According to the official dispatch on resolving policies for leaders, managers and educational support personnel at educational institutions; the adjustment, management and handover of records and archival documents when arranging educational institutions, the Ministry of Home Affairs reserves a separate section of guidance on adjustment, management and handover of records and archival documents when arranging educational institutions.
Accordingly, all records and documents formed during the operation of educational institutions (before arrangement) must be statistically recorded and handed over in their original state to the new educational institution or directly superior agencies and organizations.
Documents of any educational institution must be managed according to the archives of that educational institution, ensuring the principle of centralization, not dispersing archives. For unresolved tasks, the old educational institution must hand over all records and documents to the new educational institution or directly superior agencies and organizations for continued management.
The Ministry of Home Affairs also reminded educational institutions and individuals not to occupy or illegally destroy documents; not to damage or lose documents, and must ensure document safety throughout the handover, management and use process.
For paper documents and other information-carrying objects, educational institutions (before arrangement) are responsible for statistics, classification, packaging, sealing and confirming the volume of all dossiers and documents, including cadre and employee dossiers, financial documents, assets, professional teaching and learning dossiers to hand over to receiving and managing units.
For digital documents and databases on the document and operation management system, the Ministry of Home Affairs requests educational institutions (before arrangement) to coordinate with management units to operate the system to fully determine the scope of dossiers, digital documents and data; perform backup, extraction and data preservation to serve handover.
Digital records and documents must be handed over along with descriptive data, management information and necessary information to ensure access, management, exploitation and use.
The handover and integration of data must ensure completeness, integrity, and authentication to the account of the new educational institution, thereby ensuring that the process of receiving and processing work is continuous and not interrupted.
Notably, for digital school records, student records, enrollment data, education quality accreditation data, education sector databases and specialized information systems, the handover must be fully, accurately, continuously, synchronously and not interrupt the exploitation and use.
The receipt and delivery of dossiers and documents must be made into a record, accompanied by a detailed dossier and document entry. The record must clearly state the font name or document block, document time, number of dossiers, sets, boxes, bundles, packages, boxes, data capacity, nghiệp vụ processing status and have full signatures and seals of the transferor and recipient representatives.
