09:09 | 26/08/2024

How many professional archival activities are there for electronic administrative procedure records in Vietnam? What are procedures for collecting electronic archival materials?

How many professional archival activities are there for electronic administrative procedure records in Vietnam? What are procedures for collecting electronic archival materials? Q.A - Hue

What are the professional archival activities for electronic administrative procedure records in Vietnam?

Pursuant to Article 7 of Circular 13/2023/TT-BNV regulating professional archival activities for electronic administrative procedure records as follows:

Professional archival activities for electronic administrative procedure records

1. Professional archival activities for electronic administrative procedure records include:

a) Collecting records and archival materials;

b) Determining the value of archival materials;

c) Preserving archival materials;

d) Ensuring the safety and confidentiality of archival materials;

dd) Cataloging archival materials;

e) Destroying archival materials;

g) Using archival materials.

2. Professional archival activities for electronic administrative procedure records are conducted in accordance with Decree No. 01/2013/ND-CP, Circular No. 02/2019/TT-BNV dated January 24, 2019 of the Minister of Home Affairs regulating data input standards and requirements for the preservation of electronic archival materials, and Circular No. 10/2022/TT-BNV dated December 19, 2022 of the Minister of Home Affairs regulating the retention period of archival materials.

07 professional archival activities for electronic administrative procedure records include:

- Collecting records and materials;

- Determining the value of materials;

- Preserving materials;

- Ensuring the safety and confidentiality of materials;

- Cataloging materials;

- Destroying materials;

- Using archival materials.

How many professional archival activities are there for electronic administrative procedure records? How is the process of collecting electronic archival materials conducted?

How many professional archival activities are there for electronic administrative procedure records in Vietnam? What are procedures for collecting electronic archival materials?

What are  procedures for of collecting electronic archival materials in Vietnam?

Pursuant to Clause 3 Article 7 of Decree 01/2013/ND-CP regulating the collection of electronic archival materials as follows:

The process of collecting electronic archival materials is regulated as follows:

Collecting electronic archival materials into Agency Archives:

Step 1: The Agency Archives informs the unit submitting the materials of the List of Records to be filed;

Step 2: The Agency Archives and the unit submitting the materials agree on the requirements, means, structure, and format of the transfer;

Step 3: The unit or individual submits the records and accompanying descriptive data;

Step 4: The Agency Archives checks to ensure that the received records are complete and accurate according to:

- The list;

- The agreed-upon format and structure;

- Accurate links between descriptive data and records;

- Virus check;

Step 5: The Agency Archives transfers the records into the agency's electronic archival management system and implements backup measures;

Step 6: Prepare a dossier on the submission of electronic archival materials to the Agency Archives.

Collecting electronic archival materials into Historical Archives:

Step 1: The Historical Archives and the Agency Archives agree on the List of Records to be filed, requirements, means, structure, and format of the transfer;

Step 2: The Agency Archives submits the records and accompanying descriptive data;

Step 3: The Historical Archives checks to ensure that the received records are complete and accurate according to:

- The list;

- The agreed-upon format and structure;

- Accurate links between descriptive data and records;

- Virus check;

Step 4: The Historical Archives transfers the records into the Historical Archives' electronic archival management system and implements backup measures;

Step 5: Prepare a dossier on the submission of electronic archival materials to the Historical Archives.

What are regulations for using electronic administrative procedure records at the agency archives in Vietnam?

Pursuant to Article 8 of Circular 13/2023/TT-BNV regulating the use of electronic administrative procedure records at the Agency Archives as follows:

- Electronic administrative procedure records are used to resolve administrative procedures and serve other legitimate needs of agencies, organizations, and individuals as stipulated by law.

- Electronic administrative procedure records that have been filed must be used online through the electronic document management system and the administrative procedure resolution information system at the ministerial and provincial levels.

- The Agency Archives serves the exploitation and use of filed electronic administrative procedure records in accordance with the Law on Archival 2011 and related legal documents.

- The electronic document management system at the Agency Archives must ensure the ability to extract data from electronic administrative procedure records into electronic documents or print them into paper documents to serve the resolution of administrative procedures.

Circular 13/2023/TT-BNV will come into effect on October 15, 2023.

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