Strengthening the management of document and archive work in the process of reorganizing the apparatus of the political system.

It is strictly forbidden to illegally seize, transfer, or destroy documents and document databases; it is not allowed to damage or lose documents and document databases during the process of organizing the apparatus.

On March 19, 2025, the Ministry of Home Affairs issued Official Dispatch No. 414/BNV-VTLTNN 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.

It is strictly forbidden to illegally possess, transfer, or destroy documents and document databases.

To ensure smooth and continuous document and archive work, ensure safe management of documents before, during and after completing the reorganization of the political system according to Conclusion No. 127-KL/TW dated February 28, 2025 of the Politburo and the Secretariat on implementing research and proposing to continue reorganizing the political system, performing the responsibility of state management of documents and archives, the Ministry of Home Affairs requests the Chairman of the People's Committee of the province or centrally-run city 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 as follows:

Firstly, properly and fully comply with legal regulations on documents and archives, meeting the following requirements:

Firstly, all documents and document databases formed during the activities of agencies and organizations must be centrally, uniformly and securely managed according to each archive; documents and document databases of any agency or organization must be statistically and collectively compiled according to the archive of that agency or organization.

Second, the agency or organization shall close its archives from the date of termination of operations. The agency or organization shall not issue administrative documents under its authority from the date the competent authority's decision on the merger or termination of operations takes effect.

Third, before and during the organizational arrangement, documents and databases must continue to be preserved at the archives of the Provincial Historical Archives and the Agency Archives (or the location where they are being preserved) of the administrative unit before the arrangement.

Fourth, it is strictly forbidden to illegally seize, transfer, or destroy documents and document databases; it is not allowed to damage or lose documents and document databases during the process of organizing the apparatus.

Second, the provincial historical archives are responsible for receiving and coordinating with the heads of agencies, organizations, and administrative units to continue to preserve on-site or temporarily preserve all archival documents and document databases in the province and hand over documents according to their management authority to the new agencies, organizations, and administrative units after the organizational structure is reorganized.

Third, the handover of documents and document databases after the organizational arrangement is carried out in accordance with the provisions of the law on archival management authority.

Fourth, strictly implement legal regulations on management and use of seals and digital signature certificates for specialized public service; protect state secrets and ensure the security of information, documents and data when performing statistical tasks, packaging, handover, preservation and use in the process of reorganizing the apparatus.

Issuing documents regulating the list of identification codes for documents, records and text symbols of new agencies and organizations

For the People's Committees of provinces and centrally run cities, the Ministry of Home Affairs recommends that the Chairman of the Provincial People's Committee shall be responsible as the head in implementing state management of archives in the locality within the scope of duties and powers; ensuring the safety of documents and document databases under the management authority according to the provisions of law throughout the process of organizational arrangement.

Urgently issue the Directive of the Provincial People's Committee Chairman on strengthening state management of document and archive work.

Develop a plan to reorganize the State's historical archives at the provincial level in the Project to rearrange and reorganize administrative units at all levels and build a two-level local government organization model, submit it to competent authorities for appraisal and implementation.

Immediately after completing the organizational arrangement, it is necessary to promptly perform the following tasks:

Firstly, issue a document regulating the list of identification codes for documents, records and text symbols of new agencies and organizations under management.

Second, direct the head of the new agency or organization to receive documents and databases under their management authority; the head of the new grassroots administrative unit to receive documents at the rooms and warehouses in the management area temporarily managed by the Provincial Historical Archives.

Third, direct the unit managing and operating the System to implement technical solutions to ensure continuity and continuation of document issuance and work resolution activities of agencies and organizations under its management.

Fourth, direct the development of projects and plans for management and business processing of previously compiled documents.

Fifth, ensure resources to perform clerical and archival tasks safely and smoothly before, during and after the organizational arrangement.

Sixth, report the implementation status to the Ministry of Home Affairs so that the Ministry of Home Affairs can synthesize and report to the Government.

Issuing a Plan to implement the Directive of the Provincial People's Committee Chairman on strengthening the management of document and archive work.

For the Department of Home Affairs, advise the Chairman of the Provincial People's Committee to issue a Directive on strengthening the management of document and archive work in the process of reorganizing the apparatus of the local political system.

Issue a Plan to implement the Directive of the Provincial People's Committee Chairman on strengthening the management of document and archive work in the process of reorganizing the apparatus of the local political system.

The Provincial Historical Archives assigns officials to organize working groups to agencies, organizations, and units to receive, coordinate on-site preservation of documents, and delimit the document database on the System.

Direct the Provincial Historical Archives to proactively take measures to collect permanently preserved records that have been completely edited at agencies and organizations that are sources of documents submitted to the Provincial Historical Archives.

Advise the Chairman of the Provincial People's Committee to arrange sufficient resources to ensure the safety of documents and document databases in rooms and warehouses that have been confirmed and sealed by the Provincial Historical Archives until they are handed over to the responsible management agency or organization after the apparatus is reorganized.

Immediately after completing the organizational arrangement, it is necessary to promptly perform the following tasks:

Advise the Chairman of the Provincial People's Committee to promptly issue a list of identification codes for documents, records and text symbols of agencies and organizations formed after the reorganization of the apparatus under their management.

Submit to the Provincial People's Committee the project to manage and handle documents of agencies and organizations before reorganizing the apparatus.

Coordinate with the System management and operation unit to develop a handover plan, integrate documents and document databases in the System.

If necessary, consult the State Records and Archives Department on the management and processing plan for the document block and document database that have been statistically compiled before arranging the organizational structure.

Regularly guide and answer questions of agencies, organizations and individuals about documents and archives before, during and after organizational restructuring.

Confirm the handover of documents and document databases of agencies and organizations before restructuring the apparatus.

For provincial historical archives, the Ministry of Home Affairs proposes to arrange officials to guide the counting, arrangement, packaging, sealing, confirmation of volume and condition of paper documents and documents on other information carriers (if any), receiving and coordinating on-site preservation or temporary centralized preservation of documents of agencies and organizations.

Coordinate with the management and operation unit of the System to determine the number of digital documents and delimit the document database on the System of each agency, organization, and administrative unit.

Make a list of all documents and document databases currently preserved at the Provincial Historical Archives; continue to ensure the safety, integrity and usability of documents and document databases at the Provincial Historical Archives until the documents and document databases are handed over to competent agencies and organizations after restructuring the apparatus.

Synthesize the quantity, status of documents, document database and report to the Department of Home Affairs to report to the Ministry of Home Affairs.

Immediately after completing the organizational arrangement, it is necessary to promptly perform the following tasks:

The focal point organizes and confirms the handover of documents and document databases of agencies and organizations before the organizational arrangement to the competent management agency or organization after the organizational arrangement.

Advise the Department of Home Affairs to develop plans and projects to manage and process the documents and document databases that have been compiled by agencies and organizations before reorganizing the apparatus.

Coordinate with relevant agencies and organizations to organize the implementation of projects and plans to manage and process business operations for documents and databases that have been statistically compiled before reorganizing the apparatus.
Collecting permanent preservation records that have been previously completely edited at agencies and organizations that are sources of documents submitted to the Provincial Historical Archives. In case there is no specialized archive, the Provincial Historical Archives will advise the Department of Home Affairs to arrange rooms and warehouses to ensure the safety of documents collected during the process of reorganizing the apparatus.

Register to open new or reopen accounts of organizations, leaders, and secretaries on the System to ensure the issuance and receipt of documents.

For heads of agencies, organizations and administrative units, the Ministry of Home Affairs requires heads of agencies, organizations, Chairmen of People's Committees at district and commune levels to be responsible for ensuring the safety of documents and document databases under their management authority according to the provisions of law during the process of restructuring the apparatus until the documents and document databases are handed over to the Provincial Historical Archives and competent agencies and organizations after restructuring the apparatus.

Direct units and individuals to compile and package records and documents on completed work and records and documents on unfinished work (make a list of unfinished work for each unit).

Assign units and individuals to synthesize and make a list of unfinished work of the agency or organization; have attached files and documents packaged separately and collected to submit to the agency's Archives.

Direct the statistical agency's archives, pack documents in the archives and guide units and individuals to count and pack unsubmitted files and documents in the archives; receive files and documents from units and individuals and gather them in the archives and centralized storage rooms. It is necessary to pay attention, collect separately and have clear notes for files and documents about unfinished work.

Arrange necessary warehouses, equipment, and human resources to protect and safely preserve documents until they are handed over to the competent authority or organization for management after reorganizing the apparatus.

Direct the unit managing and operating the statistical system to confirm the number of documents and document databases of completed and unfinished work; delimit data on the system or extract it to storage devices and ensure the safety and integrity of documents and databases until they are handed over to the provincial historical archives or competent agencies and organizations after restructuring the apparatus.

The Chairman of the District People's Committee assigns the Department of Home Affairs to advise on the arrangement of warehouses and necessary equipment to gather and centrally preserve documents of specialized agencies under the District People's Committee; arrange forces to protect the safety of documents until they are handed over to competent agencies and organizations for management after reorganization of the apparatus.

Immediately after completing the organizational arrangement, the head of the new agency, organization, or administrative unit needs to promptly direct:

Register to open new or reopen accounts of organizations, leaders, and secretaries on the System to ensure the issuance and receipt of documents; register to issue seals and digital signature certificates for specialized public service according to regulations.

Coordinate with the Provincial Historical Archives, the System management and operation unit and relevant units and individuals to receive documents and document databases on unfinished work under management authority for further resolution.

Receive documents, document databases under management authority and documents at departments and warehouses in the management area; coordinate with Historical Archives to develop a plan for handling business operations for that block of documents.

Count, seal, and safely preserve documents in the agency's archives and warehouses.

For agency archives, the agency archives department or the person assigned to archive at the agency, organization or unit shall perform the following tasks:

Instruct units and individuals to compile, package files and documents and hand them over to rooms and warehouses for centralized storage in advance; prepare warehouses and necessary conditions to safely preserve documents received from units and individuals.

Count, seal, and safely preserve documents in the office or storage warehouse of the agency or organization until the documents are handed over to the Provincial Historical Archives or the competent agency or organization after the organizational structure is reorganized.

Coordinate with the management and operation unit of the Statistical System to confirm the number of documents and document databases of agencies and organizations in the System.

Receive and separately preserve files and documents of unfinished work according to the list.

Submit or compile, separately package previously completed and permanently preserved records ready for submission to the Historical Archives.

Submit the packaged documents and unfinished work list in their original condition.

For civil servants, public employees, and workers, compile and package records and documents on completed work and records and documents on unfinished work; for unfinished work, it is necessary to make a list and clearly state: name of work; name of the person assigned to handle it; number of documents and documents available; deadline for handling (if any).

Keep statistics of records and documents on completed work and records and documents on unfinished work on the System; create a list of work records or a list of documents on unfinished work on the System.

Submit the original status of the packaged files, documents and the list of unfinished work on the System to the agency or unit archives, or the individual responsible for collecting documents during the process of organizing the apparatus.

Immediately after completing the organizational arrangement, it is necessary to promptly coordinate with the agency's Archives and the unit managing and operating the System to hand over records and documents on unfinished work to the unit or individual responsible for continuing to handle it.

Closing the accounts of organizations and individuals for agencies and organizations that cease operations immediately after a decision on organizational restructuring is made.

As for the units managing and operating the System, the Ministry of Home Affairs requires identifying and delimiting the scope of documents and document databases in the System according to each account of the agency, organization, and individual; in which, based on the list of unfinished work of the units and individuals, identifying the scope of data and making a list of accounts of organizations and individuals with unfinished work; preparing a handover plan when directed.

Collect and report to the Provincial People's Committee and the Department of Home Affairs on the system of document identification codes, file codes, and document symbols currently used in the System to serve as a basis for setting document identification codes, file codes, and document symbols of agencies and organizations after reorganizing the apparatus in a unified, synchronized manner, avoiding duplication.

Immediately after completing the organizational arrangement, it is necessary to promptly perform the following tasks:

Closing the accounts of organizations and individuals for agencies and organizations that cease operations immediately after a decision on organizational restructuring is made.

Update the system of document identification codes, file codes, and text symbols of new agencies and organizations to ensure the system operates smoothly.

Open accounts for new agencies, organizations and individuals, ensuring connection with previously related documents and document databases to ensure no interruption in work processing on the System.
Extract and package documents and document databases of inactive agencies, organizations and units and hand them over to the provincial historical archives or competent agencies and organizations after restructuring the apparatus.

Have a plan to use documents and document databases in the System to serve the urgent needs of agencies, organizations and individuals during the process of restructuring the apparatus.
Please see the full text of Official Dispatch No. 414/BNV-VTLTNN in the attached FILE:

Source: https://moha.gov.vn/tintuc/Pages/danh-sach-tin-noi-bat.aspx?ItemID=56987