Circular 31: Procedures for Preserving Digitized Documents and Digital Archives

Circular 31: Digital Document Preservation Procedures (Illustrative Image)

Circular 31/2013/TT-BTNMT stipulates the process of preserving land records in paper format. Specifically, as follows:

1. The preservation period for land records in paper format is 3 years per session for documents in temporary storage, 4 years per session for documents in regular storage, and 5 years per session for documents in specialized storage.

2. Preparation Work

- Remove the document box from the shelf;- Transport the document box from the shelf to the cleaning area using a trolley.

3. Document Cleaning Procedure

- Clean the document box, including: Removing files from the box; Cleaning inside the box.- Clean file covers, including: Removing documents from the file covers; Cleaning file covers with a soft brush.- Clean documents, including: Cleaning the document cleaning table; Laying each document on the table; Cleaning each document with a soft brush.

4. Completing Document Cleaning

- Return documents to the file covers, including: Arranging documents in the original order; Returning files to the box.- Return files to the document preservation box, including: Arranging files in the original order; Returning files to the box.- Shelve the document box for preservation, including: Transporting the box from the cleaning area to the shelf using a trolley; Shelving the box in the original order.- Check the cleanliness of the documents.

Additionally, this Circular also regulates minor restoration (patching, sticking) of land records in paper format, including:

Preparation Work:

- Select documents requiring minor restoration;- Mark symbols, number the pages;- Handover documents, transfer to the restoration area;- Determine the initial condition, record the document description;- Remove staples or separate stuck documents;- Smooth documents;- Clean, erase stains on the documents.

Document Patching and Sticking Procedure:

- Patch paper documents (20 cm²);- Select patch paper of the same material as the document to be patched;- Place the document and patch paper on a light box, use a soft pencil to trace the torn, punctured areas of the document onto the patch paper;- Use a needle to follow the pencil line, keeping 1 mm distance from the pencil line;- Use a cotton swab moistened with clean water to trace the needle line;- Clean the pencil marks on the patch and apply adhesive;- Place the patch, ensuring it evenly covers the torn edges;- After 3 to 5 minutes, gently tap the patch with forceps;- Use a thin do paper strip, 2 to 4 mm wide, apply adhesive, and overlay around the patch area;- After drying, turn the document over and repeat the edging on the back;- Dry and press the document flat;- Trim the document edges.

See details at Circular 31/2013/TT-BTNMT effective from December 9, 2013.

Ty Na

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