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

Ho Hieu
09/05/2024

41 minute read

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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.	70 years
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	10 years

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	Permanent
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

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!

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Ho Hieu

Over 12 years of experience on business and management business and is a consultant on business management exposure over 300 CEO, CIO, CFO,...Read more >>>