Adjustment of paper document in the field of natural resources and environment in Vietnam

What are procedures for adjustment of paper document in the field of natural resources and environment in Vietnam?

Based on Clause 1, Clause 31 of the Regulation on Technical Standards and Economic-Technical Norms for the Work of Collecting, Storing, Preserving, and Providing Information and Data on Natural Resources and Environment (Circular 03/2022/TT-BTNMT, effective from April 15, 2022), the steps to adjust paper document management in the field of natural resources and environment are as follows:

a) Develop a plan for document management adjustment and draft operational guidelines for document management, including the establishment of unit history files, font history files, guidelines for determining document value, and guidelines for classifying record creation.

b) Document transfer and transportation to the adjustment location, preliminary cleaning of documents.

c) Document classification.

d) Create files or edit and complete files: create files for loose documents or edit and complete files for documents that have undergone preliminary adjustments, including determining document value and retention periods.

dd) Cataloging index cards: including information on the document's storage location in the repository and descriptive information according to Appendix II issued with this Circular.

e) Verify and edit the file creation and cataloging index cards.

g) Systematize index cards according to the classification guidelines and systematize files according to index cards.

h) File cataloging: Arrange files according to the guidelines for file creation; Number the pages for documents with a retention period of 5 years or more; Create a table of contents for files and documents with permanent retention; Print the table of contents and clip it to the file cover; Assign a file code; Write the file cover and closing documents.

i) Verify and edit the file cataloging.

k) Clean, remove staples, flatten documents, and place them in file covers; officially number the file covers.

l) Arrange files in boxes (or folders), label the boxes (or folders).

m) Transport documents to the repository, place them on shelves, and hand over the documents after adjustment.

n) Complete and hand over font records (including writing an introduction, creating a record lookup table, printing the table of contents, making duplicates, binding the table of contents) and prepare a report on the results of document adjustment.

Adjustment of paper document in the field of natural resources and environment in Vietnam - image from internet

What forms are used for adjustment of paper document in the field of natural resources and environment in Vietnam?

Based on Clause 2 of this Article, the forms that implement the adjustment of paper document in the field of natural resources and environment include:

a) Document adjustment plan (Form BM.04)

b) Unit history files and font history files (Form BM.05)

c) Guidelines for determining document value (Form BM.06)

d) Guidelines for document classification (Form BM.07)

dd) Index cards (Form BM.08)

e) List of documents that have expired their usefulness (Form BM.09)

g) List of files and documents (Form BM.10)

h) Table of contents for permanent archival documents (Form BM.13)

i) Document adjustment handover minutes (Form BM.03)

k) Document adjustment inspection report

l) Document adjustment result report (Form BM.14)

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