Instructions on collection of e-archival documents in Vietnam

Instructions on collection of e-archival documents in Vietnam (Internet image) 

Regarding this issue, LawNet would like to answer as follows:

1. Instructions on valuation of e-archival documents in Vietnam

Instructions on valuation of e-archival documents in Vietnam according to Article 3 of Decree 01/2013/ND-CP are as follows:

- E-archival documents shall be valuated according to the principles, methods and standards of content valuation such as archival documents on other information carriers and must meet the following requirements:

+ The reliability, integrity and authenticity of information in e-archival documents must be assured since such documents are created at the first time under form of a complete data message;

+ Information in e-archival documents can be accessed and used under a complete form.

- E-archival documents which meet the conditions as specified in Clause 1 of Article 7 of Decree 01/2013/ND-CP are valid as their originals.

2. Instructions on collection of e-archival documents in Vietnam

Instructions on collection of e-archival documents in Vietnam according to Article 7 of Decree 01/2013/ND-CP are as follows:

- 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.

- 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.

- 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 is transferred successfully and checked and certified by institutional or historical archival units.

- Technical standards in 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.

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