Circular No. 04/2006/TT-BNV guiding the determination of agencies and organizations belonging to the source of submitting documents for historical archives at all levels.

CIRCULAR

GUIDELINES ON THE DETERMINATION OF ORGANIZATIONS AND ENTITIES TO SUBMIT DOCUMENTS FOR HISTORICAL ARCHIVING AT ALL LEVELS ISSUED BY THE MINISTRY OF HOME AFFAIRS NUMBER 04/2006/TT-BNV ON APRIL 11, 2006

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Pursuant to Decree No. 45/2003/NĐ-CP dated May 9, 2003 of the Government on the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

Pursuant to Clause 5, Article 6 of Decree No. 111/2004/NĐ-CP dated April 8, 2004 of the Government detailing certain provisions of the National Archives Law,

The Ministry of Home Affairs issues guidelines for determining organizations and entities to submit documents for historical archiving at all levels as follows:

I. GENERAL GUIDELINES

Thông tư này quy định chi tiết khoản 4 Điều 38 Luật Thủy sản số 18/2017/QH14 đã được sửa đổi, bổ sung tại điểm c khoản 21 Điều 14 Luật số 146/2025/QH15.

These Circulars guide the determination of organizations and entities to submit documents for archiving (referred to as the determination of submission sources) at all levels of historical archives.

Types of documents to be submitted for archiving and groups of archival documents not covered by these Circulars.

Thông tư này áp dụng đối với tổ chức, cá nhân có liên quan đến hoạt động kinh doanh đối tượng thủy sản nuôi chủ lực trên lãnh thổ Việt Nam.

The objects to be considered when determining submission sources according to these Circulars include state-run public service organizations; political-social-professional organizations; social organizations; state-owned economic organizations; people's armed forces units (hereinafter collectively referred to as organizations and entities) that are currently operating, have independent accounts, seals, administrative offices, and personnel.

The entities responsible for determining submission sources according to these Circulars are historical archives at all levels, including: National Archive Centers; Provincial Archive Centers under centrally governed cities (hereinafter collectively referred to as Provincial Archive Centers); District Archives, townships, and centrally governed districts (hereinafter collectively referred to as District Archives).

3. Purpose and requirements for determining submission sources

a. Purpose

- To enable state management agencies to uniformly manage the addition of valuable documents about the activities of all organizations and entities within the state apparatus at various levels and sectors to the National Archive Room;

- For historical archives at all levels to proactively collect valuable documents from submission sources;

- For organizations and entities that are submission sources to proactively prepare documents for submission to historical archives according to the timeframes stipulated by law.

b. Requirements

Determining submission sources for archiving must meet the following main requirements:

- Accurately identifying organizations and entities as submission sources for archiving;

- Within the scope of authority of historical archives to collect documents;

The result of determining submission sources is a Decision issued by the competent authority establishing the List of Organizations and Entities to Submit Documents for Historical Archiving (referred to as the Submission Source List).

Each Submission Source List is compiled into List No. 1 and List No. 2.

List No. 1 includes organizations and entities required to submit all valuable historical documents to historical archives.

List No. 2 includes organizations and entities required to submit only selected groups of valuable historical documents.

4. Criteria for submission sources

a. Criteria for submission sources in List No. 1

They are organizations and entities holding the highest positions in the state apparatus; sectoral and specialized management machinery; political-social-professional organizations; social organizations; state-owned economic organizations at each level.

b. Criteria for submission sources in List No. 2

They are exemplary public service and economic organizations meeting the following main criteria:

- Performing key and essential professional functions of sectors and fields;

- Organizational structures with large scales, applying modern technology, achieving high productivity, quality, and efficiency;

- Having special characteristics regarding operational areas, formation history, and development;

- Representing groups of organizations with similar functions, powers, and operations in the same area;

- Currently preserving valuable historical documents formed during the operation of predecessor organizations or left by history.

II. DETERMINING SUBMISSION SOURCES FOR DOCUMENTS INTO HISTORICAL ARCHIVES AT ALL LEVELS

1. Sources submitting documents to the National Archive Center

a. List No. 1

List No. 1 of sources submitting documents to the National Archive Center includes:

- Organizations holding the highest positions in the central state apparatus:

+ National Assembly and its affiliated bodies;

+ Office of the President;

+ Supreme People's Court;

+ Supreme People's Procuracy;

+ Government and Ministries, ministerial-level agencies, and government-affiliated agencies.

- Agencies under ministries with state management functions over sectors and fields (General Departments, Bureaus...).

- State enterprises established by the Prime Minister (state economic groups and general companies 91).

- Central bodies of political-social-professional organizations and social organizations funded by the state budget. Examples: Journalists' Association, Writers' Association, Red Cross Society, Blind People's Association...

b. List No. 2

List No. 2 of sources submitting documents to the National Archive Center includes exemplary public service and economic organizations among those under ministries and sectors. Examples:

- Notable libraries, museums, research institutes... among cultural sector public service organizations;

- Notable hospitals, research institutes... among health sector public service organizations;

- Notable universities, secondary schools, vocational schools... among education and training sector public service organizations;

- Notable state enterprises among those established by ministers and heads of ministerial-level agencies (general companies 90); state enterprises belonging to state economic groups and general companies 91.

1. Sources submitting documents to the National Archive Center

2. Sources submitting documents to the Provincial Archive Center

List No. 1 of sources submitting documents to the Provincial Archive Center includes:

- Organizations holding the highest positions in the provincial state apparatus:

+ Delegation of National Assembly members;

+ People's Council;

+ People's Court;

+ People's Procuracy;

- Central agencies organized vertically at the provincial level. Examples: Provincial Post Office, Provincial Electricity Company, Provincial Social Insurance, Provincial State Bank...

- Agencies under the Department with state management functions in specialized fields. Examples: Animal Health Sub-Department, Plant Protection Sub-Department...

- State-owned enterprises established by the decision of the Chairman of the People's Committee of the province (the 90th General Companies).

- Political-social-professional organizations and social organizations at the provincial level operating on the state budget. Examples: Journalists' Association, Federation of Literature and Art Associations, Red Cross Society, Disabled Persons' Association...

- Central bodies of political-social-professional organizations and social organizations funded by the state budget. Examples: Journalists' Association, Writers' Association, Red Cross Society, Blind People's Association...

Category 2 sources for filing documents to the Provincial Archive Center include exemplary and typical public institutions and economic organizations among those under the Departments and sectors in the province. For example:

- Provincial Library, Provincial Museum, Provincial Cultural and Sports Center... among cultural sector public institutions in the province;

- Provincial General Hospital, Rehabilitation Center, Traditional Medicine Institute... among health sector public institutions in the province;

- University, Continuing Education Center, Vocational Training Center, Outstanding and Typical High School... among education and training sector public institutions in the province, etc...

3. Sources for filing documents to the District Archive

1. Sources submitting documents to the National Archive Center

Category 1 sources for filing documents to the District Archive include:

- The highest agencies in the organizational structure of the state administrative apparatus at the district level:

+ Delegation of National Assembly members;

+ People's Council;

 + District People's Procuracy;

+ People's Procuracy;

+ Central agencies organized vertically at the district level. Examples from sectors such as District Post Office, District Electricity Company, District Social Insurance, District State Bank...

- Political-social-professional organizations and social organizations at the district level operating on the state budget. Examples: Literature and Art Association, Red Cross Society...

- Central bodies of political-social-professional organizations and social organizations funded by the state budget. Examples: Journalists' Association, Writers' Association, Red Cross Society, Blind People's Association...

Category 2 sources for filing documents to the District Archive include exemplary and typical public institutions at the district level. For example:

- District Cultural House;

- District Health Center;

- Continuing Education Center;

- Outstanding and Typical Junior High School...

III. DEVELOPMENT AND ISSUANCE OF THE LIST OF SOURCES FOR FILING

1. Organization of Developing the List of Sources for Filing

Historical archives at all levels have the responsibility to research and develop the list of sources for filing documents to be submitted to the competent authority for approval and issuance.

a. Basis for Developing the List of Sources for Filing

- Functions, tasks, and scope of authority for collecting documents of historical archives;

- Source filing standards as guided in this Circular;

 - Legal documents regarding the establishment, renaming, division, separation, merger, consolidation... of agencies and organizations within the scope of authority for collecting documents of historical archives;

- Results of actual surveys on the value of documents currently preserved by agencies and organizations within the scope of authority for collecting documents of historical archives.

b. Method of Developing the List of Sources for Filing

The development of the list of sources for filing documents into historical archives is carried out in the following steps:

- Step 1: Based on their own functions and tasks, historical archives study legal documents and related materials about the system of agencies and organizations within the scope of authority for collecting documents to draft the list. Priority should be given to developing Category 1 first. As for Category 2, historical archives must cooperate with the superior agency of the intended source filing object to conduct practical surveys on documents before selecting and determining the source filing and groups of documents that must be filed.

- Step 2: Historical archives organize solicitation of opinions from relevant agencies and units and complete the list of sources for filing.

 - Step 3: Submit the list of sources for filing documents into historical archives to the competent authority for approval and issuance.

c. Amending and Supplementing the List of Sources for Filing

The Category 1 or Category 2 list will be amended and supplemented in the following cases:

- When there is a change in the name of agencies and organizations listed in the source filing list due to division, separation, merger, consolidation, or conversion of state-owned enterprise ownership form, but they still belong to the corresponding source filing into historical archives;

- When new agencies and organizations are established within the scope of authority for collecting documents of historical archives and are determined to be sources for filing. - When actual surveys reveal agencies and organizations meeting the criteria for being sources for filing but not included in the issued list.

2. Organization of Issuing the List of Sources for Filing

Competent authorities responsible for issuing the list of sources for filing documents into historical archives are stipulated as follows:

a. The Director of the National Archives Center issues the list of sources for filing documents into the National Archive Center upon the proposal of the Director of the National Archive Center.

b. The Chairman of the People's Committee of provinces and centrally governed cities (referred to collectively as provinces) issues the list of sources for filing documents into the Provincial Archive Center upon the proposal of the Director of the Provincial Archive Center.

 c. The Chairman of the People's Committee of districts, urban districts, towns, and cities under provinces (referred to collectively as districts) issues the list of sources for filing documents into the District Archive upon the proposal of the District Archive.

 IV. IMPLEMENTATION ORGANIZATION

This Circular shall take effect 15 days after its publication in the Official Gazette.

The Head of the National Assembly Office, the Head of the President's Office, the Chief Justice of the Supreme People's Court, the Prosecutor-General of the Supreme People's Procuracy, Ministers, Heads of ministerial-level agencies and agencies under the Government, heads of political-social-professional organizations and social organizations, and heads of state-owned economic organizations according to their functions, tasks, and powers have the responsibility to coordinate with historical archives at all levels in developing the list of sources for filing documents.

The Director of the National Archives Administration, the Chairmen of the People's Committees of provinces and centrally governed cities according to their functions, tasks, and powers have the responsibility to disseminate, implement, and organize the supervision of the implementation of this document.