Responsibilities of Historical Archives at All Levels in Receiving Archival Documents

Responsibilities of Historical Archives at All Levels in Receiving Archival Materials, Circular 16/2014/TT-BNV

Responsibilities of Historical Archives at All Levels in Receiving Archival Materials (Illustrative Image)

According to Article 5 of Circular 16/2014/TT-BNV, responsibilities of Historical Archives at all levels in receiving archival materials are as follows:

1. Develop a material collection plan; coordinate with the agencies and organizations that are required to submit archival materials regarding the types of materials, material components, material time periods, quantities of materials, and submission schedules.

2. Guide the agencies and organizations required to submit archival materials in preparing the submission.

3. Appraise the List of files, archival materials proposed for submission by the agencies and organizations: Review the List of files, archival materials proposed for submission; compare the retention periods of files and materials with the Retention Schedule of materials issued by the competent authority, and check a sample of the actual files and materials.

4. Submit the List of files, archival materials proposed for submission to the competent agency performing state management of archives for approval. The submission dossier includes: Written request for approval, appraisal report by Historical Archives, the written request for appraisal from the agency or organization attached with the List of files, archival materials proposed for submission.

5. Historical Archives notify by written communication to the agencies and organizations required to submit archival materials regarding the approval results.

6. Prepare storage rooms and preservation equipment for receiving the materials.

7. Receive materials:- Check and compare the List of files, materials proposed for submission against the actual materials submitted.- Receive the files, materials; accompanying documents providing processing instructions (if any), and the List of files, materials proposed for submission.- Prepare a Hand-over record.

The Hand-over record is made in 03 copies: One for the agency or organization required to submit, and two for the same-level Historical Archives. The Hand-over record form is guided in Appendix III.

8. Store the materials in the depository and arrange them on shelves.

More details can be found in Circular 16/2014/TT-BNV, effective from February 1, 2015.

Thuy Tram

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