Party grassroots organizations, Party members 70 years
9 Profile party members 70 years
10 Books (registered Party members, Party free, the record) 20 years
11 The text exchange about the Party 10 years
Material trade unions
12 Set text direction and guidance of the organization union level on the send general to the agency (record principle) Until the text off effect
13 Record conference Permanent
14 Program plan and report on the work

– Summing up the year, tenure

– Monthly, quarterly, 6 months

Permanent

10 years

 

15 Record organization and implementation of the large motor, the implementation of the resolution of trade unions Permanent
16 Documents on organization, personnel, and activities of trade unions Permanent
17 Records officers conference organized annually by the agency 20 years
18 Books 20 years
19 The text exchange about the union 10 years
Document organization youth Union
20 Set text direction and guidance of the organization-level Delegation on the send general to the agency (record principle) Until the text off effect
21 Specified storage time record for the record congress Permanent
22 Program plan and report on the work

– Summing up the year, tenure

– Monthly, quarterly, 6 months

Permanent

10 years

 

23 Record organization and implementation of the large motor, the implementation of the resolution of The Party and state's union, youth Union Permanent
24 Documents on organization, personnel, and activities of the youth Union agency 20 years
25 Books 20 years
26 The text exchange about the Union 10 years

Trong hoạt động hằng ngày của các cơ quan thì có rất nhiều văn bản/tài liệu được tạo ra. Phần lớn được lưu trữ ở dưới dạng bản in (bản cứng) được tổ chức lưu trữ ở các kho lưu trữ hoặc bản mềm (file doc, exel, pdf,..) được lưu trữ tại máy tính của nhân viên. Ngay lúc này, tổ chức cần thay thế phương pháp lưu trữ tài liệu truyền thống bằng phần mềm lưu trữ hồ sơ chuyên nghiệp.

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Hope the article above will help you to details about specified storage time recorddocuments in the agency or organization and your business. I wish you successfully apply!

CONTACT INFORMATION 

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Ho Hieu
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