Strengthening the management of document and archive work to serve the organization and arrangement of the political system in the city.

This is an urgent and important task, of great significance in preserving and conserving administrative documents - valuable documents of agencies and organizations; at the same time, ensuring inheritance, promptly serving the management, direction and operation work in the transition period. The plan is built with the goal of clearly defining the work content, roadmap, completion time and specific responsibilities of each agency and unit. Accordingly, the strict implementation of Official Dispatch No. 414/BNV-VTLTNN dated March 19, 2025 of the Ministry of Home Affairs and Directive No. 06/CT-UBND dated April 2, 2025 of the Chairman of the City People's Committee is a mandatory requirement, creating a foundation for the effective and scientific management of state documents.

The City People's Committee requests that departments, branches, sectors, district and commune People's Committees and relevant agencies, organizations and unions need to step up propaganda, dissemination and implementation of the contents of Directive 06/CT-UBND to cadres, civil servants and public employees. Thereby, raising awareness and sense of responsibility in document and archive work - especially in the context of many changes in organization and personnel.

One of the key contents of the Plan is the requirement to link work content with the functions, tasks and responsibilities of each agency, unit and individual assigned to preside, closely coordinating with related units for effective implementation. Each step in the roadmap must have a specific completion time, avoiding overlapping or missing tasks. Databases, records and administrative documents must be reviewed, classified, fully documented and transferred in accordance with regulations, especially with agencies and units that are merged, consolidated or dissolved. Documents of historical value must be promptly submitted to the City Historical Archives in accordance with the law.

In the process of reorganizing the apparatus, document storage is not only an administrative technical requirement but also a strategic one, to ensure succession in state management, without interruption of the operation of the political system. The entire system of documents, records, electronic data... needs to be strictly managed, kept confidential and absolutely safe.

The plan also emphasizes the need for regular coordination between agencies and units; effective application of information technology in document and archive work, and improvement of the quality of electronic document management in the digital environment.

Accordingly, agencies and organizations conduct a review of all unedited documents, initially eliminating documents that do not need to be stored long-term such as books, newspapers, magazines, drafts, reference materials, etc. At the same time, they compile statistics and catalog unfinished work files, arrange and package documents into groups: completed and unfinished; in which, unfinished files must be collected separately and clearly noted.

For digitized paper documents, units are responsible for backing up data to storage devices, sealing and handing over with electronic databases. It is necessary to arrange suitable warehouses to safely preserve documents, ensuring that they are not lost or damaged.

After completing the organizational arrangement, the Department of Home Affairs will advise the City People's Committee to develop and submit a project to handle the remaining documents, and coordinate with relevant agencies to effectively organize the management, storage, and exploitation of documents after the arrangement./.

Source: https://haiphong.gov.vn/tin-tuc-su-kien/tang-cuong-quan-ly-cong-tac-van-thu-luu-tru-phuc-vu-sap-xep-to-chuc-bo-may-he-thong-chinh-tri-tr-748626