This is a notable content stated in Official Dispatch No. 414/BNV-VTLTNN 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.
The Ministry of Home Affairs accordingly requests the Chairmen of the People's Committees of provinces and centrally run cities 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.
correctly and fully implement the provisions of the law on documents and archives, meeting the following requirements:
All documents and database formed in the activities of an agency or organization must be centrally managed, unified and safe according to each archival form; documents and database of documents of an agency or organization must be compiled and collected according to the archival form of that agency or organization.
Implement the closure of the archival wall of the agency or organization from the date of termination of operation. Agencies and organizations that do not issue administrative documents under their authority from the effective date of the decision of the competent authority on the merger or termination of operations.
Before and during the reorganization of the apparatus, documents and databases must continue to be stored at the archives of the Provincial Historical archive and the archives of the agencies (or locations under preservation) of the administrative unit before the reorganization.
It is strictly forbidden to illegally possess, transfer, or cancel documents and document databases; documents and document databases must not be damaged or lost during the process of restructuring the apparatus.
Regarding historical archiving, the provincial level is responsible for receiving and coordinating with the head of the administrative agency, organization or unit to continue on-site preservation or temporarily temporarily centralize the preservation of all archival documents and database in the province and hand over documents according to the management authority to the new administrative agency, organization or unit after the restructuring of the apparatus.
The handover of documents and database documents after the restructuring of the apparatus is carried out in accordance with the provisions of the law on archiving and management authority.
Strictly implement the provisions of the law on management and use of seals and digital signature certificates for public service purposes; protect state secrets and ensure the safety of information, documents and data when performing statistical tasks, packaging, handing over, preserving and using in the process of restructuring the apparatus.
