Process for editing paper-based documents according to Circular 16/2023/TT-BNV in Vietnam

Process for editing paper-based documents according to Circular 16/2023/TT-BNV in Vietnam

Regulations on the process of editing paper-based documents in Vietnam are as follows:

Step 1. Deliver documents and make a document delivery record.

Step 2. Transport documents from the storage warehouse to the editing location (distance ~100m).

Step 3. Preliminary cleaning of documents.

Step 4. Survey and compile editing guidance documents (Report on document survey results; Revision plan; History of font formation unit, font history; Instructions for classifying, documenting and determining the value of documents).

Step 5. Classify documents according to Classification Guidelines.

Step 6. Create a profile or edit and complete the profile according to the Document Preparation Instructions

- Prepare records for separate documents

+ Gather documents into records;

+ Compile file titles;

+ Systematize documents in records;

+ Determine the preservation period for records;

+ Write title and reason for disqualification for invalid documents.

- Edit and complete the preliminary documents

+ Check the documents that have been created (document content, document title, preservation period, ...);

+ Add documents, edit titles, and determine the preservation period (if necessary);

+ Systematize documents in records.

Step 7. Write the information fields on the information sheet: file number (temporary number); profile title; time of the document; storage period.

Step 8. Check and edit records and newsletters.

Step 9. Systematize the newsletter according to the classification plan.

Step 10. Systematize records according to information sheets.

Step 11. Cataloging records

- Number the document sheets for records with a preservation period of 20 years or more and fill in the number of sheets in the information sheet;

- Compile and print a document table of contents for permanently preserved records;

- Write/print application covers and closing documents.

Step 12. Check and edit the cataloging of records.

Step 13. Write the official application number on the information sheet and on the application cover.

Step 14. Clean the document, remove staples and clips, flatten it, and put it in a folder.

Step 15. Put the documents into the box (folder).

Step 16. Write/print and label the box (pair).

Step 17. Transport documents to the warehouse and put them on shelves.

Step 18. Deliver and receive documents after editing, and make a record of document delivery and receipt.

Step 19. Create a file index

- Write a foreword;

- Compile, print and bind the file index (03 sets).

Step 20. Statistics, packaging, cataloging, and writing explanations of type documents

- Arrange, package, and compile statistics on type documents;

- Write explanations for typed documents.

Step 21. Finish editing

- Complete and hand-over font documents;

- Write a summary and revision report.

Circular 16/2023/TT-BNV takes effect on January 1, 2024 and replaces Circular 03/2010/TT-BNV.

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