Circular No. 04/2014/TT-BNV on economic and technical norms for establishing archival document databases

 CIRCULAR

Regulations on economic and technical norms for establishingarchival document databases

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 Pursuant to the Law on Archives No. 01/2011/QH13 dated November 11, 2011;

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

Pursuant to Decree No. 61/2012/NĐ-CP dated August 10, 2012, promulgated by the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

The Minister of Home Affairs issues this Circular regulating economic and technical norms for establishing archival document databases,

Article 1. Scope of Regulation

This Circular regulates economic and technical norms for establishing archival document databases for paper-based archival documents and raw digital archival data.

Article 2. Applicability

This Circular applies to Official Archives and Historical Archives.

Article 3. Explanation of Terms

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

1. Establishing a database (DB) is the process of collecting and converting original documents/data into digital units for electronic storage and entering necessary information into the DB according to the design and requirements of database management software.

2. Raw archival data is digitized data transferred from archival documents through scanning or photographing methods for computer storage along with other archival data.

3. Metadata are information describing the characteristics of data such as content, format, quality, conditions, and other features to facilitate data search, access, management, and storage.

4. Building metadata involves creating fields and field contents that describe digitized data in the DB to serve data search, exploitation, and use, meeting data usage goals and requirements.

5. An information sheet is a form designed based on the input information of the DB.

6. Data entry is the work of putting data into the DB for management and exploitation.

7. Standardizing and converting data is the work of transforming data formats into structures compatible with the DB design.

8. Economic and technical norms for establishing archival document databases are regulations specifying necessary labor, equipment, and office supplies consumption levels to complete a unit volume of work related to establishing organized archival document databases.

Article 4. Content of economic and technical norms for establishing archival document databases

1. Labor norms for establishing archival document databases (Tsp) include the time consumed for processing one page of document, calculated as the sum of technological labor norms (Tcn), service labor norms (Tpv), and management labor norms (Tql): Tsp = Tcn + Tpv + Tql.

a) Labor norms for establishing archival document databases for documents not yet cataloged and not yet digitized are specified in Appendix I attached.

b) Labor norms for cataloging information sheets of foreign language documents are increased by a factor of 1.5 compared to the norms specified in Appendix I.

c) Labor norms for standardizing, converting data, and digitizing documents for documents already cataloged but not yet digitized are specified in Appendix II attached.

d) Labor norms for the digitization step of documents in cases where the physical condition of the documents is poor or the size of the document paper differs from A4 size are increased by a factor of k compared to the norms specified in Appendices I and II, specifically:

- For documents with poor physical condition (mold, mildew, yellow stains, faded text, torn, perforated, stuck together): k₁ = 1,2;

- For documents with sizes other than A4: k_2. 

+ A3 size documents: (k₂) = 2;

+ A2 size documents: (k₂) = 4;

+ A1 size documents: (k₂) = 8;

+ A0 size documents: (k₂) = 16.

e) Labor norms for standardizing and converting data of documents already cataloged and digitized are specified in Appendix III attached.

f) Labor norms for planning steps and building guidance documents for establishing archival document databases for one archive collection are specified in Appendix IV attached.

2. Equipment, materials, and office supplies norms for establishing archival document databases are specified in Appendix V attached.

Article 5. Effective Date

This Circular takes effect from August 15, 2014.

Article 6. Responsibility for Implementation

Ministries, ministerial-level agencies, government agencies, provincial People's Committees, and centrally governed city People's Committees are responsible for implementing this Circular.

Other agencies and organizations may apply this Circular to establish archival document databases.

During implementation, if any difficulties arise, please report to the Ministry of Home Affairs for study, amendment, and supplementation as appropriate./.