Preservation of Archived Documents and Destruction of Expired Documents in the Field of Natural Resources and Environment

Preservation of Document Storage in the Field of Natural Resources and Environment

Pursuant to Article 33 on technical regulations and economic-technical norms concerning the tasks of receiving, storing, preserving, and providing information and data on natural resources and environment as stipulated in Circular 03/2022/TT-BTNMT (effective from April 15, 2022), the preservation of document storage in the field of natural resources and environment is regulated as follows:

1. Implementation Steps

a) Preservation of document storage:

- Cleaning the storage area including: ceiling, walls, windows, doors, and storage floor;

- Cleaning, checking, and operating equipment in the storage (air conditioners; dehumidifiers; ventilation fans; humidity and temperature measuring devices; lighting systems, fire alarm systems...) to ensure environmental conditions for document preservation as stipulated in Article 14 of this Circular;

- Cleaning shelves, cabinets, and the outside of the document preservation boxes (folders), storage media;

- Regularly checking the storage condition and addressing infestations of insects, termites, wood borers, and rats as guided by the specialized agency or unit;

- Recording daily in the storage preservation logbook.

b) Reporting on the preservation status of the storage.

2. Products

a) Storage preservation logbook (form BM.17);

b) Periodic reports on the results of preservation of storage and archived documents (quarterly/annually) or extraordinary reports (form BM.15).

Destruction of Valueless Documents in the Field of Natural Resources and Environment

Pursuant to Article 38, the procedures for the destruction of valueless documents in the field of natural resources and environment are regulated as follows:

1. Implementation Steps

a) Preparing dossiers for the assessment and destruction of valueless documents;

b) Submitting for review, verification, and issuance of a decision to destroy valueless documents;

c) Organizing the destruction of valueless documents: destruction of paper documents and information-bearing materials; erasure (destruction) of digital documents on storage devices.

d) Preparing minutes and filing the dossiers for the destruction of valueless documents.

2. Products

a) Explanatory document for valueless materials accompanied by a list of classified and valueless documents (form BM.23);

b) Proposal for the assessment and destruction of valueless documents (form BM.24);

c) Decision to establish the Council for Document Valuation;

d) Minutes of the meeting of the Council for Document Valuation;

e) Document requesting appraisal or opinions from the agency or organization holding valueless documents (form BM.26);

f) Minutes of the meeting of the Appraisal Council for Document Valuation (form BM.25);

g) Appraisal document/opinion from the competent authority;

h) Decision to destroy valueless documents (form BM.27);

i) Handover minutes of documents for destruction (form BM.28);

k) Minutes of the destruction of valueless documents (form BM.29).

Respectfully!