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MINISTRY OF
HOME AFFAIRS – MINISTRY OF CONSTRUCTION
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SOCIALIST
REPUBLIC OF VIETNAM
Independence - Freedom - Happiness
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No.01/2014/TTLT-BNV-BXD
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Hanoi, August 21,
2014
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JOINT CIRCULAR
ON
GUIDELINES FOR COMPONENTS OF DOCUMENTS ON CONSTRUCTION WORKS AND PROJECTS
TRANSFERRED TO HISTORICAL ARCHIVES
Pursuant to the Law on Archive No.01/2011/QH13
dated November 11, 2011;
Pursuant to the Law on Construction
No.50/2014/QH13 dated June 18, 2014;
Pursuant to Decree No.58/2014/ND-CP dated June
16, 2014 of the Government on functions, duties, rights and organizational
structure of the Ministry of Home Affairs;
Pursuant to Decree No.62/2013/ND-CP dated June
25, 2013 of the Government on functions, duties, rights and organizational
structure of the Ministry of Construction;
The Minister of Home Affairs and Minister of
Construction promulgate a Joint Circular on guidelines for components of
documents on construction works and projects transferred to historical
archives.
Chapter I
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Article 1. Scope
This Circular provides guidelines for components of
documents on construction projects and works transferred to historical
archives.
Article 2. Regulated entities
This Circular applies to historical archives,
investors in works construction, managers and users of works.
Chapter II
COMPONENTS OF DOCUMENTS
ON CONSTRUCTION PROJECTS AND WORKS TRANSFERRED TO HISTORICAL ARCHIVES
Article 3. Construction
projects and works documents of which needed to transferred to historical
archives
1. National important construction projects and
works as prescribed in the National Assembly’s Resolutions.
2. Works recognized as Level II historic-cultural
monuments or famous landscapes (hereinafter referred to as “monuments”) or
higher.
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a) Level I civil works or higher; religious works;
works head offices of provincial agencies; works for national and provincial
dedicated archives;
b) Specially-graded industrial works; petroleum
industry works; energy works; chemical and petrochemical industry works at
level I or higher;
c) Specially-graded engineering infrastructure
works; water supply and drainage works at level I or higher;
d) Level I traffic works or higher;
dd) Works for agriculture and rural development at
level I or higher
4. In case an investment projects for works
construction includes various level works or works items, the construction
project documents transferred to historical archives shall be decided according
to construction works graded in Clause 2 and 3 this Article.
Article 4. Documents on
construction projects and works
1. Documents on construction projects and works
transferred to historical archives (including project components) include
dossiers compiled during construction investment process from the stage of
investment policy formulation, project preparation, making of investment
decision; study, survey, design, estimate making; preferred bidder selection;
construction to acceptance and transfer and putting the works into operation.
2. Document types: Hard copy, films, photos, tapes,
recording discs, video discs; e-documents and other types of documents (if any)
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The application for approval for construction
investment policies sent to the competent authority includes:
1. An investment report (prefeasibility study
report);
2. Written document of the appraisal authority (if
any);
3. Written document on investment policies on
construction projects/works;
4. Other relevant documents
Article 6. Dossiers on
preparation, appraisal of and approval for investment projects on construction
works (feasibility reports) or economic-technical reports on works construction
The dossier on preparation, appraisal of and
approval for the construction investment project (or project component) shall
include:
1. Written request for approval for the project;
2. Description and basic design (for projects);
description and design of construction drawing (for works only requiring
economic-technical report);
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4. Written document on project appraisal;
5. Decision approving the investment project issued
by the competent person;
6. Construction license (if any);
7. Documents on contest and selection of
architectural designs for works requiring contest for architectural design;
8. Other relevant documents
Article 7. Dossiers on survey
and design of construction
1. Dossier on construction survey
a) Documents on survey into construction of works
including topographic survey, geological survey, hydrogeological survey, survey
on work status and other survey documents serving construction of works.
b) The dossier on construction survey shall contain
the survey tasks, technical plan for construction survey approved by the
investor; report on the survey result which has been accepted; written document
of relevant management authority (if any).
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a) The dossier on construction design shall include
design description, design drawings attached with a list of drawings, relevant
documents on construction survey, procedure for works maintenance (for works
and equipment installed in works), construction of works.
b) The dossier on appraisal of and approval for the
technical design drawing (design of construction drawing) shall include the
report on inspection of technical design (design of construction drawing);
record of assessment of technical design (design of construction drawing);
written approval for technical design (design of construction drawing); record
of acceptance of design steps and documents provided by relevant management
authorities.
Article 8. Documents on land
clearance and construction location
1. Documents on land clearance plans (if any).
2. Documents on transfer of construction sites to
the construction contractor (documents on boundaries of construction
land).
3. Documents on land clearance funding (if any).
4. Documents on allocation of land for works
construction.
Article 9. Documents on
construction and acceptance of construction works
1. As-built drawings of works components, items and
the whole completed works (with the list of drawings); changes to design during
constructions and written document on appraisal and approval of the competent
authority.
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Documents on acceptance of quality of works include
documents on internal acceptance of results of construction, components of works,
construction period, construction items and works. Components of acceptance
document include the followings:
a) Records of acceptance of works quality, results
of testing, calibration and trial operation during construction process and
construction completion (with the list of records, calibration and testing
results).
b) Documents on measurement and monitoring of
subsidence and deformation of work components, the whole works and adjacent
works within the scope of subsidence during construction process (if any).
c) Results of
inspection of works acceptance to put the works in use provided by the
construction agency.
d) Results of quality inspection provided by the
verification authority for quality of construction works or notice of results
of quality inspection; reports provided by the quality verification authority
for components or items of works or works having signs of failure to satisfy
the quality requirements before acceptance (if any).
dd) Notice of assessment opinions from the State
acceptance council about management of quality of construction works (for works
subject to inspection); records of acceptance of works quality (for works on
the list of acceptance).
e) Procedure for operation of woks.
g) Record of acceptance of, approval for qualified
technical and technology systems provided by competent regulatory agencies (if
any).
h) Dossiers on incidents and handling of
works-related incidents occurring during construction process (if any),
including incident reports; reports on examination of incident causes and
relevant documents during incident examination; report on checking incident
scene; documents on design and construction related to the incident and
incident handling document.
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k) Other legal documents.
Article 10. Documents on
selection of preferred bidder
If the investor hires a consultant for advice on
project preparation, survey, design and construction, components of dossiers
specified in Article 6, 7 and 9 shall include documents on selection of
preferred bidder as follows:
1. Decision on direct contracting, approval for
results of preferred bidder selection.
2. Contract, contract acceptance and other
documents related to the acceptance object.
Article 11. Dossiers on final
accounts of completed works or projects or final accounts of each component of
works or sub-works (with decision on project approval or economic-technical
report for construction of independent works)
1. Final accounts.
2. Dossier on audit of final accounts (before
approving final accounts).
3. Dossier on approval for final accounts.
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1. The investor in works construction shall take
full responsibility for management of documents on works/projects from the
stage of investment preparation to the construction completion and transfer
these documents to historical archives for works specified in Clause 1, Clause
3 Article 3 hereof.
a) Collect all components of documents on
construction projects or works specified in Article 3 hereof.
b) Make adjustments to the documents and a table of
contents of documents transferred to historical archives (provide in Appendix
I) into 3 copies.
c) Transfer documents on construction project/works
and table of contents of documents to historical archives (2 copies) or other
searching instruments (if any) within the period regulated by laws.
Documents shall be transferred once for the whole construction investment
project if the works included in such project (their components) are put into
operation at the same time. In case works (components of works) included
in one project are put into operation at different time, the documents on these
works (components) may be transferred separately.
d) Deliver the documents to the submission place.
2. If the investor establishes a project management
board and authorizes such board to transfer the documents to historical
archival units, the management board shall be responsible to the law and the
investor for the tasks specified in Clause 1 this Article.
3. The manger and user of works shall transfer
documents on construction works/projects specified in Clause 2 Article 3 hereof
to historical archival units.
Chapter III
IMPLEMENTATION
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This Circular comes into force from January 01,
2015.
Article 14. Implementation
responsibilities
1. Ministers, Directors of ministerial agencies and
Governmental agencies shall provide guidelines and check the transfer of
documents on construction of projects or works invested by themselves to
historical archival units as prescribed herein.
2. Chairpersons of provincial People’s Committees
shall take charge and cooperate with the Department of Construction in
providing guidelines and checking the transfer of project/work documents by
works investors and users as prescribed herein; carry out annual review and
making of the list of projects/works documents of which required to be
transferred to historical archival units as specified in Article 3 hereof and
send reports to the Ministry of Home Affairs and Ministry of Construction no
later than December 31 according to the Form provided in Appendix II.
3. The Ministry of Home Affairs shall take charge
and cooperate with the Ministry of Construction in providing guidelines and
checking the transfer of documents on construction projects/works to historical
archival units.
4. Should any question or difficulty arise during
implementation, entities concerned shall inform the Ministry of Home Affairs
for further instructions./.
PP. MINISTER OF
CONSTRUCTION
DEPUTY MINISTER
Cao Lai Quang
PP. MINISTER OF
HOME AFFAIRS
DEPUTY MINISTER
Nguyen Duy Thang
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APPENDIX I
FORM OF TABLE OF CONTENTS OF DOCUMENTS TRANSFERRED TO
HISTORICAL ARCHIVES
(Issued together with Joint Circular No.01/2014/TTLT-BNV-BXD of the Ministry
of Home Affairs - Ministry of Construction)
Components of the table of contents include:
1. Cover page (Form No.1).
2. Title page (Form No.2).
3. Table of contents.
4. Introduction.
5. Abbreviations (if any).
6. Table of documents and storage units (Form
No.3).
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8. Ending certificate (Form No.4).
Form 11- Cover page
Name of the
investment agency
(Project management board – if any)
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TABLE OF
CONTENTS
From……….to………….
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APPENDIX II
BASIC CONSTRUCTION PROJECTS/WORKS DOCUMENTS OF WHICH
NEEDED TO BE TRANSFERRED TO HISTORICAL ARCHIVES IN THE YEAR OF…
(Issued together with Joint Circular No.01/2014/TTLT-BNV-BXD of the
Ministry of Home Affairs - Ministry of Construction)
No.
Project/ works
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Investment
agency and its representative – if any (Name and address of the headquarters)
Time for
beginning and completing the construction
Location investment
Notes
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