Tighten management of document and archive work during the process of organizational restructuring.

Kinhtedothi-It is strictly forbidden to illegally possess, transfer, or destroy documents and document databases; it is not allowed to damage or lose documents and document databases during the process of organizing the apparatus...

That is a notable content in Official Dispatch No. 414/BNV-VTLTNN dated March 19 of the Ministry of Home Affairs sent 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 according to Conclusion No. 127-KL/TW of the Politburo.

It is strictly forbidden to illegally possess, transfer or destroy documents.

The document clearly states that, in order to ensure smooth and continuous document and archive work, and to ensure the safe management of documents before, during and after completing the reorganization of the political system according to Conclusion No. 127-KL/TW dated February 28, 2025 of the Politburo, the Secretariat and the Ministry of Home Affairs request the Chairman of the People's Committee of the province or centrally-run city 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.

Firstly , properly and fully implement legal regulations on documents and archives, meeting the requirements: all documents and document databases formed in 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 counted and collected 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 do 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.

Before and during the organizational arrangement, documents and databases must continue to be preserved at the archives of the Provincial Historical Archives and the Agency Archives (or the location of preservation) of the administrative unit (ADU) before the arrangement.

In particular, it is strictly forbidden to illegally possess, 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.

Second , the provincial historical archives are responsible for receiving and coordinating with the 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 the new agencies, organizations, and administrative units after the organizational structure is reorganized.

Third , the handover of documents and document databases after the organizational arrangement is carried out in accordance with the legal regulations on archival management authority.

Fourth , strictly implement legal regulations on management and use of seals and digital signature certificates for public service; protect state secrets and ensure the security of information, documents, and data when performing statistical tasks, packaging, handing over, preserving, and using them in the process of reorganizing the apparatus.

Regulations on the list of identification codes for documents, records, and text symbols of new agencies and organizations

For the People's Committees of provinces and centrally-run cities, the Ministry of Home Affairs requests that the Chairman of the Provincial People's Committee take responsibility as the head in implementing state management of archives in the locality within the scope of duties and powers; ensure the safety of documents and document databases under the management authority according to legal regulations throughout the process of reorganizing the apparatus. Urgently issue the Directive of the Chairman of the Provincial People's Committee on strengthening state management of document and archive work.

At the same time, it is necessary to develop a plan to reorganize the State's historical archives at the provincial level in the Project to arrange and reorganize administrative units at all levels and build a two-level local government organization model, submit it to competent authorities for appraisal and implementation.

Immediately after completing the organizational arrangement, it is necessary to promptly issue a document stipulating the list of identification codes for documents, records and document symbols of the new agencies and organizations under management; direct the heads of the new agencies and organizations to receive documents and databases under their management authority; and the heads of the new grassroots administrative units to receive documents at the rooms and warehouses in the management area temporarily managed by the Provincial Historical Archives.

At the same time, it is necessary to direct the unit managing and operating the System to implement technical solutions to ensure continuity and continuation of document issuance activities and work settlement of agencies and organizations under its management.

The Ministry of Home Affairs proposed to strengthen the management of document and archive work in the process of reorganizing the political system (photo: VNA)

Issue a plan to implement the Directive of the Provincial People's Committee Chairman

For the Department of Home Affairs, the Official Dispatch requests the Chairman of the Provincial People's Committee to advise the Chairman of the Provincial People's Committee to issue a Directive on strengthening the management of document and archive work in the process of reorganizing the apparatus of the local political system; issue a plan to implement the Directive of the Chairman of the Provincial People's Committee.

At the same time, assign the Provincial Historical Archives to assign officials to organize working groups to agencies, organizations, and units to receive and coordinate on-site preservation of documents and delimit the document database on the System; direct the Provincial Historical Archives to proactively take measures to collect files with permanent preservation period that have been completely edited at agencies and organizations that are the source of documents submitted to the Provincial Historical Archives.

At the same time, the Provincial People's Committee Chairman's staff shall arrange sufficient resources to ensure the safety of documents and document databases in rooms and warehouses that have been confirmed and sealed by the Provincial Historical Archives until they are handed over to the responsible management agency or organization after the apparatus is reorganized.

Immediately after completing the organizational arrangement, it is necessary to promptly advise the Chairman of the Provincial People's Committee to issue a list of identification codes for documents, records and text symbols of agencies and organizations formed after the organizational arrangement within the scope of management; submit to the Provincial People's Committee a project to manage and handle business operations for the document block of agencies and organizations before the organizational arrangement; coordinate with the unit managing and operating the system to develop a plan to hand over and integrate documents and document databases in the System.

Confirming the handover of documents and document databases of agencies and organizations before restructuring the apparatus

For provincial historical archives, the Ministry of Home Affairs proposes to arrange officials to guide the counting, arrangement, packaging, sealing, confirmation of the volume and status of paper documents and documents on other information carriers (if any), receiving and coordinating on-site preservation or temporary centralized preservation of documents of agencies and organizations; coordinating with the management and operation units of the System to determine the number of digital documents and delimit the document database on the System of each agency, organization, and administrative unit.

Make a list of all documents and document databases currently being kept at the Provincial Historical Archives; continue to ensure the safety, integrity and usability of documents and document databases at the Provincial Historical Archives until they are handed over to competent agencies and organizations after restructuring the apparatus. Summarize the quantity and status of documents and document databases and report to the Department of Home Affairs for reporting to the Ministry of Home Affairs.

Immediately after completing the organizational arrangement, it is necessary to promptly carry out: the focal point organizes and confirms the handover of documents and document databases of agencies and organizations before the organizational arrangement to the competent management agency or organization after the organizational arrangement; advise the Department of Home Affairs to develop a project to manage and handle the business of the document block and document databases that have been counted of the agencies and organizations before the organizational arrangement.

At the same time, coordinate with relevant agencies and organizations to organize the implementation of projects and plans to manage and handle business operations for the document and database blocks that have been statistically compiled before the organizational arrangement; collect files with permanent preservation period that have been completely edited before at agencies and organizations that are the source of documents submitted to the Provincial Historical Archives.

Register to open new or reopen accounts for organizations, leaders, and clerks

Also in this Official Dispatch, the Ministry of Home Affairs requires the heads of agencies, organizations, and chairmen of district and commune-level People's Committees to be responsible for ensuring the safety of documents and document databases under their management authority according to legal regulations during the process of restructuring the apparatus until the documents and document databases are handed over to the Provincial Historical Archives and competent agencies and organizations after restructuring the apparatus.

At the same time, direct units and individuals to compile and package records and documents on completed work and records and documents on unfinished work; assign units and individuals to synthesize and make a list of unfinished work of the agency or organization; have records and documents attached, packaged separately and collected and submitted to the agency's Archives.

Direct the statistical agency's archives, pack documents in the archives and guide statistical units and individuals to pack unsubmitted files and documents in the archives; receive files and documents from units and individuals and gather them in the centralized archives and storage rooms. At the same time, arrange the necessary warehouses, equipment and human resources to protect and safely preserve documents until they are handed over to the competent management agency or organization after reorganizing the apparatus.

The Chairman of the District People's Committee assigns the Department of Home Affairs to advise on the arrangement of warehouses and necessary equipment to gather and centrally preserve documents of specialized agencies under the District People's Committee; arrange forces to protect the safety of documents until they are handed over to the competent management agency or organization after the organizational arrangement.

Immediately after completing the organizational arrangement, the head of the new agency, organization, or administrative unit must promptly direct the registration of opening or reopening of accounts for the organization, leader, and secretary on the System to ensure the issuance and receipt of documents; register for the issuance of seals and digital signature certificates for specialized public service according to regulations...

Statistics, sealing, safekeeping of documents

For agency archives, the Ministry of Home Affairs requires the agency archives department or the person assigned to archive at the agency, organization, or unit to guide units and individuals to compile, package documents and hand them over to the centralized storage room or warehouse in advance; prepare the warehouse and necessary conditions to safely preserve documents received from units and individuals; compile, seal, and safely preserve documents at the agency or organization's storage room or warehouse until they are handed over to the provincial historical archives or the competent agency or organization after restructuring the apparatus.

At the same time, coordinate with the unit managing and operating the statistical system to confirm the number of documents and document databases of agencies and organizations in the system; receive and separately preserve files and documents of unfinished work according to the list; submit or separately compile and package files with permanent preservation period that have been previously completely edited.

Submit the packaged documents and unfinished work list in their original condition.

For civil servants, public employees, and workers, the Ministry of Home Affairs requires statistics and packaging of files and documents on completed and unfinished work. For unfinished work, it is necessary to make a list and clearly state the name of the work, the name of the person assigned to handle it, the number of documents available, and the deadline for handling (if any).

Submit the original package of documents and files and the list of unfinished work on the System to the agency or unit archives, or the individual responsible for collecting documents during the process of reorganizing the apparatus.

Immediately after completing the organizational arrangement, it is necessary to promptly coordinate with the Agency Archives and the unit managing and operating the System to hand over records and documents on unfinished work to the unit or individual responsible for continuing to handle it.

Closing the accounts of organizations and individuals for agencies and organizations that have ceased operations

For the units managing and operating the System, the Ministry of Home Affairs requires to identify and delimit the scope of documents and document databases in the System according to each account of the agency, organization, and individual. Based on the list of unfinished work, determine the scope of data and make a list of accounts of organizations and individuals with unfinished work; prepare a handover plan when directed.

At the same time, collect statistics and report to the Provincial People's Committee and the Department of Home Affairs on the system of document identification codes, file codes, and document symbols currently used in the System to serve as a basis for setting document identification codes, file codes, and document symbols of agencies and organizations after the organizational arrangement is unified, synchronized, and avoids duplication.

Immediately after completing the organizational arrangement, it is necessary to promptly close the accounts of organizations and individuals for agencies and organizations that cease operations immediately after the decision on organizational arrangement is made; at the same time, open accounts for new agencies, organizations and individuals, ensuring connection with previously related documents and document databases.

In particular, the Ministry of Home Affairs proposes to have a plan to use documents and document databases in the System to serve the urgent needs of agencies, organizations and individuals during the process of restructuring the apparatus.

Source: https://kinhtedothi.vn/siet-quan-ly-cong-tac-van-thu-luu-tru-trong-qua-trinh-sap-xep-bo-may.html