Circular No. 10/2014/TT-BNV stipulates the use of materials in the Reading Room of Historical Archives.

CIRCULAR

Regulations on the use of materials at Reading Rooms of Historical Archives

______________________ 

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. 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;

The Minister of Home Affairs issues this Circular to regulate the use of materials at Reading Rooms of Historical Archives.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular stipulates procedures, sequence, authority, and responsibilities of agencies and individuals in serving and using materials at Reading Rooms of Historical Archives.

Article 2. Applicability

This Circular applies to National Archive Centers under the General Office for Archives and Records Management - Ministry of Home Affairs and Provincial Historical Archives; domestic and foreign individuals using archival materials at Reading Rooms (hereinafter referred to as readers).

Article 3. Responsibilities of individuals in serving and using materials at Reading Rooms of Historical Archives

1. Responsibilities of the head of Historical Archives

a) Organizing the implementation of services for using materials at Reading Rooms.

b) Issuing documents regulating the use of materials in accordance with the characteristics, components of materials, and specific tasks of the Historical Archives agency.

c) Ensuring equipment for serving material usage. Enhancing the application of information technology for reader service activities.

d) Posting regulations and forms regarding material usage procedures at the agency's headquarters and publishing them on the agency's electronic information website.

2. Responsibilities of Reading Room staff

a) Issuing Reader Cards.

b) Implementing procedures for serving readers in using materials.

c) Guiding readers in using search tools for materials.

d) Managing materials provided for reader use.

đ) Managing registration systems, records, and management forms for reader material use.

e) Preparing files to manage reader material use at Reading Rooms.

3. Responsibilities of readers

a) Fulfilling all procedures and complying with laws and regulations of the Historical Archives agency regarding material use.

b) Not permitted to take photographs of materials; erase, write, mark, draw on materials; crumple, fold, tear, soil, or disorderly arrange materials within files during use.

c) Safeguarding material safety; if causing property damage or material destruction, they must bear responsibility according to current laws.

d) Paying fees and charges for material use as stipulated by current laws.

Chapter II

SPECIFIC PROVISIONS

Article 4. Procedures and sequence for reviewing materials

1. Registration procedure for using materials at Reading Rooms

a) Readers using materials at Historical Archives must present Identity Card or Passport; in cases where materials are used for work purposes, they must also provide an Introduction Letter or request document from their workplace agency or organization.

b) Readers fill out the Material Usage Registration Form. The Material Usage Registration Form follows Model I in the Appendix.

2. Sequence for serving material use

a) After completing the registration process, Reading Room staff registers the reader in the Reader Registration Book following Model II in the Appendix; Reading Room staff guides the reader in searching for materials and filling out the Material Request Form.

b) Reading Room staff submits the reader's material use request form to the head of Historical Archives for approval.

c) Upon approval of the reader's material use request form, Reading Room staff provides materials to the reader for use. The reader checks the materials and signs for receipt in the Material Handover Book.

Article 5. Authority to Permit the Use of Documents

1. The head of the Historical Archive shall permit reading of documents in the Reading Room and certification of documents within their management authority.

2. The authority to permit the use of personal-related archival documents in certain special cases shall be implemented according to the provisions of Articles 16 and 17 of Decree No. 01/2013/NĐ-CP dated January 3, 2013, of the Government detailing the implementation of some articles of the Law on Archives.

3. The use of personal documents donated or deposited with the Historical Archive must be permitted in writing by the individual or their lawful representative.

Article 6. Reader Card

1. Readers using documents in the Reading Room for five days or more must obtain a Reader Card.

2. The validity period of the Reader Card shall be determined by the head of the Historical Archive.

3. The format of the Reader Card shall be carried out according to the guidelines in Appendix III.

Article 7. Requests and Time Limits for Providing Documents

1. Types of request forms for using documents in the Reading Room: Request form for reading documents, Request form for copying documents, and Request form for certifying documents.

a) The format of the Request form for reading documents shall be carried out according to Appendix IV and registered in the logbook according to the format in Appendix V.

b) The format of the Request form for copying documents shall be carried out according to Appendix VI and registered in the logbook according to the format in Appendix VII.

c) The format of the Request form for certifying documents shall be carried out according to Appendix VIII and registered in the Certification Logbook. The format of the Certification Logbook shall be carried out according to the regulations in Appendix IX.

2. Approval and Provision Time Limit for Documents

a) The approval and provision time limit for widely used documents shall not exceed one working day from the date of receiving the request form.

b) The approval and provision time limit for restricted-use documents, valuable and rare documents shall not exceed four working days from the date of receiving the request form.

3. Organizations, individuals using documents may authorize others to collect copies of documents. The authorized person must present the authorization letter and Identity Card or Passport.

Article 8. Use of Research Tools in the Reading Room

1. Readers may use research tools according to the guidance of the staff of the Reading Room.

2. Readers are not allowed to copy the content of information in the research tools.

Article 9. Use of Documents in the Reading Room

1. Each time a reader comes to read documents, they must present the Reader Card (for readers using documents for five days or more).

2. The number of documents provided to serve readers in each reading session shall not exceed ten files (preservation units).

3. Each time a reader receives documents to use in the Reading Room, the maximum duration is two weeks. After finishing reading, the reader must return the documents to the Reading Room before receiving them again.

4. Staff of the Reading Room handing over files and documents to readers must sign in the Handover and Receipt Logbook. The format of the Handover and Receipt Logbook shall be carried out according to Appendix X.

5. For digitized documents, only digital versions will be served to readers, not original or original copies.

6. Valuable and rare documents can only be used through copies.

7. Documents not available for use in the following situations:

a) Documents in poor physical condition;

b) Documents undergoing processing such as: correction, restoration, disinfection, deacidification, digitization, binding, editing for publication of archival publications, exhibition display service.

Article 10. Copying Documents

1. Documents may be copied in the following forms: Photocopying, printing from the original digital version of the entire or part of the content information of the document from the original stored document. Copies of documents include: Unauthenticated copies and authenticated copies according to the reader's request.

2. Readers who need to obtain copies of documents must register on the Request for Copying Documents form.

3. The copying of documents shall be carried out by the Historical Archives.

Article 11. Authenticating Documents

1. Forms of authenticating documents include: Authenticating full original copies of documents and authenticating partial content information copies of documents.

2. Content of document authentication.

a) Staff of the Reading Room confirms the information about the origin and storage address of the documents being preserved at the Historical Archives, including: File number, file case number, file catalog number, archive name, authentication registration number recorded in the Authentication Register. Information about document authentication is reflected on the Authentication Stamp. The model of the Authentication Stamp is implemented in accordance with Appendix XI.

b) Staff of the Reading Room fills in all information on the Authentication Stamp affixed to the copy, records the date, month, year of authentication, submits it for signature confirmation by the head of the Historical Archives and affixes the stamp of the Historical Archives.

c) The first page of the copy should have the copy stamp affixed in the blank space on the upper right corner. For documents with two pages or more, after authentication, they must be stamped across the pages. The Historical Archives retains one authenticated copy for reference when necessary.

3. The Authentication Stamp is affixed in the blank space at the end of the document copy.

4. The implementation of document authentication must ensure honesty, objectivity, and accuracy. The person authenticating must bear responsibility under the law for the authentication.

5. Readers who need to obtain document authentication must register on the Request for Document Authentication form.

6. The file for implementing document authentication is retained for at least twenty years from the date of authentication. The document authentication file includes:

- Request for Document Authentication form;

- Retained copy, authenticated copy of the document.

Article 12. Tools for Managing and Serving Readers Using Documents in the Reading Room

1. Reader card.

2. Registration form for using documents.

3. Request form for reading documents.

4. Register for Request Forms for Reading Documents.

5. Request form for copying documents.

6. Request form for authenticating documents.

7. Register for Request Forms for Copying and Authenticating Documents.

8. Register for readers.

9. Handover register between the Reading Room and readers.

10. Register for authenticating documents.

11. Model Authentication Stamp for documents.

12. Register for reader feedback.

13. Reader file.

The types of tools mentioned in Clause 4, 7, 8, 9, 10, 12, and 13 of this Article are established and registered annually. At the end of each year, these registers are submitted to the archival department of the Historical Archives for management.

Chapter III

IMPLEMENTING PROVISIONS

Article 13. Effective Date

This Circular takes effect from November 15, 2014.

Article 14. Implementation Organization

The Chairperson of the People's Committee of provinces and centrally governed cities, relevant agencies, organizations, and individuals are responsible for implementing this Circular. During the implementation process, if any difficulties arise, please report to the Ministry of Home Affairs for study, amendment, and supplementation to make it appropriate.

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