Responsibility for Submitting Archival Materials to Historical Archives at All Levels

Responsibility to submit archival documents to historical archives at all levels (Illustrative image)

The responsibilities of agencies and organizations regarding the submission of archival documents are as follows:

1. Select files and documents of permanent value and compile them into an Index of files and documents for submission. The template for the Index of files and documents for submission is provided in Appendix I.

In case the documents have not been classified or filed, the agencies and organizations under the source of submission must arrange them before submission.

2. The Council for Document Valuation of the agency or organization will review, approve the Index of files and documents for submission, and present it to the head of the agency or organization for a decision.

The composition of the Council for Document Valuation of the agency archives is specified in Article 18 of the Law on Archives.

3. Send a document along with the Index of files and documents for submission to request the corresponding level of historical archives for inspection and assessment.

4. Complete the Index of files and documents for submission after receiving the evaluation document from the historical archives.

The Index of files and documents for submission is made in 03 copies: The agency or organization submitting the files and documents keeps 01 copy, the historical archives keeps 02 copies and they are permanently stored at the agency, organization, and historical archives.

5. Make a List of documents sealed with different security levels (if any). The template for the List of documents sealed with different security levels is provided in Appendix II.

6. Transport the documents to the corresponding level of historical archives for submission.

7. Submit documents

- Submit files and documents according to the approved Index of files and documents for submission and after receiving the evaluation document from the competent state archival management authority.- Submit arrangement guidance documents including: the History of the unit forming the fonds and Fond History, filing classification guidance, document valuation determination guidance, and finding aids accompanying the document fonds; the List of documents sealed with different security levels (if any).

The principles for submitting and receiving archival documents are specified in Article 3 Circular 16/2014/TT-BNV as follows:

- Submit and receive files and documents to historical archives at all levels as per the correct authority and the stipulated time frame.- Only submit and receive archival files and documents of permanent value and as specified in the list of documents for submission.- Submit the preservation boxes/folders for the document fonds in accordance with the state standards.- Submit all finding aids accompanying the document fonds.

More details can be found in Circular 16/2014/TT-BNV, effective from February 01, 2015.

Thuy Tram

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