Guidance on procedures for arranging on paper-based materials in Vietnam

Guidance on procedures for arranging on paper-based materials in Vietnam (Image from the Internet)

1. Guidance on procedures for arranging on paper-based materials in Vietnam

According to Annex I issued with Circular 16/2023/TT-BNV, the process of arranging paper-based materials in Vietnam is as follows:

- Step 1. Receive and document the handover of materials.

- Step 2. Transport materials from the storage warehouse to the adjustment location (distance ~100m).

- Step 3. Initial cleaning of the materials.

- Step 4. Survey and draft the materials adjustment guideline documents (Survey Report on material; Adjustment Plan; History of the unit forming the fond, fond history; Classification Guideline, dossier preparation, and document value determination).

- Step 5. Classify materials according to the Classification Guideline.

- Step 6. Prepare dossiers or modify, complete dossiers according to the Dossier Preparation Guideline

+ Prepare dossiers for loose materials

++ Collect materials into dossiers;

++ Draft dossier titles;

++ Systematize materials in the dossiers;

++ Determine the retention period for the dossiers;

++ Write titles and reasons for discarding materials with no value.

+ Modify, complete dossiers for materials that have been preliminarily prepared

++ Check already prepared dossiers (document content, dossier titles, retention periods, etc.);

++ Supplement materials, modify titles, determine retention periods (if needed);

++ Systematize materials in the dossiers.

- Step 7. Fill in information fields on the information form: dossier number (temporary); dossier titles; document time; retention periods.

- Step 8. Check and modify dossiers and information forms.

- Step 9. Systematize information forms according to the classification scheme.

- Step 10. Systematize dossiers according to information forms.

- Step 11. Catalogue dossiers

+ Number pages for dossiers with a retention period of 20 years or more and fill in the number of pages on the information form;

+ Draft and print an index of documents for dossiers preserved permanently;

+ Write/print dossier covers and close documents.

- Step 12. Check and correct dossier cataloging.

- Step 13. Record official dossier numbers on information forms and on dossier covers.

- Step 14. Clean documents, remove staples and clips, flatten and place documents into dossier covers.

- Step 15. Place dossiers into boxes (folders).

- Step 16. Write/print and attach labels to boxes (folders).

- Step 17. Transport materials to the storage warehouse and place them on shelves.

- Step 18. Hand over and receive materials post-adjustment and document the handover, receipt of materials.

- Step 19. Prepare dossier index

+ Write a preface;

+ Compile, print, and bind the dossier index (03 copies).

- Step 20. Inventory, package, create a list, and write explanations for discarded materials

+ Arrange, package, and inventory discarded materials;

+ Write explanations for discarded materials.

- Step 21. End of adjustment

+ Complete and hand over the fond dossiers;

+ Write a final adjustment report.

2. What is the labor norm for arranging paper-based materials in Vietnam?

According to Clause 1, Article 3 of Circular 16/2023/TT-BNV, the labor norm for arranging paper-based materials is the labor time required to complete the adjustment of one meter of documents, calculated as the total of direct labor norm, management labor norm, and service labor norm, specifically:

- Direct labor norm is the total labor time directly performing the steps of the paper material document adjustment process;

- Management labor norm is the total labor time managing the document adjustment process;

- Service labor norm is the total labor time performing the service tasks for document adjustment, including serving the adjustment location; checking equipment, tools, adjustment rooms; cleaning the workplace; and security.

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