What is content of making a list of records for archives department in records management of the Vietnam Social Insurance?
What is content of making a list of records for archives department in records management of the Vietnam Social Insurance? What is duration of record preservation for the list of records for archives department in records management of the Vietnam Social Insurance? What is the pagination and symbols of headings and electronic file codes in records management of the Vietnam Social Insurance?
Please advise. Thankyou.
In records management of the Vietnam Social Insurance, what are regulations on content of making a list of records for archives department?
At Point a, Point b, Clause 3, Article 25 of the Regulations on records management of the Vietnam Social Insurance issued together with Decision 3012/QD-BHXH in 2022, there are regulations on building a heading framework for the list of records to be archived by the agency in records management of the Vietnam Social Insurance are as follows:
3. Contents of making List of documents
a) Develop a heading framework for the List of documents
The heading framework of the Document List is built according to the organizational structure. Do the following:
Take the names of units within the agency as major headings (sections) of the List of Records.
Each major topic includes small topics that are issues belonging to the unit's functions and tasks.
In each sub-heading, the records are arranged in order from general to specific, from general to specific, combined with the location and importance of the records.
Sample list of documents: Form No. 03 - Appendix IV
b) Determine the documents that need to be prepared, expected file titles and the unit or person preparing them
Determine the records that need to be prepared during the year, the unit or individual responsible for preparing the records based on the grounds for making the List of records in Clause 2 of this Article; especially the annual work plans and tasks of the agency and the units, and the specific tasks and jobs of each individual in the unit.
The title of the document needs to be short and clear but must summarize the content of the documents and documents that will be formed during the process of monitoring and resolving work.
Samples of some typical types of file titles: Form No. 04 - Appendix IV.
What is content of making a list of records for archives department in records management of the Vietnam Social Insurance? (Image from the Internet)
What is duration of record preservation for the list of records for archives department in records management of the Vietnam Social Insurance?
At Point c, Clause 3, Article 25 of the Regulations on records management of the Vietnam Social Insurance issued together with Decision 3012/QD-BHXH in 2022, there are regulations on duration of record preservation for the list of records for archives department in records management of the Vietnam Social Insurance are as follows:
c) Determine the preservation period of the records
Pursuant to the Regulation on preservation period of records and documents formed during the operation of the Vietnam Social Insurance system, the preservation period of records is determined according to the Table of preservation period of records and documents of the Vietnam social insurance system.
What is the pagination and symbols of headings and electronic file codes in records management of the Vietnam Social Insurance?
At Point d, Point e, Clause 3, Article 25 of the Regulations on records management of the Vietnam Social Insurance issued together with Decision 3012/QD-BHXH in 2022, there are regulations on numbering and symbols of headings. and electronic file codes in clerical work of the Vietnam Social Insurance sector are as follows:
d) Pagination and symbols of headings and documents
Major headings are paginated consecutively using Roman numerals.
Small headings (if any) within each large heading are paginated separately with Arabic numerals.
The number and symbol of the file includes the serial number paginated in Arabic numerals and the symbol (with abbreviations) of the major heading. Abbreviations of major headings in the list of documents are prescribed by the agency but need to be short, easy to understand, and easy to remember.
Pagination of records can be applied in one of the following two ways:
+ File numbers are paginated continuously within each major heading, starting from number 01 (for the agency's list of documents).
+ The numbers of records are paginated continuously throughout the List, starting from number 01 (for the List of records of units).
e) Electronic record code
- Each electronic record code is unique, with the function of locating the address of the record in an archive.
- Electronic record code includes:
+ Electronic identification code of the agency or unit.
+ Year the profile was created.
+ File numbers and symbols.
+ Abbreviated name of the officer preparing the file.
- The year the file was formed and the file number and symbol are determined according to the List of files issued annually. The components of the profile code are delimited by dots.
For example: G24.119.2022.26/LT.Hant is the file code of "Documents for developing and promulgating documents guiding professional archiving for social insurance of provinces and cities" of the Professional Records Department, Central Vietnam. Archives Center, Vietnam Social Insurance, established by officer Nguyen Thi Ha. In there:
+ G24.119 is the electronic identification code of the Archives Center, Vietnam Social Insurance.
+ 2022 is the year the profile is formed.
+ 26/LT is the file number and symbol (specified in the 2022 List of Files).
+ Hant is the abbreviation of the profile officer.
Best regards!
