Responsibilities of Each Individual in the Archival Work of the Ministry of Transport of Vietnam

Responsibilities of Each Individual in the Archival Work of the Ministry of Transport of Vietnam

The responsibilities of each individual in archival work are amended by Clause 3, Article 1 Circular 61/2018/TT-BGTVT as follows:

Each official and public employee, when beginning to handle assigned work led by their unit, must establish a Work File, implement the storage, preservation, and updating of the Work File during the work process. When finishing the work, they must check the completeness of documents and materials in the file; consider removing duplicate copies and drafts; arrange documents and materials by the sequence of work resolution or by time, type, author of the document. Fully catalog the file for those with permanent preservation periods (For agencies and units that have established ISO processes for archival documents, implement the creation of Work Files according to ISO processes, fully catalog the file for those with permanent preservation periods) and proceed to store at the unit or submit for storage as stipulated in Clause 1, Clause 4, Article 11 of this circular.

Officials and public employees, when transferring work, resigning, or retiring with social insurance benefits, must hand over files and documents to the agency, organization, or successor. They must not retain files and documents of the agency, organization for personal use or transfer them to another agency or organization. Transferred documents must be listed and a handover receipt must be created.

More details can be found in Circular 74/2014/TT-BGTVT which comes into effect in Vietnam from February 15, 2015.

Thuy Tram

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