Provisions on the destruction of valueless documents in the archival work of the Ministry of Transportation of Vietnam

Circular 74: Provisions on the destruction of valueless documents in the archival work of the Ministry of Transportation of Vietnam (Illustrative Image)

Article 9 of Circular 74/2014/TT-BGTVT stipulates the destruction of archival documents in Vietnam as follows:

1. Authority to decide on the destruction of valueless documents:

- The Minister of Transport decides on the destruction of valueless records and documents at the Ministry’s Archive.

- The head of the agency/unit decides on the destruction of valueless records and documents at the agency/unit under their management.

2. Procedures for deciding on the destruction of valueless documents:

- Based on the proposal of the Document Value Assessment Council, the Minister of Transport requests the National Archives and Records Administration to appraise the valueless documents that need to be destroyed for the records and documents at the Ministry’s Archive. The head of the agency/unit requests the superior administrative archives to appraise the valueless documents that need to be destroyed for their agency/unit.

Based on the appraisal opinions of the Document Value Assessment Council and the opinions of the appraising authority, the competent person specified in Clause 1 of this Article decides on the destruction of valueless documents.

3. The destruction of valueless documents must ensure the complete destruction of information in the documents and must be documented.

4. The dossier for destroying valueless documents includes:

- Decision to establish the Document Value Assessment Council;

- List of valueless records and documents following the template specified in Annex IV issued with this Circular;

- Proposal and explanation for the valueless documents;

- Minutes of the Document Value Assessment Council meeting;

- Written request for appraisal and opinions from the agency/unit with valueless documents;

- Appraisal documents and opinions from the competent authority;

- Decision to destroy valueless documents;

- Handover minutes of documents for destruction;

- Minutes of the destruction of valueless documents according to the template specified in Annex V issued with this Circular.

5. The dossier for destroying valueless documents must be preserved at the agency/unit with the destroyed documents for at least 20 years from the date of destruction.

More details can be found in Circular 74/2014/TT-BGTVT effective from February 15, 2015.

Thuy Tram

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