HCMC: Proactive digitalization, on-time delivery
In recent days, according to SGGP reporters, many wards and districts in Ho Chi Minh City have urgently arranged and assigned officials and civil servants to arrange and edit to ensure that records and documents are stored in accordance with regulations.
At the People's Committee of Ward 14 (District 10), after a period of proactive early implementation, the correction of records to serve digitization and the construction of a modern archive has been completed. According to Mr. Ha Tuan Phuong, Chairman of the People's Committee of Ward 14, the ward proactively carries out the correction and digitization of records and documents every year. For records and documents arising from the beginning of 2025 to present, the ward continues to correct and digitize. Currently, the ward's archive is nearly 60 square meters wide, containing more than 156 meters of document shelves (a meter of document shelf is 1 meter long of documents arranged vertically, close together on the shelf - PV), corrected from 1971 to present.
Similarly, in An Lac Ward (Binh Tan District), the work of editing Party bloc files for digitization and archiving is also taking place urgently. Ms. Tran Thi Thu Huong, Standing Deputy Secretary of the Party Committee of An Lac Ward, said that the ward has completed editing 760 permanent files and 201 temporary files from 2003 to May 2020, and is continuing to edit about 12 meters of document shelves from June 2020 to present, with the goal of completing before June 25, and scanning all documents from the period 2003-2025 before June 15.
Many districts, counties and Thu Duc City have proactively reviewed, edited and digitized documents. For example, in Binh Tan District, through reviewing and statistics from 2003 to 2018, the number of edited files and documents is 5,230 permanent files. Currently, the district is urgently editing and scanning files to continue archiving from 2019 to present to prepare for handover after implementing the organizational arrangement of the political system and administrative units in the district.
In District 10, Ms. Nguyen Thi Thu Huong, Chairwoman of the District People's Committee, said that the district has directed the statistics, made a list of edited paper documents, made preliminary edits for the unedited documents, and prepared to hand over to the new unit. At the same time, the district reviewed electronic documents, zoned data, extracted them to storage devices, and ensured data safety and integrity for the handover.
Hanoi : Ensuring centralized and interconnected data
In Hanoi, the City People's Committee has approved the Project "Building a shared database from digitizing centralized documents of agencies in Hanoi" and assigned the Hanoi Public Administration Service Center to preside over and organize the implementation of the project. This project is built to digitize and rearrange records and documents to serve the suspension of district-level administrative activities and commune mergers according to the progress in Conclusion No. 127-KL/TW dated February 28, 2025 of the Politburo and the Secretariat on implementing research and proposing to continue to rearrange the organization of the political system.
According to Mr. Truong Viet Dung, Chief of Office of Hanoi People's Committee, the project implementation aims to form a shared database, including documents of Party, government and mass organizations in Hanoi, ensuring centralized, interconnected, shared and reusable data. On the other hand, it aims to improve the efficiency, effectiveness and performance of management and administration by not using paper records, integrating artificial intelligence, and easily exploiting and using data. Currently, the estimated volume of documents that need to be edited at the district and commune levels in Hanoi is more than 68,860m; the total volume of documents that need to be digitized at the district and commune levels is over 94 million A4 pages. This is a very large volume, so the digitization of documents is divided into 2 phases. Phase 1 will digitize documents of agencies, with 5 priorities, including: 1 is editing and digitizing documents of the Party and government at the district level; 2 is to edit and digitize documents of the Party and government at the commune level; 3 is to edit and digitize documents of the Party at the city level; 4 is to edit and digitize documents of the government at the city level; 5 is to edit and digitize documents of the mass organizations at 3 levels.
According to Mr. Cu Ngoc Trang, Director of the Hanoi Public Administration Service Center, from now until June 30, the center will focus on implementing priorities 1 and 2; digitizing documents with permanent storage period, documents that are frequently reused in the Party and government at district and commune levels, estimated to account for about 25% of the raw volume and 5% of the edited volume. For digitized documents, ensuring quality according to regulations, data will be synchronized, not re-digitized to avoid wasting time and budget.
Towards building a modern administration
From the implementation in localities, some experts and National Assembly deputies (NA deputies) said that the editing and digitization of records and documents is not only a technical task but also has the meaning of ensuring transparency, safety and efficiency in the process of reorganizing the apparatus, creating convenience for people and businesses. This is also an important step towards building a modern administration, better serving social needs in the new period.
Emphasizing the key role of digitalizing records in the current context, National Assembly Deputy Nguyen Quang Huan emphasized that when merging administrative units, the administrative boundaries will be wider, the infrastructure will need 5-10 years to complete, so in the beginning, traveling to do administrative procedures will certainly be difficult. Therefore, if digital technology is not utilized, requiring people to go to public agencies to process documents will create great inconvenience. According to him, it is necessary to digitize all records, put administrative procedures on the network environment to minimize inadequacies, and create a premise for implementing digital government and digital society. This must be done quickly and synchronously, and localities should not wait for instructions from the Central Government but must proactively implement it right now.
In addition, during the process of reviewing and storing records, National Assembly Deputy Pham Van Hoa expressed his opinion that local Party committees and authorities must resolutely direct, inspect, and remind throughout to avoid the loss, damage, or even intentional destruction of records. “If we are not careful and lose records, it will not only affect state agencies but also greatly affect people and businesses. Therefore, at this time, it is necessary to clearly define the specific responsibilities of organizations, units, individuals, and leaders if records are lost, damaged, or illegally destroyed,” National Assembly Deputy Pham Van Hoa noted.
To ensure smooth and continuous document and archive work, and ensure safe document management before, during and after completing the reorganization of the political system in Ho Chi Minh City, the Ho Chi Minh City People's Committee issued Directive 04. The Directive clearly states: requiring heads of departments, branches, and sectors of the city, Thu Duc City, districts, and counties to urgently direct the implementation of a number of urgent tasks to strengthen the management of document and archive work during the reorganization of the political system in the city.
Source: https://www.sggp.org.vn/khan-truong-so-hoa-ho-so-khi-sap-xep-don-vi-hanh-chinh-post799633.html
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