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
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 |
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 |
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 |
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 |
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