From July 1, the whole country will operate a two-level local government in sync with the apparatus of 34 new provinces and cities. At this time, departments, branches, districts and provinces are urgently implementing many measures to effectively deploy document and archive work when reorganizing the apparatus.
Previously, the Provincial People's Committee assigned the Department of Home Affairs to preside over and coordinate with departments, branches, sectors, and district-level People's Committees to develop and submit to the Chairman of the Provincial People's Committee for promulgation a plan to implement document and archive work during the process of restructuring the apparatus. Accordingly, the Department of Home Affairs coordinated with the Department of Finance, the Provincial Police and related units to survey, arrange rooms, warehouses, and equipment for safe document preservation. The Provincial Historical Archives Center provided guidance on statistics, arrangement, packaging, sealing, receiving, and preserving documents from merged agencies and organizations; at the same time, coordinated with officials to implement measures to preserve documents in temporary warehouses and conduct periodic inspections.
In addition, the Department of Finance is responsible for reviewing and guiding the effective use of funding sources for purchasing equipment, editing and digitizing archival documents. The Department of Science and Technology ensures the safety of documents and databases in the Document Management and Operation System, including: backing up data, granting accounts to new agencies and organizations, managing digital signatures, digital certificates and supporting document digitization.
The provincial police provide guidance on digitizing confidential documents, handing over and registering new seals, and providing guidance on measures to ensure security and order, fire prevention and fighting at document storage locations. The district-level People's Committee arranges warehouses and equipment for storing documents centrally at the central commune after the arrangement. The commune-level People's Committee organizes security forces and on-site storage, awaiting handover to the new commune-level administrative unit.
To effectively implement the work of document storage and archiving after the merger, the Department of Home Affairs has established two teams to survey the archives in districts and cities. The results show that the volume of documents that need to be stored is very large, divided into 4 categories: complete editing, preliminary editing, being processed and not processed. The Department of Home Affairs recommends that the People's Committees of districts and cities, in addition to arranging the archives, must also install equipment such as air conditioners, dehumidifiers, fire prevention and fighting equipment and anti-insects... The deadline for completing the archives is before June 20. The packaging and sealing of documents must be completed before June 25.
During the implementation process, the head of the agency or organization is responsible for directing and managing the work of documents and archives. Cadres, civil servants and public employees are responsible for all documents and databases under their management. Agencies and organizations will close the archives from the date of termination of operations and will not issue administrative documents under their authority from the effective date of the decision to merge or terminate operations. All acts of illegally holding, buying, selling, distributing, transferring or destroying documents and databases are strictly prohibited. Any violations will be strictly handled according to the provisions of law. The handover of documents must be carried out in accordance with the provisions of law, with a record of handover and receipt attached with a list of documents and data storage devices. Tasks must be linked to the responsibilities and functions of each agency, unit and individual.
Upon request, units need to carry out statistics, packaging, sealing, confirming the volume and condition of documents for temporary receipt and storage, then handing them over to new agencies and administrative units. In particular, it is necessary to carry out the process of submitting files and documents with permanent storage period that have been completely edited to the Provincial Historical Archives Center.
Viet Lam
Source: https://baohoabinh.com.vn/274/202123/Dam-bao-cong-tac-van-thu,-luu-tru-khi-sap-nhap.htm
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