Procedures for preparing documents in the archival work of the Ministry of Transport of Vietnam

Procedures for preparing documents in the archival work of the Ministry of Transport of Vietnam​ (Illustrative Image)

Article 6 Circular 74/2014/TT-BGTVT stipulates the document preparation process as follows:

1. Opening the File

Opening the file involves taking a file cover and recording initial information about the file, specifically: File code, file title, year of opening the file. The file cover is as regulated in Decision No. 1687/QD-BKHCN dated July 23, 2012, of the Ministry of Science and Technology regarding the announcement of national standards: archival file covers, archival document storage boxes, archival document storage shelves.

2. Collecting and Updating Documents into the File

Each individual is responsible for collecting and updating all documents generated during the process of monitoring and resolving work into the corresponding opened file, ensuring the integrity and completeness of the file, and avoiding loss.

3. Closing the File

Once the work is resolved, the file is closed. If the work is not completed by the end of the year, the file is not closed, and it is supplemented into the following year's file list. Upon closing the file, the file preparer is responsible for:

- Checking the completeness of the documents in the file and supplementing if any are missing.

- Considering the removal of duplicate copies, drafts, and preliminary versions if the official version is available, except for drafts with important notes from the agency's leaders or notes from related agencies, or drafts that the file preparer deems necessary to keep; referential photocopies and documents that do not need to be preserved.

- Arranging documents in the file according to the order of work resolution or by time, type, and author of the document... In cases where the file includes films or photos, they should be placed in an envelope; audio and video tapes, and discs should be placed in a box at the end of the file. If the file is thicker than 3 cm, it should be split into separate storage units, each not less than 1 cm thick.

For example, a legal document preparation file could be divided into storage units such as drafts, seminar materials, and submission documents...

- Reviewing the preservation period of the file (comparing it with the File List and actual documents in the file).

- Completing and amending the file title to match the content of the documents in the file (if necessary).

More details can be found in Circular 74/2014/TT-BGTVT effective from February 15, 2015.

Thuy Tram

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