Interior ministry shortens transfer timeline for long-term public records

The interior ministry said it had shortened the transfer timetable for public records kept 30 years or longer.

The ministry said the revision addresses shortcomings in the existing system and seeks safer, more systematic preservation and management of public records.

The decree, which takes effect immediately, requires archives and special archives to transfer records with retention periods of at least 30 years to permanent records institutions in the year after five years have elapsed. The previous deadline was the year after 10 years had elapsed from the start of the retention period.

The rules also cover institutions funded by local governments and investment entities in which local governments hold at least 50 percent. Those provisions start six months after publication and apply to records produced or received during that year.

The central records-management authority will issue retention standards detailed by agency work type, which public agencies will use to set retention periods. Agency heads must consult the heads of relevant permanent records institutions before finalizing those periods.

Archives and special archives without enough preservation facilities can request storage space from the central authority for eligible long-term records. They may also agree with permanent records institutions on earlier transfer dates. Some provisions on record transfers, corrections and disclosure of annual record-use statistics take effect Jan. 1, 2027.

Permanent records institutions may directly correct deficiencies or errors in transferred records at an agency's request when the work can be completed there. If electronic-file errors still leave a record unavailable or its location unconfirmed after correction procedures, the institution must conduct field inspections and maintain a list of the records.

The decree defines non-electronic records converted into electronic form as digitized records. Archives must conduct periodic inventories and condition checks of non-electronic records, while permanent records institutions must disclose annual statistics on record viewing, provision and lending on their websites.