Vietnam: Organization, archival, and preservation of digital documents on natural resources and environment
Organization and archival of digital documents on natural resources and environment in Vietnam
Under Article 32 of the regulations on technical and economic-technical norms for the collection, archival, preservation, and provision of information and data on natural resources and environment in Circular 03/2022/TT-BTNMT (effective from April 15, 2022), the organization and archival of digital documents on natural resources and environment in Vietnam are regulated as follows:
1: Steps
a) Assign codes and label the received archival media;
b) Transfer digital data to archival devices and classify documents in combination with determining the value of documents and archival duration;
c) Catalog, enter detailed data content: detailed data content of the archival records according to the regulations and guidance in Section 6, Appendix II; detailed data of specialized information and data on natural resources and environment according to regulations and guidance in Section 2, Appendix II; detailed data of textual records, films (negatives)/photos, films/audio (video, audio) according to regulations and guidance in Sections 3, 4, 5 of Appendix II issued together with this Circular;
d) Arrange archival media in specialized cabinets;
dd) Prepare a report on the organization and archival of digital documents.
2. Products
a) Report on the organization and archival of digital documents (Form BM.22);
b) List of dossiers and archival documents attached with detailed information content (digital form, physical form).
Preservation of digital documents on natural resources and environment in Vietnam
Under Article 35 of these regulations, the preservation of digital documents on natural resources and environment in Vietnam is regulated as follows:
1. Steps
a) Clean the digital document archival media;
b) Periodically inspect digital documents on archival media: Conduct annually according to the provisions of Article 9 of Circular No. 02/2019/TT-BNV dated January 24, 2019, issued by the Minister of Home Affairs, which promulgates standards for input information data and requirements for the preservation of electronic archival documents (hereinafter referred to as Circular No. 02/2019/TT-BNV);
c) Back up documents on archival media: Conduct periodically according to the provisions of Article 10, Circular No. 02/2019/TT-BNV;
d) Recover documents on archival media: Perform according to the provisions of Article 11, Circular No. 02/2019/TT-BNV (if applicable);
dd) Record the preservation diary of digital documents.
2. Products
a) Report on the results of periodic archival and document preservation (quarterly/yearly) or ad-hoc (Form BM.15);
b) Minutes of inspection of digital documents (Form BM.18);
c) Backup diary of digital documents (Form BM.19);
d) Backup minutes of digital documents (Form BM.20);
dd) Recovery minutes of digital documents (Form BM.21).
Sincerely!
