Ministry of Home Affairs guides localities in managing documents and archives when arranging administrative units

Illustration

Pursuant to Conclusion No. 137-KL/TW dated March 28, 2025 of the Politburo and the Secretariat on the Project on rearranging and reorganizing administrative units at all levels and building a 2-level local government organization model, in order to ensure smooth management and operation activities, meet the service requirements of people, agencies and organizations continuously, and limit the risk of loss of archival documents, the Ministry of Home Affairs has implemented a plan to guide and support localities in strengthening the management of document and archive work.

This aims to strengthen the Ministry of Home Affairs' state management responsibility for documents and archives nationwide in the context of apparatus arrangement and organization.

The Ministry of Home Affairs will directly urge, guide and support localities in carrying out urgent tasks to manage document and archive work and digitize archival documents when arranging and reorganizing administrative units at all levels and building a model of organizing the 2-level local government apparatus.

The implementation of tasks of managing and digitizing archival documents must be synchronized with the progress of arranging and reorganizing local administrative units at all levels. Ensure full implementation of requirements on document safety, document and data information safety; ensure smooth management and operation activities, meeting the requirements of continuous service to people, agencies and organizations.

According to the plan, during the implementation of the Project on rearranging and reorganizing administrative units at all levels and building a model of organizing the 2-level local government apparatus, the Ministry of Home Affairs will directly receive, respond, guide, and answer questions related to document and archive work.

At the same time, organize working delegations of the Ministry of Home Affairs to directly work with localities and provide guidance on the management of document work, archiving, and digitizing archival documents when implementing the arrangement and reorganization of administrative units at all levels and building a model of organizing the 2-level local government apparatus.

The Ministry of Home Affairs also advised on including the content of reorganizing the State's historical archives at the provincial level in the Project on rearranging and reorganizing administrative units at all levels and building a model of organizing 2-level local government...

Previously, on March 19, the Ministry of Home Affairs also issued an official dispatch to the People's Committees of provinces and centrally-run cities on strengthening the management of document and archive work in the process of reorganizing the apparatus of the political system.

The Ministry of Home Affairs requested the Chairman of the People's Committee of the province or centrally-run city (PPC) to urgently direct the implementation of a number of urgent tasks to strengthen the management of document and archive work in the process of reorganizing the local government apparatus.

All documents and document databases formed during the activities of agencies and organizations must be centrally, uniformly and securely managed according to each archive; documents and document databases of any agency or organization must be statistically and collectively compiled according to the archive of that agency or organization.

Carry out the closure of the archives of agencies and organizations from the date of termination of operations. Agencies and organizations shall not issue administrative documents under their authority from the date the decision of the competent authority on the merger or termination of operations takes effect. It is strictly forbidden to illegally seize, transfer, or destroy documents and document databases; it is not allowed to damage or lose documents and document databases during the process of reorganizing the apparatus.

Provincial historical archives are responsible for receiving and coordinating with heads of agencies, organizations and administrative units to continue to preserve on-site or temporarily preserve all archival documents and document databases in the province and hand over documents according to their management authority to new agencies, organizations and administrative units after restructuring the apparatus.

The handover of documents and document databases after the organizational arrangement is carried out in accordance with the provisions of the law on archival management authority.

The Ministry of Home Affairs also requires strict implementation of legal regulations on management and use of seals and digital signature certificates for specialized public service; protection of state secrets and ensuring security of information, documents and data when performing statistical tasks, packaging, handover, preservation and use in the process of reorganizing the apparatus.

Thu Giang

Source: https://baochinhphu.vn/bo-noi-vu-huong-dan-dia-phuong-quan-ly-van-thu-luu-tru-khi-sap-xep-don-vi-hanh-chinh-10225040511250635.htm