Příloha č. 1
SM8/2012-1.3
PLAN OF ITB RELATING TO FILES AND SAFE DESTRUCTION OF OFFICIAL DOCU-
MENTS
(1) The plan relating to files and safe destruction of official documents (hereinafter ‚the
plan‘) is a scheme to designate and file executed and processed documents in the
registry. The plan contains a register of document classes (according to the subjectmatter
competence) and allocated symbols relating to files and safe destruction of
official documents (hereinafter ‚the symbols‘) and the period for safe destruction of
official documents (hereinafter ‚the period‘).
(2) To classify a document into a specific class (i.e. subclass) its content is the decisive
factor. These classes and subclasses are suggested in the left column of the plan, i.e.
the symbol. Next to the symbol there is a place suggested where the document is archived
before it is referred to the central registry, i.e. a filing symbol.
(3) The symbols and periods are suggested in the right column. If documents with different
symbols and periods are included in one file, the respective file is designated
by the symbol in the order ‘A’, ‘V’ and’S’ and the period the longest possible.
(4) The symbol ‘A’ – this class includes document of permanent value, which will be
filed as archives to be permanently recorded in the State Regional Archive in
Třeboň after the expiration of the period.
(5) The symbol ‘V’ – this class consists of documents that will be considered by the
committee upon whose resolution some will be archived in the State Regional Archive
in Třeboň and the others will be safely destroyed after the expiration of the
period.
(6) The symbol ‘S’ – this class includes documents with no permanent value; these documents
will be subject to the proceedings to be safely destroyed after the expiration
of the period.
(7) The symbols and periods are binding only to the workplaces where the documents
originated or were processed. Other workplaces shall regard these documents as
multiplicity and shall be considered as shown below.
(8) The symbols and periods suggested in the plan are binding on one document execution.
All other executions, i.e. duplicates or multiplicates (i.e. copies, duplicates, carbon
copies, reproductions ensured by all kinds of reprographic technologies) are
generally considered documents of ‘S’ type; these may be suggested for discarding
or immediate destruction as soon as they are no longer required for other activities
of the workplace unless becoming an integral part of a processed file, which means
they bear the same symbol and period. The exception are documents of a major importance,
which are archived in two copies.
(9) In the event that a document designated by symbol ‘A’ failed to be kept as a record,
it is necessary to replace it for archival purposes with documents usually designated
by symbol ‘S’, e.g. documents with annual periodicity may be replaced with partial
documents for a period shorter that one year, cumulative documents may be replaced
with source document, document originals may be replaced with copies, duplicates,
pictures, conceptions etc.; incomplete study files shall be replaced with operative
record-keeping so that they contain information included in a complete
study file.
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SM8/2012-1.3
(10) Documents designated by symbol ‘A’ are referred to the State Regional Archive in
Třeboň in a documentary form.
(11) Symbols for individual types are suggested in the plan to the date of signing. If
there are documents without a devised plan relating to files and safe destruction of
official documents, they are considered as analogical and of the subject-matter
competence closest to documents suggested in the plan during the proceedings.
PLAN RELATING TO FILES AND SAFE DESTRUCTION OF OFFICIAL DOCUMENTS -
TABLE
A. BODIES OF ITB
A. I. Bodies of ITB
A. I.1 ITB
Meeting minutes, conclusions, opinions, reports on activities
A 5
A. I.2 ITB Materials for the meeting V 5
A. I.3 ITB Organizational and operating documents S 5
B. ORGANIZATION AND MANAGEMENT
B. I. Regulations and standards
B. I.1 RO
Generally binding regulations relating to higher education
(laws, decrees, regulations and directives of MEYS
etc. S 5
B. I.2 RO
Internal regulations and standards (rules, codes,
measures) A 5
B. I.3 RO
Imposing regulations and standards – registration applications
etc. S 5
B. III. Duties of employees of ITB
B. III.1 RO Rector’s duties (subject to usual correspondece) V 5
B. III.2 B Bursar’s duties (subject to usual correspondece) S 5
B. III.3 VR* Vice-Rectors’ duties (subject to usual correspondece) S 5
B. III.4 SW* Duties of senior workers S 5
B. IV. Elections, appointments and dismissals
B. IV.1 RO Reports on elections, records A 5
B. IV.2 RO Ballots S 5
B. IV.3 RO, DHRP
Creation, appointment, dismissal, delegation, authorization
A 5
B. V. Supervisory activities of ITB
B. V.1 RO Audits A 5
B. V.2 RO Internal governance of ITB - reports S 5
B. V.3 RO Complaints, applications to be processed and reported V 5
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SM8/2012-1.3
B. VI. Reports of ITB relating to the public
B. VI.1 RO
Annual reports, reports on activities, long-term objectives,
developmental plans A 5
C. MATTERS RELATING TO HUMAN RESOURCES AND WAGES
C. I. Duties of the Department of Human Resources
C. I.1
DHRP Competitive hiring procedures – announcements, applications,
records, resolutions S 10
C. I.2 DHRP Job applications S 5
C. I.3
DHRP Personal files of employees in employment/employment
agreements, appointments, payments charged, positions,
work load, perdonal data, documents on educational
background, adjustment of working hours, copies of entries
in the Criminal Records V 45
C. I.4 DHRP Agreements to complete a job S 10
C. I.5 DHRP Agreements to perform work S 45
C. I.6
DHRP Duties of foreign employees, work permits, duties relating
to disabled persons S 10
C. I.8 DHRP Duties relating to occupational health care S 10
C. I.11 DHRP Labout law duties, other S 5
C. I.12 DHRP Employees’ benefits, social needs of emplyoees S 5
C. I.14 DHRP Education of employees S 5
C. I.15 DHRP Personal analyses, records, other A 10
C. II. Duties relating to wages
C. II.1 DHRP Materials to process wages/ time sheets, leaves etc./ S 3
C. II.2
DHRP Emplyoment records /applications, deregistrations, payment
overviews/ S 10
C. II.3
DHRP Records of District Social Security Administration
/applications, deregistrations, overviews of sickness benefits
S 10
C. II.4 DHRP Records of pension insurance S 45
C. II.5
DHRP Duties relating to wages /overviews and organization of
wages, payrolls, reimbursment, deduction from wages
etc./ S 5
C. II.6 DHRP Payrolls S 45
C. II.7
DHRP Taxes /tax returns, documents on tax returns, acknowledgement,
clearing etc./ S 10
C. III. Industrial safety and health protection
C. III.2 OD Fire protection, fire book, training, reports etc. S 5
C. III.3
OD Health and safety protection at work, training, tests, examinations,
reports S 5
C. III.4 OD Accidents at work /minor S 10
C. III.5 OD Fatal accidents at work, serious accidents A 10
C. III.8 OD Other duties relating to safety and health protection S 5
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SM8/2012-1.3
D. MATTERS RELATING TO STUDY
D. I. Study organization
D. I.1 F
Accreditation materials, decision on accreditation of
study programmes/fields, assessment of the accreditation
committee of MEYS A 10
D. I.3 SD Study plans, subject annotations A 10
D. I.4
LLC Life-long learning – programmes, courses, education,
accreditation A 10
D. I.5 LLC Agreements, study contracts etc. S 10
D. I.6 SD Information about study, information brochures S 5
D. I.7
SD Admissions /announcement of requirements for admissions,
result evaluation of admissions/ A 10
D. II. Duties relating to study
D. II.1 SD Safety and health protection, students, training S 5
D. II.2 SD Students’ accidents /minor S 10
D. II.3 SD Accidents resulting in death of students, serious accidents A 10
D. II.4
SD Study files of students/graduates /enrolment, the course
of study, resolutions upon study matters, graduation/drop-outs
etc. S 45
D. II.6
SD Scholarships /applications, decisions upon awarding etc./
study fees S 10
D. II.7
SD Registries, Institute for Information and Education, statistics,
overviews A 10
D. II.8
SD Register of results, graduation from study subjects, exams,
recognition of study and foreign education S 10
D. II.9 D Seminar and other papers of students S 5
D. II.10 SD Final works V 45
D. II.11 SD Reports on final exams A 45
D. II.12 SD Diplommas, certificates, recognition A 10
D. II.13 ES Duties relating to dormitories S 5
D. II.14 SD Other duties relating to study S 5
E. EXTERNAL RELATIONS, RESEARCH, DEVELOPMENT AND
OTHER CREATIVE ACTIVITIES
E. I. Research, development and other creative activities
E. I.1 VR, F Research and development projects, grants etc. A 10
E. I.2 VR, F Patents, licenses, applied designs A 10
E. I.4 VR, F
Record-keeping, lists, overviews of research, development
and other creative activities of ITB A 5
E. I.5 VR, F
Contracts, agreements relating to research and development
S 10
E. I.7 VR, F Publishing activities, reviews, proofreading V 5
E. I.8 VR, F Publishing activities A 10
E. I.9 VR, F Grant agency A 10
E. I.10 VR, F Students’ activities, Student Scientific Activity etc. V 10
E. I.11 VR, F Other activities S 5
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SM8/2012-1.3
E. II. External rela-
tions
E. II.2 DER Promoting and informative actions A 5
E. II.4 DER Media contacts, press releases S 10
E. III. Foreign relations
E. III.1 RO
Cooperation with foreing institutions (contracts, agreements)
A 10
E. III.2 DFR Students’ mobility S 5
E. III.3 DFR Employees’ mobility S 5
E. III.7 DFR Other foreign activities S 5
E. IV. Project activities
E. IV.1 DPW Project documentation V 15
F. LAW, ECONOMY AND FINANCES
F. I. Legal duties
F. I.1 RO Contracts, agreements V 10
F. I.3 RO Legal explanations, opinions, statements V 10
F. II. Economic duties
F. II.2 ES Financial statements, final statements, annual reports etc. A 10
F. II.3 ES Budgets, subsidy, grants, funds V 10
F. II.4 ES Tax returns S 10
F. II.5 ES Statistical statements, reports/annual A 5
F. II.6 ES Statistical statements, reports/half-year, quarterly etc. S 5
F. II.8 ES
Income, expense receipts, copies of entries from current
accounts S 10
F. II.10 ES Invoices received S 10
F. II.11 ES Invoices issued S 10
F. II.12 ES Business trips, travel orders S 10
F. II.13 ES Other financial documents S 10
F. II.14 ES Public tenders S 10
F. II.15 ES Insurable risks and other S 5
F.II. 17 ES Formal requests for payment S 10
F.III. Assets
F. III.1 ES Stock-taking of assets S 5
F. III.2 ES
Assets – documents relating to filing, discarding, relocating,
depreciation plan and related documentation S 10
F. III.4 ES Other duties S 5
F. IV. Investments
F. IV.1 ES
Plans and studies relating to investment construction, project
work, documentation, studies A 10
F. IV. 2 ES Technical reports S 10
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SM8/2012-1.3
F. IV.4 ES Permissions, trade licenses, licenses etc. A 10
G. OPERATING MATTERS
G. I. B
Documentation of information systems and sources, communication
technologies S 5
G. III. B Transfer reports and documents S 5
G. IV. L
Library, study room, information centre/accrual list, audit
reports on the library fund, decremental list etc./ S 10
G. V.1 FO Registry and filing office – recording tools1
S 10
G.V.2 FO
Proposals, lists of documents suggested for the proceedings,
reports on referring documents to the registry S 10
G.VI.1 ITB
Records on inspections, communication with controlling
bodies S 10
G.VI.2 ITB Relations with MEYS S 10
G.VI.3 ITB Common correspondence S 5
H. OTHER CORRESPONDENCE
H.I. ITB Other correspondence, multiplicates, duplicates S 1
Used abbreviations
ITB Institute of Technology and Business
RAR Rector’s Authorised Representative
KR Rector’s Office
VR Vice-Rectors
F Faculties
DER Division of External Relations
B Bursar
D Departments
ES Economic Section
DHRP Department of Human Resources and Payroll
OD Operations Department
1
The period for safe destruction of official documents commences at the moment when all documents filed in the
records will be discarded in proceedings related to safe destruction of official documents
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SM8/2012-1.3
L Library and Study Room of ITB
LLC Life-Long Learning Centre
SD Study Department
SW Senior Workers
FO Filing Office