Circular No. 07/2022/TT-BNV stipulates the titles, codes, occupational standards, examination or review for promotion, appointment, and salary grading for specialized archiving civil servants.

CIRCULAR
Regulations on job titles, code numbers, occupational standards, promotion examinations or reviews, appointment, and salary grading for archiving professionals

Pursuant to the Law on Archives dated November 11, 2011,

Pursuant to Decree No. 34/2017/NĐ-CP dated April 3, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

Based on the proposal of the Director of the Cadre and Civil Servant Department;

At the proposal of the Director of the State Archives and Records Management Department, the Head of the Civil Servants and Public Officials Department, and the Head of the Salary Department;

The Minister of Home Affairs issues this Circular regulating job titles, code numbers, occupational standards, promotion examinations or reviews, appointment, and salary grading for archiving professionals.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular stipulates:

1. Job titles, code numbers, and occupational standards for archiving professionals.

2. Conditions for promotion examinations or reviews and the content and form of promotion reviews for archiving professionals.

3. Appointment and salary grading for archiving professionals.

Article 2. Applicability

This Circular applies to archiving professionals in public service units.

Article 3. Job Titles and Code Numbers

Article 4. Professional Ethics Standards

1. Honesty, objectivity, dedication, responsibility, humility, teamwork, and effective collaboration with colleagues during the performance of duties.

2. Compliance with regulations on authority, procedures, and formalities in implementing archival business processes.

3. Safeguarding information and documents in accordance with the law and the regulations of the agency, organization, or unit.

4. Proactively researching and proposing the application of scientific and technological achievements and innovations in archival work.

Article 5. Basis and Principles for Organizing Promotion Examinations or Reviews

1. The assignment of archiving professionals to participate in promotion examinations or reviews must be based on job positions, occupational standards, and be consistent with the approved personnel structure according to occupational titles of public service units.

2. Archiving professionals may register for promotion examinations or reviews when there is a need from public service units and they meet the required standards and conditions as prescribed by law.

3. The organization of promotion examinations or reviews for archiving professionals must ensure equality, transparency, objectivity, and compliance with the law.

4. Results of promotion examinations or reviews for archiving professionals cannot be carried over to subsequent examination or review periods.

Chapter II

OCCUPATIONAL STANDARDS

Article 6. Chief Archivist - Code number: V.01.02.01

1. Tasks

a) Lead or participate in drafting professional guidance documents, plans, programs, projects, and proposals related to archiving;

b) Lead or participate in building and managing electronic archive data systems and retrieval tools;

c) Lead or participate in developing and perfecting archiving procedures;

d) Lead or participate in developing research topics and scientific works related to archiving and related fields;

đ) Organize and implement activities such as collecting, organizing, declassifying, assessing value, preserving, statistics, digitizing, introducing, and utilizing archival materials, repairing, restoring, and insuring archival materials;

e) Perform other tasks assigned by competent authorities.

Clause 2. Professional Competence Standards

a) Adhere to the Party's guidelines and policies, state laws, and industry regulations;

b) Possess in-depth knowledge of archiving practices; understand theoretical, historical, and practical aspects of Vietnamese archival work and effectively apply them in the field;

c) Have management skills, guidance, and inspection capabilities in organizing and implementing archiving activities;

d) Have the ability to organize and direct research and the application of scientific and technological advancements to improve the quality and effectiveness of archival work;

đ) Have skills in drafting, presenting, organizing, and executing professional tasks, plans, programs, projects, and proposals related to archiving;

e) Have skills in using information technology, database management, and foreign languages (or ethnic languages for officials working in minority regions) as required by job positions.

3. Educational and Training Standards

Hold a bachelor’s degree or higher in archiving. In cases where a bachelor’s degree or higher is obtained in another field, a vocational training certificate in archiving issued by an authorized training institution or a diploma in archiving from a college or technical school is required.

Article 7. Archivist - Code: V.01.02.02

1. Tasks

a) Participate in drafting professional guidance documents, plans, programs, projects, and proposals on archiving;

b) Participate in building and managing electronic archival database systems and search tools;

c) Participate in developing and perfecting archival business processes;

d) Participate in researching and developing scientific topics and works related to archiving and related fields;

đ) Organize or participate in activities such as collecting, gathering archival materials, editing, declassifying, assessing value, preserving, statistics, digitizing, introducing, and organizing the exploitation and use of archival materials, repairing, restoring, and insuring archival materials;

e) Perform other tasks assigned by competent authorities.

Clause 2. Professional Competence Standards

a) Adhere to the Party's guidelines and policies, state laws, and industry regulations;

b) Master theoretical knowledge, history, practical work of Vietnamese archiving and effectively apply it in the field of archiving;

c) Have management skills, guidance, and inspection capabilities in organizing and implementing archiving activities;

d) Possess skills to perform specialized tasks, business processes, and organize the implementation of plans, programs, projects, and proposals on archiving;

đ) Possess skills in using information technology, database management, and foreign languages (or ethnic languages for archivists working in minority regions) as required by their job positions;

3. Educational and Training Standards

Hold a bachelor’s degree or higher in archiving. In cases where a bachelor’s degree or higher is obtained in another field, a vocational training certificate in archiving issued by an authorized training institution or a diploma in archiving from a college or technical school is required.

Article 8. Intermediate Archivist - Code: V.01.02.03

1. Tasks

a) Carry out cataloging of archival materials, repair, restoration, insurance, arrangement, and transportation of archival materials;

b) Conduct statistical analysis of archival materials, warehouse cleaning, and archival material maintenance;

c) Perform other tasks assigned by competent authorities;

Clause 2. Professional Competence Standards

a) Adhere to the Party's guidelines and policies, state laws, and industry regulations;

b) Have basic knowledge about archiving activities and strictly follow the prescribed archival business procedures and formalities according to assigned tasks;

c) Be capable of implementing principles and techniques for preserving archival materials;

d) Proficiently use office equipment and other tools necessary for task completion.

3. Educational and Training Standards

Graduated from a secondary level or higher in archiving. In cases where graduates have obtained a secondary level or higher degree in another field, they must hold a vocational training certificate in archiving issued by an authorized educational institution;

Chapter III

CONDITIONS FOR TAKING THE PROMOTION EXAMINATION OR BEING CONSIDERED FOR PROMOTION AND CONTENT AND FORM OF PROMOTION TO THE PROFESSIONAL RANK OF ARCHIVIST

1. Conditions for taking the promotion examination

a) Meet the criteria and conditions stipulated in point a, Clause 1, Article 32 of Decree No. 115/2020/NĐ-CP dated September 25, 2020 of the Government on recruitment, employment, and management of civil servants;

b) Meet the criteria for the professional rank of Senior Archivist as specified in Article 6 of this Circular;

c) Have held the professional rank of Archivist or equivalent for at least nine years (excluding probationary and trial periods). In cases where the time spent holding a civil service grade or a professional rank equivalent to that of an Archivist is included, the minimum time required to hold the professional rank of Archivist should be at least one year (twelve months) counted up to the deadline for submitting application forms for the promotion examination;

2. Conditions for being considered for promotion

Meet all the conditions stipulated in Clause 1 of this Article and satisfy one of the following conditions:

a) Have at least one research work in the field of archiving or related fields: lead the development of a professional proposal, a scientific research topic at the ministry or provincial level or higher, which has been accepted and evaluated as meeting requirements by the competent authority; author of a scientific article on archiving published in a scientific journal and recognized with points; author of an innovation in the field of archiving effectively applied in the operation of agencies and units and recognized by the competent authority; compiler of a book on archiving and related fields that has been published;

b) Hold a Commendation Certificate from the Minister or the Chairman of the People's Committee of a province or higher for outstanding achievements in the profession of archiving.

Article 10. Conditions for considering promotion from Assistant Archivist to Archivist

1. Promotion from Assistant Archivist to Archivist shall be carried out through the examination and evaluation method.

2. Conditions for being considered for promotion

a) Meeting the criteria and conditions stipulated in point a, Clause 1, Article 32 of Decree No. 115/2020/NĐ-CP;

b) Meeting the criteria and conditions for the position of Archivist as prescribed in Article 7 of this Circular;

c) Having held the position of Assistant Archivist or equivalent for at least three years (excluding probationary and trial periods). In cases where the time spent in civil servant ranks or equivalent positions to the position of Assistant Archivist is taken into account, the current tenure in the position of Assistant Archivist must be at least one year (twelve months) as of the deadline for submitting registration forms for the promotion examination.

Article 11. Documents, Forms, Content of Examination or Evaluation for Promotion of Professional Positions in the Archiving Field

1. The application documents for the examination or evaluation for promotion of professional positions in the archiving field shall be implemented according to the provisions of Article 36 of Decree No. 115/2020/NĐ-CP.

2. For examinations for promotion: the form, content, and duration of the examination for promotion of professional positions in the archiving field shall be implemented according to the provisions of Article 39 of Decree No. 115/2020/NĐ-CP.

3. For evaluations for promotion:

a) Form of evaluation and review of documents;

b) Content of evaluation for promotion to Senior Archivist: reviewing the fulfillment of requirements regarding the conditions stipulated in Clause 2, Article 9 of this Circular;

c) Content of evaluation for promotion to Archivist: reviewing the fulfillment of requirements regarding the conditions stipulated in Clause 2, Article 10 of this Circular.

Article 12. Determination of Successful Candidates in the Promotion Examination or Evaluation for Professional Positions in the Archiving Field

1. Determination of successful candidates in the promotion examination

The determination of successful candidates in the promotion examination for professional positions in the archiving field shall be carried out according to the provisions of Clause 1, Clause 2, and Clause 3, Article 40 of Decree No. 115/2020/NĐ-CP.

2. Determination of successful candidates in the promotion evaluation

A successful candidate in the promotion evaluation is a staff member who meets all the conditions and criteria as prescribed in Clause 1, Clause 2 of Article 5; Clause 2 of Article 9 (for Senior Archivist); and Clause 2 of Article 10 (for Archivist) of this Circular and is recognized by the head of the agency or unit organizing the promotion evaluation as having successfully passed the promotion evaluation period. In cases where two or more candidates are equal in the final quota, the determination of successful candidates will be carried out in the following priority order:

a) Staff members with commendations from higher authorities;

b) Female specialists;

c) Specialists belonging to ethnic minorities;

d) Older specialists (based on date of birth);

e) Staff members with longer service periods.

If it is still not possible to determine the successful candidate, the head of the agency or unit organizing the promotion evaluation of professional positions shall exchange written opinions with the head of the agency or unit managing the staff members and decide on the successful candidate based on the recommendation of the head of the agency or unit managing the staff members.

Article 13. Notification of Results of the Examination or Evaluation for Promotion of Professional Positions in the Archiving Field

1. Notification of results of the promotion examination

The notification of results of the promotion examination for professional positions in the archiving field shall be carried out according to the provisions of Clause 5, Article 40 of Decree No. 115/2020/NĐ-CP.

2. Notification of results of the promotion evaluation

a) Within fifteen days from the completion of the document review process, the Promotion Evaluation Board for professional positions shall report to the head of the agency or unit organizing the promotion evaluation for approval of the results of the promotion evaluation period and the list of successful candidates;

b) At the latest five working days from the date of the decision approving the results of the promotion evaluation period, the Promotion Evaluation Board for professional positions shall have the responsibility to notify the results of the evaluation and the list of successful candidates in writing to the agencies or units that sent staff members to participate in the promotion evaluation period; and simultaneously publish the results on the electronic information portal or the electronic portal of the agency or unit organizing the promotion evaluation for professional positions.

Chapter IV
APPOINTMENT AND GRADING OF PROFESSIONAL POSITIONS
STAFF IN THE ARCHIVING FIELD

Article 14. Appointment to professional titles and salary grading upon completion of probationary period

After completing the probationary period and meeting the requirements, the probationer shall be appointed to the professional title of specialized archivist according to Article 24 of Decree No. 115/2020/NĐ-CP and graded according to Table 3. The salary table for professional and vocational staff in state-run units issued together with Decree No. 204/2004/NĐ-CP dated December 14, 2004 of the Government on salary system for civil servants, public officials, and armed forces personnel (hereinafter referred to as Table 3) is as follows:

1. Case of appointment to the professional title of Junior Archivist

a) Staff appointed to the professional title of Junior Archivist, code V.01.02.03 with a secondary education level shall be graded at Level 1 with a salary coefficient of 1.86 (Type B staff);

b) Staff appointed to the professional title of Junior Archivist, code V.01.02.03 with a college education level or higher shall be graded at Level 2 with a salary coefficient of 2.06 (Type B staff).

2. Case of appointment to the professional title of Archivist

a) Staff appointed to the professional title of Archivist, code V.01.02.02 with a bachelor's degree shall be graded at Level 1 with a salary coefficient of 2.34 (Type A1 staff);

b) Staff appointed to the professional title of Archivist, code V.01.02.02 with a master's degree shall be graded at Level 2 with a salary coefficient of 2.67 (Type A1 staff);

c) Staff appointed to the professional title of Archivist, code V.01.02.02 with a doctoral degree shall be graded at Level 3 with a salary coefficient of 3.00 (Type A1 staff).

Article 15. Appointment to professional titles and salary grading upon passing examination or promotion review

1. Staff who pass the examination or promotion review for professional titles shall be appointed to the professional position of specialized archivist according to Article 42 of Decree No. 115/2020/NĐ-CP.

2. Salary grading for staff who pass the examination or promotion review for professional titles in the field of archives shall be carried out according to the guidelines set forth in Clause 1, Section II of Circular No. 02/2007/TT-BNV dated May 25, 2007 of the Minister of Home Affairs guiding salary grading when upgrading, transferring, or changing categories of civil servants and public officials.

Article 16. Appointment to professional titles and salary grading for specialized archivists in other cases

1. Case of recruitment into the professional title of specialized archivist while currently holding another professional title:

a) In case of appointment to the professional title of specialized archivist within the same category according to Table 3, the salary grading shall be transferred to the professional title of specialized archivist according to the guidelines set forth in Clause 2, Section II of Circular No. 02/2007/TT-BNV;

b) In case of having a college education level and being graded as Type A0 civil servant or public official before recruitment, upon recruitment into the position of specialized archivist, they must be appointed to the professional title of Junior Archivist (code V.01.02.03) and the salary re-grading shall be carried out as follows:

Based on the current salary coefficient of Type A0, transfer to the highest salary grade with a higher coefficient of the Junior Archivist professional title (Type B staff). The time for the next salary increase will be calculated from the date of the current salary coefficient of Type A0. If the current salary coefficient (including any additional allowance for seniority exceeding the ceiling, if applicable) of Type A0 is higher than the highest salary coefficient of Type B staff, then the salary grading shall be carried out according to the calculation method specified in Point c, Clause 1, Section II of Circular No. 02/2007/TT-BNV.

2. In case of recruitment or acceptance into the position of specialized archivist (excluding the cases stipulated in Clause 1 of this Article), if the person is assigned to work in accordance with their trained profession or previous professional expertise, the working time with mandatory social insurance contributions (excluding the probationary and trial periods prescribed for the position of specialized archivist) prior to recruitment or acceptance, as stipulated in the Social Insurance Law, at the corresponding educational level required for the recruited or accepted position, shall be counted towards the basis for salary grading according to the appropriate professional title for the recruited or accepted position. The salary grading according to the corresponding professional title for the recruited or accepted position shall be carried out as follows:

a) If appointed to the professional title of Junior Archivist, the grading starts from Level 1 of Type B staff (for those with a secondary education level) and Level 2 (for those with a college education level or higher). Every two years (24 months), they will be promoted to the next salary grade. After converting the working time to the salary grade of the appointed Junior Archivist professional title, any remaining months that are less than 24 months will be counted towards the time for the next salary increase or for enjoying the additional allowance for seniority exceeding the ceiling (if applicable);

b) If appointed to the professional title of Archivist, the grading starts from Level 1 of Type A1 staff. Every three years (36 months), they will be promoted to the next salary grade. After converting the working time to the salary grade of the appointed Archivist professional title, any remaining months that are less than 36 months will be counted towards the time for the next salary increase or for enjoying the additional allowance for seniority exceeding the ceiling (if applicable);

c) If appointed to the professional title of Senior Archivist, the salary grading shall be carried out as follows:

In accordance with the provision at point b, Clause 2, Article of this Law, if the salary coefficient is equal to or lower than the salary coefficient of grade 1 for the profession title of Chief Archivist (Category A2 Group 2), it shall be classified as grade 1 of Chief Archivist. If the salary coefficient is higher than the salary coefficient of grade 1 for the profession title of Chief Archivist, it shall be classified into the highest grade with a higher salary coefficient among the profession titles of Chief Archivist. The converted months that are less than 36 months as stipulated in point c of this provision shall be counted towards the time for considering a salary grade increase in the next review or for enjoying the seniority allowance exceeding the framework (if applicable).

Chapter V

IMPLEMENTING PROVISIONS

Article 17. Effective Date

1. This Circular takes effect from October 15, 2022.

2. Civil servants working in agencies and organizations engaged in archival work shall apply the profession titles of specialized archivists as prescribed in this Circular.

3. The Circular No. 13/2014/TT-BNV dated October 31, 2014, issued by the Minister of Home Affairs on the code number and standards for profession titles of specialized archivists is hereby abolished.

4. The Circular No. 08/2015/TT-BNV dated December 28, 2015, issued by the Minister of Home Affairs guiding the probation period, appointment, and salary classification for profession titles of specialized archivists is hereby abolished.

Article 18. Transitional Provisions

From the date this Circular takes effect, the appointment and salary classification for profession titles of specialized archivists shall be implemented for the following cases:

1. For civil servants with a college education holding the profession title of Archivist (Grade III) as prescribed in Circular No. 13/2014/TT-BNV and classified under Category A0 salary according to Circular No. 08/2015/TT-BNV, they shall be appointed to the profession title of College-level Archivist and reclassified their salary according to the guidance at point b, Clause 1, Article 16 of this Circular. The time spent on Category A0 salary shall be counted towards the time held as College-level Archivist for promotion consideration to Archivist.

2. For civil servants with a bachelor's degree or higher who have been recruited and appointed to the profession title of Archivist (Grade III) as prescribed in Circular No. 13/2014/TT-BNV and currently classified under Category A0 salary according to Circular No. 08/2015/TT-BNV, they shall be appointed to the profession title of Archivist as prescribed in this Circular and reclassified their salary according to the guidance at Clause 3, Section II of Circular No. 02/2007/TT-BNV. The time spent on Category A0 salary shall be counted towards the time held as Archivist for examination or consideration for promotion to Chief Archivist.

3. For civil servants with a bachelor's degree or higher who have been classified under Category A1 salary according to Clause 2, Article 6 of Circular No. 08/2015/TT-BNV, they shall be appointed to the profession title of Archivist (code V.01.02.02) as prescribed in this Circular and their salary shall be classified according to the guidance at Clause 2, Section II of Circular No. 02/2007/TT-BNV.

Article 19. Responsibility for Implementation

1. The Minister, the Heads of Ministries equivalent to Ministries, the Heads of Government Agencies, the Chairpersons of People's Committees of provinces and centrally governed cities are responsible for implementing this Circular.

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