Circular No. 02/2020/TT-BVHTTDL on the preservation, purification of information resources, and restricted information resources in libraries.

CIRCULAR

REGULATIONS ON THE PRESERVATION AND PURGING OF INFORMATION RESOURCES AND RESTRICTED USE INFORMATION RESOURCES IN LIBRARIES

Pursuant to the Library Law on November 21, 2019;

Pursuant to Decree No. 79/2017/NĐ-CP dated July 17, 2017, of the Government stipulating functions, tasks, powers, and organizational structure of the Ministry of Culture, Sports and Tourism;

Pursuant to the proposal of the Director of the Library Department,

The Minister of Culture, Sports and Tourism issues this Circular detailing regulations on the preservation and purging of information resources and restricted use information resources in libraries.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular provides detailed regulations on the preservation of information resources as stipulated in Clause 2, Article 27; the purging of information resources as stipulated in Clause 3, Article 25; and restricted use information resources and principles for using restricted use information resources in libraries as stipulated in Clause 2, Article 7 of the Law on Libraries.

Article 2. Applicability

1. This Circular applies to public libraries as defined in Point a, Clause 2, Article 9 of the Law on Libraries, and agencies, organizations, and individuals participating in or related to activities preserving information resources, purging information resources, and using restricted use information resources in libraries.

2. It is encouraged that non-public libraries as defined in Point b, Clause 2, Article 9 of the Law on Libraries implement the preservation of information resources, purging of information resources, and use of restricted use information resources in libraries according to the provisions of this Circular.

Article 3. Explanation of Terms

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

1. Preservation of Information Resources is the process of applying scientific and technical measures to maintain the integrity, extend the lifespan, and ensure the usability value of information resources in libraries. Preservation of information resources includes preventive preservation, restorative preservation, and conversion of information resources.

2. Preventive Preservation is a measure to preserve information resources aimed at preventing the degradation of all information resources during use and service, minimizing as much as possible factors causing damage to information resources.

3. Restorative Preservation is a measure to preserve printed and handwritten paper-based information resources through activities to repair and restore their deteriorated physical and chemical conditions, returning them to their original state or close to it.

4. Conversion of Information Resources is a measure to preserve information resources implemented by creating a copy of the information resource in another carrier form to ensure the safety of the original information resource.

5. Purging of Information Resources involves removing from storage those information resources that are not suitable for library services, excess copies, outdated content, irreparable damage, or lost during service, for purposes of changing usage or asset disposal.

6. Digital Materials are information resources processed and stored in digital form that users can access and exploit through electronic devices and internet space.

Chapter II

PRESERVATION OF INFORMATION RESOURCES

Section 1. GENERAL PROVISIONS ON THE PRESERVATION OF INFORMATION RESOURCES

Article 4. Principles in the Activity of Preserving Information Resources

1. The activity of preserving information resources is carried out from the stage of selecting location, designing construction of library premises, purchasing equipment and tools, arranging storage areas, and throughout the library's existence and operation.

2. Adhere to technical, environmental, and other conditions ensuring safety for information resources.

3. Emphasize preventive preservation to thoroughly eliminate harmful causes and be appropriate to each type of information resource.

Preventive preservation must be conducted continuously and regularly at least once every six months.

4. Maintain the original form and integrity of the original document, without adding, subtracting, or cutting images that affect the content of the original document when conducting restorative preservation.

5. Establish a database for converted information resources, ensuring accessibility, security, authentication, confidentiality, ease of search, management, and updating for converted carriers from original information resources.

6. Apply information technology and scientific and technological achievements in the preservation of information resources in libraries.

Article 5. Storage facilities, equipment, and tools for preserving information resources

1. Information resource storage facilities must meet the following requirements:

a) Located in a dry place according to library conditions;

b) Have clean air environment ensuring suitable temperature, humidity, and light conditions for each type of information resource;

c) Stable geological foundation with high load-bearing capacity;

d) Convenient for movement, protection, fire prevention, firefighting, and organizing the exploitation and use of information resources.

2. Equipment and tools for preserving information resources in libraries include:

a) Fire prevention and firefighting systems in accordance with laws on fire prevention and firefighting;

b) Humidity and temperature measurement systems, air conditioners, exhaust fans, dehumidifiers, and other safety equipment;

c) Shelving systems and boxes for storing information resources;

d) Cleaning and preservation machinery and tools for information resources;

đ) Server systems, data storage devices, preservation equipment for digital documents and other special types of documents.

Article 6. Responsibilities of agencies and organizations related to the preservation of information resources in libraries

1. State authorities with the competence to establish and manage public libraries have the responsibility to supervise and periodically inspect the preservation work of information resources in libraries.

2. Libraries responsible for preserving information resources shall:

a) Based on the annual plan approved by the competent authority, develop plans and regulations for preserving information resources in libraries;

b) Enhance the capacity and qualifications of staff involved in the preservation of information resources in libraries to meet preservation requirements;

c) Educate and raise awareness among users regarding the preservation of library information resources.

Section 2. PREVENTIVE PRESERVATION

Article 7. Preventive preservation for printed materials and handwritten documents on paper

1. Implement technical measures in arranging printed materials and handwritten documents to ensure air circulation.

2. Maintain and clean storage facilities, shelves, and other storage tools according to schedule.

3. Prevent natural factors such as humidity, light, temperature, and the damage caused by microorganisms, insects, and animals that destroy printed materials and handwritten documents in libraries.

4. Implement fire prevention, explosion prevention, and flood prevention measures for storage facilities as follows:

a) Develop plans, disseminate, practice, and conduct drills for fire and flood prevention; form rapid response teams to deal with emergencies related to fires, floods, and other disasters;

b) Evaluate valuable collections to develop appropriate preservation measures when incidents occur;

c) Survey, monitor, and assess the risk level of storage facilities regularly.

Article 8. Preventive preservation for digital materials, audiovisual materials, microform materials, and special materials for people with disabilities and other types

1. Implement preventive preservation for digital materials as follows:

a) Implement security and information safety measures, regularly back up data; ensure data quality standards;

b) Preserve and frequently check the operation of data storage devices;

c) Implement measures to prevent malware and ensure information security for the library;

d) Develop contingency plans for cyber attacks using malware and have recovery measures in case of data loss.

2. Implement preventive preservation for audiovisual materials, microform materials, special materials for people with disabilities, and other types as follows:

a) Implement measures to ensure environmental conditions, temperature, and humidity, and protect magnetic tapes, optical discs by boxing;

b) Digitize audiovisual information resources to ensure format quality, preservation environment, and compliance with technological standards to limit obsolescence;

c) Store photographic, microfilm, and microfiche information resources in controlled climate boxes; regularly check and measure signs of deterioration and damage to promptly prevent contamination of other materials;

d) Ensure stable preservation conditions in terms of temperature, humidity, ventilation, and prevent destructive factors; suitable for the characteristics of each type of information resource including bamboo slips, mulberry bark, turtle shell, woodblock prints, or other types.

Section 3. PRESERVATION AND RESTORATION

Article 9. Basic Requirements for Preservation and Restoration

1. Ensure hygiene and occupational safety when conducting preservation and restoration; when moving materials, use both hands; do not wear jewelry while working.

2. During the restoration process, use pencils, do not use ink pens, and do not hold pens in hand or clip pens behind ears while observing materials.

3. Transport materials using specialized vehicles, keep materials flat, storage areas must be neat, secure, and clean.

4. Regularly clean machinery and tools; use appropriate raw materials in preservation and restoration.

5. Do not use raw materials containing harmful substances that affect health and the environment during preservation and restoration.

6. Do not store food or food products in the archive.

Article 10. Basic Treatment in the Restoration of Information Resources in Printed Materials and Handwritten Documents on Paper

1. Repair, replace pages, attach loose pages; reinforce and repair spines; replace bookmarks, replace book spines; repair old covers or replace with new covers; make envelopes, boxes, and other packaging for damaged materials such as loose pages, torn bookmarks, torn covers, loose spines, loose covers.

2. Clean materials using surface cleaning methods without organic solvents to remove dust, insects, or foreign objects adhering to the surface of the material or obstructing the visibility of images or information.

3. Flatten materials that have been rolled or folded over time and are difficult to use; materials left for a long time curl, have bent corners, are folded, creased due to users folding them during use.

Article 11. Restoration of Information Resources in Printed Materials and Handwritten Documents on Paper

1. Restoration of printed materials and handwritten documents on paper is carried out when the materials are severely damaged and cannot be restored through basic treatment as stipulated in Article 10 of this Circular.

2. Restoration of printed materials and handwritten documents on paper is conducted as follows:

a) Repair, patch, and reinforce paper when it is weak or damaged;

b) Reinforce backing, dehumidify, reduce moisture, vacuum freeze dry, and heat dry in a vacuum for wet or damp materials;

c) Treat rusted staples to minimize damage, reduce durability, and prevent discoloration of the material;

d) Treat mold on paper, isolate mold-infested materials by placing them in bags, identify the source of moisture, maintain suitable conditions, place desiccants, and increase air flow to eliminate mold growth;

đ) Treat materials infested by insects using chemical or non-chemical methods such as freezing, changing air composition, or other methods.

Section 4. TRANSFORMATION OF INFORMATION RESOURCES

Article 12. Photocopying for Preservation of Information Resources

Photocopying for preservation of information resources must meet the following requirements:

1. The image must be clear when photocopying.

2. Preserve the integrity of the content of the information resource.

3. Frame thin, easily torn photocopies.

Article 13. Digitization of Information Resources

1. Digitization of information resources applies to printed materials and handwritten documents on paper.

2. Digitization of information resources is carried out according to the following procedures:

a) Establish a list of information resources to be digitized;

b) Develop catalog standards and technical specifications to ensure consistency;

c) Implement digitization of information resources;

d) Organize databases of digitized documents.

Article 14. Digitization of Information Resources

1. Digitization of information resources shall be carried out for non-digital information resources with the purpose of protecting the original, clearly reflecting the characteristics of the original.

2. Digitization of information resources shall be implemented as follows:

a) Developing plans and lists of information resources to be digitized, measures for preserving digitized information resources;

b) Selecting technology for implementation;

c) Digitizing information resources;

d) Creating metadata links;

đ) Operating, maintaining, and providing data.

3. Actions when implementing the digitization of information resources include:

a) Checking documents to determine the risk of damage;

b) Safeguarding information resources;

c) Implementing basic processing of information resources in accordance with Article 10 of this Circular;

d) Ensuring security during digitization to protect information resources, preventing theft or damage to data.

Article 15. Other Forms of Information Resource Conversion

1. Cultural heritage information resources and rare documents expressed in bamboo slips, mulberry paper, turtle shell, woodblock prints, or other forms shall be copied and converted into printed or digital documents for convenience in preservation and service.

2. Copies of information resources converted as provided for in Clause 1 of this Article shall be preserved according to the provisions of this Chapter.

Chapter III

PURGING INFORMATION RESOURCES

Section 1. GENERAL PROVISIONS ON PURGING INFORMATION RESOURCES

Article 16. Objectives and Principles of Purging Information Resources

1. Purging of information resources shall be carried out in accordance with this Circular for the following purposes:

a) Improving the quality of information resources, reducing search time for users;

b) Facilitating user access and exploitation of library information resources;

c) Saving costs for organizing and preserving information resources and utilizing the value of library information resources.

2. The purging of information resources shall be carried out based on the following principles:

a) Purging of information resources must be conducted periodically as prescribed in Article 17 of this Circular, in conjunction with the development of information resources;

b) Information resources may be purged if they meet one of the criteria specified in Articles 19, 20, 21, and 22 of this Circular;

c) The number of information resources permitted to be purged in one instance shall not exceed 10% of the total number of information resources in the library.

Article 17. Time Limit for Purging Information Resources

1. Purging of information resources shall be conducted periodically every three years for libraries with up to 300,000 units of information resources and every five years for libraries with more than 300,000 units of information resources.

2. In special cases, purging of information resources may be conducted at any time upon request from the managing authority of the library and other competent authorities.

Article 18. Ensuring Purging of Information Resources

1. Based on the time limit for purging information resources as stipulated in Article 17 of this Circular, the head of the library is responsible for incorporating the activity of purging information resources into the annual work plan.

2. Funds for purging information resources shall be allocated from the state budget.

Libraries shall forecast funds for purging information resources in their annual budget plans for business activities, and submit them for approval by competent authorities.

Section 2. CRITERIA FOR SELECTING INFORMATION RESOURCES FOR DEACCESSIONING

Article 19. Criteria for Content, Form, and Publication Time

1. Criteria for Content of Information Resources:

a) Information resources with outdated content that no longer have historical, cultural, scientific, or practical value;

b) Legal normative documents that are information resources which have ceased to be effective, except when retained by specialized libraries for legal research or legislative activities;

c) Information resources with valuable content but not suitable for the functions and tasks of the library and the needs of users whom the library serves.

2. Criteria for the Form of Information Resources:

a) Textbooks, teaching materials, and reference books used in educational institutions that have been revised or replaced; for university libraries and specialized libraries, retain at least one copy for research and reference purposes;

b) Digital materials that have newer versions updated or replaced using higher technologies.

3. Criteria for Publication Time apply to general newspapers, magazines, and popular science publications two years after publication.

4. The criteria stipulated in Clauses 1, 2, and 3 of this Article do not apply to geographical information resources kept in public libraries.

Article 20. Criteria for Condition

1. Information resources still valuable in content but deteriorated during use due to natural disasters, floods, insect damage, and cannot be restored, except for cultural heritage materials as defined by law.

2. Audio, video, and textual recordings damaged, broken, cracked during use, with quality no longer guaranteed.

3. Information resources lost during user service and circulation.

Article 21. Criteria for Quantity of Copies

1. Deaccessioning of library information resources with multiple copies under one title is specified as follows:

a) For printed books: more than 04 copies per book title;

b) For printed newspapers and magazines: more than 02 copies per issue.

2. The criteria stipulated in Clause 1 of this Article do not apply to information resources in educational institution libraries.

Article 22. Criteria for Language

1. Information resources published in minority ethnic languages that do not match the demographic characteristics of the area.

2. Information resources in foreign languages that are not commonly used and have had no users for five years from the date of deaccessioning proposal.

3. The criteria stipulated in Clauses 1 and 2 of this Article do not apply to information resources stored in the National Library of Vietnam.

Section 3. PROCEDURES FOR DEACCESSIONING INFORMATION RESOURCES

Article 23. Procedures for Deaccessioning Information Resources

1. Develop a deaccessioning plan for information resources and submit it for approval.

2. Implement deaccessioning of information resources according to the provisions of Article 25 of this Circular.

3. Review the proposed deaccessioned information resources and approve the list and form of disposal of information resources permitted for deaccessioning according to the provisions of Article 27 of this Circular.

4. Update individual registration records and the library's information retrieval system according to the provisions of Article 28 of this Circular.

5. Dispose of deaccessioned information resources according to the provisions of Article 29 of this Circular.

6. Retain and store deaccessioning records of library information resources according to the provisions of Article 30 of this Circular.

Article 24. Procedures for submitting and approving plans to purify information resources

1. Libraries that request to purify information resources shall submit one set of application documents for purification to the directly managing agency or organization of the library.

The application documents include:

a) The decision of the directly managing agency or organization of the library approving the annual work plan of the library, which includes the task of purifying information resources. In case of emergency, there must be a document from the directly managing agency or organization of the library;

b) A proposal requesting approval of the purification plan for information resources according to Model No. 01 of the Appendix issued under this Circular;

c) The purification plan for information resources according to Model No. 02 of the Appendix issued under this Circular.

2. Within three working days from the date of receiving the application documents, the directly managing agency or organization of the library shall be responsible for examining the completeness and validity of the documents. If the documents are incomplete or invalid, the directly managing agency or organization of the library shall notify the library in writing to make corrections and supplements.

3. Within ten working days from the date of receiving valid application documents, the directly managing agency or organization of the library shall be responsible for examining and issuing a decision to approve the plan according to Model No. 03 of the Appendix issued under this Circular.

Article 25. Implementation of Purification of Information Resources

The purification of library information resources shall be carried out as follows:

1. Conducting an inventory of information resources and marking those information resources proposed for purification.

2. Preparing a list and proposing methods of handling information resources proposed for purification according to Model No. 04 of the Appendix issued under this Circular.

3. Removing information resources proposed for purification from storage for review.

Article 26. Review Board for Information Resources Proposed for Purification

1. The Review Board for Information Resources (hereinafter referred to as the Board) shall perform the function of reviewing information resources proposed for purification to advise the directly managing agency or organization of the library on decisions to approve the list and methods of handling information resources permitted for purification.

2. The head of the directly managing agency or organization of the library has the authority to issue a decision to establish the Board according to Model No. 05 of the Appendix issued under this Circular.

3. The composition of the Board includes:

The Chairman and Vice-Chairman of the Board are representatives of the leadership of the directly managing agency or organization of the library, members who are representatives of the library with information resources proposed for purification, representatives of units related to the management of assets under the directly managing agency or organization of the library, and persons knowledgeable about the field of information resources proposed for purification.

Article 27. Review of Information Resources Proposed for Purification, Approval of List and Methods of Handling Information Resources Permitted for Purification

1. The review of information resources proposed for purification shall be carried out as follows:

a) Directly examining and evaluating information resources proposed for purification containing one of the criteria specified in Articles 19, 20, and 22 of this Circular;

b) Examining and evaluating individually recorded information resources proposed for purification containing criteria specified in Article 21 of this Circular;

c) Preparing minutes of the results of the review of information resources proposed for purification along with the Board's recommendations regarding the list of information resources eligible for purification and methods of handling these information resources according to Model No. 06a and Model No. 06b of the Appendix issued under this Circular.

2. Based on the results of the Board's review, the directly managing agency or organization of the library shall issue a decision to approve the List of information resources permitted for purification and methods of handling these information resources according to Model No. 07a and Model No. 07b of the Appendix issued under this Circular.

Article 28. Rectification of Individual Registration Books and Information Retrieval Systems

The rectification of individual registration books and information retrieval systems of libraries shall be carried out as follows:

1. For printed materials that have been filtered with more than one copy: enter the phrase "filtered" in the note column of the individual registration book at the line corresponding to the individual registration number of the permitted filtered information resource, and record the filtering decision number in the corresponding database entries.

For printed materials that have been filtered with only one copy: remove the individual registration number from the description form or withdraw the description form of the filtered information resource from the library's catalog system and database (if applicable).

2. For digital materials: delete the material from the database containing the digital material.

Article 29. Handling of Filtered Information Resources

1. Information resources filtered according to the criteria specified in Articles 19, 20, 21, and 22 shall be handled in the following manner:

a) Change the purpose of use;

b) Dispose of the material.

2. Libraries with filtered information resources must publish a list of filtered information resources at their headquarters and on the library's electronic information website (if available) within fifteen days.

3. After the deadline stipulated in Clause 2 of this Article, the library shall process the filtered information resources according to the decision of the directly managing agency or organization.

Article 30. Retention and Preservation of Filtering Records for Information Resources

1. Filtering records for information resources must be preserved in the library for at least five years from the date of the filtering process.

2. Filtering records for information resources include:

a) The application for filtering information resources as prescribed in Clause 1, Article 24 of this Circular;

b) The list of information resources proposed for filtering as prescribed in Clause 2, Article 25 of this Circular;

c) The decision to establish the Appraisal Board for the proposed filtered information resources;

d) The appraisal record of the proposed filtered information resources by the Appraisal Board for the proposed filtered information resources;

đ) The decision approving the list and handling method of the permitted filtered information resources by the competent state authority.

Chapter IV

INFORMATION RESOURCES WITH LIMITED USE IN LIBRARIES

Article 31. Information Resources with Limited Use in Libraries as Specified in Point a, Clause 1, Article 7 of the Library Law

1. Information resources opposing the Socialist Republic of Vietnam State contain the following content:

a) Distorting the State's policies, laws; fabricating, causing public panic;

b) Distorting history, denying revolutionary achievements; insulting the nation, national heroes, defaming, denying the people's government;

c) Causing psychological warfare, inciting war against the independence, sovereignty, and territorial integrity of the Socialist Republic of Vietnam.

d) Causing division among social strata, between the people and the people's government, the people's armed forces, political organizations, and political-social organizations.

2. Information resources on ethnic and religious issues contain the following content:

a) Causing hatred, discrimination, division, secession among ethnic groups, infringing upon the equality rights of the Vietnamese ethnic community;

b) Inciting, dividing ethnic and religious unity; causing division between religious followers and non-followers, among different religious followers, dividing religious believers from the people's government, political organizations, and political-social organizations; insulting religious beliefs and faiths;

c) Illegal religious organizational activities; religious activities of organizations and individuals related to national security;

d) Sabotaging the implementation of international solidarity policies.

3. Information resources on social, political, cultural, and scientific issues contain the following content:

a) Defamation, insulting the reputation of agencies, organizations, or the dignity and personality of individuals;

b) Inciting violence; promoting decadent lifestyles; detailing lewd acts, criminal behaviors; not conforming to Vietnamese customs and traditions;

c) Unpublished materials related to border, territorial sovereignty, national defense, and national security projects, programs, plans, and research topics; affecting the interests of the nation and the people;

d) Promoting outdated customs, superstitions, and irrational beliefs; causing public panic, adversely affecting social order, safety, and community health.

Article 32. Principles for Using Restricted-Use Information Resources in Libraries

1. For restricted-use information resources specified in points a and b of Clause 1, Article 7 of the Library Law, users must comply with the following provisions:

a) They may only be used for scientific research purposes or political tasks approved by competent state authorities;

b) They must have an introduction letter or a request document from a state agency, the managing organization, or a political organization where they study, work, or participate in activities, or obtain written consent from the head of the library according to the regulations on exploiting restricted-use information resources of the library;

c) They must implement confidentiality regulations during the exploitation of information resources, not photocopying, disseminating, or publicizing such resources on the internet or other mass media;

d) They can only read them at the designated location or in a separate room according to the library's internal rules.

2. For restricted-use information resources specified in points c and d of Clause 1, Article 7 of the Library Law, users must use copies or digital versions as stipulated by the library.

Chapter V

IMPLEMENTING PROVISIONS

Article 33. Implementation Organization

1. The Library Department under the Ministry of Culture, Sports and Tourism shall be responsible for monitoring, urging, and guiding the implementation of this Circular.

2. Departments of Culture, Sports and Tourism, Departments of Culture and Sports, Departments of Culture, Information, Sports and Tourism shall be responsible for urging and guiding the implementation of this Circular within their jurisdictional areas.

3. Relevant agencies, units, organizations, and individuals shall be responsible for implementing this Circular.

Article 34. Implementation Provisions

1. This Circular takes effect from July 9, 2020.

2. From the date this Circular takes effect, the following provisions cease to be effective:

a) Circular No. 21/2012/TT-BVHTTDL dated December 28, 2012, issued by the Minister of Culture, Sports and Tourism, stipulating criteria and procedures for purging library materials;

b) Article 8 and Clause 2 of Article 9 of Circular No. 18/2014/TT-BVHTTDL dated December 8, 2014, issued by the Minister of Culture, Sports and Tourism, regarding specialized and professional activities of libraries.

3. During the implementation process, if any issues arise or difficulties occur, relevant agencies, organizations, and individuals shall promptly report to the Ministry of Culture, Sports and Tourism (through the Library Department) for necessary amendments and supplements to ensure compliance./.