On April 11, Chairman of the Hanoi People's Committee Tran Sy Thanh signed and issued Directive No. 06/CT-UBND on strengthening the management of document and archival work in the process of restructuring the apparatus of the political system.
In order to ensure smooth and continuous archives and archives, ensure the safety management of documents before, during and after completing the organizational structure of the political system, the Chairman of the City People's Committee requires the heads of departments, agencies, branches and heads of agencies and organizations under the source of deposit into the city historical archival; Chairman of People's Committees of districts, towns; The Chairman of the People's Committees of communes, wards and townships are responsible for ensuring the work of clerical and storage are smooth and continuous, and the safety management of documents before, during and after the arrangement of the apparatus.
At the same time, strictly implement regulations on management and use of seals and digital signature certificates for public purposes; protect state secrets.
Absolutely do not allow illegal seizure, transfer, or destruction of documents and database; do not damage or lose documents and databases; do not allow or send documents and databases of archived documents in any form out of the place of storage of documents without permission from competent authorities as prescribed by law.
Direct units and individuals to compile statistics, compile a list of records and documents on completed work; records and documents on uncompleted work packaged, sealed and gathered into centralized storage rooms and warehouses. It is necessary to note that the documents of any agency or organization must be compiled and collected according to the archival records of that agency or organization; for records and documents on work that have not been completed, separate collection must be noted clearly.
Responsible for arranging warehouses, equipment, human resources and other necessary conditions to meet the gathering, protection and safe preservation of documents throughout the process of restructuring the apparatus until the documents are handed over to the competent management agency or organization after restructuring the apparatus.
Submit a dossier with a permanent storage period that has been completely edited to the City Historical luu trution in accordance with the provisions of law. Coordinate with the City Historical archives Center to temporarily manage other documents until the documents are handed over to the competent management agency or organization after the organizational arrangement.
Direct units and individuals to coordinate with the database operator to compile statistics, zoning data on the System or extracting them to a device for safe and complete storage and storage of documents and document databases until handed over to competent authorities and organizations after restructuring the apparatus.
Closing the archiving wall of agencies and organizations from the date of termination of operations; agencies and organizations not issuing administrative documents under their authority from the date of the merger decision or termination of operations taking effect.
The Chairman of the People's Committees of districts, towns and cities directs the People's Committees of communes, wards and towns to compile statistics and prepare a list of records and documents on completed work, records and documents on uncompleted work such as packaging, sealing, arranging warehouses, equipment, human resources and other conditions to meet the gathering, protection and safety of documents of the unit.
Immediately after completing the organizational arrangement, the head of the new administrative agency, organization or unit promptly directs: Register to open a new account or reopen an account of an organization or individual on the City's Document Management and Operation System; Public Service System; register to issue a special stamp and digital certificate for public service according to regulations; coordinate with the City History Museum, system management units and related units to receive documents, database and documents according to the management authority of law.
