Circular No. 06/2015/TT-BNV guiding the functions, tasks, powers, and organization of the archives and record management organizations of ministries and ministerial-level agencies.

CIRCULAR

Guidelines on functions, tasks, powers, and organization of the archives and records management organizations of Ministries and agencies at the ministerial level

of Ministries and agencies at the ministerial level AND

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

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

Pursuant to Decree No. 36/2012/NĐ-CP dated April 18, 2012, of the Government stipulating the functions, tasks, powers, and organizational structure of Ministries and ministerial-level agencies;

Pursuant to Decree No. 58/2014/NĐ-CP dated June 16, 2014, of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

Pursuant to the proposal of the Director of the State Archives and Records Administration,

||| The Minister of Home Affairs issues this Circular to guide the functions, tasks, powers, and organization of the archives and records management organizations of Ministries and agencies at the ministerial level.

Article 1. Scope of Regulation and Applicability

1. This Circular guides the functions, tasks, powers, and organization of the archives and records management organizations of Ministries and agencies at the ministerial level.

2. This Circular applies to agencies under the Government.

3. The functions, tasks, powers, and organization of the archives and records management organizations of the Ministry of National Defense and the Ministry of Public Security shall be regulated by the Ministers of National Defense and Public Security respectively, after consultation with the Minister of Home Affairs.

Article 2. Position and Functions

1. The archives and records management organization of the Ministry is the Archives and Records Management Department under the Ministry's Office.

2. The Archives and Records Management Department assists the Director of the Ministry's Office in advising the Minister and the Heads of agencies at the ministerial level on managing the archives and records management work of departments, offices, inspection bodies, bureaus, general administrations, and equivalent organizations, public service units under the Ministry, and implements the archives and records management work of the Ministry.

Article 3. Duties and Authorities

1. The Archives and Records Management Department assists the Director of the Ministry's Office in performing the following tasks and powers:

a) Drafting and submitting to the Ministry for promulgation regulations on archives and records management;

b) Directing, guiding, and inspecting the implementation of laws and regulations of the Ministry regarding archives and records management work;

c) Drafting and implementing programs, plans, long-term and short-term projects, and annual plans on archives and records management work;

d) Researching and applying science and technology, innovations to archives and records management work;

đ) Organizing training and professional development for civil servants and employees of the Ministry in archives and records management;

e) Implementing ad hoc, periodic, and comprehensive statistical reports on archives and records management work and archival materials according to regulations;

g) Conducting mid-term reviews, final evaluations, competitions, and commendations for archives and records management work.

2. Performing the archives management work of the Ministry

a) Managing outgoing and incoming documents;

b) Managing books and databases on documents;

c) Managing and using the seal of the Ministry and other types of seals assigned;

d) Guiding civil servants in creating files; submitting files and documents for archival storage;

đ) Implementing reporting and basic statistical reporting systems on archives management work;

3. Performing the records management work of the Ministry

a) Collecting files and documents into the organizational archive;

b) Managing electronic records, guiding the creation of electronic files and documents;

c) Categorizing, organizing, and determining the value of records; implementing procedures for destroying expired records;

d) Arranging storage facilities and conducting record preservation activities;

đ) Organizing the use of archival records;

e) Submitting files and documents subject to national archive submission to the National Archive Center;

g) Implementing reporting and basic statistical reporting systems on records management work and archival materials.

Article 4. Organization and staffing

1. The Archives and Records Management Department consists of a Head, not more than two Deputy Heads, and civil servants.

2. The staffing of the Archives and Records Management Department is decided by the Minister and the Heads of agencies at the ministerial level within the total staffing of the Ministry's Office.

Article 5. Effective Date

1. This Circular takes effect from February 15, 2016.

2. Abolish the provisions in Chapter II of Circular No. 02/2010/TT-BNV dated April 28, 2010, issued by the Ministry of Home Affairs, guiding the functions, tasks, powers, and organization of the archives and records management organizations of Ministries and agencies at the ministerial level, agencies under the Government, and People's Committees at all levels.

Article 6. Implementation Organization

The Ministers and Heads of agencies at the ministerial level, and the Heads of agencies under the Government are responsible for implementing this Circular. In the process of implementation, if any difficulties arise, they are requested to report to the Ministry of Home Affairs for consideration and resolution within their authority.

In the process of implementation, if any difficulties arise, they are requested to report to the Ministry of Home Affairs for consideration and resolution within their authority./.