Efforts to ensure document and archive work when arranging the organization

Huge workload

These days, the workload of the archivists at the Provincial Historical Archives (56 Nguyen Thien Thuat, Tan Tien Ward, Nha Trang City) is very large. Some people continuously retrieve files for exploitation; some carefully arrange each sheet of Do paper to cut for archival document backing; some search for documents to serve the issuance of copies and online authentication of archival documents. The remaining staff are mobilized to guide the editing and arrangement of documents.

Working group of the State Records and Archives Department surveyed Tan Tien ward, March 2025.

In Tan Tien ward, although there is a separate warehouse for temporary storage of documents, the volume of inventory to be transferred to the warehouse awaiting handover is also very large, while ward officials are not proficient in this profession. According to the report of the Department of Internal Affairs of Nha Trang City, at the end of 2024, the city's departments and offices working at the inter-agency area must relocate their headquarters to hand over the construction site of the Nha Trang City Administrative Center. Except for the edited files arranged on shelves, the remaining files and documents are being bagged, boxed, and stored in many places. The majority of civil servants and public employees who concurrently work in clerical and archival work do not have a good grasp of their expertise and profession, so the management and storage of files do not comply with regulations. Although the District People's Committee is responsible for arranging warehouses to collect and preserve documents, after the end of the operation, it is not possible to manage these warehouses, nor is it possible to arrange funds to maintain the safe storage of files and documents.

Ms. Vo Thi Thuy Nga - Director of the Provincial Historical Archives Center said that currently, the Provincial Historical Archives does not have a specialized warehouse, the province has arranged a temporary warehouse at 56 Nguyen Thien Thuat with an area of ^​​279m2 . The Center has digitized 62,154 files of documents from the Provincial People's Committee (from July 1989 to 1996), 59,615 files of documents from the Provincial Emulation and Reward Board; is preserving 163 document files with more than 1,256m2 of document shelves, equivalent to 43,539 files and paper documents with permanent value. Up to now, the Provincial Historical Archives no longer has space to receive submitted documents, so it is necessary for the province to pay attention to arranging more archives to meet the need for centralized storage of documents after restructuring the apparatus. Provincial agencies also have many files from 2016 and earlier that have not been completely edited and are being packaged and stored at the agency archives. At the district level, documents from merged units are being piled up and stored in warehouses and offices; some districts have not yet arranged centralized storage locations. After the end of district-level operations, centralized storage still faces difficulties in terms of funding for maintenance, warehouse protection, and human resources to exploit documents after arrangement due to not being edited. At the commune level, the situation is similar. In the whole province, only 12/129 communes, wards, and towns have completely edited documents.

Effort to carry out the task

In March 2025, a working group from the Department of State Records and Archives ( Ministry of Home Affairs ) worked in Khanh Hoa on the management of document and archive work in the process of reorganizing the apparatus of the political system. After a field survey, the delegation assessed that Khanh Hoa's difficulties were the common situation of many localities across the country. The delegation provided guidance on developing a plan for managing and handling documents and databases before, during and after the reorganization of administrative units; providing guidance on statistics, packaging, sealing, handing over documents, zoning data on the system and measures to ensure the safety of archived documents, information security, etc.

The storage at 56 Nguyen Thien Thuat is full.

Mr. Vo Chi Vuong - Director of the Department of Home Affairs said that the department has proposed the Department of State Records and Archives to continue to guide and remove obstacles for the province. At the same time, advise the Provincial People's Committee to issue Directive No. 04, dated April 10, 2025 on strengthening the management of document and archive work in the province during the process of restructuring the apparatus; restructuring and reorganizing administrative units. Accordingly, documents and databases of any agency or organization must be counted and collected according to the archives of that agency or organization. Agencies and organizations close their archives from the date of termination of operation; do not issue administrative documents under their authority from the date the decision of the competent authority on restructuring the apparatus takes effect. Before, during the arrangement of the apparatus, arrangement and reorganization of administrative units, documents and databases must continue to be preserved at the Provincial Historical Archives and the agency archives (or the location where they are being preserved) of the administrative unit before the arrangement. It is strictly forbidden to illegally seize, transfer or destroy documents and document databases; damage, disperse or lose documents and document databases during the process of arranging the apparatus. The handover of documents and document databases after the arrangement of the apparatus must be carried out in accordance with regulations. Strictly implement regulations on the management and use of seals and digital certificates for specialized public service; protect the confidentiality of information, documents and document databases when counting, packaging, handing over, preserving...

NGUYEN VU

Source: https://baokhanhhoa.vn/xa-hoi/202504/no-luc-dam-bao-cong-tac-van-thu-luu-tru-khi-sap-xep-to-chuc-bo-may-0f55d28/