Digitizing records at the City Archives Center

Standardize business

Recently, in Phong Dien town, the Department of Home Affairs organized a training conference on VTLT with the participation of many cadres, civil servants and public employees from specialized departments, People's Committees of communes, wards and towns to schools throughout the area.

An important content of the program is comprehensive guidance on core operations in administrative work when operating a two-level local government. From how to create records, submit documents to the agency archive; to managing outgoing and incoming documents; creating electronic records; collecting, editing and determining the value of documents... are all presented systematically, close to the reality at the grassroots level.

The officials participating in the training were directly guided and had their problems resolved when using the city's shared software systems, and at the same time approached the implementation of Decision 458/QD-TTg of the Prime Minister on electronic document archiving for the period 2020 - 2025. This is a necessary preparation step for the process of administrative modernization and building a digital archive, towards digital government.

Mr. Tran Nguyen Hoang, an office staff of Phong Chuong Commune People's Committee, said: "Previously, I used to do clerical work based mainly on experience. Through the training course, many procedures were clearly instructed, especially the creation of electronic records and collecting documents according to new standards. I believe that when the two-level government comes into operation, this knowledge will help the work go more smoothly."

Not only in Phong Dien town, equipping knowledge and archival skills for commune and ward officials to operate a two-level local government is deployed by the Department of Home Affairs for all officials, civil servants and public employees in the city.

Ms. Nguyen Thi Lien, a civil servant at the modern reception and results department of An Cuu ward, Thuan Hoa district, said: "The training helped me systematize the entire business process from creating records, arranging documents, to submitting and managing electronic documents. This helps me be more confident in creating records that meet standards, contributing to making the process of handling administrative procedures quick, convenient and transparent."

Directive 05/CT-UBND, dated April 1, 2025 of the Hue City People's Committee and Plan No. 1198/KH-SNV, dated April 17, 2025 of the Department of Home Affairs on strengthening the management of VTLT work in the process of reorganizing the apparatus of the political system according to Conclusion No. 127-KL/TW of the Politburo shows the serious preparation of Hue City in building a team of commune and ward cadres with sufficient capacity for digital archiving. Detailed regulations on the process of digitizing, preserving, exploiting and destroying digital archives are clearly issued, creating a solid legal basis for training.

Equipping commune and ward officials with archival skills not only meets immediate requirements but is also a condition for building e-government and digital government that play a central role in the administrative revolution process.

New demands in the digital age

From a professional perspective, Mr. Nguyen Tat Thang, Director of the Archives Center, Department of Home Affairs shared: "In the context of two-level government and digital transformation, archiving is no longer a purely administrative obligation but a key factor in the operational data system".

According to Mr. Thang, many commune and ward-level units are still confused about creating electronic records, classifying and determining the value of documents. The training program helps officials understand standard procedures and raise awareness of the role of archiving in the process of organizing a streamlined and efficient apparatus. "The two-level government will not be able to operate effectively if administrative data is still confusing. A centralized, synchronous and sustainable electronic archiving system is needed," Mr. Thang affirmed.

According to the Department of Home Affairs, the initial implementation of the training in localities has brought positive results, helping officials to be more proactive in archiving official documents and building a digital archive model at the grassroots level. After the training, many communes and wards have reviewed and rearranged their files, put important documents into the electronic archive system, and prepared for data transfer when the two-level government model officially operates.

In the context of the administrative apparatus being restructured towards streamlining and efficiency, fully equipping the staff of communes and wards with knowledge and archiving skills is no longer an option but a mandatory requirement. This is an important factor in transforming the management model from manual to digital, from paper-based administration to data-based operations. More importantly, this is a fundamental step to form a modern administration, serving the people more quickly, accurately and transparently.

Article and photos: HAI THUAN

Source: https://huengaynay.vn/chinh-tri-xa-hoi/cai-cach-hanh-chinh/chuan-bi-cong-tac-van-thu-luu-tru-cho-chinh-quyen-dia-phuong-2-cap-154089.html