UY BAN NHAN DANTHANH PHO NAM DINH

S6: )f60 /UBND-NCV~viec l~pdanh muc h6 sa, I~ph6 sava giao n9P h6 sa, tai lieu vao luu trfr

co quan nam 2019

CONG HoA XA HOI CHU NGHiA VIET NAM. . .DQc l~p - Tt.r do - H~nh phuc

TP.Nam Dinh, ngay)f thang 4 ndm 2019

Kinh giri: Thu tnrong cac Phong, ban chuyen monthuoc UBND thanh ph6 Nam Dinh.

Thuc hien Cong van s6 373/SNV-CCVTLT ngay 6/4/2018 cua So'NQi vu

tinh Nam Dinh v~ viec huang dfrn l~p danh muc h6 So'; l~p h6 So' va giao nop h6

So', tai lieu vao LUll trtt Co' quan. D6 nang cao ch~t luong, hieu qua cua cong tac

van thu, luu trfr tai cac Co' quan, dan vi, UBND thanh ph6 Nam Dinh yeu cau:

1. Thu tnrong cac phong, ban chuyen mon thuoc UBND Thanh ph6 quan

triet, trien khai thuc hien nghiem tuc viec l~p Danh muc h6 So'; l~p h6 So' va giao

nop h6 so, tai lieu vao hru tru Co' quan toi can bo, cong chuc; bao cao danh m\lc

h6 So' cua Co' quan, dan vi minh (theo mfru s6 1- Cong van s6 373/SNV-CCVTLT)

v~UBND Thanh ph6 (qua phong NQiV\l) -truCrcngay 24/4/2019.,

2. Giao Phong NQi V\l thanh ph6 don d6c, huang d~n cac Co' quan, dan vi

thvc hi~n vi~c l~p Danh m\lc h6 So', l~p h6 So' va giao nQPh6 So', tai li~u vao Luu

tru Co' quan nam 2019.

Trong qua trinh tri~n khai thvc hi~n, nau co kho khan, vuang m~c, d~ nghi

cac Co' quan, dan vi phan anh,v~ Phong NQiV\l d6 t6ng hqp bao cao UBND Thanh

ph6 xem xet gifti quy~t./~-No'; nh~n:Il~- Nhu' kfnh gt:ri;- Lu'u VT, PNV.

UBND TiNH NAM BumSO NOIVl)

s63!3/SNV - CCVTLT

CQNG HoA xA HQI CUU NGHiA VI~T NAMDQc I~p - T\f do - Hlilnh phuc

Nam Djnh, ngay tl,G thang f nam 2018

V/v hirong d§.n l?tpDanh muc h6 so;l~p h6 SO' va giao nQph6 SO', tai li~u

vao Luu tru co quan

Kinh gui:. _Cac sa, ban, nganh;_UBND cac huy~n, thanh ph6 Nam Dinh;_Cac co' quan, don vi thucc ngu6n nop hru VaGLuutrfr lich su tinh.

, Can cir Lu~t Luu tru ngay 11/1112011; Nghi dinh 110/2004fNf)-CP ngay08/04/2004 cua Chinh phu vS cong tac Van thir; Thong tu 07/2012JTI-BNVngay 22/11/2012 cua BQ NQi vu vS Hu6ng dan quan 1y van ban, lap h6 so vanop hru h6 so, tai lieu VaGLuu tnT co quan; Thong tu s6 04/TI- BNV 16/4/2013v~ Huang d§.nxay dung Quy eh~ cong tac van thu, luu tru cua co quan, t6 chirc;

Thvc hi~n Chi thi s6 35/CT-TTg ngay 07/9/2017 cua Thli tUOng Chinh'P1:iu;'{;hi,thi:,s615/qT:~lJBNJ) ngay 12/12/2017 vS vi~c eh~n ehinh cong tae l~pho so va giao riQPh6 so, tai l1~uvao Lmi tnr co quan, Luu tru l!ch SUo

SaN~iV\l huang dftn vi~e l~pDanh ffi\lCh6 so, l~p h6 sa va giao nQp h6sa, tai li~u vao LUll tm co quan, v6i cac llc)idung CI,lth~ nhu sau: '

1. TRAeR NHI~M flOI Y01 VI~C L~P DANR Ml)C HO sa, L~P HOsoyANQP LUlJHO so,TA.ILI~U VAOLUU TRU co QUAN

1. Tnlch nhi~m ella ngU'o'i dU'ng d~u co' quart: Chi d~o tlwc hi~n congtac l~p Danh ffi\lCh6 so, I~p h6 so va giao nc)p h6 sa, tai 1i~u VaGLuu tm caquan d~n cac cong chue, vien chuc thuQc ph~m vi quan 1Y·

2. Tritch nhi~m ella Chanh Van phong ho~c Trrr&ng phong H~lllh

chinh - T6ng hgp:_T6 chuc thl)'ohi~n vi~e l~p h6 sa va l1QPluu h6 sa; tai li~u VaGluu tm t~i

co quan, t6 eh(Ie minh. C\l th~:+ Chi d;;tovi~e xay dvng va trinh nguai dung 4~u ban hanh Danh m~lCh6

sa eua cO'quan, t6 chue;+ Chi d'.l0 vi~c huang dRn, ki~m tra vi~c l~p h6 sa va nQp luu h6 sa, tai

li~u vao Luu trfr ea quan._ Tham muu eho ~guai d(mg d~u ca quan, t6 chuc trong vi~c chi d~o,

ki~m tra, huang dan vi~e l~p h6 sa va l1QPluu h6 sa, tai li~u vao luu tru d6i v6i

cac ca quan, t6 chuc c~p duai.

3. Trach nhi~m ciia ngU'O'idung d~u cac dan vi true thuQc trong CO'

quan_ Phan cong trach nhiem cho cac ca nhan trong don vi l~p h6 sa vS nhirng

viec rna dan vi duoc giao chu tri giai quyet._ T6 clnrc tiSp nhan h6 sa cua ca nhan sau khi cong viec giai quyet xong

va quan ly h6 sa cua dan vi khi chua d§n han nQP hru VaGLuu trtr co quan._T6 chirc lua chon va n9P 11mh6 So', tai li~u co gia tri vao Liru tnr co

quan thea dung thai han quy dinh.4. Trach nhi~m ciia cong clnrc, vien chirc trong CO' quaIl._ Trong qua trinh thea doi, giai quyet cong viec, m6i ca nhan phai l?p h6

sa vS cong viec d6 va n9P hru h6 So', tai lieu VaGLuu trll' ca quan thea huongd~n tai Cong van nay.

Ngoai viec l~p h6 So' cong vi~c, cfin l~p h6 So' nguyen t~c lam din clI giaiquy§t cong vi~c h~ng ngay.

_Truang hqp dan vi, ca nhan c6 nhu cfiu giu l~i h6 So', tai li~u dil dSn hC';lnnQP lUll d@ph\1c V\l cong vi~c thl phai dugc nguai dUng d~u Co' quan, t6 chucd6ng. y va phi'ti l~p Danh rn\lc h6 sa, tai li~u gift l~i gui cho Luu trll' Co' quan.Thai h~n' giu l~i h6 So', tai li~u cua dan vi, ca nhan khong qua 'hai nam, k@tll'ngay dSn h~ n9P luu.

_ Truang hqp nghi huu, thoi vi~c hay chuy6n cong tac 'khao thi phai bangiao h6 So', tai li~u cho dan vi hay nguai kS nhi~m. H6 So', t~tili~ll ban giao phaidugc, th6ng .ke va l~p bien ban giao nh~.

5. Trach nhi~m ciia Vi)n tInf do'n vi:

_ Cu6i m6i nam kiSm tra tlnh hinh l~p h6 So' cua cac ca nhan trong dan v!,xac dinh cac h6 So' dil kSt thuc, hu6ng d~n hoan chinh h6 So' d@n9P lUll.

_Th6ng ke h6 So', tai li~u giao n9P VaGM\lc l\lc h6 So', tai li~u nQP luu.

_Ban giao h6 So', tai li~u cho LUll trfr Co' quan.

6. Trach nhi~m ciia Van thlf CO' quan:_ Xay d\Illg Danh m\lc h6 So' cua Co' quan, t6 chuc._ D~u nam, Van thu sao gui Danh m\lc h6 So' cho cae dan vi, c¬ mbQ,

cong chuc, vien chuc lam can cu l~p h6 sa. Tren Co' sa Danh m\lc h6 So', Van thuchu§n bi bia h6 So' giao cho .don vi ho~c ca. nhan c6 trach nhi~m l~p h6 sa. (Biah6 So' luu tm, h9P bao quan tai li~u, gia bao quan dugc thiSt kS va in thea Tieuchu&n qu6c gia dugc cong b6 t~i QuySt dinh s6 1687/QD-KHCN ngay23/7/2012 eua B9 Khoa h9C va Cong ngh~ ve vi~c cong b6 Tieu chu~n qu5c gianhu sau: TCVN 9251 :2012 - Bia h6 So' lUll trfr; TCVN 9252:2012 - H9P bioquan tii li~u luu tm; TCVN 9253:2012 - Gia baa qmin tai li~u).

2

_Ph6i hop vai Liru tru CO'quan hu6ng dful nghiep vu, don d6c, kiem tra

viec 1~ph6 satrongcO' quan,7. Trach nhi~m ciia Liru trir CO' quan_Giup nguoi dUng d~uCO'quan, t6 chirc huang dfu1viec l?p h6 so va nop

liru h6 so, thlli~u._TiSp nh~, hoan chinh va s&p x~ph6 So', tai 1i~u+ TiSp nhfm h6 So', taili~u ua d~nh~n nQphru tir cao dan vi, ca nhan va

l~pBien ban giao nh~n h6 so';tai li~u.Truong hop phat hien thieu h6 soth] yeuc~udan vi, cclnhan b6 sung ho~cbao cao nguai c6 th~m quyen giai quyet.

+Roan chinh h6 SO'va'l?P Muc luc h6 So'

_Hoan dihih h6sa baog6m: vih bia thea m~u (chinh sua cac thong tintren bla h6 s:}n~u c~n), datih s6 ta~ortg h6 sa. £)6i voi h6 sa c6 thoi,h~n baoquanvTnhvien phai viet ChUngtu ket thuc va bien ID\lCvan ban trong ho sa.

_L?,pM\lc l\lc h6 So' bao quan VInhvi~n rieng va h6 sa bao quan eo thai

h~nrieng.+ S&px~p h6 So', tai~li~uVaGhQp(c~p),ghi va dan nhan h9P, dua len gia..,Giao n9P di li~u lUll trU co gia tf! bao quan vmh vi@nthuQcD,;mhmve

tai li~u n9P htu vao Lrru tru lichsu; t6 chuc huy tai li~u h€t gia tri thea quy€tdinh cua l1g\Iaidung d§.uca quan, t6 chuc.

>f' . 'I" I':h"'(t':~!'jt;'l;.~:iJj~l'Ml)C;RO[Sa ",1.Tic dv.ng ·ciia Yi~c l~p Danb my,c b6 SO'

~.Quan 1y d.c ho~t d9ng cU,aCO' quanva ca nh§.nthong qua h~ th6ng h6 soco trong danh in\lc h6 sa; . .

_Giup cho Co'quan chu aQngtrong vi~c t6 chuc l~p h6 So' va quan ly h6sa, Hli li~utrong giai do~ van thu duqc ch~tche va khoa 1190;

_La can cu dS kiSm tra, don d6c vi~c l?p h6 So' t~i cac dan vi, ca nhfm;gop,ph~nnang eao y thuc vatrach nhi?m cpa m6i ca nhan trong ca quan d6i voivi~c'l~ph6 sava chu§.nbi n9P lUll h6 sa, tai ii~uVaGLUlltrfr Co' quan;

_La can cuJl,Ia chQntai li~u e6 gia tT!dSlUlltru va ph\lCV\lS11 d\mg.

2. Can cfrl~p D.anh·ml}c h6 sO' ._ Cae van bfm quy dinh v~ chua nang, nhi~m V\l, quy~n h~n, ca c~u t6

. chile; quy ch~lam vi~c cua ca quan va ca.c dan vi trongca qu~m;_ Cae van ban v~ phan cong nhi~ri1V\l cua lanh d~o quan 1y, Clla can b9

cong chue, vien chilc trong Co'quan;_Quy ch~ cong tac van thu, lUll tm eua ca quan;_K~ho~ch, nhi~mV\l cong tac hang nam eua co quan va m6i ca nhan;_Danh ffi\lC h6 So' ouanhtrngnam truoc ( n~u c6);

3

_Bang thai han bao quan thlli~U'va Muc luc h6 so cua co quan (nSu co).

3. NQi dung l~p Danb m1}cb8 so': Danh muc h6 so (MJu 1 kern thea)

a) Xay dung khung de muc cua Danh rnuc h6 so_Khung de muc euaDanh;m\lC h6 so dugc'xay dung thee co c~u t6 chirc

hoac thea Iinh vue hoat dQng cua co quan. Can eu tinh hinh thuc t~ cua m6i coquan d~ chon khung dS muc Danh muc h6 so eho phu hop, bao dam viec l~p h6sa duoc d~y du chinh xac va thuan ti~n. Nhfrng co quan co co e~u t6 chirc 6ndinh, chuc nang, nhiem vu cua cac dan vi duoc phan dinh ro rang thi ap dungkhung d~muc DaM muc h6 so theo co c~u t6' clnrc. Nhfrng co quan co co c~u t6chuc phuc t~p, khong 6n dinh, khong ro rang thi xay dgng khung d~ m\1cDanhlU\1Ch6 so thee linh V\ICho~t dQng.

_N~u theo ccrc~ut6 chuc thi'l~y ten cac dan vi·trong co quan lam d~ nwclOn; trong tung d~ m\lc 100 bao gbm cae d~ m\lc nha 1a cae v~n de thuQCchuc

nang, nhi~m V\1cua dan vi;_NSu thee ITnhV\ICho~t dQngthl lfiy ten cac linh vvc ho~t d<$ngchu ySu

clh ca quan lam d~ m\lc 100; trongtirng d~ m\lc 100 bao g6m cac d~ m\le nhe) 1acac v§n d~ trong ph~m vi m9t linh V\IChoc;ttd9ng;, _ Trong.m6i d6 ~\lc nh6,~:cac h? sO' dugc ;s~p x:~pthee trinh tv tu chung

den rieng, tu tong hgp den Cl,l. the, co ket hqp yi tri va tam quan tr<;>ng~cuah6 sa.

Vi dv: 1.Van phong sa1. Tai li~u vS cong t~c harth chInn t6nghgp

~. Tal li~u vS cong tac.fhi dua khen thuang

3 .b) Xac dinh nhfrng h6 so:\9§.nl~p, dV ki€n tieu d~ h6 so va dan vi ha~c

nguai l~p , '_Xac dinh nhUng h6 sa,can; l~p.trong nam, dan vi ho~c ca nhan chiu trach

nhi~m l~p h6 sa d\Ia tren cae ,can c11 l~p Danh m\lC h6 sa, d~c bi~t 1a chuangtrinh k~ hoc;tchva rilli~m V\l cong tae Iiam cua ca quan va eua cae dan vi trvcthuQc, nhi~m V\l va cong vi~c c,=nh~eua tUng canhan trong dan vi;

_Ban vi, ca nhan dugc giao nhi~m V\l thee doi, giai quy~t cong vi~c nao(ho~c chu tri giai ql1y~tn~u co,nhieu dan V!;nhi@unguai tham gia) thi co trach

nhi~tn l~p h6 sa v8cong vi~cd6._Tieu de h6 sa c~n ngful gQn ro rang nhung phai phan :inh khtli quat dugc

n9i dung eua cac van ban, tai li~u se hinh thanh trong qua trinh thea doi, giaiquySt cong vi~c. Cac ySu t6 thong tin co ban cua tieU de h6 ,sa tbuang bao g6m:Ten loc;tivan ban, ten tac gia van ban, nQi dung, dia di~m, thai gian. Tr~t tv caey~ut6 ~6ng;tin.tren,co th~thar dil~tuy thea tung lo~ihe,so; cac tie:, d~h6 s?trong moi de m\lc can duQ'c sap xep theo trinh t\I tu nhfmg tieu de ho sa venhfrng cong vi~c chung mang tinh t6ng hgp' d~n nhUng tieu d@h6 sa v@cae cong

vi~c C\lth~. 4

c) DV 'ki~n thai han bao quan cua h6 sa_ThaLh~ pao quan cua 116sa duoc ghi thea Bang thai han bao quan tai

lieu hlnh 1hanh ph6 biSn trong hoat d9ng cua cac co quan; Bang thai han baoquan tai li~u chpyen rigarih va Baug, thai han bao quan tai lieu cua co quan, dia

phuong (nSu c6)._H6 so co th~ diroc xac dinh c6 thoi' han bao quan vinh vign hoac bao

quan trong thai .gian nh~t dinh;tinh b~ng s61u<;rrigriam cu th~.,

d) Danh s6, kY hieu c~cd~muc va h6 sa '_Cac d~ Irwc100 dugc'danh s61ieh tl,lc'hfulg chir s6 La Mil;_Cac d~ muc nho (nSu c6) trong d~ muc 100 dugo danh s6 rieng bang chtr

s6 A rap;_se, ky'hWu cua h6 sa'bao g6m s6 thu tv dugc danh b~ng chu s6 A r~p

va k:Y hi~u h~ng dic chi! viSt t~t eua d~ rovc 100. Chi! viSt t~t eua d~ nwc Iantrong Danh ffi\le h6 SO' do co quan quy dinh rihung e~n ng~n gon, d~ hi~u, dS

nlio;Vi~c danh s6 h6 so c6 th@ap d\mg m9t trong hai cach sau:+ S6 h6 sa dugo danh lien 1'1:1C trong toan danh five, b~t d~u ttf s6 01.~ S6':h6 sa ougc danh lien Wc trong ph<;tmvi tUng d§ fiVC l&n, b~t d~u ttf

J.so 01" >i • ·('':i/,:,g,';/;'l:f4~·qf~·.!~~t1~;:;\~~{Jj~~~ih,:.,;fu9c'h:a :SeJ"','

a) Danh fiVC h6 so dugo l~p theo htl! 'eacheach thu llh~t:+ V~n thukay dvngdg thao Danl1mlJc h6 sc)';cua00 quan;

+L~y y ki~rt;d6ng g6p eua cac dart~vl,ca nh~ri 66 lien quan;-+- Ho€m thi~n dv thao, trinh Hinh d9-0Van phong ho~o Phong H~mhoh1nh

dS trinh ngtiai dUng d~u co quan ky ban hanh.

Cach thu hai:+ Cae dan vi dg kiSnDanh mve h6 sa cua dan vi mlnh thea huang dfrn

nghi~p Vl,l eua Van thu;+ Van thu,t6ng hqp thrum Danh fiVC h6 so eua 00 quan va b5 sung; chinh

sua (nSu ,c~n);+ Hoan thi~n dV thao; trlnh lanh d~b 'Van phong ho~c Phong Hanh chinh

dS trlnh nguai dUng d~u co quan ky ban hanh.'bfDanh ro\lC 116 sa dugc xay d¢ig'vao cu6i nam truac db thvc hi~n vao

nam sau. Trang tn:rang hqp c~n thi~t c6 thS sua dbi b5 sung Danh fi\lC h6 so cuanam tmac eho phu hqp d@ti~p Wo su d\lng trong nam sau.

5

e) Van thir gui eho cac dan vi, ca nhan ban Danh rnuc h6 sa da duoc banhanh d&thuc hien vi~e l~p h6 sa theo PCUih .muc. Trong qua trinh thirc hien, nSueo h6 sa hoac cong viec phat sinh th~9Ctrach nhi~m cua ca nhan, dan V! nao thlca nhan dan vi d6 c~n kip thoi. su~,<161, b6 ,::;ungVaG ph§:n Danh muc h6 sa cuaminh dSVan thu t6ng hop, b6 'sung vim Darth niuc h6 sa ciia co quan.

nI.L~PHO so1.Tac dung ciia vi~cl~p h8 so_Giup cho can bo, cong chuc n&mchic thanh ph~n, noi dung va kh5i hrong

van ban hmh thanh khi giai quy~t cong vi~c) tranh duoc tlnh trang phan tan, th~t lac

tai lieu;_Vi~c l~p h6 sa cong vi?ese,giup cho"eae can bQ, congchuc"vien chuc mai

tiSp xuc cong vi?c, khi tiSn h~mhthvc hi?n cong vi?e se hi~u GUQ'ce~n phai xaydl.,ITlgnhfmg van ban nao ho~e cae buoe-triSn khai cong vi?e ma khong efulphai co

nguai hu6ng d~n;_Cong tac l~p h6 sa nh~m quaD,ly GUQ'Ctoan b(>eong vi~c trong ca quan,

phan lo~i van ban; eong van, gi~Yto ~ong c,a quan m9t each khoa h9C, hQ'P ly,quan 1:9'h6 sa ca quan GUQ'eeh~t phe, luu gift nhfmg h6 sa dn thiSt, co gia trLtnlnh vi~c l~p h6 sa trung l~p ho~c cong vi~e quan tr9ng nhung khoDg Guqc l~p

thanh h6 sa;_L~p h6 sa t6t se t?O di~u ki~n thuWl1Q'ieho vi~c giao n9P nhfrng h6 sa co

gia tri VaG luu trlr ca quan;

2 Y'" ). dA• , • 1 ). d'' 1". .eu cau 01 VOl 10 SO· U'qc ~p

_H6 sa l~p ra phai thS hi~fl ~ung ChlICnang, nhi~m V\l etla ca quan;_ Van bfm, tid li~u duQ'c thu th~p vao h6 sa phai co m6] lien h~ ch~t che

vai nhau va pharr anh d\:tngtrinh t\I, di~n bi~n cua stJ vi~c hay trlnh t\;r giai quy~t

cong vi~c;_ Van ban, tai li~u trang h6 sa phai Gam bao gia tIi phap 1:9'va Gtmg th~

th{re.3. NQi dung va phU'O'ngpbap l~p hB sO':H6 sa GUQ'el~p thea 3 buac

a) Bubc 1:Mah6 sa_M6' h6 sO'1a vi~c Ifty to' bia h6 sa.va ghi nhUng thong tin ban d~u y§ h6

sO'nhu: kjhi~u h6 sa, tieu d~h6 sa, nam ma h6 sa. Bia h6 sa GUQ'ethiSt kS vain theo tieu chu~n qu6c gia TCVN 9251: 2012 Bia h6 sa lUll trft; (M6u 2 khn

thea)_M6i ca nhan khi giai quy~t cong vi~c GUQ'cgiao co traeh nhi~rn rna h6

sa v§ cong vi~c G6 ( thea Danh m\lc h6 sa, ho~c k~ cci truemg hQ'pca quan chua

co Danh ID1,lC h6 sa)

6

_ Khi rna h6 so, tieu dS h6 so va thai han bao quan c6 th~ vi§t bang butchi, khi k~t thuc va hoan chinh h6 so moi ghi chinh tlnrc bang but 111VC;

_ Trong nam, neu co nhtrng cong viec phat sinh thi can bo, cong chirc,vien chirc cling phai rna h6 so v~ nhtrng cong viec thuoc trach nhiern cua minh.

b) Buoc 2: Thu thap, cap nh~t van ban, tai lieu vao h6 so_Thu thap kip thai, day du cac van ban, tai 1i~uhinh thanh trong qua trinh

thea doi, giai quyet ccng viec vao h6 so tirong irng da rna (ke ca tai lieu phim,anh, ghi am). Nhimg van ban, tai lieu nhir bai phat bieu cua lanh dao, tham luanella cac dai bieu tai hQi nghi, h9i thao ... cling c~n dua VaGh6 so d~ bao dam svto~mVyn,dfty du cua h6 so, tranh bi th~t l~c;

_Tai li~u dua vaG h6 so phai la b~mchinh, ban g6c ho~c ban sao co giti trinhu bfm chinh;

_Tai li~u vS vi~c nao phai dUQ'cdua vao dung h6 so v§ vic;c d6.

c) BUGe3: K~t thuc h6 so_H6 sa k~t thuc khi cong vi~c dUQ'cgi8.iquySt xong. Nguai l~p h6 sa co

trach nhi~m:+ Ki~m tra muc dQ d~y du cua van ban, tai li~u co trong h6 s"O',n~u thi§u

dn b6 sung cho du;+ Lo~i be ban trlmg, ban nhap, ban thilOnSu da co ban chinh;

+ S~p xSp cac van ban, tai li~u trong h6 so thea trinh tv giai quy§t congvi~c ho~c theo thai gian, ten 10~, tac gia cua van ban ... Truang hqp trong h6 saco tM li~u phim, anh thi be VaGbi; tai li~u bang, ilia ghi am, ghi hlnh thi be VaGh9P va s~p x~p VaGcu6i h6 so (va ghi la co tai li~u phim, anh, bang, dla ghiam, ... kern thea VaGcQt ghi chu cua Danh ml,lch6 so). N~u h6 so day qua 3 cmthi tach thanh cac dan vi bao quan khac nhau (khong nen tach duai 01 cm) d~thu~n ti~n cho vi~c quan ly va su d\mg;

+Xem xet l~i thai h~n bao qU8:l1cua h6 so (ct6i chi~u v6i Danh m\IC 116 sava th\1"etS tai li~u trong, h6 so).

_Bien ml,lc 116 so: H6 so chi bien m\le khi cong vi~c da giai quy~t xong.Vi~c bien m\lc h6 so g6m nhfrng n9i dung sau:

+ Ehlnh s6 to: M\lC dich eua vi~c danh s6 ta la d~ c6 dinh vi tfi cac vanb2tl1,tai li~u trong h6 so, bao dam khong bi th~t l~c va tra tim dUQ"cnhanh chong.S6 ta duQ'cdanh tren goc phai cua m6i to van ban va danh b~ng btlt chi;

+ ViSt m\lc l\lc van ban: ghi n9i dung cac thong tin vS ttmg van bEtl1cotrong h6 'sa VaGmvc ll,lc van ban. M\lc h;lC van ban duQ'c in thea (M6u 3 kernthea);

+ ViSt ta kSt thuc: ghi s6 luqng ta va tr~ng thai v~t 1)1 cua tai 1i~utrong h6sa. each ghi ta kSt thuc th\TChi~n thea (JvJ6u4 kern thea);

7

Chu y: 86i voi h6 sa co thai han b210quan vinh vi~n phai vi~t to k~t thuc

va muc luc Vallban trong h6 sa.+ Vi~t bia h6 sa: Can cir VaGnoi dung cac van ban, tai lieu co trong 116so

va d6i chien voi Danh rnuc h6 sa cua co quan, dia phuong da ban hanh vao d~u

nam d~hoan chinh viec vietbia h6 sa.N~u h~t nam rna cong viec chua giai quyet xong thi chua tlnrc hien viec

bien muc va k~t thuc h6 sa, h6 sa do duoc b6 sung vao Danh muc h6 so nam sal!(6 cot ghi chu cua Danh muc h6 sa phai ghi H6 sa chuyen sang nam sau).

IV. NQP LULJ HO SO, TAl LI"¢U VAO LU1J TRU co QUAN

1. Tho'i han nQp hru tai li~u vao Luu trfr co' quan

_Tai lieu hanh chinh: Trang 01 nam, k~ tir ngay cong vice k<~tthuc;

_ Tai li~u nghien ciru khoa hQc, ling d\l11gkhoa hQCva cong ngh~: Trong

01 narn kS tu ngay cong trlnh duqc nghi~m thu;

._ Ta,i li~u xfly d\mg ca b~ll1:Trong 03 thimg kS tu ngay cO,ngtrinh duQ'c,

quyet toan;_ Tili li~u anh, phirn di~n 8.nh,mi.,cro-phirn, tai li~u ghi am, ghi hinh va tai

li~u khac: Trong 03 thang k6 tu ngay cOngvi~c k~t thuc.

2. rh~mh ph5n h6 so', tai li~u giao nQp

Thanh ph~n h6 sa, tai li~u nQP hnt vaGLuu trfr ca quan g6m to~mbQ h6SO', tai li~u dtrqc xac dinh thai h~n bao quan tu 05 nam tr6 len, tnl nhGng 10';\1 h6

SO', tai li~u sau:_ Cac h6 sa nguyen t~c (t~p van b~mchi d';\ocua f)~mg; van bim quy plwm

philp lu~t va van ban huang d~n ella d.c CO' quan nha nuac co th~m quy~n v~ mot11nhV\Ic,v~n d~ nh~t dinh duqc dtIng lam can clr dS thea doi, giai quy~t cong vi¢c)duqc h.mt';\i dan vi, ca nhful thlJC hi~n va duqc huy thea quy dinh cua phap lu?t va

quy d!nh C\l thS cua ca quan;

_H6 sa v~ nhfrng cong vi~c chua gi:ii quySt xong;

_Cae van ban, tai li~u khac duqc gt'rid@bi~t, dS tham khao ho~e d§ ph6i hqpt1wc hi~n nhlmg khong thuQc trach nhi~m l~p h6 sa cua dan vi, ca nhan va daduqc lULl trong h6 sa Clla dan vi, ca .nhan chu tn giai quy~t.

3. each thuc va thii tl}c giao nQp

~.8

_ Hang nam, cac don vi thu thap nhtrng h6 sa c~n nop hru (nrc la nrnmgh6 sa co thai 'han bao quan vinh vi~n va nhtrng h6 sa co thai han bao quan tir 5nam tro len) cua nam truce nQPhru theo tung don vi VaGLUll trir co quan kernthea ban Muc luc h6 sa, tai li~u nQPhru (MJu 5 kern thea);

_L~p bien ban giao nhsn tailieu (M6u 6 kern thea). Muc luc h6 sa, tai 1i~unQPluu va Bien ban giao n.h~ntai li~u rri6i loai duoc lap thanh 2 ban: dan vi n9Ph6 sa gifr mot ban, Luu tm co quan giil mot ban;

_Cong chuc, vien chuc lam cong tac van thu, luu trir, khi nh~n h6 sa nophru phai oBi chitlu voi ban Muc luc h6 sa n9P hru, ki8m Ira thiSu dU, xern xel hi;So' va n~u c~n yeu c~u dan vi b5 sung cho du, r6i kY nh~n vao b~mm\lc l\1C;

_ Cong chuc, vien chuc lam cong tac van thu, 1m1 trfr, can ctr vao nghi~pVl,1cong tac van thu, luu tril, ki~m tra l~i ch~t luqng h6 So', h02tllchinh cae khauky thu~t (n~u co), xem xct l~i thai h~n bao quan, lam th6ng ke, s~P x§p len gia,xay dgng cong Cl,ltra t1m phl,lcV\lcho nghien cuuj khai thac.

V. TO CHUC THl)'C HI$N1. Thu truemg cac Co' quan can cu VaGchuc nang, nhi~m V\1 dlfqc giao, din

cu Thong tu s6 07/2012m-BNV ngay 22/11/2012 cua BQNQi V\1 va huong d~nnay d~quy dtnh vi~c l~p Danh m\lCh6 So', l~p h6 So' va n9P hm h6 SQ, tai .\i~uvaGLuu trfr cO' quan; d6ng thai tri~n khai huang d§.ndSn cac dan vi tn;rcthuQc.

2. Cbj ~l,lCVan thu - Luu tDI tinh thea doi, huang d~n, don d6c, kibm travi~c thvc hi~n cong hie l?pDatih ml,lch6 sd, l~p h6 So' va giao n9P h6 So', t~d'li~uVaGLuu trfr Co' quan t?i cac dan vi thuQc ph~m vi quan 1'1.Danh m\lCh6 So' euaeO'quan duqc giri V8 Sa N9i Vl,l(Chi Cl,1CVan thu - LUll trfr Nam Dinh) tnrac

ngay 31/01 h~ng Dam d~ theo dei, t6ng hgp.3. Trong qua trinh thvc hi~n, n€u co v~n dS kho khan, vuang m~c) d8 ngh1

cae Co' quan phan 8.nh v8 Sa NQi Vl,1(Chi Cl,lCVan thu - Luu tril, 168 H~mThuyen, Thanh ph6 Nam Birth, di~n tho~i: 0978534879; 0945051666) dS ctmg

ph6i hqp, giai quy6t.~

NO'i nh6n:-Nhutren;_Ltru:VT, CCVTLT.

KT. GrAM DOCPHOGIAMDOC

9

M§u l.DANHMVCHO so(Kem theo Cong van s6 /SNV-CCVTL T ngay 1 12018 cua Sa NQi V\1)

TEN CQ, TC cAP TRENTEN co <jUAN, TO CHUC

CONG HOAxAHQICffiJ NGHIA VljJ:.TNAMDQcl~p -Ttl do -II~nh phuc

DANH Mve HO so eVA (ten CO' quan, t6 ChLCC)

Nam .(Ban hanh kern thea Quyi!lljnh s6 ngay ." thang .... nam eua ... .)

S6 vakY Tep. d~ muc va tien 61 hfi Tho] han Do'n vii nguo'i Ghi

hi~uHS so' hapqufm l~p h6 so' chu

(1) (2) (3) (4) (5)

1.TENDEMVCLON1. Ten d~ roue uhi).

Tieu dIho so, ;,

B' Danh "hA " (1) hA b ' , Aan Q.llil ml,te 0 SO' nay co .. ,........ 0 sa, ao gom:

(2) hA b' '. - h .'i:............. .... 0 sa ao quan vm vien;" (2) hA b' ' ' 'th' ih. .> , 0 SO', ao quan co 0'1 ~n.

. :i"" .:i.'·, ,,' :

QUYEN HAN, cmrcvu CUkNGU'C)I KY. '(chfr leY, dim)

H(/va ten

WONG DAN cACH GHIDANHlVl1)C HO so1: C9t 1: 'Ghi s6 va kY 'hi~u cua h6 sa, 86 danh lien tuc cho toan ban danh ID\1C.

Cu6i m6i d6 muc d~ chua them tn§t s6 dong du tru d~ phong phai rna them h6 sa dQt

xufit.Ky hi~u la chu vih t~t eua dan vi ho~c linh V\IC ho~t dong. Vi d\l: Van phong ky

, hi~u 1a VP ,ho~c 'ghi theo ky hi~p. rieng cua CO' quan (duQ'c quy dinh trong Quy ch~ van

thlI, lUll tru ccYquan),2. C9t 2: Ghi cae dan vi co h6 sa va t~n hb sa: Thu tv cae dan vl trong eO' quan

ghi b~ng chff s61a ina (1, 1l,...)thutV hE,So' ghi biing chu s6 Ar~p (1, 2, ... ). Ban vi quantTQngx6p len tntac. Neu ca quan c6 duo; ba dan 'Ii, it hi> sa thi gh; thiing ten cae h6 sa.

ThuW cae dan vi darih thea a, b, e ...3. C9t 3: Ghi thai h(,ln baa qu3.n eua hE,sa (Can ctI vao B~mg thai h:;lI1bao quan h6

So', tai li~u cua cO'quan).4. C9t 4: Ghi hQ, ten nguai l~p h6 sa.

S. C9t 5: Ghi nhung ghi chu c~n thi€t.

M§u 2. ,BIAHO SO

ISNV;,CCVTL1' ngay 1 12018 cua Sa NQi vu)(Kern theo Cong van 56

Bla h6 so thea TCVN 92,51:2012(~icl)tnuoo650mm x 320mm

---------------------------~------------------------------------------------------------'-----------------------

--------------------------------------------------------

Mah6 so: ..... ········

-tIo'~ S·,,~,)JLl '.'-J

________...;.. ~_----~-.---;;..-~i.-'-'----.:-;;.;;--..:.;;.;...;--------:...-..:....-~------------~--.;;.-----: . ',- ,-' ",.-,'.: ' . "'..,,-',"": ;': ' ' .'

------------------------- ....-----------------'~----------------------------------.--------~------------------~---------------~---------------------------------------------!""'----------------------------------------------------------_.-----

TU,ngay ;.:..,. d~nngay .:,~ .:". :,Gom : ta

Phong s6 : .M\lc.l\lc s6 : .

" J.Ho so so : .

Thai han bao quan. .

2

; ';l;i?E;!'~,

(Kern thee C9hg van s6

Mdu3. MVC LVC VANBANH8 SO' sA (1)

ISNV-CCVTLTngay I 12018 cua SaNQi V\1)

saTT

ss y~.kyhieu cua...~va ifba.n

Tile giavan ban

T()'/..so

Ghichu

TO'IU\Wluc ':v;~ ban n~y chi ap dung d6i voi nhtrng h6 sa quan trong, diroc x~pduoi to:bia tren to' c&#~van dau tien. . .

(1): Ghi theo's6 h6 satrong Danh muc h6 sO'vas6 van thu tren to' bia.

~,~...•!~!~\.?i.*,iR~~~9ct);nhieu to'.Vi du: c6 5 to' b~t d~u nr to' s6 10 d~n to s6 15.<-, .' '.,~l'i: .\f,;·!r~:~:': . ':.:::~;'';','.:': \ .

CQt T: Ghi nhthig di~tn ghi .chu cftn·thi~t nhu tai li~u quy 1ii~m, tai li~1.l rn~t, co

anh, ...

- -""", :- ,-. ,-...",--,.-,,",-..,,-... ,-..~-..'----.."-..,,-... ------ ---

Mlu 4. TO ICETTRUC

(Kern theo Cong van s6 ISNV -CCVTL T ngay--------------~~~--------/2018 cua Sa NQi vu)

TOKETTHUC

H6 sa s6 : t~p 56 (1) .

H6 sa nay gbm co : (2) t(1Muc luc van bun co : ... (3) to; T(1k~t thuc co ... (4) ... to.

Tinh trang tai lieu:

............. , (5) ·.········· , .................................................. 4 ••••.•••••••••••••••••••••••••••••••••••••••••••••••••••••••

.................................................................................

.. .Ngay thang nam .

Nguai l~p h6 sa

Nguy~n' Van A

ClUJ thtch:

(l):.Ghi's6 nhu t(1muc luc van ban vato bla(2): Ghi t6ng s6 ta trong h6~sa: ghi b~ngchtr, s6 d~ trong ngoac Vi du: H6 sa nay

gorn co hai tram (200) tb-.Twang 4Q1J trong h6 sa co nhieu to bung nhau thi phai ghi r5to 56m~y. ' '

(3): Ghi tbngs6 ta muc luc tr¢ngh6 sa.(4): S6 to k~t thuc.Luu y: (3), (4) ghi bang chtr va 56 de trong ngoac. Vi du: hai (2) tao(5): Ghi tinh.trang v~t1y cua tai li~u nhu: Tai li~u co bi hir hong, mat mat, sua obi

hay khong, t(156 m~y b] hu, sua, cli5 naobj rna.....

4

_..... ;

.',~,:;,

;l2,~'~~§U5. ~C'Ll;JC HO SO, TAI LIEU NOP LUU(Kern theo ~Bng' 'Va ~ ;1,,;:" " /'8""nr. ••,,~;;; , n so ,,10 l~ v-CCVTLT ngay 1 12018 'X!,i; ftl< . .. cua Sa N9i vu)

T,~'~;lf)ONVI (n(Jp luu tat lieu)t~;_.·'

<;,";-' "'~_"-'""" ...._y,' •

;MljC ~'YcHO SO,TAI LIE.U NQP LUUi?: Nam 20 ...

(5) (7)(6)

Gbichu

. .~..

ThOighmTL

(4)

Then hanbao quan

S6tb'

Muc [uc nai,:~g,';6mJt',', "'" )'A( ;" .'., ;'~6 ¥{'" .....}t~;~~..···..y'....···.:··~ ho SO' (~~n.vi'bao quan).Vi~t bang end: \~...... ..jt~;;r~"""':'~·"···· hb So' (dan vi bao quan).

Trong do e6:.t :f~; "\~:............. '.... ~'i~,:.. ~.. 'h~:'$~t(ddhvi hao quan) bao quan vinh vi6n;

.;........ , ngciy ..... thang ..... flam 20 ....;,"NgU'tYi l~p .

(Ky va ghi 'rB,{19 ten, chtrc v~!lchi(cdanh)

Huo-ug dan 'cach g~icac cQt:. :'. " ~CQt 1: Ghi 56 thir tl,f!;du'ahQp hoac c~p tai lieu giao nQP·

CQt 2: Obi s6 va leY hi~u cua hb sa nhu tren bla hb SO'.

CQt 3: Ghi tieu d~ hb sa nhu tren blah6 sa.CQt 4: Ghl thai gian s6m nh~t va mUQn nhfit eua van ban, tai li~u trong h6 so.

CQt 5: Ohi thai h~;:ibao qufm eua h6 SO' nh\! tren bia h6 sa.

CQt6: Ohi t6ng s6"Ja tai li~u co trong h6 sa.CQt 7: Gbi nhUngHt5hgtin cb chu Yv~n:Qi dung va,'hinh thuc euavan bim eo trong h6 so./.

:\ .-

5

Mau 6. BIEN BAN GlAO NB~N l'AI LI~U(Kern thea Cong vlin sO ISNV-CCVTLT nga)," , I 1201S cua So NQt V\1)

C<)NGBOA xA HQ~;CH(J NGBiA VI~T NAMI>Qcl~p -1"iF do - H~nh phucTEN CQ, TC cAp TREN

TEN co QUAN, TO CU(J'C......... , ngay.

BiEN BANV~ vi~cgiao nh~n tal li.~u

thang nam 20 .....

Can cu Thong tu s6 07/20 12rrt-BNV ngay22 thing 11 nam 20.12 cua BQNQi vuhuang dful quan ly van ban,l~p h6 SO'va n(lp hru h6 SO', tai li~u vao Luu trfr co quan;

Can cir Cong van 16061SNV-VTLT ngay 27 thang 11 narn 20.13 cua Sa NQi vuhuang din l~p Danh muc h6 sa;!?p h6 SO'va nQPhru h6 sa, tai li~u vao Luu trfr CO' quan;

Can cu (panh m1;lc:A6sa nam , K€ hi)Qch thu tjuJ,p ta! li?u ),

Chung toi g6m:B~J'IG!~0: (tin dan vi gl9<f ni)p tai liM, d~Jdien la;- Ong (ba): ;.:.: :: , .· i

Chuc vu cong tac/chlrC danh: , .

BEN NB~N: (Luu trii.CO qUqrU,. dai dien la:».- Ong (ba): ;; , ..

Chuc V\l tong tac/chuc darih: ..ThOng rlh~tl~p bi~ bimgiaonh~ tiri~~~.;~;.~~~~¢;~~~~~~;~~:1. Ten khoi tai li~u giao n:Qp: .2. Thai gian cualfli lieu: . .. .3. S6 IU.qng tai li~u:' , ., .. , .

- T6ng s6·4,QP(c~p): ._Ta~gs6 h5 sa (dan vi baa quAIl); .. .. \~~;. ~~.~~; ~;: .' ' .~~; . ...

3. Tmh tr~ng lai li~u giao n(lp: .4. M\lc l\lc h6 SO', b;\i li~u n9P luu kem theo. . , .

nMn (~~~nt ~an nay dU)q~_l~pAthanh hai ban; ben giao (dO'Ilvi Ica nhan) gifr mot ban ben. ru cO' quan gm mQtbanjo . ,

D~I DIl}:NBEN GIAO(Ky ten va ghi ro h9 ten)

D~I DIl}:NBEN NHAN(Ky ten va ghi ro h9 t~n)

6