Ensure smooth document and archive work when organizing the apparatus

Procedures for people before using online public services at the Hanoi City Public Administration Service Center - Tay Ho branch. Photo: Mai Huu

The Directive clearly states that it implements Conclusion No. 127-KL/TU dated February 28, 2025 of the Politburo and the Secretariat on implementing research and proposing to continue to reorganize the apparatus of the political system; Document No. 414/BNV-VTLTNN dated March 19, 2025 of the Ministry of Home Affairs 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/TU of the Politburo and the Secretariat.

In order for the work of documents and archives to be smooth and continuous, ensuring the safe management of documents before, during and after the completion of the organizational arrangement of the political system, the Chairman of the City People's Committee requests the heads of departments, branches, and sectors, heads of agencies and organizations that are sources of submission to the City Historical Archives; Chairmen of the People's Committees of districts, towns, and cities; Chairmen of the People's Committees of communes, wards, and towns to be responsible for ensuring the work of documents and archives to be smooth and continuous, and the safe management of documents before, during and after the completion of the organizational arrangement; strictly implementing regulations on the management and use of seals and digital signature certificates for specialized public service; protecting state secrets.

Absolutely do not allow the illegal possession, transfer, or destruction of documents and document databases; do not damage or lose documents and document databases; do not allow documents and document databases to be taken or sent in any form out of the document storage location without permission from the competent authority as prescribed by law.

Direct units and individuals to compile statistics and catalog records and documents on completed work; package, seal and gather records and documents on unfinished work in rooms and warehouses for centralized storage.

It should be noted that documents of each agency or organization must be listed and collected according to the archives of that agency or organization; records and documents of unfinished work must be collected separately and clearly noted.

At the same time, be responsible for arranging warehouses, equipment, human resources and other necessary conditions to meet the gathering, protection and safe preservation of documents during the process of reorganizing the apparatus until the documents are handed over to the competent authority or organization for management after the reorganization.

Submit the completed and edited permanent preservation dossier to the City Historical Archives according to 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 authority or organization for management after reorganizing the apparatus.

Along with that, direct units and individuals to coordinate with the unit operating the statistical database system, localize data on the system or extract it to storage devices and safely preserve the integrity of documents and document databases until handing over to competent agencies and organizations after reorganizing the apparatus.

Close 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 effective date of the decision to merge or terminate operations.

Chairmen of People's Committees of districts, towns and cities shall direct People's Committees of communes, wards and towns to compile statistics and make a list of records and documents on completed work, records and documents on unfinished work, pack and seal them, arrange warehouses, equipment, human resources and other conditions to ensure the gathering, protection and safety of the unit's documents.

The Directive emphasizes that immediately after completing the organizational arrangement, the head of the new agency, organization, or administrative unit must promptly direct the registration of opening new or reopening accounts of organizations and individuals on the City's Document Management and Operation System; Public Service System; register for issuance of seals and digital certificates for specialized public service according to regulations; coordinate with the City Historical Archives, system management and operation units, and relevant units to receive documents and document databases according to the management authority of the law.

Full text of the Directive can be found here chi-thi-06.pdf.

Source: https://hanoimoi.vn/bao-dam-cong-tac-van-thu-luu-tru-duoc-thong-suot-khi-sap-xep-to-chuc-bo-may-698653.html