Circular No. 02/2019/TT-BNV stipulates data standards for input information and requirements for preserving electronic archival documents

CIRCULAR

Regulations on data standards for input information

 and requirements for preserving electronic archival documents 

Pursuant to the Law on Archives dated November 11, 2011;

Pursuant to Decree No. 34/2017/NĐ-CP dated April 3, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

Pursuant to the Government Decree No. 01/2013/NĐ-CP dated January 3, 2013 detailing certain provisions of the Law on Archives;

Pursuant to Decision No. 28/2018/QĐ-TTg dated July 12, 2018 of the Prime Minister on sending and receiving electronic documents among agencies within the state administrative system;

At the proposal of the Director of the National Archives and Records Management Agency;

The Minister of Home Affairs issues this Circular stipulating data standards for input information and requirements for preserving electronic archival documents.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular stipulates data standards for input information and requirements for preserving electronic archival documents, metadata of archival documents (hereinafter referred to as archival database) formed during the operation of agencies and organizations.

Article 2. Applicability

1. This Circular applies to state agencies and state-owned enterprises as defined in the Enterprise Law 2014 (hereinafter collectively referred to as agencies and organizations).

2. It is encouraged that agencies and organizations not covered under Clause 1 of Article 9 of this Circular and individuals apply the provisions of this Circular.

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. An archival database is a collection of data including electronic archival documents and metadata of archival documents arranged through electronic means for access, exploitation, management, and updating.

2. An electronic archival document management system is an informatization system of business processes related to archival work, including the collection, preservation, and utilization of archival documents.

3. A computer incident is an abnormal occurrence in the computer system during its operation such as: malfunction, abnormal operation; alteration, modification, deletion, copying, unauthorized access by illegal software; containing malicious code, spyware,... or users performing actions contrary to procedures.

4. Storage media is physical equipment used to store archival databases and software (including hard drives, memory cards, magnetic tapes, optical discs,...).

5. Backup is the creation of a copy of the archival database and software.

6. Media migration is the process of backing up the archival database and software from one storage medium to another independent medium.

7. Incremental backup is the process of backing up all information that has changed or been updated since the last backup.

8. Full backup is the process of backing up all selected information, regardless of the storage time and previous backups.

Digitized archival document is an electronic document created from the complete and accurate digitization of the content of an archival document and signed by the agency or organization managing the digitized archival document.

Chapter II

DATA STANDARDS FOR INPUT INFORMATION OF THE ARCHIVAL DATABASE

Article 4. Principles for designing the structure of input information data

1. Ensuring uniformity with the data standards for input information of the Electronic Archival Document Management System of agencies and organizations.

2. Complying with national technical standards on the structure of identification codes and data formats for packet information serving the connection of document management and administrative systems as stipulated in Circular No. 10/2016/TT-BTTTT dated April 1, 2016 and technical standards on the application of information technology in state agencies as stipulated in Circular No. 39/2017/TT-BTTTT dated December 15, 2017 of the Ministry of Information and Communications.

3. Ensuring the exchange of data between the Electronic Archival Document Management System of Historical Archives and the Electronic Archival Document Management System of Organizational Archives.

Article 5. Requirements for Cataloging Content Metadata of Archival Documents

1. Cataloging content metadata must ensure conciseness and clarity regarding the content of the documents to be described.

2. In cases where content attributes have multiple different values, distinguish between content attributes using a semicolon (;).

3. Agencies and organizations are responsible for updating and supplementing when there are changes in the content metadata of archival documents.

Article 6. Input Data Standards for Archival Document Database

1. Digitized electronic archival documents from paper-based archival documents

a) Format: Portable Document Format (.pdf), version 1.4 or higher;

b) Color images;

c) Minimum resolution: 200 dpi;

d) Scanning ratio: 100%;

e) Digital signature format of the agency or organization managing the digitized archival documents

- Position: Top right corner, first page of the document;

- Image: Seal of the agency or organization, red color, size equal to the actual seal size, format: Portable Network Graphics (.png);

- Information: Name of the agency or organization, signing time (day, month, year; hour, minute, second; Vietnam time zone according to ISO 8601 Standard).

f) File name: includes the dossier code and the document number in the dossier, separated by a dot.

2. Image documents

a) Format: JPEG;

b) Minimum resolution: 200 dpi.

3. Film documents

a) Format: MPEG-4, .avi, .wmv;

b) Minimum bit rate: 1500 kbps.

4. Audio documents

a) Format: MP3, .wma;

b) Minimum bit rate: 128 kbps.

5. Input data information for the archival document database formed from the Electronic Document Management System of agencies and organizations submitted for historical storage shall be packaged according to technical standards on the application of information technology in state agencies as stipulated in Circular No. 39/2017/TT-BTTTT dated December 15, 2017 of the Minister of Information and Communications.

6. Metadata of archival documents specified in Appendix I of this Circular.

7. Cataloging and updating content metadata of archival documents specified in Appendix II of this Circular.

Chapter III

STORAGE OF ARCHIVAL DOCUMENT DATABASE

Article 7. Principles

1. Ensure that the archival document database is securely stored, authenticated, and kept confidential on storage media.

2. Ensure the ability to access, manage, search, and update the archival document database.

Article 8. Requirements

1. Do not store archival document databases containing information within the scope of state secrets on devices connected to the Internet, computer networks, or telecommunications networks.

2. Do not change the purpose of use of devices that have stored archival document databases containing information within the scope of state secrets until such databases are completely removed.

3. The archival document database must be backed up at least two copies, each copy on a separate storage medium. Backups must ensure completeness, accuracy, timeliness, and security.

4. Ensure uniform procedures for checking, backing up, and restoring data.

5. Individuals assigned to manage the archival document database of agencies and organizations are responsible for checking, storing, backing up, and restoring.

Article 9. Checking the Archival Document Database

1. Inspection time: Annually.

2. Inspection procedure specified in Appendix III of this Circular.

3. Inspection report specified in Appendix IV of this Circular.

Article 10. Backup of software and archival document database

1. Time and method of backup

a) The archival document database must be backed up daily using incremental backup methods, and on the first day of each month, it must be backed up using full backup methods.

b) Storage medium conversion

The archival document database and software must convert storage media every three years using full backup methods; metadata of archival documents shall be backed up and stored in XML (eXtensible Markup Language) format.

2. The backup process is specified in Appendix V of this Circular.

3. The backup log is specified in Appendix VI of this Circular.

4. The backup record is specified in Appendix VII of this Circular.

Article 11. Recovery of archival document database

1. The recovery process and content for the archival document database are specified in Appendix VIII of this Circular.

2. The recovery record for the archival document database is specified in Appendix IX of this Circular.

Article 12. Ensuring the security of the archival document database

1. The archival document database is secured according to the level defined in Decree No. 85/2016/NĐ-CP dated July 1, 2016 of the Government and Circular No. 03/2017/TT-BTTTT dated April 24, 2017 of the Minister of Information and Communications.

2. The destruction of equipment and storage media for the archival document database must meet the security requirements at the defined level.

3. Equipment and storage media for the archival document database may not be taken out of the agency archive or historical archive without the approval of the authorized person.

Chapter IV

IMPLEMENTING PROVISIONS

Article 13. Effective Date

This Circular takes effect from March 10, 2019.

Article 14. Implementation Organization

1. The Minister, Heads of Ministries equivalent to ministries, Heads of government agencies, Chairmen of provincial People's Committees under central cities, and related agencies and organizations are responsible for implementing this Circular.

2. During the implementation process, if there are difficulties, agencies, organizations, and individuals are requested to report to the Ministry of Home Affairs for research, amendment, and supplementation as appropriate./.