Circular No. 05/2025/TT-BNV on the management of digital archival materials

CIRCULAR

Regulations on the processing of digital archival materials

Pursuant to the Law on Archives dated June 21, 2024;

Pursuant to the Government Decree No. 25/2025/NĐ-CP dated February 21, 2025 stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

At the proposal of the Director of the General Office for Archives;

The Minister of Home Affairs issues this Circular detailing the procedures for the processing of digital archival materials as stipulated in Clause 2 Article 29, Clause 3 Article 34, and Clause 7 Article 36 of the Law on Archives.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular details the specific provisions of Clause 2 Article 29, Clause 3 Article 34, and Clause 7 Article 36 of the Law on Archives, including:

1. Format, technical presentation, and digitization process of archival materials.

2. Format, technical presentation when converting digital archival materials to paper archival materials.

3. Collection, preservation, utilization, and destruction of expired digital archival materials.

Article 2. Applicability

1. State agencies, public service organizations, state-owned enterprises (hereinafter referred to collectively as agencies and organizations).

2. Organizations and individuals implementing the forms of utilizing digital archival materials as prescribed in Point a Clause 3 Article 36 and archival service activities as prescribed in Clause 1 Article 53 of the Law on Archives.

3. Organizations, individuals, families, clans, communities decide on the application of this Circular's provisions to private archival materials according to specific conditions.

Article 3. Explanation of Terms

Within the scope of this Circular, the following terms shall be understood as follows:

1. Submission Information Package (SIP) is a data package containing archives and records and their associated data prepared at current archives for submission to historical archives or transfer between archive systems.

2. Archival Information Package (AIP) is a data package containing archives and records and their associated data preserved in current or historical archives.

3. Dissemination Information Package (DIP) is a data package containing records and their associated data from current or historical archives provided to users.

4. Information Object refers to archive fonds, constructions, collections; files; documents, records; photographic (positive) and film (negative) or audiovisual (video) materials.

5. Original archival material is the archival material that is digitized or converted.

6. Expired digital archival material is digital archival material that has exceeded its retention period or duplicate material within the System.

Article 4. Structure of Digital Archival Material Data

1. Data of digital archival materials include data of archival fonds, data of archival files, and data of archival documents.

a) Data of archival fonds include: fonds code, construction, collection; fonds name, construction, collection; status (closed, open); history of the unit forming the fonds; time of creation; total number of documents; classification scheme or main document groups; language; backup regime; notes.

b) Data of archival files include: file code; file title; retention period; access level; language; start date; end date; keywords; total number of documents in the file; number of pages (for digitized files); physical condition (for digitized files); information symbol; reliability level; original paper file code (for digitized files); backup document preparation regime; status of backup document preparation; file document file (in case the entire file is digitized into one file); notes.

c) Data of archival documents include: document identification code; document storage code; retention period; document type name; document number; document symbol; issuance date of the document; issuing agency, organization, individual name; summary of content; language; number of pages; number of sheets (for digitized documents); information symbol; keywords; access level; reliability level; signature (for digitized documents); physical condition (for digitized documents); processing procedure (for original electronic documents); backup document preparation regime; status of backup document preparation; document file; notes.

d) Data of film and photographic archival materials (excluding data under Point c Clause 1 of this Article) include: document storage code; retention period; classification (original negative, positive); storage number; information symbol; event name; film and photo title; author; location of shooting; shooting time; color; size of film and photo; accompanying documents; access level; physical condition; backup document preparation regime; status of backup document preparation; document file; notes.

e) Data of audio and video archival materials (excluding data under Point c Clause 1 of this Article) include: document storage code; retention period; classification (audio, video); storage number; information symbol; event name; audio and video title; author; location; time; language; duration; accompanying documents; access level; audio and video quality; physical condition; backup document preparation regime; status of backup document preparation; document file; notes.

2. Data of digital archival materials are packaged into different packages according to specific data structures suitable for each archival activity.

Chapter II

DIGITALIZATION PROCEDURE OF ARCHIVAL MATERIALS AND FORMAT,

TECHNICAL PRESENTATION OF DIGITALIZED ARCHIVAL MATERIALS

Article 5. Digitalization Plan

1. Determining Objectives

Digitizing archival documents to meet usage requirements and enhance the value of archival documents; ensuring long-term preservation, minimizing direct contact with original archival documents; establishing backup archival documents for original archival documents and building an archival document database.

2. Selecting Archival Documents for Digitization

a) Archival documents that enhance their value as prescribed in Clause 1, Article 40 of the Law on Archives; documents serving administrative operations, promoting administrative reform of agencies, organizations, and citizens.

b) Other archival documents not falling under the cases stipulated in point a of this clause shall be decided upon for digitization by the head of the agency having jurisdiction over archival document management.

c) The selection of archival documents for digitization by agencies and organizations must ensure compliance with the authority and responsibility of the heads of these agencies and organizations and historical archives.

3. Format and Presentation Techniques

a) The format and presentation techniques for digitizing archival documents from paper documents, photographs (positive prints), audio recordings, film recordings (negative films), or video recordings shall be carried out according to the provisions of this Circular.

b) The format and presentation techniques for digitizing archival documents from other types of archival documents not mentioned in point a of this clause at current archives shall be decided by the head of the agency or organization; at historical archives, it shall be decided by the head of the state management agency for archives.

4. Preparing Conditions for Digitizing Archival Documents

a) Location for digitization.

b) Means of transporting archival documents from storage to the digitization location.

c) Measures to ensure the safety of archival documents during the digitization process.

d) Equipment and software for digitization.

đ) Equipment and software for managing digitized archival documents.

e) Personnel for digitization.

Article 6. Ensuring Safety of Archival Documents During Digitization

1. Not affecting the form, format, presentation technique, and content information of the original archival documents being digitized.

2. Not disrupting the filing order of archival documents in the archive storage.

3. The filing order of digitized archival documents in the Digital Document Management System (hereinafter referred to as the System) must be consistent with the filing order of original archival documents in the archive storage.

4. Not digitizing archival documents in poor condition such as stuck, glued, torn, faded, or physically damaged affecting the completeness and accuracy of the content information; these documents must be processed before digitization.

5. Digitized archival documents must be securely stored in the System and ready to serve usage needs.

Article 7. Ensuring Information Security During Digitization

1. The process of removing archival documents from the storage for digitization and returning them to the storage after digitization is a closed process and must be approved by the agency, organization, or individual directly managing the archival documents before digitization.

2. Equipment for digitization

a) Equipment used during the digitization process must be inspected for security and information security by competent authorities before digitization and must ensure complete data deletion before transportation outside the digitization area.

b) Digitization software installed on information technology devices must have full security layers, mandatory two-level simultaneous access accounts, role-based permissions, functional modules, and must be tested before digitization.

c) Implement backup solutions to another storage device and ensure data confidentiality measures to prevent data loss and information security risks.

d) Implement other measures to ensure network security, protect, and secure digitized data as prescribed.

3. Digitization Location

a) Must meet the following requirements: providing sufficient tables, chairs, lighting, air conditioning; prioritizing wide rooms with adequate space, free from flood risk, unaffected by weather conditions like rain, typhoons, high humidity.

b) A monitoring system must be installed to record, store, and extract all data about activities occurring throughout the digitization period at the digitization location, entrances, exits, and related areas 24/7.

c) Ensure fire prevention and firefighting systems at the digitization location are operational and comply with fire prevention regulations.

4. Personnel Entering and Leaving the Digitization Location Must Adhere to the Following Requirements:

a) Ensure the safety of archival documents, information security, and confidentiality of archival documents and related data during the digitization process. In cases where storage services are used, the agency, organization, or individual conducting digitization must provide a written commitment.

b) Wear protective clothing and gloves to ensure the safety of archival documents.

c) Present identification when entering and leaving the digitization location.

d) Prohibit smoking, using fire, and flammable liquids at the digitization location.

đ) Prohibit bringing food, drinks, stimulants into the digitization location.

e) Prohibit bringing mobile devices, storage devices, recording, photographing, broadcasting equipment, and other personal items into the digitization location.

g) Do not擅自将数字化档案文件、信息技术设备、存储设备带出数字化地点。

h) Turn off electrical equipment, lock and seal the doors of the digitization location when the last person leaves.

5. Based on the provisions of this Circular and relevant laws, agencies and organizations directly managing archival documents are responsible for establishing internal rules and regulations for implementing archival document digitization.

Article 8. Format, presentation techniques, and data structure of digital archival documents

1. General Requirements

a) Digitization ratio: 100%; in cases where magnification or reduction is necessary, ensure that information is clear and accurate, corresponding to the original archival document.

b) Quality: clear, true to the original, sufficiently bright to identify characters and content of the document.

c) Digital signature of the competent authority managing the original archival document on the digital archival document file, including display information such as: name of agency, organization, individual; signing time (day, month, year; hour, minute, second; Vietnam Standard Time according to ISO 8601 standard); presented in Times New Roman font, regular style, upright type, size 10, black color; do not display images of seals of agencies or organizations.

d) File name must include at least: archive code and sequence number of the document within the archive, separated by a dot; in cases where documents are not separated when digitizing, the file name is the archive code.

2. Specific requirements

a) Digital archival documents from paper archival documents: format PDF/A two layers; color: color image, matching the color of the document to meet the requirement for identifying information (text, biometric...) on the digitalized data; minimum color depth 24 bits; minimum resolution: 200 dpi for administrative documents, 300 dpi for map and drawing documents; digital signature information displayed in the top right corner of the first page of the digital document file.

b) Digital archival documents from photographic (positive) or film negative archival documents: format: .JPEG, .PDF, .TIFF, .PNG; color: matching the original document's color; minimum resolution: 200 dpi. Digital signature information displayed in the top right corner of the digital document file.

c) Digital archival documents from audio and video archival documents: format: MPEG-4, .AVI, .WMA; .WAV uncompressed; minimum bit rate: 1500 kbps; color: matching the original document's color. Digital signature information displayed in accordance with Clause 6, Article 36 of the Law on Archives.

d) Digital archival documents from audio archival documents: format: .MP3, .wma; minimum bit rate: 128kbps. Digital signature information displayed in accordance with Clause 6, Article 36 of the Law on Archives.

3. Data structure of digital archival documents shall be implemented in accordance with the data structure of the AIP_hoso package specified in Appendix I or the AIP_document package specified in Appendix II of this Circular.

Article 9. Process of digitizing paper archival documents

1. Survey, overall assessment, and handover of archival documents for digitization

a) Survey and statistics of archival documents, build and present the plan for collecting primary data of archival documents prepared for digitization

The agency or organization implementing digitization must survey the current status, determine the location of archives and blocks of archival documents to be removed from storage for digitization; develop plans and implementation schedules for digitization; establish service plans to ensure sufficient and timely availability of archival document volumes for each archive being digitized; assess the current status of primary data of archival documents being digitized.

b) Remove archival documents from shelves and transfer them to the handover location

When removing archival documents from shelves and transferring them to the handover location, ensure the orderly arrangement of archival documents, without damaging the documents; the handover area should be arranged with sufficient space to count before handing over the documents.

c) Hand over archival documents to the digitization department

The handover of archival documents is carried out by counting the number of boxes, files, and sheets of documents and checking the physical condition of the documents. If necessary, take photos of the current state of the files and documents; the handover of archival documents is recorded in a protocol, kept as a basis for reclaiming the documents after digitization. The number of boxes, files, and sheets of documents received by the digitization department will be compared during the handover of documents back to the storage facility after digitization.

d) Transport archival documents from the storage facility to the digitization location

The transport of archival documents from the storage facility to the digitization location must be carried out using means ensuring document safety, fire prevention and firefighting safety, and maintaining the order of document arrangement.

2. Cleaning archival documents

a) Conduct preliminary cleaning of archival documents by using appropriate brushes to sweep and brush dust off the document boxes, followed by counting each file and document.

b) During the cleaning of archival documents, do not disrupt the order of arrangement of pairs, boxes, as well as files or sets of documents; do not damage the documents.

3. Standardization and data conversion (if applicable)

a) Develop guidelines for standardizing and converting data.

b) Implement standardization and data conversion according to the guidelines, including contents such as: standardizing file formats of documents, standardizing primary data formats, converting character codes of documents and primary data, converting primary data structures, packaging digitalized documents.

c) Carry out corrections based on the report of the inspection results.

d) Hand over the primary data of the original archival documents to the digitization department.

4. Digitize archival documents

a) Separate and flatten the documents.

b) Check and compare documents against the inventory and primary data (if available).

c) Perform digitization

Place the document into a scanner or other suitable imaging device and set up technical output parameters for the digital document: file format, resolution, image compression mode, format, presentation method, storage location of scanned image files, and naming convention for scanned image files; after scanning, check the quality of the scanned images and compare them with the original archival documents. If the digitized document does not meet the requirements, adjust the scanner or imaging device settings or convert to digitize the document again.

d) Establish primary data for digital archival documents in cases where there is no existing primary data.

f) Connect primary data with digital archival documents and check the connection between primary data and digital archival documents.

e) Return the original archival documents to the storage facility after digitization: count the number of documents and check their condition when returning; record in a protocol and keep the records.

g) Transport the original archival documents back to the storage facility and arrange them on the shelves.

5. Product inspection

a) Develop product inspection guidelines

The guidance materials for product inspection must clearly include the contents of scanned image errors and cataloging errors, with specific notes for each common error case that has occurred or is at high risk of occurring; the guidance materials need to be disseminated to each personnel implementing the inspection work before implementation.

b) Conduct product inspections according to the guidelines; prepare inspection reports; implement corrections based on the inspection results report.

6. Sign digital storage documents in accordance with the provisions at point c, Clause 1 and point a, Clause 2, Article 8 of this Circular.

7. Package digital storage documents and the main data of digital storage documents and transfer them into the System.

8. Acceptance and handover of products

a) Copy products onto storage devices

Develop guidance materials for copying to ensure compliance with regulations on security, safety, and information confidentiality; clearly state the requirements when copying products onto storage devices; storage devices must be checked to ensure security and safety before use; perform copying and hand over digitalized data products to authorized agencies or units multiple times or once after completing the digitalization process; each handover will be documented with confirmation between the relevant parties.

b) Check the quantity and quality of digital storage documents and the structure of their data, ensuring accurate connectivity between the main data and the digital storage document files.

c) Implement backup solutions for digital storage documents and database digital storage documents onto other storage devices and ensure data confidentiality measures to prevent data loss risks.

d) Acceptance and handover of products; establish and retain database records.

Based on handover documents for materials and data, industry standards, technical requirements, and product output requirements, conduct acceptance and handover of products.

Article 10. Digitalization Process for Photographic Archive Materials

1. Prepare photographs for digitalization

a) Select and arrange photographs in order or by topic.

b) Use specialized equipment, solutions, and chemicals to remove dust and ensure photograph quality is not affected during digitalization.

2. Scan or photograph the images

a) Choose high-resolution dedicated scanners or cameras to ensure the best image quality.

b) Set up the scanner and camera according to the product output requirements.

3. Post-processing

a) Process images using specialized equipment and software.

b) Check the quality of the digitized images.

c) Perform other technical processing to ensure the accuracy and authenticity of the digitalized archival material compared to the original archival material.

4. Sign digital files in accordance with the provisions at point c, Clause 1 and point b, Clause 2, Article 8 of this Circular.

5. Carry out the steps as stipulated in Clauses 3, 5, 7, 8 and points d, đ, e, g, Clause 4, Article 9 of this Circular.

Article 11. Digitalization Process for Film Negative Archive Materials

1. Prepare film negatives for digitalization

a) Examine film negatives to identify signs of damage, dust, mold, cracks, or other physical conditions.

b) Repair minor damages, clean dust, or perform deep cleaning to ensure the quality of the original material being digitized.

2. Scan or photograph film negatives

a) Use dedicated film negative scanners or dedicated film negative cameras to scan or photograph film negatives, ensuring high-quality scanning with accurate resolution and color.

b) Set up the scanner or camera according to the product output requirements.

3. Post-processing

a) Convert film negatives into digital format images using specialized equipment.

b) Check the quality of the digital format images.

c) Perform technical processing to ensure the accuracy and authenticity of the digitalized archival material compared to the original archival material.

4. Sign digital files in accordance with the provisions at point c, Clause 1 and point b, Clause 2, Article 8 of this Circular.

5. Carry out the steps as stipulated in Clauses 3, 5, 7, 8 and points d, đ, e, g, Clause 4, Article 9 of this Circular.

Article 12. Procedure for digitizing audio or video archival materials

1. Preparation of audio or video materials for digitization

a) Inspect and evaluate the condition of the audio or video recording equipment.

b) Use specialized devices, solutions, and chemicals to remove dust and debris from the read heads or tape spindles.

2. Converting audio or video materials into digital format

a) Utilize high-quality audio and image conversion equipment to convert analog sound signals into digital format.

b) Ensure that the supporting equipment maintains or enhances the original quality of the audio and images compared to their original quality.

3. Post-processing

a) Employ specialized editing tools to eliminate noise, balance sound, and adjust brightness and resolution.

b) Store processed audio or video files in high-quality formats.

4. Sign the digitalized file according to point c, Clause 1 and point c or point d, Clause 2, Article 8 of this Circular.

5. Carry out the steps as stipulated in Clauses 3, 5, 7, 8 and points d, đ, e, g, Clause 4, Article 9 of this Circular.

Chapter III

FORM AND TECHNIQUE FOR PRESENTATION WHEN CONVERTING

DIGITAL ARCHIVAL MATERIALS TO PAPER ARCHIVAL MATERIALS

Article 13. Requirements for converting digital archival materials to paper archival materials

1. Ensure that the form, format, presentation technique, and information content of the original archival material are not affected when converted.

2. Ensure that the information in the converted archival material is complete and accurate, matching the information in the original archival material.

3. The head of the agency or organization managing the original digital archival material specifies the type of paper, printing conditions, and ink suitable for the purpose and requirements of using the converted archival material.

4. The format and presentation technique for converting digital textual, image, audio, and film negative archival materials to paper archival materials shall be carried out in accordance with Articles 14, 15, and 16 of this Circular.

5. The format and presentation technique for converting other types of digital archival materials specified in Clause 4 of this Article to paper archival materials shall be determined by the head of the agency or organization managing the archival materials in accordance with Clauses 1 and 2 of this Article.

Article 14. Format and presentation technique for converted archival materials from digital textual archival materials

1. Paper size: according to the actual size of the adjusted digital material within the System.

2. Printing ratio: 100%, in cases of enlargement or reduction, ensure the corresponding ratio with the original archival material and maintain clear and accurate information in the converted material compared to the original archival material.

3. Components of the format of converted archival materials

a) Place and date of the archival material conversion.

b) Name of the agency or organization conducting the conversion.

c) Identification mark of the converted archival material: clearly state "CONVERTED ARCHIVAL MATERIAL" on the converted archival material.

d) Information indicating the storage address of the original material in the System: display the original material's storage code on the converted archival material.

đ) Full name, position, signature of the authorized person and stamp of the agency, organization, or individual conducting the conversion.

4. Position of presenting format elements: at the end of the content section on the last page of the converted archival material.

5. Presentation model of converted archival materials from digital textual archival materials is stipulated in Section 1 of Appendix VI of this Circular.

Article 15. Format and technical presentation of archival documents converted from digital archival documents in image and negative film form

1. Paper size: according to the actual size of the original archival image document.

2. Printing ratio: 100%, in cases of enlargement or reduction, ensure the corresponding ratio with the original archival material and maintain clear and accurate information in the converted material compared to the original archival material.

3. The format components of the converted document shall be presented according to the provisions of Clause 3, Article 14 of this Circular on the back side of the converted document page.

4. The format for presenting archival documents converted from digital archival documents in image and negative film form is specified in Section 1 of Appendix VI of this Circular.

Article 16. Format and technical presentation of archival documents converted from digital archival documents in audio recording form

1. Paper size: A4, font size 13 - 14, Times New Roman font, regular typeface, upright style, black color.

2. Conversion method: use software to convert information from audio recordings to text or type out the content of the audio recorded document, ensuring accuracy of content, then print it on paper.

3. The head of the agency or organization managing the original digital archival material specifies the type of paper, printing conditions, and ink suitable for the purpose and requirements of using the converted archival material.

4. The format components of the converted document and their placement shall be carried out according to the provisions of Clause 3 and Clause 4, Article 14 of this Circular.

5. The format for presenting archival documents converted from digital archival documents in audio recording form is specified in Section 2 of Appendix VI of this Circular.

Chapter IV

SUBMISSION OF DIGITAL ARCHIVAL DOCUMENTS

Article 17. Structure of submitted files and documents

1. Structure of submitted files

In cases where agencies and organizations have established and managed digital archival files during the course of work, they shall submit digital archival files.

a) In cases where submission is within the same System, the data structure of the submitted file shall follow the AIP_hoso package structure specified in Appendix I of this Circular.

b) In cases where submission is outside the System, the data structure of the submitted file shall follow the SIP_hoso package structure specified in Appendix III of this Circular.

2. Structure of submitted documents

In cases where agencies and organizations have not established and managed digital archival files during the course of work and the System has intelligent search capabilities to ensure the ability to link scattered documents and display them by topic, by the process of work, or according to user requirements, they shall submit documents.

a) In cases where submission is within the same System, the data structure of the submitted document shall follow the AIP_tailieu package structure specified in Appendix II of this Circular.

b) In cases where submission is outside the System, the data structure of the submitted document shall follow the SIP_tailieu package structure as specified in Appendix IV of this Circular.

Article 18. Method of submitting digital archival files and documents

1. Direct submission

Direct submission shall be implemented in cases where the agency or organization submitting uses a different System from that of the receiving agency or organization and has not connected or has connected but does not have a solution to ensure information security during the transfer of data between the two Systems.

2. Online submission

Online submission shall be implemented in cases where the submitting and receiving agencies or organizations use the same System or use different Systems but have agreed on a connection solution and technical standards to ensure information security during the transfer of data between the two Systems.

Article 19. Submission of digital archival files and documents into current archives

1. Deadline for submission

a) Units and individuals must submit digital files and documents into current archives on the System within 60 days from the end date of the work.

b) In cases where units and individuals need to use files and documents that are due for submission to serve ongoing work, they still must submit according to regulations and be granted regular usage rights without review by authorized persons within 360 days from the deadline for submission of files and documents.

2. Current archives shall accept files and documents and carry out:

a) Reviewing the titles of files and documents; retention periods for files and documents; components of documents in files; fields of descriptive information about files and documents.

b) Adjusting the fields of descriptive information about submitted files and documents to comply with legal regulations and regulations of the agency regarding submitted files and documents.

c) Confirming "agreement" for files and documents that meet requirements and "return" for those that do not, specifying reasons and requesting units and individuals to complete and resubmit.

3. The confirmation time of current archives shall not exceed 60 days from the date units and individuals submit files and documents on the System.

4. The head of the agency or organization shall specify the submission of digital archival files and documents into current archives in accordance with the functions and processing capacity of the System.

Article 20. Registration for submission of digital archival files and documents into historical archives on the System 1. Agencies and organizations submitting files and documents must be granted access accounts to the System of historical archives before registering for submission. 2. Agencies and organizations submitting files and documents into historical archives must register for submission on the System of historical archives at least 12 months prior to the deadline for submission of the documents.

3. Information reported on the System

a) Request code, including: registration number in the year, submission symbol (if any); abbreviated name symbol of the submitting agency or unit; submission frequency; year of submission registration.

b) Name of the submitting agency, organization, or individual.

c) Code of the submitting agency, organization, or individual.

d) Information on whether paper documents have been or have not been submitted to the archive (the System displays options such as "submitted" or "not submitted" or related information).

đ) Number of times digital archival documents have been submitted to the archive (the System automatically updates and displays).

e) Summary of the content and time period of the submitted document set.

g) Total number of submitted files and documents.

h) Total number of pages (if applicable).

i) Total volume.

k) Table of contents of submitted files and documents.

i) Total volume.

k) Table of contents of the submitted file and documents.

The table of contents of the submitted file includes the following information: serial number, file code, file title, start time, end time, number of pages, level of access, note.

The table of contents of the submitted documents includes the following information: serial number, package code, package title (summary of content and document time), source, total number of documents in the package, note.

l) Estimated time to submit.

m) Method of submission: the submitting agency or organization chooses "direct" or "online".

n) Contact address: the submitting agency or organization provides the full name, position, or profession title, phone number, email address of the representative responsible for the document submission process.

o) Special note (if any).

Archive storage font: automatically retrieve the archive storage font according to the submitting agency or organization, or the submitting agency or organization declares the archive storage font.

q) Classification plan: the submitting agency or organization selects classification plans that have been applied to the submitted document block according to the guidelines of the System.

4. File requesting submission of files and documents for historical storage.

a) Request document for submission of files and documents.

b) Table of contents of files and documents, clearly identifying conditional-access files and documents (if any).

Article 21. Confirmation of the request to submit files and documents for historical storage on the System.

1. Historical storage receives and registers the submission application and file from the submitting agency or organization, and performs the following tasks:

a) Review the table of contents of submitted files and documents on the System.

b) Provide comments in writing on the table of contents of submitted files and documents on the System (if applicable).

c) Confirm acceptance or rejection of the submission of files and documents on the System.

2. Acceptance of files and documents.

Historical storage agrees with the submitting agency or organization on the table of contents of submitted files and documents; requirements, means, methods of submission; submission time and structure of submitted files and documents.

3. Rejection of files and documents.

Historical storage rejects the submission of files and documents in the following cases:

a) Incorrect composition of files and documents submitted for historical storage.

b) Incomplete or unclear reported information.

c) Total size of submitted files exceeds the processing capacity of the System. In this case, historical storage has a handling plan and informs the submission schedule to the submitting agency or organization.

d) Other cases, historical storage clearly states the reason for rejection.

4. The response time of historical storage does not exceed seven working days from the date the System receives the submission registration of the submitting agency or organization.

Article 22. Submission of files and documents for historical storage on the System.

1. Preparation of files and documents.

a) The submitting agency or organization prepares the submission file including: table of contents of submitted files and documents (based on the result of the registration phase); packaging files and documents according to regulations; unit formation history (updated according to the document submission stage for agencies or organizations submitting documents for the second time or more); archive history, document block; classification plan (updated according to the document submission stage); guide to determine document value.

b) In cases where the files and documents simultaneously contain both digital and paper documents, the submission procedure for paper documents follows the detailed regulations of the Minister of Home Affairs regarding certain provisions of the Archives Law.

2. Direct submission.

a) Historical storage and the submitting agency or organization agree on the submission location and storage equipment to ensure document and data security.

b) The submitting agency or organization directly transfers the storage device of the data package and the submission file to the submission location and cooperates with historical storage to check the data package storage device.

c) Historical storage uploads (upload) the data package and accompanying documents into the System.

d) Historical storage and the submitting agency or organization cooperate to perform virus checks, data package authenticity verification; overall inspection of all data packages, compare the total number of files and documents in the data packages with the agreed-upon table of contents of submitted files and documents; update information "complete", "incomplete, number of missing files and documents".

đ) Prepare the receipt record of submitted files and documents, including the following information: registration request code (if any); agency or organization submission code; agency or organization submission name; submission frequency; total number of submitted files and documents according to the registration; total number of received files and documents; total volume; total number of devices, condition, detailed description of devices; handover time; person handing over and receiving; other notes (if any).

3. Online submission different from the System.

a) The submitting agency or organization logs into the System of historical storage to update the submission file into the System.

b) Implement technical measures to connect the system.

c) Submit the SIP package into the System and enter the information describing each SIP package: registration request code; SIP package identifier code; archive font code (if any); total number of files and documents in the SIP package (according to the table of contents of submitted files and documents); file and document serial number according to the table of contents of submitted files and documents (from number... to number...); submission time (the System automatically updates real-time and multiple SIP package uploads).

d) The System automatically performs virus checks, SIP package authenticity verification; overall inspection of all SIP packages, compare the total number of files and documents in the SIP packages with the agreed-upon table of contents of submitted files and documents, update specific information "complete", "incomplete, number of missing files and documents"; put all valid SIP packages into the status "Awaiting Reception".

4. Online submission within the System.

a) The submitting agency or organization logs into the System; enters new or updates information about the unit forming the archive and the submitted document block: unit formation history (updated according to the document submission stage for agencies or organizations submitting documents for the second time or more); archive history, document block; classification plan (updated according to the document submission stage); guide to determine document value; select files and documents and perform the "Submit to Historical Storage" action on the System.

b) The System automatically checks and compares the total number of files and documents with the table of contents of submitted files and documents and confirms: "complete", "incomplete, number of missing files and documents" and puts all submitted files and documents into the status "Awaiting Reception".

Article 23. Acceptance of Documents and Materials for Historical Archive on the System

1. The historical archive accepts documents and materials and performs checks to confirm information on the system:

a) Registration code of the submission request.

b) Code of the agency or organization submitting.

c) Name of the agency or organization submitting.

d) Total number of data packages.

đ) Total number of documents and materials according to the registration.

e) Total number of documents and materials approved for submission (calculated cumulatively).

g) Total number of documents and materials entered into the System.

h) Total capacity.

i) Number of submissions (sequential numbering).

k) Time of acceptance.

2. The system automatically updates the status of document and material acceptance to the accounts of the submitting agencies and organizations and related accounts (if any).

Article 24. Processing of Business Procedures for Documents and Materials Submitted for Historical Archive on the System

1. Checking for Duplicate Documents and Materials

a) The system scans the information of documents and materials to check for duplicates and does not accept documents and materials that are duplicates within the same submission.

b) In cases where submitted documents and materials are duplicates of those already in the System, the system displays detailed contents of the document and material catalogues in both sets, and the business officer will decide whether to accept or reject each specific case.

2. Checking Data Packages and Detailed Descriptive Data of Documents and Materials; Detailed Content of Attached File of Documents and Materials; Results for Each Document and Material: Pass/Fail (specify reasons).

3. Checking Content and Retention Period

The business officer reviews each document and material and compares with the Submission Catalogue of Documents and Materials; reviews each document and material in the submission.

4. The business officer compiles results and completes the Business Procedure Report, including the following information: total number of documents and materials proposed for submission; total number of documents and materials with pass results; total number of documents and materials with fail results (specify reasons); recommendations for the submitting agency (if any); recommendations for the approver; submit the report to the authorized approver.

Article 25. Approving Submission of Documents and Materials and Completing the Archiving Process

1. Approving Submission of Documents and Materials

a) The historical archive issues a Decision approving the submission of documents and materials along with the Business Procedure Result Report; the Catalogue of Approved Submission of Documents and Materials; List of Non-approved Documents and Materials.

b) Deliver the result to the submitting agency or organization.

2. Prepare the Receipt Record of Submitted Documents and Materials including the following information: registration code of the submission request (if any); code of the agency or organization; name of the agency or organization submitting; number of submissions; total number of documents and materials according to the registration; total number of documents and materials submitted according to the registration; total number of documents and materials approved; total number of returned documents and materials; time of submission; person submitting; other notes (if any).

3. Transfer Documents and Materials to the Archive Storage

a) For submissions outside the System: the historical archive transfers the SIP package to the AIP package.

b) For submissions within the System: the historical archive transfers the AIP package to the Archive Storage for further business procedures.

4. Return Non-approved Documents and Materials

a) For direct submission: the historical archive returns the non-approved documents and materials according to the list to storage devices for handover to the submitting agency or organization.

b) For online submission: the system allows downloading all non-approved documents and materials according to the list from the account of the submitting agency or organization.

c) For submission within the System: the system returns the non-approved documents and materials back to the account of the submitting agency or organization.

5. Complete Submission

a) The historical archive and the submitting agency or organization jointly prepare the following records:

Handover Record of Documents and Materials for Historical Archive; Record of Returned Documents and Materials According to the List of Non-approved Documents and Materials for Historical Archive.

b) Jointly sign the records.

c) Report to the state management agency.

d) Prepare the submission process record of documents and materials.

6. The processing time for business procedures and issuance of the Decision approving the submission of documents and materials by the historical archive shall not exceed 60 days from the date of full acceptance of documents and materials on the System according to the approved Submission Catalogue of Documents and Materials.

Chapter V

DOCUMENT PRESERVATION FOR DIGITAL ARCHIVE

Article 26. Principles for preserving digital archival materials

1. Digital archival materials must be securely preserved, authenticated, and kept confidential within the database of archival materials on storage media, and converted using appropriate technology.

2. Digital archival materials and the database of archival materials must be checked and backed up to ensure safety, integrity, accessibility, and the use of technical measures to facilitate classification and storage without altering the content of the materials.

3. Equipment and storage media for digital archival materials and the database of archival materials must be managed and securely preserved according to regulations on digital archives.

4. Ensure the ability to access, manage, search, update, and share digital archival materials and the database of archival materials.

Article 27. Requirements for preserving digital archival materials

1. Digital archival materials and the database of archival materials must be backed up at least twice, each copy on independent storage media, with backups ensuring completeness, accuracy, timeliness, and security.

2. Ensure uniform procedures for checking, backing up, and restoring digital archival materials with those for checking, backing up, and restoring the database of archival materials.

3. Digital archival materials must be checked, backed up, and restored simultaneously with the database of archival materials.

4. The procedures, formalities, and methods for checking, backing up, and restoring digital archival materials must be synchronized with those for checking, backing up, and restoring the database of archival materials.

5. Technical infrastructure and software for preserving digital archival materials must comply with regulations on digital archives.

- Prime Minister;28The structure of digital archival records and materials used for preservation

The data structure of digital archival records and materials used for preservation must follow the AIP_hoso or AIP_tailieu structure specified in Appendix I and Appendix II of this Circular.

Article 29. Checking digital archival materials

1. Annually, agencies and organizations must develop plans to check digital archival materials and the database of archival materials under their management.

2. Regularly and within a three-year period, agencies and organizations must ensure a full check of all digital archival materials under their management.

3. Content of inspection

a) Check the ability to access, use, and update information about the main data of digital archival materials.

b) Check the preservation process and ensure the safety of information for digital archival materials and the database of archival materials.

c) Check the accuracy of information about the main data of digital archival materials with accompanying file documents (if any).

4. Checking digital archival materials shall be carried out as follows:

a) Identify and classify sources of digital archival materials to be checked (selecting the archive collection to choose points and selecting the probability of the database within the collection).

b) Start the system of equipment and software serving the check.

c) Connect the check system with the storage media.

d) Check digital archival materials and the database of archival materials.

đ) Compile a list of checked documents including the name of the checked file, the storage address of faulty files.

e) Record minutes according to the provisions in Section 1 of Appendix VII of this Circular.

g) Implement solutions to fix errors (completing missing fields, supplementing data from backup sources, re-digitizing faulty documents and adding them to the System).

h) Prepare a report on the checking process.

Article 30. Backup of Digital Archival Documents

1. Time and Method of Backup

a) Digital archival documents and archival document databases must be backed up daily using incremental backup methods, and monthly backups must be conducted using full backup methods.

b) Digital archival documents and archival document databases must be backed up once every three years using full backup methods; primary data of archival documents must also be backed up.

2. The backup system needs to be regularly inspected every quarter and reports must be submitted to the management authority for situation forecasting, timely handling of incidents, and solutions to repair damages.

3. Regular backup of digital archival documents and archival document databases shall be carried out as follows:

a) Identify the source of data to be backed up.

b) Prepare and check backup media.

c) Conduct backup of software source code and archival document database onto storage media.

d) Check the backup results after completion. In case the backup results do not meet requirements, propose measures to correct errors and report to responsible persons for handling. If the backup meets requirements, transfer the storage media containing the backed-up archival document database to the storage location.

đ) Store the backup storage media containing the archival document database according to the regulations of the agency or organization.

e) Record in the logbook and prepare the Backup Report in accordance with Section 2 and Section 3 of Appendix VII of this Circular.

h) Establish a record of the backup process.

4. Storage Media Conversion

Digital archival documents must be converted to new storage media within a period shorter than at least one year from the durability period of the current storage media or following the manufacturer's recommendations.

Article 31. Handling Incidents and Recovery of Digital Archival Documents

1. When an IT incident occurs, agencies and organizations need to determine the cause of the incident due to hardware or software failure to find solutions to address it.

2. Isolate digital archival documents from the source causing data damage, fix hardware issues, block network intrusion attacks, and shut down software processes to ensure normal system operation.

3. Check software errors in the operating system, and inspect the archival document database management system to identify recovery measures.

4. Once the source of digital archival documents requiring recovery has been identified, the person assigned to handle the incident should retrieve the most recent backup file before the incident occurred to proceed with recovery.

a) In case digital archival documents and archival document databases encounter incidents, the person assigned to handle the incident should restore data by using the most recent backup file before the incident occurred through the Backup/Restore function of the database management system or the data recovery function of the application software.

b) In case the database management software encounters an incident, save the archival document data and reinstall the database management system, use the Attach Database function of the database management system to recover the saved data from the previous step or use the most recent backup file before the incident occurred to proceed with data recovery.

c) In case the application software encounters an incident, restore it by using the most recent backed-up application software before the incident occurred.

5. After the system resumes operation, the person assigned to handle the incident should check the data to ensure that the recovered data is fully complete and accurate compared to before the incident occurred.

6. Prepare a report on handling incidents and recovering the archival document database in accordance with Section 4 of Appendix VII of this Circular.

7. Establish a record of handling incidents and recovering the archival document database.

Chapter VI

USE OF DIGITAL ARCHIVAL DOCUMENTS

Section 1

GENERAL PROVISIONS ON THE USE OF DIGITAL ARCHIVAL DOCUMENTS

Article 32. Request for using digital archival materials

1. The forms of using digital archival materials shall be carried out on the electronic information portal or the Digital Archival Management System at current and historical archives.

2. Digital archival materials may be duplicated and provided to users in digital format or paper format.

3. The copy of digital archival materials intended for users shall be reproduced from the original digital archival materials according to the Document Information Package (DIP) format to provide to users based on their usage purpose.

4. Users shall use digital archival materials after being granted an account to log into the System by the agency or organization managing the System.

5. For paper archival materials or archival materials on other data carriers that have primary data in the System but have not yet been digitized, the registration, acceptance, review of reading requests, and issuance of copies shall be conducted through the System.

Article 33. Using digital archival materials at current archives

1. Digital archival materials at current archives shall be used to meet the operational needs of agencies and organizations and citizens' information needs as prescribed by laws on archives and access to information.

2. The head of the agency or organization shall specify the use of digital archival materials at current archives to serve internal activities of the agency or organization.

3. The forms of using digital archival materials at current archives to serve citizens' needs shall be implemented in accordance with the provisions of Sections 2, 3, and 4 of Chapter VI of this Circular.

Article 34. Using digital archival materials at historical archives

1. The procedures for implementing the forms of using digital archival materials at historical archives shall be carried out in accordance with the detailed regulations of the Minister of Home Affairs on certain provisions of the Law on Archives.

2. The forms of using digital archival materials at historical archives shall be implemented in accordance with the provisions of Sections 2, 3, and 4 of Chapter VI of this Circular.

Section 2

READING DIGITAL ARCHIVAL MATERIALS

Article 35. Searching for information and registering reading requests for digital archival materials

1. Methods of searching for digital archival materials in the System.

a) By keyword.

b) By fonds.

c) By file.

d) By document.

đ) By topic (if applicable).

2. Account registration

a) Users declare account opening information including: full name, personal identification number (ID card number as prescribed by law), email address or contact phone number, workplace (if applicable), priority status (if applicable), other notes (if applicable).

b) The time limit for issuing an account to users shall not exceed one working day.

3. Users select files and documents they wish to read and submit a request to read digital archival materials.

4. The System displays general information about the user's reading request, requiring the user to enter the purpose of using the archival materials.

5. Users enter the purpose of using the archival materials, provide evidence in special cases or when prioritized, review the reading request information, and submit the request on the System.

Article 36. Acceptance and review of reading requests for digital archival materials

1. Current archives, historical archives

a) Accept the request, review the request, and give approval or rejection for each file and document not falling under conditional access.

b) Review the reading request for archival materials.

c) Notify the user of the review result including: approved files and documents; reading time (not exceeding 15 days from the date of approval); files and documents not approved or rejected along with reasons; reading fees as prescribed and calculated per file (AIP_file), independent archival document (AIP_document) or per minute for audio, video recordings.

d) Provide direct opinions on each file and document subject to conditional access and submit to the competent authority for review through the System or by administrative letter. Current archives submit to the head of the agency or organization or authorized person for review in the System. Historical archives submit to the state management agency on archives for review through the System or by administrative letter.

đ) Receive the review results.

e) Deliver the results to users in batches.

2. Competent authorities for review

a) Accept the request.

b) Provide direct opinions on each file and document subject to conditional access or provide overall review opinions on the entire request.

3. Users

a) Receive the review results.

b) Pay the fee.

4. The System confirms the payment of fees by users.

Article 37. Copy for Users on the System

1. Is reproduced from the original archival document.

2. Cannot verify digital authentication factors for the original archival document.

3. The name of the agency, organization, or historical archive is displayed at the bottom margin, centered on each page of the document; inserted into recorded document images; noted before or after audio recordings.

4. Does not allow users to download the document.

5. The system automatically deletes after five days from the user's reading period expiration date.

Section 3

ISSUING COPIES OF DIGITAL ARCHIVAL DOCUMENTS

Article 38. Registration of Requests

1. The user selects the document needed for a copy and submits a request for issuance of an archival document copy.

2. The system displays general information about the copy issuance request, purpose of using the document, method of receiving the copy (digital format or paper format), type of copy (unauthenticated or authenticated).

3. The user can receive a digital format copy through their account in the System, email, or receive a paper format copy at the agency, organization, historical archive, or specific address.

Article 39. Receiving and Reviewing Requests

1. Current archives, historical archives

a) Receives requests, reviews requests, and provides approval or rejection opinions for each document not falling under conditional access cases.

b) Reviews requests.

c) Notifies the user of the review results including information: approved documents; disapproved documents with reasons; copying fees (the system automatically calculates fees). Copying fees are calculated per page of textual documents; per minute of audio, image, or video documents.

d) Provides direct opinions for each conditionally accessible document and submits them to the competent authority for review as stipulated in Point d, Clause 1, Article 36 of this Circular.

đ) Receive the review results.

e) Deliver the results to users in batches.

2. Competent authorities for review

a) Accept the request.

b) Provides direct opinions for each conditionally accessible document or provides an overall review opinion for the entire request.

3. Users

a) Receive the review results.

b) Pay the fee.

4. The System confirms the payment of fees by users.

Article 40. Unauthenticated Copies of Digital Archival Documents

1. Reproduced from the original archival document, ensuring compatibility with the format of the original archival document.

2. Cannot verify digital authentication factors for the original archival document.

3. The name of the agency, organization, or historical archive is displayed at the bottom margin, centered on each page of the document; inserted into recorded document images; noted before or after audio recordings.

4. Displays the word "COPY" in the top right corner of the first page of the document, presented in Times New Roman font, regular style, upright typeface, size 10, black color. This provision does not apply to copies from audio, image, or video documents.

5. Allows users to download the document from the issued account in the System or send it to the user via email within fifteen days from the approval date.

6. The system automatically deletes after five days from the download expiration date.

Article 41. Authenticated Copies of Digital Archival Documents

1. The format and presentation technique of authenticated copies of digital archival documents are similar to those of unauthenticated copies specified in Clause 3 and Clause 4, Article 40 of this Circular, and include the digital signature of the agency, organization, or historical archive.

2. The digital signature of the agency, organization, or historical archive on authenticated copies of textual or image documents is shown as the word "COPY" as stipulated in Clause 4, Article 40 of this Circular.

3. The digital signature of the agency, organization, or historical archive on authenticated copies of audio or video documents complies with the provisions of Clause 6, Article 36 of the Law on Archives.

Article 42. Certified Digital Storage Document Copy in DIP Format Package

1. Is reproduced from the original digital storage document and ensures authentication factors for the original storage document.

2. Is embedded in an authenticated text file of historical storage format .pdf/a, including the following information:

a) Storage authentication code.

b) Historical storage name.

c) Recipient information: full name, citizen identification code or personal identification number as prescribed by law.

d) Original document storage code.

đ) Original document number and symbol (if applicable).

e) Document type name.

g) Summary of document content or document title.

h) Purpose of use.

i) Date of issuance.

k) Usage period.

l) Number of copies.

3. Is packaged according to the DIP package structure specified in Appendix V of this Circular.

Article 43. Printed Copy of Digital Storage Document

1. Is printed out from the digital storage document.

2. The format and presentation technique are implemented in accordance with the regulations on issuing copies of paper storage documents detailed by the Minister of Home Affairs under the Law on Archives.

Section 4

 PROVISION OF INFORMATION FROM DIGITAL STORAGE DOCUMENTS AND DATABASES OF STORAGE DOCUMENTS

AND ARCHIVE DOCUMENTS

Article 44. Forms of Provision of Information from Digital Storage Documents and Archive Document Databases

1. Provision of Catalog of Storage Documents from Archive Document Database

a) The Catalog of Storage Documents from the Archive Document Database (abbreviated as Catalog of Storage Documents) is formed according to specific topics requested by users on the System, extracted from the System, and arranged in a logical sequence.

b) Information about files and documents listed in the Catalog of Storage Documents provided to users shall not exceed four fields of information.

c) In case the System has multilingual functionality, the Catalog of Storage Documents is presented in different languages based on user requirements.

2. Provision of Extracted Information from Digital Storage Documents

a) Extracted information from digital storage documents is presented as statistical content material on a specific topic requested by users; each extracted content is taken verbatim from the digital storage document; it includes storage address guidance and maintains links to the original storage document.

b) Extracted information from digital storage documents is certified by the agency or organization managing the System when provided to users.

c) In case the System has multilingual functionality, extracted information from digital storage documents is presented in different languages based on user requirements.

3. Provision of Comprehensive Information from Digital Storage Documents and Archive Document Databases

a) Comprehensive information from digital storage documents is presented as a comprehensive report on a specific topic requested by users; extracted from the System; automatically compiled and edited by the System; each content segment in the report includes storage address guidance and maintains links to the original storage document; certified by the System management agency.

b) Comprehensive information from the archive document database is presented as intelligent statistical reports on archival documents, archival management status, and archival document users; extracted from the System based on user requests.

c) In case the System has multilingual functionality, comprehensive information from digital storage documents and archive document databases is presented in different languages based on user requirements.

4. Depending on the System's processing capacity, the head of the System management agency decides the number of files and documents to be provided for each form specified in Clause 1, Clause 2, and Clause 3 of this Article for each request.

5. Authority to provide information from digital storage documents and digital storage document databases is carried out according to the authority granted for using storage documents.

Article 45. Registration of Requests

1. The user accesses the System, creates an account, and selects the form prescribed in Article 44 of this Circular.

2. The user creates and submits the request on the System.

3. The System requests the user to declare the purpose of use.

4. The user declares and confirms the method of receiving the result through the account in the System, email, or paper copy at the historical storage or at a specific address.

Article 46. Acceptance and Review of Requests

1. Current archives, historical archives

a) Accept the request.

b) Reviews requests.

c) Notify the review result and information provision fee for cases that are reviewed or reasons for not reviewing.

d) In cases where the user's request relates to information in conditional access documents, current storage, or historical storage, it must be submitted to the competent authority for review according to point d, Clause 1, Article 36 of this Circular.

đ) Deliver the results to the user.

2. Authority, organization, individual reviewing

a) Accept the request.

b) Reviews requests.

c) Deliver the review result.

3. Users

a) Receive the review results.

b) Pay the fee.

4. The System confirms the payment of fees by users.

5. The time for accepting and reviewing the request shall not exceed six working days from the date the System receives the request.

Article 47. Processing Business and Delivering Results to Users

1. The result is extracted from the System in the form prescribed in Article 44 of this Circular.

2. Review the result, edit the result.

3. Approve the result.

4. Deliver the result to the user.

Chapter VII

DESTRUCTION OF DIGITAL STORAGE DOCUMENTS EXPIRED IN VALUE

Article 48. List of Digital Storage Documents Expired in Value

1. The list of digital storage documents expired in value is a collection of basic information about duplicate files and documents, and documents that have exceeded their retention period in the System.

2. In cases where the System detects duplicate files or documents, the System automatically adds these duplicate files or documents to the List of Digital Storage Documents Expired in Value, changes their status to "Under Consideration for Destruction," and displays a notification for responsible persons to handle.

3. Annually, the System automatically notifies files and documents that have exceeded their retention period and adds them to the List of Digital Storage Documents Expired in Value, changes their status to "Under Consideration for Destruction" in the System, and displays a notification for responsible persons to handle.

4. List of Digital Storage Documents Expired in Value

a) The List of Digital Storage Documents Expired in Value is extracted from the System annually for destruction procedures.

b) Information on the List of Digital Storage Documents Expired in Value for files includes: serial number, file storage code, file title, retention period, total number of documents in the file, total number of pages, reason for destruction, note.

c) Information on the List of Digital Storage Documents Expired in Value for documents includes: serial number, document storage code, type name and summary content, retention period, total number of pages, reason for destruction, note.

5. In cases where files or documents in the List of Digital Storage Documents Expired in Value extracted from the System contain paper documents or documents on other data carriers, the agency or organization must annotate this in the List.

Article 49. Destruction of Digital Storage Documents Expired in Value in Current Storage System

1. Current storage reviews the List of Digital Storage Documents Expired in Value in the System, implements the procedure to establish the Committee for Reviewing and Destroying Digital Storage Documents Expired in Value.

2. The Committee for Reviewing and Destroying Digital Storage Documents Expired in Value operates within the System.

a) Based on the decision to establish the Committee for Reviewing and Destroying Digital Storage Documents Expired in Value, the person assigned the task creates an account and assigns viewing rights for the Committee members in the System.

b) Committee members view the list, conduct checks on digital storage documents expired in value in the System.

c) The Committee's work results are compiled and presented to the head of the agency or organization in the System as the basis for making a decision.

3. The Committee for Reviewing and Destroying Digital Storage Documents Expired in Value and the time for appraising digital storage documents expired in value are carried out according to detailed regulations by the Minister of Home Affairs on certain provisions of the Law on Archives.

4. Agencies or organizations submitting documents to historical storage request the state management agency on archives to appraise digital storage documents expired in value through the System or by administrative documents.

5. Agencies or organizations submitting documents to historical storage establish accounts and grant access rights for the representative of the appraisal agency to log into the System, perform entry of appraisal opinions in the System, and extract appraisal results from the System.

6. The head of the agency or organization submitting documents to historical storage decides to destroy digital storage documents expired in value in the System after receiving the appraisal opinion of the state management agency on archives.

7. Destruction of Digital Storage Documents Expired in Value in the System

a) Based on the Decision to Destroy Digital Storage Documents Expired in Value by the authorized person, current storage performs the operation to destroy digital storage documents expired in value in the System.

b) The System logs the entire process of destroying digital storage documents expired in value.

8. The head of the agency or organization not belonging to the case of submitting documents to historical storage decides to destroy digital storage documents expired in value of the agency or organization in the System.

Article 50. Destruction of Digital Records with Expired Value in the System

1. The historical archive reviews the List of digital records with expired value in the System, submits to the competent state management agency for appraisal within the System or through administrative documents.

2. The civil servant assigned the task of appraisal accesses the System, performs operations to enter the appraisal opinion in the System and extracts the appraisal result from the System, and implements procedures to report to the authorized person to decide on the destruction of digital records with expired value.

3. Destruction of records with expired value in the System

a) Based on the decision to destroy digital records with expired value by the authorized person, the historical archive performs the operation to destroy records with expired value in the System.

b) The System logs the entire process of destroying records with expired value.

Chapter VIII

IMPLEMENTATION

Article 51. Implementation Provisions

Article 32. Responsibilities of Agencies

2. Repeal Circular No. 02/2019/TT-BNV dated January 24, 2019 issued by the Minister of Home Affairs stipulating data standards for information input and requirements for preserving electronic records.

3. In cases where digital archives formed in the System have data structures as prescribed in Circular No. 02/2019/TT-BNV shall continue to be stored until they are converted to the data structure as prescribed in this Circular.

4. In cases where the System has been built to meet the requirements for managing records as prescribed in Circular No. 02/2019/TT-BNV, the agencies and organizations responsible must upgrade to meet the requirements prescribed in this Circular, ensuring full online access for users.

5. In cases where the archival business of digital records is not specified in this Circular, agencies, organizations, and individuals shall implement according to general archival regulations under the Law on Archives, other relevant laws, and business guidance from competent authorities.

Article 52. Responsibility for Implementation

1. The Ministers, Heads of Ministries equivalent to Ministries, Heads of Government Agencies, Chairpersons of Provincial People's Committees directly under the Central Government, and related agencies, organizations, and individuals are responsible for implementing this Circular.

2. During implementation, if there are difficulties, please reflect them to the Ministry of Home Affairs for guidance and resolution./.