Instruction on Preservation and Exploitation of Meteorological and Hydrological Archive Materials

Instructions for Preservation and Exploitation of Meteorological and Hydrological Archival Materials (Illustrative Image)

As specified in Article 42 of the economic-technical norms for meteorological hydrological documentation issued in conjunction with Circular 39/2013/TT-BTNMT, the preservation and exploitation of meteorological and hydrological archival materials are regulated as follows:

For Paper Materials:

* Receipt of Materials:

- Preparation Work:- Review the assigned tasks of the station network, including: the number of stations of each type, documents on station additions and modifications; criteria (measurement factors), and equipment of each station as a basis for verification against received materials;- Arrange labor, workspace, area to organize documents, equipment (leather folders, trolleys, labels for external indexing of boxes...);

- Receiving materials: Receive according to each type of material transferred to the warehouse.

- Check the physical condition of the preservation units;- Check the establishment condition of the preservation units;- Confirm the quantity of materials and sign the handover record.

- Organize materials on storage shelves:- Arrange documents into boxes and place them on storage shelves according to categorized materials and established preservation units per statistical tables from items 1 to 9, Article 4 of these Norms and following the principles described in section 3.2.1 of the Regulation of Meteorological and Hydrological Archival Materials 94 TCN 23 - 2006;- Update the warehouse diagram and information into the materials management program.

* Preservation of Materials:

- Monitor environmental conditions in the warehouse using equipment (ventilation fans, dehumidifiers, vacuums) as specified in the Regulation of Meteorological and Hydrological Archival Materials;- Clean the materials and the warehouse regularly;- Ensure warehouse safety: Use safety measures to prevent theft, fire; control and eliminate pests and mold.- Regularly maintain and restore: Partially repair minor damages or fully restore materials in poor condition;- Conduct an annual inventory of materials in the warehouse to identify degraded or damaged materials needing full restoration.

* Servicing Material Exploitation:

- Coordinate, publicize, and announce new materials annually;- Advise users: Introduce the station network, observation factors; procedures for exploiting materials;- Verify approved material usage requests and provide the correct and sufficient amount as required;- Facilitate quick and complete access for users;- Manage material entry and exit as per the Regulation of Meteorological and Hydrological Archival Materials;- Maintain statistics on material usage via standard forms;- Report periodically and unexpectedly on the exploitation of meteorological and hydrological materials.

For Digital Materials:

* Preservation of Materials:

- Check the data entry log;- Organize data storage discs;- Label data discs;- Arrange discs on preservation shelves and cabinets;- Randomly inspect CD and VCD storage quality monthly;- Clean the disc cabinets monthly.

* Servicing Material Exploitation:

- Read exploitation requests;- Verify the existence of digital materials;- Extract raw data;- Calculate and extract data per exploitation requests;- Print results on paper or discs;- Create a record for the release of digital materials.

For further details, see Circular 39/2013/TT-BTNMT, effective from December 15, 2013.

Le Vy

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