Ca Mau directs that document digitization must be selective in time and documents that need to be digitized, and should not be digitized en masse, to avoid waste.

On the afternoon of April 21, 2025, Comrade Nguyen Duc Hien, Standing Deputy Secretary of the Ca Mau Provincial Party Committee, had a working session with representatives of the leadership of the advisory and support agencies of the Provincial Party Committee, the Fatherland Front Committee and socio-political organizations at the provincial level, district Party Committees, city Party Committees, and Party Committees directly under the Provincial Party Committee on the work of archiving, managing documents, document databases and digitizing documents in the process of reorganizing the apparatus of the political system.

Meeting scene

At the working session, delegates were informed of Official Dispatch No. 64-CV/TW, dated April 10, 2025 of the Secretariat on archiving and managing documents and document databases in the process of arranging and organizing the apparatus of the political system and administrative units at the local level; Official Dispatch No. 14204-CV/VPTW, dated April 9, 2025 of the Central Party Office guiding a number of contents on digitizing documents when arranging administrative units and a number of related documents.

Representatives of some agencies and units reported on the results achieved in archiving, managing documents, document databases and digitizing archives of agencies and units; at the same time, reflected on the difficulties and problems in personnel, equipment, finance serving the archiving, managing documents, document databases and digitizing documents in the process of reorganizing the apparatus...

The representative of the Inspection Committee of Ca Mau Province reported on the current status of archived documents at the Inspection Committee of the Provincial Party Committee; the implementation of digitization and application of software of the Central Inspection Committee on record management in the past time: Accordingly, the inspection and supervision records stored at the Agency have been arranged, indexed, 5914/9396 incoming documents have been digitized, 2700/3176 outgoing documents have been digitized (term 2020-2025); specialized departments are updating petitions and case files to the software of the Central Inspection Committee; for the district-level inspection committee, they are editing and digitizing documents and case files (01 unit has completed editing and digitizing), updating petitions and files to the software of the Central Inspection Committee at the district level has not been done, the software is not operating stably, and some places are not connected; At the same time, it reported a number of difficulties and problems in the process of editing and digitizing documents: Lack of scanners and secure USBs to copy confidential documents and initially encountered difficulties in updating records on the Central Inspection Committee's software. " Information on party organizations and party members has not been synchronized with the database, leading to difficulties in updating the party organization code and party member code fields, lacking information; the petition software does not allow attaching petition files to the system, requiring manual entry, which takes a lot of time ... ".

Comrade Nguyen Duc Hien, Standing Deputy Secretary of the Ca Mau Provincial Party Committee, concluded: Through the report, the digitization of archived documents of some agencies and units has not met expectations; he requested the advisory and support agencies of the Provincial Party Committee, agencies, units, and party organizations directly under the Provincial Party Committee to identify the digitization of documents as an urgent requirement, and to prioritize resources to promptly edit and digitize documents, in order to ensure the prescribed time according to the direction of the Central Committee; and not to blame it on confidential documents, this or that, to avoid the delay in digitizing documents. He suggested that the leaders of agencies and units need to meet to carefully discuss the methods, implementation methods, completion time, and the need to establish teams, recruit more cadres and civil servants, and clearly assign tasks to jointly edit and digitize documents; Note that when digitizing, it is necessary to select the time frame and documents that need to be digitized. Do not digitize massively, because when digitizing is completed but not exploited, shared, or used in work, the digitization will not be effective but also wasteful. Assign the Provincial Party Committee Office to provide guidance on digitizing documents, at the same time, summarize difficulties, problems, and proposals of agencies and units, and report to the Provincial Party Committee Standing Committee to have directions to remove them, helping party organizations, agencies, and units to soon complete the editing and digitization work in accordance with the prescribed spirit and time./.

Khanh Hung

Source: https://ubkttw.vn/danh-muc/tin-tuc-thoi-su/ca-mau-chi-dao-so-hoa-tai-lieu-can-co-chon-loc-thoi-gian-tai-lieu-can-so-hoa-khong-nen-so-hoa-o-at-nham-tranh-lang-phi.html