Regulations on as-built dossiers in the archival activities of the Ministry of Transport of Vietnam

Regulations on as-built dossiers in the archival activities of the Ministry of Transport of Vietnam (Illustration)

Under Article 12 Circular 74/2014/TT-BGTVT:

As-built dossiers to be submitted to the Ministry Archive in Vietnam include:

- Nationally significant projects and constructions as per Resolution of the National Assembly of Vietnam;

- Grade I transportation works or above under projects and constructions decided for investment by the Ministry of Transport of Vietnam.

The format of the as-built dossiers is stipulated in Article 13, Circular 74/2014/TT-BGTVT as follows:

1. As-built dossiers shall be bound into volumes (folders) or folded (for drawings) and placed into hard boxes, wherein:

- The cover shall clearly state the name of the managing agency, name of the unit forming the fund, title of the documentation, start and end date, number of pages, fund number, catalog number, file number, and storage period.

- The closure certificate must clearly state the number of pages (in figures and in words), from page... to page…., characteristics of the documents in the file, date, month, year, and the person who compiled it.

- The writing must be in standard, upright, bold, clear, clean, and aesthetically pleasing handwriting, correctly spelled, and only abbreviate terms that have been specified in the abbreviation table, using permanent black ink.

- Labels for the boxes must be pre-printed in a size suitable for the spine of the box (folder) used to store the documents and clearly state the name of the managing agency, name of the unit forming the fund, name of the project/work, box number, from file number... to file number...

- The cover, and document storage box must comply with Decision No. 1687/QD-BKHCN dated July 23, 2012, of the Ministry of Science and Technology on the announcement of national standards: archived document covers, archived document storage boxes, archived document storage shelves.

2. Numbering of pages: Use a black, soft pencil to sequentially number the pages of the documents from the first to the last page in the file or storage unit; the page number must be written at the top right corner of the document page. The file number should be written at the bottom left corner of the cover page. The pages for files with permanent storage value and files with long-term storage periods (20 years or more) must be numbered.

3. The size of the volume or folded drawing size: A4.

4. As-built dossiers shall be bound into separate volumes according to each construction item.

More details can be found in Circular 74/2014/TT-BGTVT effective from February 15, 2015.

Thuy Tram

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