Circular 09/2011/TT-BNV preservation period of records of agencies and organizations

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Circular No. 09/2011/TT-BNV dated June 03, 2011 of the Ministry of Home Affair on regulating the preservation period of records and materials generally formed in activities of agencies and organizations

Issuing body:	Ministry of Home Affairs	Effective date:	Known Please log in to a subscriber account to use this function. Don’t have an account? Register here
Official number:	09/2011/TT-BNV	Signer:	Tran Van Tuan
Type:	Circular	Expiry date:	Known Please log in to a subscriber account to use this function. Don’t have an account? Register here
Issuing date:	03/06/2011	Effect status:	Known Please log in to a subscriber account to use this function. Don’t have an account? Register here
Fields:	Administration

SUMMARY

The preservation period of records and materials in activities of State agencies

On June 03, 2011, the Ministry of Home Affair issues the Circular No. 09/2011/TT-BNV on regulating the preservation period of records and materials generally formed in activities of agencies and organizations.

Accordingly, the preservation term of materials is the time required to keep records and materials from the year of completion of work and includes 2 level as follow:

Permanent preservation: These records and materials at this level are preserved in the archives agency, then selected and filed in history archives when due as prescribed by law on archives, such as: Guidelines and policies of the Party and law of the State, Records of preparation, issuance of regime/regulation/guidance on general issues of sectors and agencies…

Preservation with term: These records and materials at this level are preserved in the archives agency until the expiry of preservation. They shall be statisticized for submission to the Board of document value determination of the agency to make a decision on further preservation or destruction. The destruction of invalid materials must comply with regulations of law on archives.

This Circular takes effect on July 18, 2011 and repeal the Table of preservation term of sample materials and documents issued under the official dispatch No. 25/NV dated September 10, 1975 of the Archives Department of Prime Minister Palace.

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THE MINISTRY OF HOME AFFAIRS

CircularNo. 09/2011/TT-BNV dated June 03, 2011 of the Ministry of Home Affair on regulating the preservation period of records and materials generally formed in activities of agencies and organizations

Pursuant to Decree No. 48/2008/ND-CP of April 17, 2008 of the Government defining the functions, tasks, powers and organizational structure of the Ministry of Home Affairs;

Pursuant to Decree No. 111/2004/ND-CP dated April 8, 2004 of the Government detailing the implementation of a number of articles of the Ordinance on National Archives;

At the request of the Director ofStateRecords andArchivesDepartment;

The Ministry of Home Affairs regulates the preservation term of records and materials generally formed in activities of agencies and organizations as follows:

Article 1. Scope of regulation and subject of application

1. This Circular regulates the preservation term of records and materials generally formed in activities of agencies and organizations.

2. This Circular applies to all state agencies, political organizations, political-social organizations, social organizations, social – professional organizations, economic organizations and people s armed force (hereafter referred to as agencies and organizations).

Article 2. Preservation term of materials

1. The preservation term of materials is the time required to keep records and materials from the year of completion of work.

2. The preservation term of materials generally formed in the activities of agencies and organizations is defined including the two levels as follows

a) Permanent preservation: These records and materials at this level are preserved in the archives agency, then selected and filed in history archives when due as prescribed by law on archives.

b) Preservation with term: These records and materials at this level are preserved in the archives agency until the expiry of preservation. They shall be statisticized for submission to the Board of document value determination of the agency to make a decision on further preservation or destruction. The destruction of invalid materials must comply with regulations of law on archives.

Article 3. Table of preservation term of general materials

1. Table of preservation term of materials is the list of groups of record and document with instruction of preservation term.

2. Issued together with this Circular the Table of preservation term of materials generally formed in the activities of agencies and organizations (referred to as Table of preservation term of general materials)

Group 1. General materials

Group 2. Materials of plan, planning and statistics

Group 3. Personnel and organization materials

Group 4. Salary and labor materials

Group 5. Financial and accounting materials

Group 6. Materials of capital construction

Group 7. Technological and scientific materials

Group 8. Materials of international cooperation

Group 9. Materials of inspection and settlement of complaints and denunciations

Group 10. Materials of emulation, commendation and reward

Group 11. Legal Materials

Group 12. Materials of administration and public office management

Group 13. Materials of professional areas

Group 14. Materials of Party organizations, groups and bodies.

Article 4. Using Table of preservation term of general materials

1. Table of preservation term of general materials is used to determine the preservation term of records and materials generally formed in activities of agencies and organizations. When determining the value of the materials, the following requirements must be ensured:

a) The level to determine the preservation term for each specific record and document must not be lower than the level specified in this Circular.

b) When selecting materials to be filed in historical archives, it is necessary to consider the complete degree of document block (font) and pay attention to historical stage and moment in order to raise the level of preservation term of materials to a higher level than the prescribed level.

c) For records and materials whose preservation term has expired, the Board of document value determination of the agency shall consider and re-evaluate and may extend the preservation term if necessary.

2. The table of preservation term of general materials is used as a basis for making the Table of preservation term of specialized materials. The management agencies and organizations of central sector shall base on this Circular to completely concretize all areas and groups of professional record and document of the sector and regulate the preservation term for groups of corresponding record and document.

3. Where actually there are records, materials that are not specified in Table of preservation term of general materials, the agencies or organizations can apply the levels of preservation term of groups of corresponding record and materials in the Table of preservation term of general materialsfor determination.

Article 5. Implementation provision

This Circular takes effect 45 days after its signing date.

This Circular annuls the Table of preservation term of sample materials and documents issued under the official dispatch No.25/NV dated September 10, 1975 of the Archives Department of Prime Minister Palace.

Article 6. Implementation organization

The Ministries, ministerial-level agencies, government agencies, People s Committees of centrally-affiliated provinces and cities, state economic organizations responsible for dissemination, guidance and inspection of the implementation of this Circular.

The Minister

Tran Van Tuan

TABLE OF PRESERVATION TERM

RECORDS AND MATERIALS GENERALLY FORMED IN ACTIVITIES OF AGENCIES AND ORGANIZATIONS
(Issued together with Circular No. 09/2011/TT-BNV dated June 3, 2011 of the Ministry of Home Affairs)

No.	NAME OF GROUPS OF RECORD AND MATERIAL	PRESERVATION TERM
(1)	(2)	(3)
	1. General materials
1.	Sets of documents sent together to agencies - Guidelines and policies of the Party and law of the State (principle records)	Until document expires
1.	- Sent to learn (renaming of agency, office relocation, change of seal, notification of signature ...)	5 years
2.	Records of preparation, issuance of regime/regulation/guidance on general issues of sectors and agencies.	Permanent
3.	Records celebrating major holidays, important events organized by agency...	Permanent
4.	Records of preliminary and general summing-up conference on work of sector and agency - Annual summing-up - Monthly, quarterly and biannual preliminary summing-up	Permanent 5 years
5.	Annual plan and report of work - of superior agencies - of attached agencies and units - of functional units	10 years Permanent 10 years
6.	Quarterly, 6 month and 9 month plan and report of superior agencies - of attached agencies and units - of functional units	5 years 20 years 5 years
7.	Weekly and monthly plan and report of superior agencies - of attached agencies and units - of functional units	5 years 10 years 5 years
8.	Irregular plan and report	10 years
9.	Records of implementation of guidelines and policies of the Party and law of the State	Permanent
10.	Records of implementation of regime/regulation/guidance on general issues of sectors and agencies.	Permanent
11.	Records of ISO application of sectors and agencies.	Permanent
12.	Materials of information and propagation work of agencies - Documents of direction, program, plan, and annual report. - Plan, month and quarter report, exchange official dispatch	Permanent 10 years
13.	Materials on activities of leadership (reports, presentations / explanations, answer of questions at Parliament, speeches at major events ...)	Permanent
14.	Sets of notification of opinions and conclusions of meetings	10 years
15.	Book of recording minutes of handover meeting, working handbook of agency leadership and leadership secretary.
15.	- Ministries, ministerial-level agencies and the equivalent - Provincial People’s Committee and the equivalents - Other agencies and organizations	Permanent Permanent 10 years
16.	Sets of official dispatch exchanging common issues.	10 years
	2.Statistical and planning materials
17.	Plan, report on work of planning, plan and statistics - Long-term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
	*2.1. Planning materials*
18.	Sets of document on planning sent together to agencies (principle records)	Until document expires
19.	Records of planning making and development of sectors and agencies	Permanent
20.	Records on developing target schemes, projects, programs and objectives approved of the sectors and agencies.	Permanent
21.	Records of management and implementation of schemes, projects, programs and objectives of the sectors and agencies	Permanent
22.	Records of appraisal and approval of strategic schemes, development planning schemes, schemes, projects and programs and objectives of subject under the management scope of sectors and agencies.	Permanent
23.	Reports on evaluation of implementation of strategic schemes, schemes, development planning, projects, programs and objectives of subject under the scope of state management.
23.	- General summing-up - Preliminary summing-up	Permanent 10 years
24.	Official dispatches exchanging the planning work.	10 years
	*2.2. Planning materials*
25.	Sets of document on planning sent together to agencies (principle records)	Until document expires
26.	Annual social economic development target and plan - Issuing agencies - Implementing agencies - Receiving agencies	Permanent Permanent 5 years
27.	Records of plan making and report on plan implementation of sectors and agencies.
27.	- Long term and annual - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
28.	Plan and report on plan implementation of attached units - Long term and annual - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
29.	Records of direction and examination of plan implementation	20 years
30.	Plan to report implementation of plan of subjects under the scope of plan management of
30.	- Annually - Quarterly, 6 months and 9 months	Permanent 5 years
31.	Official dispatches exchanging the plan work.	10 years
	*2.3. Statistical materials*
32.	Sets of statistical documents sent together to agencies (principle records)	Until document expires
33.	Records of preparation and issuance of documents of regime/regulation and guidance on statistics of sector.	Permanent
34.	Report on general statistics and specialized statistics - Long term and annually - Quarterly, 6 months and 9 months	Permanent 20 years
35.	Report on basic investigation - General report - Grassroots reports and surveying forms	Permanent 10 years
36.	Report on analysis and forecast	Permanent
37.	Official dispatches exchanging work of statistics and survey	10 years
	3. Materials of organization and cadres
38.	Sets of documents on work of organization and cadres sent together to agencies (principle records)	Until document expires
39.	Records of preparation and issuance of organization charter, working regulation, regime/regulation and guidance on organization and cadre.	Permanent
40.	Plan and report on work of organization and cadre - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
41.	Record of preparation of scheme of organization of sectors and agencies.	Permanent
42.	Records of establishment, change of name, change of function, task, right of attached agencies and units	Permanent
43.	Records of consolidation, merger, separation, dissolution of agencies and units	Permanent
44.	Records of preparation and issuance of regulation on title of public servants and officials	Permanent
45.	Records on development and implementation of staffing norms	Permanent
46.	Report on statistics of list, number and quality of cadres.	Permanent
47.	Records of cadre planning	20 years
48.	Records of appointment, promotion, transfer and rotation of officials	70 years
49.	Records of the annual examinations for promotion and scale transfer. - Report on result and list of selected persons - Exam records, exam papers and materials for exam	20 years 5 years
50.	Disciplinary records of cadres	70 years
51.	Records of regime settlement (retirement, death, accidents, occupational diseases, social security ...)	70 years
52.	Original records of cadres, public servants and officials	Permanent
53.	Books and forms of cadre records	70 years
54.	Plan and report on the training and retraining of sectors and agencies’ cadres.	Permanent
55.	Materials of management of attached training and vocational teaching facilities. - Documents of direction, program, plan, and annual report. - Plans, monthly and quarterly reports, exchange official dispatches, reference materials	Permanent 10 years
56.	Records of organization of cadre fostering classes.	10 years
57.	Records of internal political protection	20 years
58.	Records of activities of the Committee for the Advancement of Women	10 years
59.	Official dispatches exchanging work of organization of cadres	10 years
	4. Labor and salary materials
60.	Plan and report on labor and salary - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
	*4.1. Labor materials*
61.	Sets of labor documents sent together to agencies	Until document expires
62.	Records of preparation and issuance of sector’s labor norms and report on implementation	Permanent
63.	Records of developing regulations on protection, safety and labor hygiene of sector.	Permanent
64.	General report on annual occupational accidents of sectors and agencies.	Permanent
65.	Records of cases of occupational accidents - Serious - Non-serious	Permanent 20 years
66.	Labor contract	5 years after termination of contract
67.	Official dispatches exchanging labor	10 years
	*4.2. Salary materials*
68.	Sets of salary document sent together to agencies (principle records)	Until document expires
69.	Records of preparation and issuance of sector’s salary scale and report on implementation	Permanent
70.	Records of development and issuance of sector’s regulation on allowance and report on implementation	Permanent
71.	Records of salary raising of cadres, public servants and officials	20 years
72.	Official dispatches exchanging salary	10 years
	5. Financial and accounting materials
73.	Sets of accounting and financial documents sent together to agencies (principle records)	Until document expires
74.	Records of development and issuance of accounting and financial regime/regulation	Permanent
75.	Plan and report on accounting and financial work - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
76.	Records of annual state budget of agencies and attached units	Permanent
77.	Plans, financial reports and final settlements - Annually - Monthly, quarterly, 6 months and 9 months	Permanent 20 years
78.	Records of development of regimes on price	Permanent
79.	Report on inventory, re-evaluation of fixed assets and repayment of public debts	20 years
80.	Records and materials on transfer, handover and disposal of fixed assets - Houses and land - Other assets	Permanent 20 years
81.	Records of financial examination and inspection at agencies and attached units - Serious cases - Other cases	Permanent 10 years
82.	Records of accounting at agencies and attached units - Serious cases - Other cases	Permanent 10 years
83.	Accounting books - General book - Detailed book	20 years 10 years
84.	Accounting documents used directly to record the accounting book and make financial statements	10 years
85.	Accounting documents not used directly to record the accounting book and make financial statements	5 years
86.	Official dispatches exchanging financial work	10 years
	6. Materials of capital construction
87.	Sets of documents of capital construction sent together to agencies (principle records)	Until document expires
88.	Records of making documents of regime/regulation and guidance on capital construction of sectors and agencies.	Permanent
89.	Plan and report on capital construction - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
90.	Records of capital construction works - Works of group A applying new solutions of architecture, structure, technology, equipment, new materials; works built in special geological and topographical conditions and ranked historical and cultural relics	Permanent
90.	- Works of group B and C and major repair	By life service of works
91.	Records of minor repair of works	15 years
92.	Official dispatches exchanging work of capital construction	10 years
	7. Technological and scientific materials
93.	Sets of documents on technological and scientific activities sent together to agencies (principle records)	Until document expires
94.	Records of development of regulation on technological and scientific activities of sectors and agencies	Permanent
95.	Records of scientific conferences, seminars organized by agencies	Permanent
96.	Plan and report on technological and scientific work - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
97.	Records of scientific Board’s activities of sectors and agencies	Permanent
98.	Records of program and scientific research subject - State level - Ministerial and sectoral level - Grassroots level	Permanent Permanent 10 years
99.	Records of technical initiatives and innovations, technological process or useful solutions recognized
99.	- State level - Ministerial and sectoral level - Grassroots level	Permanent Permanent 10 years
100.	Records of development of sectoral criteria	Permanent
101.	Records of development and application of science and technology of sectors and agencies.	Permanent
102.	Reports on specialized science made by agencies for participation in scientific seminars.	20 years
103.	Records of development and management of sectors and agencies’ data base	Permanent
104.	Official dispatches exchanging scientific and technological work.	10 years
	8. Materials of international cooperation
105.	Sets of documents on international cooperation sent together to the agencies (principle records)	Until document expires
106.	Records of international conferences and seminars presided over by agencies	Permanent
107.	Plan and report on international cooperation - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
108.	Records of preparation of programs and projects of international cooperation of sectors and agencies	Permanent
109.	Records of establishment cooperation relation with foreign agencies and organization	Permanent
110.	Records of becoming members of international associations and organizations	Permanent
111.	Records of participation in activities of international associations and organizations (conferences, workshops, surveys, surveys, statistics ...)	Permanent
112.	Records of annual association fee, contribution to international associations and organizations	Permanent
113.	when the party goes out to - Sign cooperation - Workshops, exhibitions, study, survey ...	Permanent 20 years
114.	Records when the party goes in to - Sign cooperation - Workshops, exhibitions, study, survey ...	Permanent 20 years
115.	Letters, phone, congratulation cards of foreign organizations and agencies - Importantly - Normally	Permanent 20 years
116.	Official dispatches exchanging international cooperation	10 years
	9. Materials of inspection and settlement of complaints and denunciations
117.	Sets of documents on inspection and settlement of complaints and denunciations	Until document expires
118.	Records of development and issuance of inspection and settlement of complaints and denunciations	Permanent
119.	Plan and report on inspection and settlement of complaints and denunciations - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
120.	Report on corruption prevention - Annually - Monthly, quarterly and semiannually	20 years 5 years
121.	Records of inspection of cases - Serious cases - Other cases	Permanent 15 years
122.	Records of settlement of complaints and denunciations - Serious cases - Other cases	Permanent 15 years
123.	Materials of activities of People’s Inspection Organization - Annual reports - Other materials	Permanent 5 years
124.	Official dispatches exchanging the inspection and settlement of complaints and denunciations	10 years
	10. Materials of emulation, commendation and reward
125.	Sets of documents on emulation, commendation and reward sent together to agencies (principle records)	Until document expires
126.	Records of development and issuance of statute/regulation and guidance on emulation, commendation and reward	Permanent
127.	Records of competition conference presided over by agencies	Permanent
128.	Plan and report on emulation and commendation - Long term and annually - 6 months and 9 months - Quarterly and monthly	Permanent 20 years 5 years
129.	Records of implementation of competition movement on occasion of celebrations	10 years
130.	Records of commendation and reward to collectives and individuals - Forms of commendation and reward of the State President and Prime Minister	Permanent
	- Forms of commendation and reward of Ministers, heads of ministerial-level agencies, governmental-attached agencies, Chairman of provincial-level People’s Committee or the equivalent	20 years
	- Forms of commendation and reward of the heads of agencies and organizations.	10 years
131.	Records of commendation and reward for foreigners	Permanent
132.	Official dispatches exchanging the commendation and reward	10 years
	11. Legal materials
133.	Sets of documents on legal work sent together to agencies (principle records)	Until document expires
134.	Records of development and issuance of regulation and guidance on legal work presided over by the agencies	Permanent
135.	Records of legal conference, dissemination of normative legal documents	10 years
136.	Plan and report on legal work - Long term and annually - Monthly, quarterly and biannually	Permanent 20 years
137.	Records of appraisal of normative legal documents	Permanent
138.	Records of the constructive feedback of normative legal documents presided over by other agencies.	5 years
139.	Records of the review of legal documents	10 years
140.	Official dispatches exchanging legal work	10 years
	12. Materials of administration and public office management
	*12.1. Materials of administration and archives*
141.	Sets of documents on administration and archives sent together to agencies (principle records)	Until document expires
142.	Records of development and issuance of regulation and guidance on administrative work and archives	Permanent
143.	Records of conference on administration and archives	10 years
144.	Plan and report on administration and archives - Annual and multi-annually - Quarterly and monthly	Permanent 10 years
145.	Records of administrative reform	20 years
146.	Records of preparation and issuance of List of state secrets of sectors and agencies.	Permanent
147.	Records of examination and guidance on operation of administration and archives.	20 years
148.	Report on statistics of archives and archived material	20 years
149.	Records of implementation of archives operations (collection, preservation, adjustment, use…)	20 years
150.	Records of management and use of seals	20 years
151.	Saving book and registration book of agencies’ sent documents - Normative legal documents - Directive, decision, regulation, statute and guidance - Other documents	Permanent Permanent 50 years
152.	Registration book of received documents	20 years
153.	Official dispatches exchanging administration and archives.	10 years
	*12.2. Materials of public office management*
154.	Documents on work of public office management sent together to agencies (principle records)	Until document expires
155.	Records of development and issuance of regulation and statute on public office management	Permanent
156.	Records of conference on officials and public servants	20 years
157.	Records of implementation of cultural life in public office	10 years
158.	Records of the national defense, the militia of agencies	10 years
159.	Records of fire and explosion prevention and combating, natural disaster of agencies ...	10 years
160.	Records of protection of agency’s head office	10 years
161.	Records on the use and operation of agency’s automobiles, machinery and equipment	Life service of equipment
162.	Books recording allocation of utensils, stationery	5 years
163.	Records of agency’s medical work	10 years
164.	Official dispatches exchanging management of public office	10 years
	13. Materials of professional areas
165.	Sets of documents on professional operation sent together to agencies (principle records)	Until document expires
166.	Records of development and issuance of professional management documents	Permanent
167.	Records of conference on professional operation held by agencies.	Permanent
168.	Plan and report on professional operation of the agencies and attached units
168.	- Annually - Monthly, quarterly and biannually	Permanent 20 years
169.	Plan and report on professional operation of subject under the scope of management
169.	- Annually - Monthly, quarterly and biannually	Permanent 10 years
170.	Records of management and implementation of professional activities - Documents of direction, program, plan, and annual report. - Plans, monthly and quarterly reports and exchanging official dispatches	Permanent 10 years
171.	Records of development, management and implementation of programs and targets and specialized projects	Permanent
172.	Records of key direction on professional operations	Permanent
173.	Records of examination and guidance on professional operations	Permanent
174.	Records of settlement of cases in management of professional operations - Important cases - Other cases	Permanent 20 years
175.	Report on specialized analysis and statistics	Permanent
176.	Books of management of professional operations	20 years
177.	Official dispatches exchanging professional operations	10 years
	14. Materials of Party, agency and union organization
	*14.1. Materials of Party organization*
178.	Sets of documents of direction and guidance of superior Party organization sent together to agencies (principle records)	Until document expires
179.	Records of General Meeting	Permanent
180.	C Program, plan and report on work - Summing up the year, tenure - Monthly, quarterly and biannually	Permanent 10 years
181.	Records of implementation of major campaigns, directives, and resolutions of the Central Committee and Party Committees	Permanent
182.	Records of establishment / merger and reorganization of Party organizations	Permanent
183.	Records of receipt and handover of Party work	10 years
184.	Records of examination and monitoring activities	20 years
185.	Records of evaluation and classification of Party grassroots organizations and Party members	70 years
186.	Records of Party members	70 years
187.	Books (registering Party members, Party fees, taking minutes)	20 years
188.	Official dispatches exchanging Party work.	10 years
	*14.2. Materials of Trade Union organization*
189.	Sets of documents of direction and guidance of superior Trade Union organization sent together to agencies (principle records)	Until document expires
190.	Records of General Meeting	Permanent
191.	Program, plan and report on work - Summing up the year, tenure - Monthly, quarterly and biannually	Permanent 10 years
192.	Records of implementation of major campaigns and resolutions of Trade Union	Permanent
193.	Materials on organizations, personnel and activities of Trade Union	Permanent
194.	Records of conference on cadres, public servants and officials of agencies	20 years
195.	Books	20 years
196.	Official dispatches exchanging Trade Union work	10 years
	*14.3. Materials on organization of Youth League*
197.	Sets of documents of direction and guidance of superior Trade Union sent together to agencies (principle records).	Until document expires
198.	Records of General Meeting	Permanent
199.	Program, plan and report on work - Summing up the year, tenure - Monthly, quarterly and biannually	Permanent 10 years
200.	Records of implementation of major campaigns and resolutions of Party, State and Youth League.	Permanent
201.	Materials on organization, personnel and activities of agencies’ Youth League	20 years
202.	Books	20 years
203.	Official dispatches exchanging Trade Union work	10 years

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Circular 09/2011/TT-BNV preservation period of records of agencies and organizations

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