Circular No. 06/2025/TT-BNV detailing certain provisions of the Law on Archives

CIRCULAR

Detailed regulations on certain provisions of the Law on Archives

 ________

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 certain provisions of the Law on Archives. 

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular details certain provisions of the Law on Archives including:

1. Management of archival documents in cases where agencies, organizations are dissolved, bankrupt, or reorganized (Clause 2, Article 13).

2. Procedures for destroying archival documents (Clause 6, Article 16).

3. Procedures for submitting archives, documents, and collecting documents for historical archives (Clause 3, Article 19).

4. Forms of using archival documents and copies of archival documents (Clause 5, Article 23).

5. Procedures for recognizing and revoking recognition of archival documents with special value (Clause 6, Article 39).

6. Professional inspection of archival activities; issuance, reissuance, and revocation of the Archival Practice Certificate (Clause 7, Article 56).

Article 2. Applicability

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

Chapter II

PROCEDURES FOR SUBMITTING ARCHIVES AND DOCUMENTS AND COLLECTING DOCUMENTS INTO HISTORICAL ARCHIVES

Section 1

PROCEDURES FOR SUBMITTING ARCHIVES AND DOCUMENTS INTO HISTORICAL ARCHIVES

Article 3. Registration for submission of archives and documents

1. Agencies and organizations register the submission of archives and documents with the competent historical archive. The registration includes information such as the name of the archive or project; the time period of the documents; the number of archives and documents or preservation units; the method of submission; the expected submission time, and an attached Index of archives and documents.

2. The historical archive coordinates with agencies and organizations regarding the submission of archives and documents into the historical archive.

3. The registration for the submission of physical archives and documents shall be carried out in accordance with Clauses 1 and 2 of this Article and Circular No. 05/2025/TT-BNV dated May 14, 2025, issued by the Minister of Home Affairs on archival practices for physical archival documents.

4. The model of the Index of archives and documents on Paper is attached at Appendix I.

Article 4. Request for submission of archives and documents

1. Agencies and organizations send a request letter for submission of archives and documents and the Index of archives and documents to the competent historical archive.

2. The historical archive receives the request for submission of archives and documents from agencies and organizations.

Article 5. Historical archive checks the Index of archives and documents; inspects archives and documents

1. The historical archive checks the Index of archives and documents; directly inspects archives and documents.

a) In case the Index of archives and documents and the archives and documents meet the requirements, the agency or organization shall submit the archives and documents into the historical archive according to Article 6 of this Circular.

b) In case the Index of archives and documents or the archives and documents do not meet the requirements, the agency or organization shall revise and complete the Index of archives and documents and the archives and documents according to the comments of the historical archive.

2. The historical archive provides written comments within thirty days from the date of receiving the request for submission of archives and documents from the agency or organization.

Article 6. Submission of archives and documents

1. The agency or organization transports the archives and documents to the historical archive; submits the archives and documents along with the Index of archives and documents (paper version and electronic version).

The storage box for submitted archives and documents must comply with national standards.

2. The historical archive checks and compares the submitted archives and documents with the Index of archives and documents; accepts the archives and documents; prepares a Receipt for submission of archives and documents.

The contents of the Receipt for submission of archives and documents include information such as the name of the archive or project; the time period of the documents; the number of archives and documents or preservation units; the number of Indexes of archives and documents and other search tools (if any); the submission time; the person accepting; the person submitting. The Receipt must have full names and signatures of the person accepting, the person submitting; the names and signatures of the authorized persons, the stamp of the historical archive and the submitting agency or organization.

3. The historical archive prepares the warehouse room and preservation equipment; transports the archives and documents into the storage warehouse.

4. The submission of digital archives and documents shall be carried out in accordance with Circular No. 05/2025/TT-BNV dated May 14, 2025, issued by the Minister of Home Affairs on archival practices for digital archival documents.

Section 2

COLLECTION OF DOCUMENTS INTO HISTORICAL ARCHIVES

Article 7. Principles for Collecting Documents for Historical Archives

Historical archives collect documents from deficient archival fonds under their management authority and documents with national and local significance serving practical activities, scientific research, history, and society as stipulated in Article 8 of this Circular, ensuring the following principles:

1. Collected documents must have clear, legal origins, be free from disputes or lawsuits, and be consistent with the functions and tasks of historical archives.

2. Documents currently preserved in domestic historical archives, museums, and state libraries shall not be collected.

Article 8. Types of Documents to be Collected

1. Documents of value formed during the activities of outstanding individuals, families, and clans include:

a) Political activists, outstanding political-social activists who have made significant contributions to the country;

b) Individuals who have won state and international awards;

c) Labor heroes, people's armed forces heroes;

d) Scientists, writers, poets, journalists, and other notable individuals active in fields such as theater, film, photography, painting, music, history, literature, art, and other areas;

đ) Families and clans that have left significant marks in the nation's history.

2. Documents of value held by individuals, families, clans, and organizations within the country.

3. Documents about Vietnam of value currently preserved in archives, libraries, museums, research institutes, and other organizations and individuals abroad.

Article 9. Methods for Collecting Documents

Historical archives collect documents through methods such as purchasing documents from organizations and individuals; accepting documents donated, given, or transferred to historical archives; and creating copies of documents.

Article 10. Procedures for Collecting Documents

1. Survey, statistics, and compile a list of documents to be collected both domestically and internationally.

2. Study and determine the documents to be collected according to the management authority and scope of collection specified in this Circular to develop a collection plan.

3. Implement the collection of documents according to the approved plan.

4. Organize scientific documentation after collecting; statistically record, safely preserve, effectively organize usage, and promote the value of collected documents.

Chapter III

PROCEDURES AND FORMALITIES FOR DESTROYING ARCHIVAL DOCUMENTS

Article 11. Compilation of Lists of Expired and Duplicate Documents

1. Current archives and historical archives compile lists of expired and duplicate documents according to the model at Appendix II, along with explanations of expired documents according to the model at Appendix III, and submit them to the head of the agency or organization.

2. The compilation of lists of archival documents with no remaining value is carried out according to Circular No. 05/2025/TT-BNV dated May 14, 2025, issued by the Minister of Home Affairs on archival document storage operations.

Article 12. Council for Reviewing and Destroying Current Archive Documents

1. Agencies and organizations establish a Council for Reviewing and Destroying Archive Documents. The Council advises the head of the agency or organization on reviewing and destroying archive documents. The Council dissolves itself upon completion of its mission.

2. The Council for Reviewing and Destroying Archive Documents consists of at least five members including: the leader of the agency or organization as Chairperson; the archivist of the agency or organization as Secretary; representatives from units or departments holding the documents and experts familiar with the field of the documents to be reviewed as Council Members.

3. The Council for Reviewing and Destroying Archive Documents reviews and compares the list of expired and duplicate documents with the file index of retained documents and regulations on document retention periods; directly inspect the documents. The Council discusses collectively, concludes by majority vote; differing opinions must be recorded in the meeting minutes signed by all Council members.

Article 13. Examination of Documents Exceeding Storage Period and Duplicate Documents in Current Archives

1. Agencies and organizations submit a request for examination of documents exceeding storage period and duplicate documents along with the following documents: Decision establishing the Council to Review and Cancel Archive Documents; List of Documents Exceeding Storage Period and Duplicate Documents; Explanation of Documents Exceeding Storage Period and Duplicate Documents; Minutes of the Council Meeting to Review and Cancel Archive Documents.

2. The National Office for Archives and Records Management examines the cancellation procedures, reviews the List of Documents Exceeding Storage Period and Duplicate Documents; conducts direct inspections of documents when necessary and provides written examination opinions on documents exceeding storage period and duplicate documents submitted by agencies and organizations that are to be archived at the central level.

3. The Department of Home Affairs examines the cancellation procedures, reviews the List of Documents Exceeding Storage Period and Duplicate Documents; conducts direct inspections of documents when necessary and provides written examination opinions on documents exceeding storage period and duplicate documents submitted by agencies and organizations that are to be archived at provincial level.

4. The time limit for examining documents exceeding storage period and duplicate documents shall not exceed twenty-five days from the date the National Office for Archives and Records Management and the Department of Home Affairs receive the request.

Article 14. Consideration of Cancellation of Documents Exceeding Storage Period and Duplicate Documents in Historical Archives

1. Central historical archives send the National Office for Archives and Records Management a request to cancel archive documents along with the List of Documents Exceeding Storage Period and Duplicate Documents and Explanation of Documents Exceeding Storage Period and Duplicate Documents.

2. Provincial historical archives send the Department of Home Affairs a request to cancel archive documents along with the List of Documents Exceeding Storage Period and Duplicate Documents and Explanation of Documents Exceeding Storage Period and Duplicate Documents.

3. The National Office for Archives and Records Management and the Department of Home Affairs review the List of Documents Exceeding Storage Period and Duplicate Documents; conduct direct inspections of documents when necessary and provide written opinions sent to historical archives; approve the List of Documents Exceeding Storage Period and Duplicate Documents and submit it to the authorized person to decide on the cancellation of archive documents according to Clause 4, Article 16 of the Law on Archives.

Article 15. Organization of Cancellation of Documents Exceeding Storage Period and Duplicate Documents

1. Current archives and historical archives select appropriate methods to cancel documents; organize the cancellation of documents according to the decision of the authorized person regarding the cancellation of documents exceeding storage period and duplicate documents.

2. Steps for cancelling documents exceeding storage period and duplicate documents

a) Packaging and transporting documents to the location for cancellation;

b) Preparing minutes of handover between the archive manager and the person responsible for cancellation;

c) Cancelling documents;

d) Preparing minutes on the cancellation of documents. The minutes must contain signatures and stamps of the agency or unit holding the cancelled documents and the agency or unit cancelling the documents.

3. The deadline for cancelling documents exceeding storage period and duplicate documents shall not exceed fifteen days from the date of the decision of the authorized person regarding the cancellation of documents exceeding storage period and duplicate documents.

4. Establishing and retaining records on the cancellation of documents exceeding storage period and duplicate documents

a) The cancellation of archive documents must be recorded in a file, including: List of Documents Exceeding Storage Period and Duplicate Documents; Explanation of Documents Exceeding Storage Period and Duplicate Documents; Decision establishing the Council to Review and Cancel Archive Documents (for current archives); Minutes of the Council Meeting to Review and Cancel Archive Documents (for current archives); Document of the authorized agency providing examination and opinion on documents exceeding storage period and duplicate documents; Decision of the authorized person regarding the cancellation of documents exceeding storage period and duplicate documents; Minutes of handover of documents exceeding storage period and duplicate documents; Minutes on the cancellation of documents exceeding storage period and duplicate documents; other related documents.

b) The file on the cancellation of documents exceeding storage period and duplicate documents must be preserved by the agency or organization holding the cancelled archive documents for at least twenty years from the date of cancellation of the archive documents.

5. The cancellation of digital archive documents is carried out according to the provisions of Clause 1, Point c and d of Clause 2, Clause 3, and Clause 4 of this Article and Circular No. 05/2025/TT-BNV dated May 14, 2025 issued by the Minister of Home Affairs stipulating archival operations for digital archive documents.

Chapter IV

FORMS OF USE OF ARCHIVED DOCUMENTS AND COPIES OF ARCHIVED DOCUMENTS

Section 1

IN CURRENT ARCHIVES

Article 16. Forms of using archival materials

1. Serving readers to read archival materials.

2. Issuing copies of archival materials.

Article 17. Service for using archival materials

The head of an agency or organization shall be responsible for promulgating regulations on the use of archival materials and procedures for serving readers to use archival materials within their scope of duties and powers, ensuring compliance with this Circular and other relevant laws.

Article 18. Issuing copies of archival materials at current archives

Issuing copies of archival materials at current archives shall be carried out in accordance with the provisions of the law on copying documents in record-keeping work.

Section 2

AT HISTORICAL ARCHIVES

Article 19. Forms of using archival materials at historical archives

1. Serving readers to use archival materials in reading rooms.

2. Serving readers to use archival materials online.

3. Issuing copies of archival materials.

Article 20. Reader Cards and Accounts

1. Historical archives issue Reader Cards to users who directly use archival materials in the reading room of the historical archives for five days or more. The Reader Card follows the model at Appendix IV.

2. Historical archives issue reader accounts to users who use archival materials online. Account information includes: full name, personal identification number/Citizen Identity Card number or passport number, email address, workplace, contact phone number, priority group (if applicable).

3. The validity period of Reader Cards and accounts is determined by historical archives.

4. Readers who pay for using archival materials must obtain Reader Cards and accounts in accordance with the law.

5. The time to issue Reader Cards and accounts shall not exceed one working day.

Article 21. Procedures and sequence for serving readers to use archival materials at historical archives

1. Registration procedure for using archival materials

a) Readers using archival materials must present one of the following documents: citizen identity card, Citizen Identity Card, electronic identity card, passport, or photo-bearing documents issued by competent state agencies; in cases where archival materials are used for work purposes, they must have an introduction letter or a request from their workplace agency or organization.

b) Registering to use archival materials: In cases of registering to use archival materials directly in the reading room, readers fill in the Application Form for Using Archival Materials and provide related documents regarding the purpose of use and priority groups. The Application Form for Using Archival Materials is at Appendix V. In cases of registering to use archival materials online, readers log into the system with their assigned account, create the Application Form for Using Archival Materials and provide related documents regarding the purpose of use and priority groups.

c) After completing the registration process, historical archives review and approve the Application Form for Using Archival Materials submitted by readers and update the information into the system or Reader Registration Book according to the model at Appendix VI.

2. Sequence for serving readers to use archival materials

a) Staff serving readers guide readers to search and fill in the Request Form for Reading Archival Materials and the Request Form for Copying and Authenticating Archival Materials according to the model at Appendix VII.

The Request Form for Reading Archival Materials and the Request Form for Copying and Authenticating Archival Materials are managed through the system or registered in the book according to the model at Appendix VIII.

b) Staff serving readers submit the reader's request form to the head of historical archives for review and approval. For conditional access materials, historical archives submit to the competent state management agency for approval.

c) After the reader's request form is approved, staff serving readers hand over or grant access to read archival materials to the reader. For paper materials, the reader checks the materials and signs the Receipt and Delivery Book for Archival Materials according to the model at Appendix IX.

d) Readers pay the fee for using archival materials.

Article 22. Use of archival materials at historical archives

1. The number of archival materials provided to readers for each use shall not exceed 10 files (preservation units) and may be used for no more than 15 days. Readers must return the archival materials to the historical archives before receiving additional materials.

2. Readers may only use digital copies of archival materials that have been digitized, or archival materials with special value; they may not use archival materials with weak physical condition or those currently undergoing business processing.

3. Organizations, entities, and individuals authorized to use archival materials may delegate others to collect copies of such materials.

4. Organizations, entities, and individuals using archival materials have the right to utilize and promote the value of the materials provided by the historical archives for lawful purposes, in lawful forms, and fulfill the obligations stipulated in Clause 2, Article 26 of the Law on Archives.

Article 23. Issuance of copies of archival materials at historical archives

1. Historical archives issue copies of archival materials within their management authority.

2. Archival materials can be copied in the following forms: reproduction, photocopying, printing, or extracting the full or partial content information from the original archival material.

3. Copies of archival materials include unauthenticated copies and authenticated copies on paper or digital formats.

4. Readers who require copies of archival materials must register their request on the Request for Copy and Authentication Form.

Article 24. Authentication of copies of archival materials at historical archives

1. Forms of authentication include: authentication of full-text copies of archival materials and authentication of partial content information of archival materials.

2. Content of authentication

a) Historical archives authenticate information about the source and storage address of the material including: file number, dossier number, dossier index number, name of the archive.

b) Authentication information on paper copies is displayed on the Archive Material Authentication Stamp. The stamp is affixed in blank spaces, at the end of the copy of the archival material. The first page of the copy is stamped in the upper right corner. The model of the Archive Material Authentication Stamp and the copy stamp is attached in Appendix X. For copies consisting of two pages or more, after authentication, they must be stamped with a cross-stamp.

c) Authentication information on digital copies is implemented according to Circular No. 05/2025/TT-BNV dated May 14, 2025, issued by the Minister of Home Affairs regarding archival operations for digital archival materials.

3. Authentication of copies of archival materials must ensure honesty, objectivity, accuracy, and be recorded and managed in the system or the Archive Material Authentication Register according to the model in Appendix VIII. The person assigned the task of authentication and the person signing the authentication must bear responsibility under the law for the authentication.

Article 25. Approval and Provision Time Limit for Archival Materials at Historical Archives

1. The time limit for providing materials is no later than one working day from the date of receipt of the Request for Reading Archival Materials Form; no later than two working days from the date of receipt of the Request for Copy and Authentication of Archival Materials Form.

2. For archival materials with conditional access, the time limit for providing materials is no later than seven working days from the date of receipt of the Request for Reading Archival Materials Form, Request for Copy and Authentication of Archival Materials Form.

Article 26. Responsibilities of the Head of Historical Archives and Personal Staff Serving Users and Utilizing Archive Materials

1. Responsibilities of the Head of Historical Archives

a) Organize services for readers to use archive materials at the reading room of the historical archives and online;

b) Issue regulations on the use of archive materials suitable to the characteristics and components of the preserved materials at the historical archives;

c) Ensure equipment serving the use of archive materials at the historical archives, including arranging the reading room, building and operating software systems for managing and searching for materials;

d) Post at the headquarters of the historical archives and publicly publish regulations and forms regarding the use of archive materials.

2. Responsibilities of staff serving readers

a) Issue reader cards and accounts;

b) Guide and serve readers at the reading room; interact and respond to readers during online use of archive materials;

c) Manage archive materials during the process of providing them to readers;

d) Manage registration books and forms, and manage services for readers.

3. Responsibilities of readers

a) Fulfill all procedures and comply with legal regulations and internal rules of the historical archives regarding the use of archive materials;

b) Provide accurate information to make reader cards and accounts as required by the historical archives;

c) During the use of archive materials, readers must not erase, write, mark, draw on, crumple, fold, tear, soil, or disorder the order of materials in files or engage in other actions that affect the content, form, or value of the materials;

d) Pay usage fees for archive materials according to legal provisions.

Chapter V

PROCEDURE AND PROCEDURES FOR RECOGNITION AND REVOCATION OF THE RESULTS OF RECOGNITION OF ARCHIVE MATERIALS WITH SPECIAL VALUE BẢO TỒN CÓ GIÁ TRỊ ĐẶC BIỆT

Article 27. Documents for Requesting Recognition of Archive Materials with Special Value

1. The documents for requesting recognition of archive materials with special value must ensure accuracy, honesty, and completeness of material components as stipulated in Clause 2, Article 39 of the Law on Archives.

A request letter according to Model XI. An explanation of the archive materials according to Model XII.

2. Agencies, organizations, and individuals can submit documents online, directly, or through postal services.

Article 28. Procedure for Recognizing Archive Materials with Special Value

1. Receiving and Checking Documents

a) The National Office of Official Documents and Archives receives documents requesting recognition of archive materials with special value from agencies and organizations: State Historical Archives; Ministries, sectors, central agencies, state-owned enterprises;

b) Provincial People's Committee Departments of Home Affairs receive documents requesting recognition of archive materials with special value for private archive materials and those of agencies and organizations under their management, except in cases specified in point a of this clause.

c) The National Office of Official Documents and Archives, Provincial People's Committee Departments of Home Affairs check and accept documents if they are complete and accurate according to regulations; require agencies, organizations, and individuals to supplement and perfect incomplete or inaccurate documents; refuse to accept documents and clearly state the reasons.

2. Reviewing Documents by the Council for Determining Archive Materials with Special Value as stipulated in Article 29 of this Circular examines the documents, evaluates the value of the materials, and conducts direct inspections of the materials when necessary.

3. Decision to Recognize Archive Materials with Special Value

a) The Council for Determining Archive Materials with Special Value submits to the Minister of Home Affairs, Chairman of the Provincial People's Committee for consideration and recognition of archive materials with special value.

b) The submitted documents include: Petition, Minutes of the Council for Determining Archive Materials with Special Value meetings; opinions of Council members (if any); documents requesting recognition of archive materials with special value.

c) The Minister of Home Affairs, Chairman of the Provincial People's Committee issues a decision recognizing archive materials with special value.

4. The time limit for processing documents requesting recognition of archive materials with special value is no more than 60 days from the date of receipt of the documents.

5. Announcing the Results of Recognition of Archive Materials with Special Value

The results of recognition of archive materials with special value are announced on the Ministry of Home Affairs' electronic portal, Provincial People's Committee and sent to the agencies, organizations, and individuals who submitted the documents.

6. The deadline for receiving complaints is 15 days from the date of announcement. The Council for Determining Archive Materials with Special Value is responsible for resolving complaints (if any) and reporting to the competent authority for consideration and decision.

Article 29. Council for Determining Special Value Archives

1. The Council for Determining Special Value Archives shall be established by the Minister of Home Affairs or the Chairman of the People's Committee at the provincial level upon the proposal of the advisory agency assisting the Minister of Home Affairs or the People's Committee at the provincial level to manage state archives.

2. The Council has the function of advising the Minister of Home Affairs or the Chairman of the People's Committee at the provincial level on determining archival materials that meet the criteria to be recognized as special value archives or considering revoking the recognition of special value archives.

3. Composition of the Council

a) The Council for Determining Special Value Archives established by the Minister of Home Affairs shall have a minimum of seven members, including: the representative of the leadership of the Ministry of Home Affairs as the Chair of the Council; the representative of the leadership of the National Office for Archives as the Vice-Chair of the Council; a civil servant from the National Office for Archives as the Secretary of the Council; the members of the Council are managers, experts, and reputable scientists knowledgeable about areas related to the content, form, and origin of the materials.

b) The Council for Determining Special Value Archives established by the Chairman of the People's Committee at the provincial level shall have a minimum of seven members, including: the representative of the leadership of the People's Committee at the provincial level as the Chair of the Council; the representative of the leadership of the Provincial Department of Home Affairs as the Vice-Chair of the Council; a civil servant from the Provincial Department of Home Affairs as the Secretary of the Council; the members of the Council are managers, experts, and reputable scientists knowledgeable about areas related to the content, form, and origin of the materials.

4. Working methods of the Council

a) The Council operates under the principle of democracy; through discussion, providing opinions, and voting by secret ballot or public vote.

b) A meeting of the Council must have at least two-thirds of its members present. Members absent from the meeting must submit their opinions in writing.

c) Archival materials presented to the authority for consideration and recognition as special value archives or revocation of the recognition of special value archives must be agreed upon by at least two-thirds of the Council members.

Article 30. Revocation of Recognition of Special Value Archives

1. Revocation of recognition of special value archives applies to cases specified in Clause 5, Article 39 of the Law on Archives.

2. The National Office for Archives and the Provincial Department of Home Affairs receive and compile information reflecting on special value archives.

3. The Council for Determining Special Value Archives examines and verifies information about special value archives and directly checks the materials if necessary. The working method of the Council is implemented according to the provisions of Clause 4, Article 29 of this Circular.

4. The Council for Determining Special Value Archives presents to the competent authority for consideration and revocation of the recognition of special value archives.

The dossier includes: Petition, Minutes of the Council for Determining Special Value Archives' meetings; written opinions of the members of the Council for Determining Special Value Archives (if any); evidentiary materials.

5. The Minister of Home Affairs or the Chairman of the People's Committee at the provincial level decides to revoke the recognition of special value archives within their authority.

6. The revocation of the recognition of special value archives is published on the Ministry of Home Affairs' electronic portal, the People's Committee at the provincial level's portal, and sent to the agencies, organizations managing the materials, and the owners of the materials.

Chapter VI

ARCHIVAL BUSINESS INSPECTION; ISSUANCE, REISSUANCE, AND REVOCATION OF ARCHIVAL PROFESSIONAL CERTIFICATES

Article 31. Competence to Issue, Reissue, and Revoke the Professional Practice Certificate for Archiving

The Director of the National Archives and Records Administration shall issue, reissue, and revoke the Professional Practice Certificate for Archiving.

The model of the Professional Practice Certificate for Archiving is specified in Appendix XIII.

Article 32. Documents for Application for the Professional Practice Certificate for Archiving

1. The application documents for the Professional Practice Certificate for Archiving include:

a) Application form;

An individual with a college degree or higher in archiving shall submit an Application for the Professional Practice Certificate for Archiving according to the form in Appendix XIV.

An individual with a secondary vocational degree in archiving or a secondary vocational degree or higher in another relevant field shall submit a Registration Form for Archival Business Skills Examination and Application for the Professional Practice Certificate for Archiving according to the form in Appendix XV.

b) Identity card or other lawful identification documents;

c) A secondary vocational degree or higher in archiving or a secondary vocational degree or higher in a relevant field suitable for the archival service activities the individual intends to practice, including computer science and information technology, mathematics, biology, chemistry;

d) A recent color photograph of the applicant for the Professional Practice Certificate for Archiving: size 4x6 cm, white background, taken within six months.

2. Individuals may submit their applications online, directly, or through postal services.

In case of online submission, individuals submit electronic copies; in case of direct submission, individuals submit certified copies and present original documents for verification; in case of submission through postal services, individuals submit certified copies of their degrees.

3. Individuals applying for the Professional Practice Certificate for Archiving must pay fees as prescribed in Circular No. 15/2025/TT-BTC dated April 16, 2025, issued by the Minister of Finance, which stipulates the levels of collection, payment procedures for the Professional Practice Certificate for Archiving fees.

Article 33. Procedures for Issuing the Professional Practice Certificate for Archiving

1. Receiving and Checking Documents

a) The National Archives and Records Administration receives applications for the Professional Practice Certificate for Archiving from individuals meeting the conditions specified in Clause 3, Article 56 of the Law on Archives.

Individuals with a secondary vocational degree in archiving or a secondary vocational degree or higher in another relevant field submit applications for the Professional Practice Certificate for Archiving upon notification from the National Archives and Records Administration regarding the organization of the archival business skills examination.

b) The National Archives and Records Administration checks and accepts complete and accurate applications as required; requests individuals to supplement and perfect incomplete or inaccurate applications; refuses to accept applications without stating the reasons.

2. Reviewing Applications and Organizing the Archival Business Skills Examination

a) The National Archives and Records Administration reviews applications for the Professional Practice Certificate for Archiving from individuals with a college degree or higher in archiving.

b) The National Archives and Records Administration organizes the archival business skills examination as stipulated in Article 34 of this Circular for individuals who must undergo such an examination.

3. Issuing the Professional Practice Certificate for Archiving

a) Within fifteen days from the date of receipt of the application as provided in point a, Clause 2 of this Article or from the date of the decision recognizing the results of the archival business skills examination as provided in Clause 6, Article 34 of this Circular, the Director of the National Archives and Records Administration issues a decision to grant the Professional Practice Certificate for Archiving to individuals meeting the required conditions; informs individuals not meeting the conditions for obtaining the Professional Practice Certificate for Archiving as prescribed.

b) In cases where individuals pass the archival business skills examination and are granted certificates for each specific archival activity they have registered for.

4. The results of issuing the Professional Practice Certificate for Archiving are published on the National Archives and Records Administration's official website.

Article 34. Business Inspection for Archiving

1. The business inspection for archiving to issue the Professional Practice Certificate for Archiving shall be announced on mass media and the online portal of the National Archives and Official Correspondence Department.

2. The inspection content includes: knowledge of laws related to archiving; standards and practices of registered archiving service activities and other relevant legal provisions.

3. The examination forms include: writing, multiple choice tests, and practical exercises.

4. The results of the business inspection for archiving shall be announced on the online portal of the National Archives and Official Correspondence Department.

5. The deadline for receiving appeals regarding the examination results does not exceed five working days from the date of announcement of the business inspection results. Appeal results shall be announced on the online portal of the National Archives and Official Correspondence Department.

6. The decision recognizing the results of the business inspection for archiving shall be published on the online portal of the National Archives and Official Correspondence Department.

Article 35. Reissuing the Professional Practice Certificate for Archiving

1. Application dossier for reissuing the Professional Practice Certificate for Archiving

a) An application form for reissuing the Professional Practice Certificate for Archiving according to Appendix XVI;

b) Damaged certificates or certificates requiring personal information changes;

c) A commitment from the applicant for reissuing the Professional Practice Certificate for Archiving in cases where the certificate is lost; personal documents related to changes in personal information on the certificate;

d) A portrait photograph of the applicant for reissuing the Professional Practice Certificate for Archiving: color photo, size 4x6 cm, white background, taken within six months.

2. Individuals may submit their applications online, directly, or through postal services.

a) For personal documents specified in points a, c, and d of Clause 1 of this Article, individuals submit electronic copies when submitting applications online; submit photocopies with original documents for verification when submitting applications in person; submit certified photocopies when submitting applications through postal services.

b) For documents specified in point b of Clause 1 of this Article, individuals submit directly or through postal services.

3. Acceptance and Examination of Dossiers

a) The National Archives and Official Correspondence Department accepts dossiers for reissuing the Professional Practice Certificate for Archiving from individuals who have such needs.

b) The National Archives and Official Correspondence Department examines the dossiers, accepting those that are complete and accurate as required; in cases where the dossiers are incomplete or inaccurate, it requests the applicants to supplement and perfect the dossiers; if the dossier is refused, the reasons must be clearly stated.

4. Within ten days from the date of receipt of the dossier, the Director of the National Archives and Official Correspondence Department issues a decision to reissue the Professional Practice Certificate for Archiving and issues the Professional Practice Certificate for Archiving to individuals who meet the conditions as prescribed.

Article 36. Revocation of the Professional Practice Certificate for Archiving

1. The Professional Practice Certificate for Archiving shall be revoked if it falls under the circumstances stipulated in Clause 6 of Article 56 of the Law on Archives.

2. The Director of the National Archives and Official Correspondence Department decides to revoke the Professional Practice Certificate for Archiving.

3. Individuals whose certificates are revoked have the responsibility to submit their certificates to the National Archives and Official Correspondence Department within fifteen days from the date of the revocation decision.

4. The results of the revocation of the Professional Practice Certificate for Archiving shall be posted on the online portal of the National Archives and Official Correspondence Department.

Chapter VII

MANAGEMENT OF DOCUMENTS IN CASES WHERE THE ORGANIZATION,

ENTITY IS DISSOLVED, BANKRUPT, TERMINATES OPERATIONS, OR REORGANIZES

Article 37. General Principles

1. All files and documents formed during the operation of agencies and organizations before dissolution, bankruptcy, termination of activities, or reorganization must be submitted, revised, statistically recorded, and handed over in accordance with the laws on archival management. Documents of each agency or organization must be managed under its own archive, ensuring centralized management and not dispersing the archives. The archiving process of agencies and organizations shall be completed from the date of termination of their operations.

2. Agencies, organizations, and individuals may not illegally possess, destroy, or lose documents; they must ensure the safety of documents during the handover, management, and use processes.

3. For unfinished matters, the agencies or organizations shall transfer files and documents to newly established agencies or organizations or those responsible for resolving such matters.

4. Agencies and organizations that fall under the category of submitting documents to historical archives have the responsibility to submit permanent storage documents to authorized historical archives prior to dissolution, bankruptcy, termination of activities, or reorganization.

Article 38. Cases of Dissolution, Bankruptcy, or Termination of Activities

1. Permanent storage documents shall be submitted to historical archives in accordance with Clause 4 of Article 37 of this Circular.

2. Other documents shall be handed over to the direct superior agency for management or handed over to the owner or the agency representing the owner of the enterprise for management.

Article 39. Cases of Reorganization

1. Permanent storage documents shall be submitted to historical archives in accordance with Clause 4 of Article 37 of this Circular.

2. Other documents shall be managed as follows:

a) In cases where an agency or organization is divided into new agencies or organizations, simultaneously ceasing to exist, the documents shall be handed over to the direct superior agency for management.

b) In cases where a unit of an agency or organization is separated without ceasing the existence of the agency or organization, the documents of the unit before separation shall be submitted to the current archive of the agency or organization.

c) In cases of merging, consolidating agencies or organizations or adjusting functions and tasks of agencies or organizations to form new agencies or organizations, the documents shall be handed over to the newly formed agency or organization for management.

3. Management of documents of enterprises during reorganization shall be carried out in accordance with Article 41 of this Circular.

Article 40. Cases of Establishment, Dissolution, Merger, Division, and Adjustment of Administrative Unit Boundaries

1. In cases of consolidation of provincial-level administrative units or commune-level administrative units, documents shall be managed in accordance with Article 39 of this Circular.

2. In cases where a district-level administrative unit terminates its activities, documents shall be managed as follows:

a) For paper documents and other information-carrying materials, the Chairman of the Provincial People's Committee shall assign the state historical archive at the provincial level to receive and organize the documents according to Article 65 of the Archival Law 2024. After revision, permanent storage documents shall be submitted to the historical archive; time-limited storage documents shall be assigned to the directly managing agencies or organizations in accordance with the law.

b) For digital documents, the Chairman of the Provincial People's Committee shall assign agencies or organizations with the function of determining the scope of documents of each agency or organization according to accounts or unique identifiers and extract, hand over to the state historical archive at the provincial level for storage, ensuring accessibility and usability in accordance with the law; at the same time, assign agencies or organizations with the function to continue operating the system until the complete transfer of all documents to the new system is completed.

Article 41. Cases of reorganizing enterprises

1. Permanent storage documents shall be submitted to historical archives in accordance with Clause 4 of Article 37 of this Circular.

2. Other documents shall be managed as follows:

a) In the case of dividing a limited liability company or a joint-stock company to establish two or more new companies, while simultaneously terminating the existence of the divided company, transferring documents to the owner or the representative body of the enterprise for management.

b) In the case of splitting a limited liability company or a joint-stock company to establish one or several new limited liability companies or joint-stock companies without terminating the existence of the split company, submitting the documents of the split members or shareholders to the current archives of the split company.

c) In the case of merging two or several companies into one new company, while simultaneously terminating the existence of the merged companies; absorbing one or several companies into another company, while simultaneously terminating the existence of the absorbed company, transferring documents to the newly formed company after the merger or absorption for management.

d) In the case of changing the form of enterprise (changing from a limited liability company to a joint-stock company; changing from a joint-stock company to a single-member limited liability company; changing from a joint-stock company to a limited liability company with two or more members; changing a private business to a limited liability company, a joint-stock company, or a partnership), the enterprise continues to manage documents formed during its operations before the change.

Article 42. Responsibilities of heads of agencies and organizations

1. Directing units and individuals to prepare files, compile a list of files and documents to be submitted to the current archives.

2. Directing the organization to arrange documents currently being preserved in the current archives.

3. Arranging personnel, warehouses, and necessary equipment to protect and safely preserve documents until they are transferred to the competent agency or organization for management.

Chapter VIII

IMPLEMENTATION

Article 43. Effective Date

1. This Circular takes effect from July 1, 2025.

2. Repealing the following Circulars:

a) Circular No. 46/2005/TT-BNV dated April 27, 2005, of the Minister of Home Affairs guiding the management of documents when dividing, splitting, merging agencies, organizations, administrative units, and reorganizing, and changing the form of state-owned enterprises;

b) Circular No. 09/2014/TT-BNV dated October 1, 2014, of the Minister of Home Affairs guiding the management of Archival Profession Certificates and archival service activities;

c) Circular No. 10/2014/TT-BNV dated October 1, 2014, of the Minister of Home Affairs stipulating the use of documents at Reading Rooms of Historical Archives;

d) Circular No. 16/2014/TT-BNV dated November 20, 2014, of the Minister of Home Affairs guiding the transfer and receipt of archival documents to Historical Archives at various levels;

đ) Circular No. 02/2020/TT-BNV dated July 14, 2020, of the Minister of Home Affairs amending and supplementing some articles of Circular No. 09/2014/TT-BNV dated October 1, 2014, of the Minister of Home Affairs guiding the management of Archival Profession Certificates and archival service activities;

e) Circular No. 01/2023/TT-BNV dated March 9, 2023, of the Minister of Home Affairs amending Clause 3, Article 1 of Circular No. 02/2020/TT-BNV dated July 14, 2020, of the Minister of Home Affairs amending and supplementing some articles of Circular No. 09/2014/TT-BNV dated October 1, 2014, of the Minister of Home Affairs guiding the management of Archival Profession Certificates and archival service activities.

Article 44. Responsibility for Implementation

1. The Minister, the head of a ministry-level agency, the head of an agency under the Government, the Chairman of the People's Committee of a province or centrally governed city, and related agencies, organizations, and individuals are responsible for implementing this Circular.

2. If there are difficulties or obstacles during implementation, please report them to the Ministry of Home Affairs for study and resolution./.