Some Notes on Preparing Files and Archiving Documents in State Agencies

Stage of Collecting Documents and Materials into the File and Arranging Documents and Materials within the File

When arranging documents and materials within the file, note:

- If the file contains photographic or film materials, place them in an envelope; audio or video tapes should be placed in a separate box for preservation (clearly state the storage address and search symbols in the document at the end of the file);- Each document or material is only stored in one single copy in the best physical condition within a file. Select the original document for storage, if the original is not available, choose a legitimate copy to store;- If there are references (books, newspapers, magazines, etc.) attached to the documents, these should also be included in the file;- Annual programs, plans, and work reports should be classified under the year the document content refers to.- Multi-year programs, plans, and projects should be classified under the first year; multi-year work summary reports should be classified under the final year.

Stage of Completing the File

When cataloging the file, at the page numbering step, take note:

- Do not number blank pages (with no text);- In cases where a large-sized document page is folded and stapled (sewn) in the middle, it is considered two pages and should be numbered accordingly;- If there are photographs (or accompanying negatives), number the back of the photo (upper left corner) and place it in a preservation envelope, simultaneously number the envelope with the photo number;- If there are audio or video tapes, number the label and place it in a preservation envelope or box, simultaneously number the envelope or box;- Pages presenting multiple photos, articles, etc., cut from various books, magazines, documents, etc., and pasted onto a page also need to be numbered;- In the case of missing page numbers (consecutive pages without numbers), use the number of the preceding page and add a, b, c, etc., after that number (e.g., the preceding page is number 15, the missing pages will be numbered 15a, 15b, 15c, ...); if continuous numbering leads to a duplication due to document removal, leave blank the page numbers of the removed documents.- If the file contains references (books, newspapers, magazines, etc.) or document volumes and proceedings, only one general number needs to be assigned to the reference or volume (do not number individual pages within the reference or volume).

When writing the file cover, note:

- The writing on the file cover must be clear, neat, using good quality non-fading ink, abbreviated words only for those agreed upon;- The file title should be concise, clear, summarizing the basic content and the components of the documents in the file. Basic information elements in the file title include: type, author, content, location, and time of the documents. The order of these information elements can be changed or modified depending on the specific features used to create the file;- The file cover should follow the uniform template of the Central Office of the Communist Party Archive Department (see file cover template in Appendix No. 4 of Guide 17-HD/VPTW).

In addition to compiling current files (working files), officials and public employees, workers in agencies and organizations need to compile principle files as a basis for regular task resolution.

Principle files include legally effective copies such as original copies of directives, documents, circulars, guidelines, etc., from competent party and state agencies regarding a particular field of activity.

For detailed information, refer to Guide 17-HD/VPTW on compiling and submitting files for archival purposes, applicable to party agencies, socio-political organizations at all levels.

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