Forms Used for Preparing and Storing Records and Documents

Appendix No. 1: Sample File List

- The number, symbol of the file includes the number, symbol of the major category and the serial number of the file title in the File List.

- The file number is displayed in Arabic numerals;

- The symbol of the major category is displayed in abbreviations. Abbreviations of major categories in the File List are regulated by agencies and organizations but must be concise, easy to understand, and easy to remember.

Example: TH.01.

- The file numbering can be applied in one of the following two ways:

+ The file number is numbered continuously throughout the List; starting from number 01.

+ The file number is numbered continuously within each major category, starting from number 01.

Appendix No. 2: Sample Index of Documents and Materials

Writing the index of documents and materials is to record information about each document and material in the file on the "Index of Documents and Materials" sheet to inventory and fix the order of documents and materials that have been arranged and numbered. It is necessary to write fully and accurately the essential elements of the document or material in the index. If the index of documents and materials is lengthy, it should be paginated separately and placed at the beginning of the file, immediately after the cover sheet.

When creating the Index of Documents and Materials, it is advisable to use the Microsoft Office Excel program, following the standard template of the Archives Department of the Central Office of the Communist Party.

Appendix No. 3: Sample End Record

Writing the end record is to record fully and accurately the number of document pages, paying attention to adding pages with duplicate numbers, subtracting pages missing numbers, specifically noting the characteristics (handwriting, crafted materials, attached documents...) and physical condition (moldy, discolored, crumbling, wrinkled...) if any of each page, each document, and material and recording the date of file creation on the "End Record" sheet. The person indexing the file must sign the end record. The end record sheet is placed at the end of the file.

The end record sheet follows the standard template of the Archives Department of the Central Office of the Communist Party.

Appendix No. 4: Sample File Cover

Writing the file cover is to record fully, correctly, and accurately the information: Font name; unit or organization name (if any); file title (abbreviated); start and end time of the file (abbreviated); number of pages; font number, index number, document number (temporarily written in pencil) and the retention period of the file (abbreviated).

Note:

+ The writing on the file cover must be clear, clean, using good quality, fade-resistant ink, only abbreviating pre-determined words.

+ The file title should be concise, clear, summarizing the basic content and the components of the materials in the file. The basic information elements in the file title include: Type name, author, content, location, and time of the materials in the file. The order of these information elements can be changed and added or removed depending on the utilized characteristics to create the file.

The file cover follows the standard template of the Archives Department of the Central Office of the Communist Party.

► For detailed forms, see Guide 17-HD/VPTW dated December 16, 2016.

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