Chapter IV
COMPILING DOSSIERS, FILING AND STORING DOSSIERS AND RECORDS IN ARCHIVES
Article 28. Compiling document directories
Document directories shall be approved by heads of entities, issued at the beginning of each year and sent to other relevant units and individuals as a basis for compiling dossiers. The sample directory is prescribed in the Appendix V hereto.
Article 29. Compiling dossiers
1. Requirements
a) Correctly reflect the functions and duties of units and entities.
b) Documents and records included in a dossier must be closely related to each other and properly reflect the sequence of events or business functions that need to be performed.
2. Opening dossiers
a) Individuals assigned to perform business functions shall be responsible for opening dossiers according to directories and plans of activities.
b) Provide initial updated information about dossiers according to document directories already in use.
c) In case where a dossier is not included in a directory, the individual assigned to perform business functions must, of his/her own accord, determine the following pieces of information: Title of dossier, number and code of dossier, shelf life of dossier, dossier compiler and start date.
3. Collecting documents and records, and updating dossiers with documents and records
Individuals assigned to take on these duties must collect documents and records created in the course of monitoring and performing their functions and add them to opened dossiers, including documents and records about films, images, sound recordings (where applicable) on condition that the integrity and completeness of documents and records are assured, and loss of documents and records is avoided.
4. Closing dossiers
a) Dossiers are closed when all work are done.
b) Compilers shall be responsible for: Reviewing all documents, records in the dossier; removing overlaps and drafts from the dossier; redefining the shelf life of the dossier; editing title, number and code accordingly; completing and closing the dossier.
c) As for paper documents: The compiler paginates the dossier having the shelf life of at least 5 years and indexes documents included in the dossier having the eternal shelf life; provides evidence of closing of all dossiers.
d) As for electronic dossiers: The compiler shall be responsible for updating the System with information that is missing. Cataloging of documents included in a dossier must be carried out using the System’s service.
Article 30. Filing and storing documents and records in the archives department
1. All documents and records must be fully filed and stored in the archives department; the filing and storage must be carried out within the prescribed time limit and conform to the stipulated processes and procedures.
2. The time limit for filing and storing documents and records in the archives department
a) Capital construction documents and records: They must be filed and stored in archives within a period of 3 month from the project termination date.
b) Other documents and records: They must be filed and stored in archives from the date on which all work are completely performed.
3. Filing and storage procedures
a) Paper dossiers
When filing and storing documents and records, 02 copies of “Index of documents and records to be archived” and 02 copies of “Handover note” must be made according to Appendix V hereto. Units or individuals filing documents and records in the archives department must keep 01 copy of each document.
b) Electronic dossiers
Individuals assigned to perform their functions and making dossiers must file electronic dossiers in the archives department for storage on the System.
The archives department shall be responsible for checking and receiving dossiers according to directories; exactly linking specification data with dossiers; receiving and applying the electronic archiving mode to dossiers on the System.
Article 31. Responsibilities for compiling dossiers, filing and storing documents and records in the archives department
1. The entity’s head shall, within his/her remit, duties and authority, have responsibility for keeping the entity’s documents and records; directing, examining and providing instructions on compilation and filing of dossiers in the archives department.
2. Responsibilities of heads of administrative departments
a) In the context of a subordinate entity, its administrative department must counsel the entity’s head to direct, examine and provide instructions on compiling dossiers and filing them in the archives department.
b) Conduct the compilation of dossiers, filing and storage of documents and records in the archives department.
3. Responsibilities of units and individuals affiliated to entities
a) A unit's head shall be responsible to the entity's head for compiling dossiers, keeping and filing documents and records in the archives department.
b) In the course of monitoring and performing his/her business function, each individual must document his/her performance and bear responsibility for the quantity, composition and content of documents and records in the dossier; must ensure that the dossier meets quality and other requirements as prescribed before being filed for storage in the archives department.
c) The unit or individual affiliated to an entity shall be responsible for filing documents and records having the shelf life of at least 05 years to the archives department for archiving purposes.
d) In case where the unit or individual wishes to retain documents or records due to be archived for business purposes, they must seek written consent from the entity's head and must compile the directory of documents and records to be retained for submission to the archives department. The retention period shall not be longer than 02 years from the archival due date.
dd) Before their retirement, layoff, transfer of employment or long-term training trip, public officers, servants or employees that work for an entity must hand over all documents and records formed during their service period to the unit and the archives department according to the entity’s rules and regulations.
Tìm kiếm
Nghị định 30/2020/NĐ-CP về công tác văn thư (Bản Word)
Nghị định 30/2020/NĐ-CP về công tác văn thư (Bản Pdf)