Which documents and records in the field of education are permanently archived?

The Ministry of Education and Training has just announced a draft Circular stipulating the retention period for records and documents in the field of education and training, replacing the Circular stipulating the retention period for professional and technical documents of the education sector issued in 2016.

Accordingly, the draft Circular stipulates the retention period for records and documents in the field of education and training applicable to units under and directly affiliated with the Ministry of Education and Training; provincial Departments of Education and Training; district Departments of Education and Training; preschool, primary, secondary, continuing education, university, teacher training college, special schools, other educational institutions carrying out educational activities under the state management responsibility of the Ministry of Education and Training, and relevant agencies, organizations, and individuals.

200 types of records and documents are permanently stored.

Accordingly, this regulation stipulates that more than 200 types of records and documents are permanently stored. For example, records approving the establishment or permission to establish a university, records recognizing a private university operating on a non-profit basis, and records permitting the provision of articulation programs to the university level.

Documents related to university admissions are among the documents permanently archived in the field of education.

Documents related to doctoral, master's, and undergraduate/college teacher training admissions include records determining annual admission quotas, records developing plans to ensure the quality of incoming students, admission scores, admission decisions, and lists of admitted students.

Documents related to university graduation recognition, such as graduation recognition and degree awarding decisions, graduation lists, and graduation recognition dossiers; dossiers and documents related to doctoral training, such as dossiers for training permission, suspension of enrollment, and revocation of decisions allowing doctoral training in specific fields and specializations; dossiers for permission to collaborate in doctoral training with domestic educational institutions; transcripts summarizing academic results by semester, academic year, and course; dossiers for doctoral graduation recognition and degree awarding; dossiers for evaluating doctoral dissertations at the institutional level; dossiers requesting doctoral dissertation defense at the university or institute level…

Records and documents that have been preserved for 20 years or more.

Regarding the 70-year retention period, the only record included is the database on civil servants, teachers, and education management staff. This is new content, not previously included in the 2016 circular.

There are three types of documents that are archived for 30 years: records of master's thesis evaluations, records of thesis review and assessment, and records of handling the results of the master's thesis review in cases of complaints and when the master's thesis is deemed satisfactory or better by the evaluation committee.

There are over 80 types of documents that are required to be stored for 20 years, such as records of the establishment of the university council and the appointment of the chairman of the university council of public universities; documents on the recognition of university graduation; university graduation projects and theses that have been evaluated by the council as meeting or exceeding the requirements; records of programs and scientific research projects of lecturers and researchers at the ministerial level; records of the selection and allocation of students in the university preparatory program to study at universities, colleges, and vocational schools; summary tables of the academic and training results of primary school students, etc.

These records and documents are kept for 2-10 years.

The documents stored for 10 years include: transcripts for each course, including test scores, exam scores, and university course grades; records of approval of university end-of-course exam results; records of review of end-of-course exam results and transcripts for each course, including test scores, exam scores, and master's course grades…

Within a 5-year period, the following documents may be submitted: undergraduate projects and theses that did not meet the required standards; master's degree application files and exam papers; transcripts for each course, including test scores, exam scores, and course grades for master's degrees; files for the review of final exam results and final exam papers for doctoral degrees…

Meanwhile, internship reports for university and college-level teacher training graduates are stored for 3 years; exam papers and other documents related to exams and graduation assessments for university and college-level teacher training graduates are stored for 2 years.

The full text of the draft Circular stipulating the retention period for records and documents in the field of education and training can be viewed HERE.

Key changes between the old and new regulations.

While the old circular stipulated 274 types of documents, the new draft circular lists 387. There are several changes, such as the old regulation that correspondence on education and training should only be archived for 10 years, while the new draft reduces it to 5 years; and the old regulation on the compilation, selection, evaluation, approval, and use of teaching materials and textbooks for all levels of higher education should be permanent, instead of 20 years.

In addition, the list of international educational quality assessment and accreditation organizations recognized by Vietnam, which was previously required to be stored for 20 years, is now only stored for 10 years according to the new draft. Similarly, records of establishment, permission to establish, dissolution, renaming, issuance, re-issuance of operating licenses, and suspension of educational quality accreditation activities for accreditation organizations, which were previously stored permanently, are now only stored for 10 years according to the new draft…

Source: https://thanhnien.vn/tai-lieu-ho-so-nao-trong-linh-vuc-giao-duc-duoc-luu-tru-vinh-vien-18524122816381055.htm