Vietnam: Process of collection of e-archival documents

According to Article 7 of Decree No. 01/2013/ND-CP of Vietnam’s Government, e-archival documents must be collected into institutional archival unit according to the following process:

- Institutional archival units notify to units handing over the documents of the list of transferred records;

- Institutional archival unit and units handing over the documents reach consensus on requirements, devices, structure and format of transfer;

- Units or individuals hand over records and specification data enclosed;

- Institutional archival unit check to ensure that records are fully and properly received according to the list; agreed format and structure; proper connection between specification data and records; and check for viruses;

- Institutional archival units transfer records to their e-archival document management system and perform measures to have backup copies;

- To make dossiers of transfer of e-archival documents to institutional archival unit.

Concurrently, e-archival documents must be collected to historical archival unit according to the following process:

- Historical archival and institutional archival units reach consensus on the list of transferred records, requirements, devices, structure and format of transfer;

- Institutional archival units deliver records and specification data enclosed;

- Historical archival units check to ensure that the records are received fully and properly according to the list; agreed format and structure; proper connection between specification data and records; and check for viruses;

- Historical archival units transfer records in their e-archival document management system and make measures to have backup copies;

- To make dossiers of transfer of e-archival documents to historical archival units.

Agencies, organizations and individuals may destroy e-archival records and documents only after those records and documents are transferred successfully and checked and certified by institutional or historical archival units.

Technical standards during the transfer and collection of e-archival documents between institutional archival and historical archival units must comply with standards on data exchange as prescribed by law.

Note: If electronic and paper archival documents have identical contents, to collect both types. Upon transfer and receipt of e-archival documents, institutional archival unit and historical archival unit must check the authenticity, integrity and accessibility of records. Records must assure their contents, structures and backgrounds of forming and be protected to prevent damage, destruction, modification or loss of data.

View more details at Decree No. 01/2013/ND-CP of Vietnam’s Government, effective from March 01, 2013.

Ty Na

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