Decree No. 113/2025/NĐ-CP detailing certain provisions of the Law on Archives

DECREE

Detailed regulations on certain provisions of the Law on Archives

Pursuant to the Government Organization Law dated February 18, 2025,

Pursuant to the Law on Local Administration Organization dated February 19, 2025;

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

Pursuant to the Law on Electronic Transactions dated June 22, 2023;

Pursuant to the Law on Telecommunications dated November 24, 2023;

Pursuant to the Law on Data dated November 30, 2024;

||| Based on the proposal of the Minister of Home Affairs;

The Government promulgates this Decree detailing certain provisions of the Law on Archives.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

This Decree details certain provisions of the Law on Archives, including:

1. Clause 5, Article 11 regarding the establishment and updating of archival document databases.

2. Clause 5, Article 21 concerning specialized archives.

3. Clause 5, Article 22 relating to backup storage.

4. Clause 4, Article 25 regarding archival documents with conditional access at historical archives.

5. Clause 6, Article 53 concerning conditions for organizations investing in and operating archive service businesses and the procedures and formalities for issuing certificates of eligibility to operate archive services.

Article 2. Interpretation of Terms

In this Decree, the following terms shall be understood as follows:

1. The archival document database of the National Archive Repository is a collection of data on archival documents belonging to the National Archive Repository that are organized and arranged for access, exploitation, sharing, management, and updating through electronic means.

2. A file code is a series of symbols assigned by an agency or organization to each file upon its receipt into the archival system, not repeated in other files, used to connect, update, share, and exploit information within the archival document database.

3. A file title is brief and comprehensive information describing the content of the documents contained in the file, expressed in appropriate language.

4. The retention period is the necessary time for storing files and documents calculated from the year the work ends.

5. An archival document code is a series of symbols assigned by an agency or organization to each document upon its receipt into the archival system, not repeated in other documents, used to connect, update, share, and exploit information within the archival document database. In cases where the document belongs to a file, the archival document code is set as the file code and the serial number of the document within the file.

6. A paper archival storage facility (referred to as Paper Storage Facility) is a system integrating basic construction infrastructure, machinery, and equipment for storing paper archival documents.

7. A storage facility for archival documents on other media (referred to as Other Media Storage Facility) is a system integrating basic construction infrastructure, machinery, and equipment for storing archival documents on various media.

8. The data center of the digital storage repository (referred to as DC - Data Center) is a telecommunications facility comprising a station house, cable systems, computer systems, and electrical systems along with auxiliary equipment installed therein to process, store, manage, search, use, and exploit digital archival documents and archival document databases of one or more organizations or individuals.

9. The disaster recovery data center of the digital storage repository (referred to as DR - Disaster Recovery) is a telecommunications facility comprising a station house, cable systems, computer systems, and electrical systems along with auxiliary equipment installed therein to back up the information system and data at the DC to ensure the ability to recover and maintain continuous operation of the DC.

10. The backup storage system of the digital storage repository (referred to as RR - Risk Recovery) is an independent technical infrastructure system implementing data backups from the DC to ensure the ability to restore data in case of data loss or damage at both the DC and DR.

11. The national digital storage platform is an integrated information technology system consisting of: installation infrastructure, information technology infrastructure, transmission lines, technical solutions, software, and shared services established as a basis for connecting and sharing archival document databases; supporting the management of archival document databases and performing digital archival document business activities.

12. The digital storage repository software system is a digital archival document management system established to perform archival operations, enhance the value of archival documents, and manage archival document databases.

13. Establishing and updating the archival document database involves adding new primary data of archival documents to the digital archival document management system or modifying and supplementing some non-fixed fields of the existing primary data of archival documents in the archival document database.

14. Archival documents with conditional access at historical archives are state secrets and archival documents containing information whose use may adversely affect national defense, national security, national interests, ethnic interests, international relations; social order, public safety; social morality, community health.

Chapter II

ESTABLISHING AND UPDATING THE ARCHIVAL DOCUMENT DATABASE

Article 3. Basic information of archival documents

1. The basic information of archival files includes: file storage code; file title; retention period; level of access; language; start time; end time; total number of documents in the file; number of pages; note.

2. The basic information of archival documents includes: document identification code; document storage code; retention period; type of document name; document number; document symbol; date of issuance of the document; name of issuing agency, organization, or individual; summary of content; language; number of pages; level of access; document file (if any) or link to the original archived document; note.

3. The basic information of archival document types such as film or photographs (excluding the information in Clause 2 of this Article) includes: document storage code; retention period; classification (negative, positive); event name; film or photograph title; author; location of photography; photography time; color; film or photograph size; accompanying document (if any); level of access; document file (if any); note.

4. The basic information of archival document types such as audio recording or audio and video recording (excluding the information in Clause 2 of this Article) includes: document storage code; retention period; classification (audio recording or audio and video recording); event name; title; author; location; time; language; duration; accompanying document (if any); level of access; document file (if any); note.

5. The basic information of archival documents must be synchronized with the data structure of the archival documents throughout the National Archive of Vietnam to ensure sharing and exploitation according to the laws on archives.

Article 4. Construction and updating of the Database of Archival Documents of the State Archives

1. The database of archival documents of the State Archives is designed with a data architecture ensuring compliance with the National Overall Framework Architecture.

2. Data sources for constructing and updating the Database of Archival Documents of the State Archives

a) Primary data of archival documents from the digital document management systems of agencies and organizations that submit documents to the national historical archives at the central level.

b) Primary data of archival documents within the digital document management system, data created from paper archival documents and archival documents on other media at the national historical archives at the central level.

c) Data of archival documents from the archival document databases of ministries, sectors, and localities as stipulated in Clause 2 of Article 11 of the Law on Archives.

3. Updating archival document data into the Database of Archival Documents of the State Archives

a) Primary data of archival documents belonging to the archival document databases of ministries, sectors, and localities are updated into the Database of Archival Documents of the State Archives through the National Digital Archive Platform.

b) Annually, ministries, sectors, and localities must update the Database of Archival Documents of the State Archives.

c) The owner of the database establishes tools and measures to update and synchronize data with the Database of Archival Documents of the State Archives ensuring security and confidentiality.

Article 5. Construction and updating of archival document databases of ministries, sectors, and localities

1. The archival document database of ministries, sectors, and localities shall be designed with data architecture ensuring compliance with the data architecture in the Ministry-level Digital Framework and Provincial-level Digital Framework.

2. Data sources for constructing and updating the archival document database of ministries, sectors, and localities

a) Primary data of archival documents from the digital archival management system of agencies and organizations under the management of ministries, sectors, and localities.

b) Primary data of archival documents created from paper archival documents and archival documents on other information carriers at historical archives.

3. Data sources for constructing and updating the archival document database of agencies and organizations under ministries, sectors, and localities

a) Primary data of archival documents from the Document Management and Operation System.

b) Primary data of archival documents from specialized and professional processing systems.

c) Primary data of archival documents created from paper archival documents and archival documents on other information carriers at current archives.

d) The database managers of ministries, sectors, and localities shall establish tools and measures to update and synchronize data into the archival document database of ministries, sectors, and localities, ensuring security and confidentiality.

4. Updating archival document data into the archival document database of ministries, sectors, and localities

a) Primary data of archival documents belonging to the archival document database of agencies and organizations shall be updated into the archival document database of ministries, sectors, and localities through the digital archival management system of ministries, sectors, and localities.

b) Agencies and organizations must regularly update the archival document database of ministries, sectors, and localities every six months.

5. The database managers of ministries, sectors, and localities shall construct, supplement, and perfect the digital archival management system of ministries, sectors, and localities, preparing conditions to ensure readiness for connection with the archival document database of the National Archive of Vietnam.

Article 6. Connection, sharing, and exploitation of archival document databases belonging to the National Archive of Vietnam

1. The archival document database of the Communist Party of Vietnam Archive, the archival document database of the National Archive of Vietnam, and the private archival document database shall connect with the archival document database of the National Archive of Vietnam.

2. Agencies and organizations managing the archival document databases specified in Clause 1 of this Article may exploit information from their own archival document databases within the archival document database of the National Archive of Vietnam.

3. The database managers specified in Clause 1 of this Article shall be responsible for using and sharing the archival document database within their management scope with agencies, organizations, and individuals in accordance with legal provisions on data and archival regulations.

Article 7. Responsibilities for constructing and updating archival document databases

1. Database managers of archival document databases

a) The Ministry of Home Affairs is the manager of the archival document database of the National Archive of Vietnam.

b) Ministries, ministerial-level agencies, government agencies, the Supreme People's Court, the Supreme People's Procuracy, the State Audit Office, the President's Office, the National Assembly's Office, central-level agencies, and provincial People's Committees are the managers of archival document databases within their jurisdiction and authority.

2. Units managing, maintaining data, and operating the digital archival management system

a) Implement tasks of data management and administration and the digital archival management system.

b) Advise, organize the implementation, supervise policies and regulations, inspect, and monitor data.

c) Perform data administration, design, and modeling; manage data integration and interaction; manage data quality; data security; and manage primary data of the database.

d) Operate the digital archival management system to ensure collection, updating, maintenance, exploitation, and utilization of the archival document database. In cases where the unit operating the digital archival management system is an organization or enterprise hired by the managing unit, it shall not manage the system administrator account and the database administrator account.

đ) Regularly check to ensure the security, accessibility, integrity of the archival document database, implement regular backups, periodic backups, and backup reserves.

3. The database managers of archival document databases, units managing, maintaining data, and operating the digital archival management system, and related agencies and organizations have the responsibility to ensure the linkage between the archival document database and the storage address of original archival documents to facilitate organizations and individuals in exploiting full-text original archival documents.

4. The database managers of archival document databases shall be responsible for registering, updating, and reporting the situation of updating the archival document database within their management scope to the archival document database of the National Archive of Vietnam to the Ministry of Home Affairs before December 15 each year.

Chapter III

PAPER ARCHIVAL DOCUMENT STORAGE WAREHOUSE AND WAREHOUSE FOR ARCHIVAL DOCUMENTS ON OTHER INFORMATION CARRIERS

Article 8. General Requirements for Paper Archive Storage Rooms and Other Archive Storage Rooms

1. Paper archive storage rooms and other archive storage rooms must ensure safety, integrity, long-term preservation of archival materials, and facilitate the use and enhancement of the value of archival materials in accordance with Article 4 of the Law on Archives.

2. The location of archive storage rooms must be convenient for transportation and avoid areas prone to fire, explosion, and pollution.

3. The design of archive storage rooms must be reasonable, continuous, and convenient for implementing business processes and protecting various types of archival materials safely, in compliance with laws on construction, fire prevention and control, and disaster prevention and mitigation.

4. Measures to protect and ensure the safety of archive storage facilities 24/7 must be implemented.

5. An archive storage room includes: storage area, public service area, administrative area, and other areas.

Article 9. Scale of Paper Archive Storage Rooms

1. The scale of paper archive storage rooms is determined based on the quantity of archival materials that need to be preserved, including four levels as follows:

a) Level 1: less than 3,000 meters of shelving.

b) Level 2: from 3,000 meters of shelving to less than 6,000 meters of shelving.

c) Level 3: from 6,000 meters of shelving to less than 10,000 meters of shelving.

d) Level 4: 10,000 meters of shelving or more.

2. Basis for determining the quantity of shelving needed for preservation

a) Actual quantity of materials currently being preserved.

b) Actual quantity of materials currently being preserved at agencies, organizations, and individuals submitting materials that have reached the submission deadline.

c) Estimated quantity of materials forming at agencies, organizations, and individuals submitting materials according to Clause 3, Article 17 of the Law on Archives.

d) Estimated quantity of private archival materials expected to be collected or donated or entrusted by organizations and individuals.

Article 10. Requirements for the Storage Area of Archival Materials

1. The storage area for archival materials must be arranged independently from other areas, limiting contact with pathways, having independent entrances and exits, and suitable for each type of material.

2. The storage area for archival materials must meet the following requirements:

a) The floor area of the storage room for paper archival materials must be at least one-fifth of the total length of shelving required for storing paper archival materials.

b) The floor area of the storage room for archival materials on carriers other than paper must be at least equal to the space for equipment and must ensure operational space for preservation activities.

c) The floor of the storage room must be able to bear the weight of archival materials and storage equipment; it must also be earthquake-resistant and capable of withstanding natural disasters and catastrophes.

d) The design of the walls, roof, doors, windows, and stairs of the storage room must comply with conditions ensuring the safety of archival materials and storage equipment.

3. Equipment to maintain appropriate temperature and humidity levels for each type of stored material, as recommended by the manufacturer of the carrier and recording medium.

4. Other preservation and protection equipment

a) Security surveillance system and fire prevention and extinguishing system; alarm devices; anti-intrusion devices; fire detection systems and automatic fire suppression systems.

b) Air conditioning systems and temperature measuring devices; dehumidification systems and humidity measuring devices; ventilation systems suitable for each type of archival material.

c) Shelves, boxes, and other equipment suitable for each type of archival material.

Article 11. Other areas of the archive storage facility

1. The archival business processing area shall be located near the document storage warehouse to facilitate operations, including: document reception room, document decontamination room, acid removal room, document processing room, room for expired documents, document restoration and replication room, digitalization and database creation room, other archival business processing rooms as needed.

2. The technical equipment installation area shall have sufficient space to install cooling systems; monitoring, surveillance, and control equipment for protection and handling in case of fire or explosion, and other necessary equipment to ensure safety during the operation of the archive storage facility.

3. Administrative areas and public service areas shall be arranged appropriately according to the scale of the archive storage facility and the actual needs of each agency or organization.

a) For Paper Document Archives at Level 1 or Level 2, the administrative area and public service area may be combined based on the actual needs of each agency or organization.

b) For Paper Document Archives at Level 3 or Level 4, the administrative area and public service area must be separated.

Article 12. Requirements for electrical systems, water supply and drainage, and fire prevention and extinguishing

1. Lighting systems inside and outside the Paper Document Archive and other archives shall be installed separately; measures shall be taken to turn off the power supply for the entire archive and for each area individually. Electrical wiring within the archive must comply with the technical safety standards.

2. Water supply and drainage systems shall be installed separately; water pipes must be sealed, leak-proof, and not pass through the document storage area; water supply equipment shall not be placed above the document storage area.

3. Fire Prevention and Extinguishing

a) The Paper Document Archive and other archives must have designs and solutions that are suitable for the functions and characteristics of the building and meet the requirements stipulated by laws on fire prevention, extinguishing, and rescue.

b) Fire suppression systems must be appropriate for the physical properties of each type of stored document as prescribed by law.

Chapter IV
DIGITAL ARCHIVE STORAGE FACILITY

Section 1
REQUIREMENTS, SCALE, TECHNICAL INFRASTRUCTURE
OF THE DIGITAL ARCHIVE STORAGE FACILITY

Article 13. Requirements for the Digital Archive Storage Facility

1. Ensure management and storage of digital archival documents of agencies and organizations in accordance with legal regulations on archiving, electronic transactions, information technology, information security, telecommunications, and related laws.

2. Ensure compatibility with the National Digital Architecture Framework.

3. Ensure control over access permissions granted to each unit or individual accessing the Digital Archive Storage Facility.

4. Ensure the capacity of the Digital Archive Storage Facility is commensurate with the characteristics and scale of storing digital archival documents and archival databases of each agency, organization, sector, field, locality, and nation.

5. Ensure the design of technological infrastructure, storage devices, and transmission systems to meet the requirements of increasing digital archival documents, archival databases, and access volumes over time.

6. Ensure the authenticity, integrity, reliability, security, and usability of records, documents, and data throughout their retention period.

a) The authenticity of archival documents is determined by the accuracy of the document's content reflecting events or phenomena, verified by the document's formation time, author, time and place of occurrence of events within the document, and authenticated by the competent authority managing the archival documents.

b) The integrity of digital archival documents is ensured by preventing changes or loss of content throughout the storage process, from the completion of document creation and entry into the Digital Archival Management System until the document is used.

c) The integrity of digital archival records is ensured by preventing changes to documents, data, and their arrangement within the record throughout the storage period, from the completion of the record's entry into the Digital Archival Management System until the record is used.

d) The reliability of digital archival documents is determined by identifying the author of the document, the location where it is stored, and the process ensuring the integrity of the document.

7. Ensure storage of documents, data, and records according to their retention periods.

8. Meet national and international standards for managing digital archival documents and data.

9. Meet the following information security requirements:

a) Components of the Digital Archive Storage Facility must comply with legal provisions on securing information systems according to levels.

b) Components of the Digital Archive Storage Facility must be connected and integrated synchronously to fully support administrative management, backup management, and information security management.

c) Measures must be taken to physically protect the Digital Archive Storage Facility 24/7.

Article 14. Scale of Digital Storage Depository

1. The digital storage depository is divided into four levels based on the data volume to be stored, software systems, equipment installation infrastructure, and information technology infrastructure.

2. Level 1 digital storage depository

a) Data volume to be stored is approximately under 18 Terabytes.

b) Business process and internal information management software system of agencies and organizations.

c) Equipment installation infrastructure and information technology infrastructure meeting the requirements for a level 1 data center as prescribed.

3. Level 2 digital storage depository.

a) Data volume to be stored from 18 Terabytes to under 30 Terabytes.

b) Business process and internal information management software system of agencies and organizations and external entities, serving partial online public services.

c) Equipment installation infrastructure and information technology infrastructure meeting the requirements for a level 2 data center as prescribed.

4. Level 3 digital storage depository.

a) Data volume to be stored from 30 Terabytes to under 60 Terabytes.

b) Common platform software system for processing business processes and analyzing large data sets at the sectoral, field, and local levels; serving full online public services.

c) Equipment installation infrastructure and information technology infrastructure meeting the requirements for a level 3 data center, with independent server room for DC and DR and information technology infrastructure for DC, DR, and RR as prescribed.

5. Level 4 digital storage depository

a) Data volume to be stored from 60 Terabytes upwards.

b) Common platform software system for processing national-level business processes and analyzing large data sets; providing comprehensive information; serving full online public services.

c) Equipment installation infrastructure and information technology infrastructure meeting the requirements for a level 4 data center; with an independent digital storage depository building; DC, DR, and RR as prescribed.

Article 15. Technical Infrastructure of Digital Storage Depository

1. Equipment Installation Infrastructure

a) The digital storage depository station must ensure construction according to the data center design standards; accessibility and having at least one separate emergency entrance; ensuring protection against natural disasters, security, and confidentiality of stored digital records and database.

b) Power supply to DC and DR must ensure continuous 24/7 operation and have a backup power system.

c) Telecommunication services provided to DC and DR must have dedicated and separate pipelines; cables within the building must be installed in technical ducts before entering the equipment room.

2. Information Technology Infrastructure

a) Ensuring compliance with the regulations on operating data center services under telecommunications laws.

b) Meeting the provisions of Articles 19, 20, and 21 of this Decree.

c) Having a backup operation system ensuring continuous 24/7 operation and integrity of stored digital records.

3. Design and Construction

a) The digital storage depository includes: areas for DC, DR, RR; business process handling area; area for using and maximizing the value of stored digital records.

b) Cooling equipment, generator, fuel tank must be placed outside the DC, DR, RR rooms and must be secured safely.

4. Data Center of Digital Storage Depository

a) Information technology equipment: servers, workstations; power storage devices; storage, backup, connection devices; support equipment for the process of storing digital records and managing the depository; platform system, management and control software; network security and information security system.

b) Network system: wide area network, internal network, transmission lines.

c) Digital record management system.

5. Backup Data Center of Digital Storage Depository

a) Information technology equipment: servers, workstations; power storage devices; storage, backup, connection devices; network system; network security and information security system.

b) Network connection system between DC and DR.

c) Allow setting up data replication mechanisms, managing and controlling communication sessions between DC and DR, scheduling automatic replication and recovery of the system after disaster.

d) Separate from DC.

d) Technical connection to synchronize data with DC.

e) Capable of technological capacity and data storage capacity to back up the entire operating system and data from DC.

g) Establishing connections with DC and operating as a substitute for DC in case of incidents.

h) Backing up all documents and data of DC.

i) Protecting the safety and integrity of backup documents and data from DC in a stable, long-term condition and continuously receiving and storing backup copies.

k) Backup for different operating systems.

1) Using backup documents and data.

m) Preventing data loss and system damage when incidents are detected.

n) Warning and preventing the appearance of fake copies.

6. Backup Storage System of Digital Storage Depository

a) Information technology equipment: servers, workstations; power storage devices; storage, backup devices; information security system.

b) Software system: allowing the establishment of data backup mechanisms according to requirements, managing information about the relationship between data at RR and data at DC, allowing the establishment of automatic replication and system recovery features.

c) Independent from the DC and DR operational system; not connected to the network.

d) Capable of technological capacity and data storage capacity for backup of digital records and digital record data belonging to the backup category at DC.

đ) Protecting the safety and integrity of backup documents and data from DC in a stable, long-term condition.

e) Expanding the storage capacity of the system over time.

g) Preventing data loss and system damage when incidents are detected.

h) Allowing backup for different operating systems.

Section 2
DOCUMENT MANAGEMENT SYSTEM
OF DIGITAL STORAGE DEPOSITORY

Article 16. Requirements for the Digital Archive Management System

The digital archive management system must comply with all provisions stipulated in Articles 13 and 14 of this Decree and meet the following requirements:

1. Ensure the full implementation of business and technical procedures related to managing digital archives; metadata of digital archives and archival databases; and the utilization of the value of digital archives.

2. Ensure network security and information safety appropriate to the scale of the digital archive repository and compliance with relevant legal regulations.

3. Systematize documents and records; compile statistics on the number of times texts, records, and systems are accessed.

4. Allow access, use, and grant usage rights to records and data at any time and from any location through various platforms.

5. Ensure the authenticity, reliability, integrity, and usability of digital archives; metadata of digital archives and archival databases.

6. Permit digital signing, verification of digital signatures, and authentication of digital signatures according to regulations.

7. Have solutions or integrate solutions for authenticating and preserving digital archives over the long term.

8. Possess all functions to support the execution of archival business operations and database management of archival materials as stipulated in this Decree and meet the practical operational needs of each agency and organization.

Article 17. Functions of Receiving and Submitting Archival Documents

The digital archive management system must have all functions to perform the following archival receiving and submitting procedures:

1. Receive digital archival documents in accordance with the standard package specifications for submitting digital archival documents to storage.

2. Check the completeness, authenticity, integrity, and consistency of submitted digital archival documents.

3. Exchange and transmit standardized packages of information according to established methods and procedures.

4. Verify the confidentiality and authenticity of the package when receiving and submitting.

5. Ensure confidentiality during transmission.

6. Convert the format of received digital archival document packages to the prescribed standard format.

7. Automatically update the status of archival documents nearing submission deadlines.

8. Reject packages of submitted archival documents that do not meet standards.

9. Package submitted documents and perform the action of archiving submitted documents into historical storage.

Article 18. Functions of Classifying, Determining Value, and Preserving Digital Archival Materials

1. The digital archive management system must have all functions to perform the following classification of digital archival materials:

a) Classify digital archival documents according to classification schemes.

b) Determine and classify documents based on their level of use.

c) Provide the ability to manage metadata of documents, document sets, archival fonds, fonds groups, and archival collections.

d) Identify, determine, and provide identifiers for documents, document sets, archival fonds, fonds groups, archival collections, and data within the digital archive repository.

đ) Allow movement of documents between categories during the classification process.

2. The digital archive management system must have all functions to perform the following tasks of determining value and preserving digital archival materials:

a) Determine and re-determine the retention period of documents in the digital archive repository.

b) Evaluate the lifespan of files based on the lifespan of storage devices.

c) Assess the lifespan of storage devices currently in use in the digital archive repository based on wear and tear from usage.

d) Transfer data between devices in the digital archive repository without compromising data integrity.

đ) Ensure the authenticity of digital archival materials and data during storage in the digital archive repository.

e) Ensure the integrity of digital archival materials, digital records, and data during storage in the digital archive repository.

g) Ensure accessibility, viewing, reading, downloading, printing of digital archival materials and data according to retention periods.

h) Automatically identify and notify documents nearing submission deadlines or expiration of retention periods.

i) Re-evaluate expired documents.

k) Support the execution of commands to invalidate, modify, delete, and update data during preservation.

Article 19. Functions of using and enhancing the value of digital archival materials

1. The digital archival material management system must have all functions to perform the following archival material usage business operations:

a) Managing access rights and usage of files, documents, and data.

b) Searching for information on archival materials based on keywords appearing in file and document description fields; within the content of documents and data, or searching for documents based on the semantic meaning of keywords.

c) Identifying and distinguishing different reader objects (domestic),

d) Determining and classifying the exploitation needs of reader objects in conjunction with the level of usage of requested files, documents, and data.

d) Allowing users and readers to export search results according to requirements and in specified formats.

e) Classifying and managing security permissions for each file, document, and data.

g) Implementing 24/7 requests for using digital archival materials.

h) Notifying readers about the status of their archival material usage requests.

i) Providing authentication information for digital archival materials; extracted information from digital archival materials; summarized information from digital archival materials and archival material databases.

2. The digital archival material management system must have all functions to perform the following tasks to enhance the value of archival materials:

a) Supporting the implementation of tasks to publish digital archival materials.

b) Supporting the organization of exhibitions and displays of digital archival materials.

c) Linking between the display and exhibition of archival materials on the System with various forms of digital archival material usage.

d) Limiting the access object to view published, exhibited, and displayed materials in the System.

đ) Supporting the provision of multilingual information (if available).

Article 20. Function of destroying archival materials that have lost value

The digital archival material management system must have all functions to perform the following archival material destruction business operations:

1. Automatically notifying and compiling files and documents that have expired storage periods until authorized confirmation is received.

2. Evaluating and re-determining the storage period of notified expired files and documents: retaining permanent storage; continuing storage under new storage periods; destroying digital archival materials that have lost value upon authorized decision.

3. Notifying pending destruction materials that are linked to other files not yet expired (if applicable) and allowing retention, supplementation to related files; entering reasons for destruction; confirming the destruction order; destroying materials after confirmation.

4. Exporting lists of pending destruction files and documents; lists of destroyed files and documents.

5. Recording the history of execution and data of the destruction process.

6. Ensuring consistent destruction of expired-value materials between the Digital Archive and other systems.

Article 21. Functions of database administration and data backup recovery

1. The digital archival material management system must have all functions to perform the following archival material database administration business operations:

a) Connecting and linking with other information systems to integrate, share, and synchronize archival material data as prescribed.

b) Continuously connecting between files, documents, and their main data.

c) Identifying original files and related files in cases where a single document file is part of multiple files.

d) Managing independent archival material databases.

đ) Updating archival material databases of agencies, organizations, ministries, sectors, localities, and the nation according to authority and responsibility.

e) Connecting and sharing archival material databases with other systems inside and outside the Digital Archive.

g) Exporting periodic or ad hoc statistical reports as required by users.

h) Fully recording in the digital archival material management system all transaction history, preservation, access and usage, protection, conversion, receipt and delivery, and authentication information of digital files, documents, and data.

i) Exporting text format for information specified in point h of this clause.

2. The digital archival material management system must have all functions for data backup and recovery as follows:

a) Implementing data backup and recovery procedures.

b) Controlling the rights of administrators responsible for data backup and recovery.

c) Ensuring the integrity of original data and backed-up data during the backup process.

d) Not allowing the invalidation, modification, or deletion of data during the backup process.

đ) Supporting the execution of invalidation, modification, or deletion commands in the System.

e) Reporting automatically generated backups.

g) Automatically reporting checks on the integrity of backed-up documents.

h) Recording the history of data backup and recovery.

Article 22. Functions to support the operation of the Digital Archive Repository

The document management system must have all the following operational functions for the Digital Archive Repository:

1. General management for the operation of the Digital Archive Repository

a) Notify the management department when an incident occurs.

b) Record incident notifications and incident resolution history.

c) Record the cause of incidents.

d) Record incident resolution files.

đ) Support the transfer of records, documents, and document database to another archive repository.

e) Record the transfer history of records, documents, and document databases to another archive repository.

g) In case of failed transfer, the System has the function to record the failure cause.

h) Restore records, documents, and document databases that have been transferred to another archive repository for at least three months.

i) Record the history of retrieving records, documents, and document databases.

k) Arrange records, documents, and data according to requirements.

2. User Management

a) Identify and authenticate users during registration and login (internal, external, submission units, integrated units, service customers, readers...).

b) Record user profiles (name, registration date, personal information for authentication, access and usage history...).

c) Assign and grant permissions to users according to the Digital Archive Repository's user management regulations.

d) Control user permissions.

đ) Determine types of documents, document usage forms, and services for each user.

3. Role and Permission Control for Administrators

a) Clearly define the roles and authorities of administrators.

b) Clearly define access rights to documents within the conditional access category and confidential document category.

c) Issue system-level warnings and prevent unauthorized access beyond the administrator's authority.

d) Record the entire activity history of each administrator in the System, including warned and blocked accesses.

4. Network Device and Security System Management

a) Have a system to detect and prevent intrusion.

b) Connect with other identification systems.

c) System security access is identified and authenticated through methods such as passwords, authentication codes, biometrics, or electronic identity and authentication accounts.

d) Have the ability to control access to the security system, control system, intrusion detection system, and monitoring system.

đ) Record the entire access history to the security system.

5. Management of Document Transfer and Receipt

a) Confirm basic factors of the message package: packaging format, encryption requirements, certification requirements, digital signature requirements, originality (original, copy, version), confidentiality, uniqueness.

b) Determine the unit and account for transfer and receipt: authority of each account when accessing the message package, authority to use information within the message package.

c) Determine the level of security of the message package during transmission and storage in the Digital Archive Repository.

d) Determine the integrity level of the message package during transfer and receipt.

đ) Have measures to ensure the integrity of the message package during storage in the Digital Archive Repository.

e) Determine agreements between the sender and receiver.

g) Record transfer and receipt history.

6. Management of Message Transmission and Receipt Activities...

a) Have procedures for transferring and receiving digital archival documents.

b) Have the capability to provide proof of document transfer and receipt (transfer and receipt certificates).

c) Have the capability to secure the process of transferring and receiving documents containing state secrets and when required.

d) Have the function to prevent denial of the document transfer and receipt process.

7. Management of Document Movement and Reception

a) Have procedures for managing and controlling direct and online document movement and reception.

b) Have features to log and prevent denial of the document movement and reception process history.

c) Secure data information during document movement and reception.

d) Secure information about the document movement and reception process.

đ) Have measures to secure offline messages during the document movement and reception process.

Section 3
DATA OF THE DIGITAL ARCHIVE REPOSITORY AND
OPERATIONAL MANAGEMENT OF THE DIGITAL ARCHIVE REPOSITORY

Article 23. Data of the Digital Archive Repository

1. Components of data

a) The data in the Digital Archive Repository includes: digital archival documents and database of archival documents.

b) Digital archival documents include digital-formed archival documents and digitized paper archival documents, archival documents on other storage media, and other electronic archival documents.

c) Database of archival documents includes: primary data of digital archival documents; primary data of non-digitally formatted electronic archival documents; primary data of paper archival documents; primary data of archival documents on other storage media.

2. Data Management

a) Ensuring centralized database; complete basic information about files, documents, and primary data of files and documents; complete information about entities participating in the System; meeting the operational requirements of agencies, organizations, sectors, and fields.

b) Ensuring connectivity and information exchange between data in the Digital Archive Repository and data of related systems.

c) Ensuring integrity, avoiding redundant data; having specific and clear data classification; having mechanisms to ensure data and database management system security.

d) Having automatic data backup mechanisms according to pre-set schedules or options; having the ability to restore archival documents and database of archival documents from the backup system.

đ) Data about files and documents in the Digital Archive Repository must comply with legal regulations on archival formats, presentation styles, technical methods, and data structure.

Article 24. Maintenance and Servicing of the Digital Archive Repository

1. The managing unit of the Digital Archive Repository is responsible for building annual maintenance and servicing plans for the server room; directly implementing or hiring services for maintaining and servicing systems.

2. Agencies and units placing equipment and information systems in the server room have the responsibility to coordinate with the managing unit of the Digital Archive Repository to build annual maintenance and servicing plans for their own equipment and information systems.

3. Units providing maintenance and servicing for the Digital Archive Repository must be reviewed by authorized agencies regarding information security or state secrets protection before implementation.

4. Requirements for Maintenance and Servicing

a) Maintenance and servicing activities shall not interrupt and affect the service provision situation of the server room.

b) During maintenance and servicing, if any issues arise, they must be reported to the competent authority for handling according to regulations.

Article 25. Periodic Inspection and Reporting

1. The managing unit of the Digital Archive Repository conducts inspections every six months to check compliance with management and usage regulations of the server room, compiles reports to be included in the management file.

2. Contents of Inspection and Reporting

a) Ensuring environmental conditions for the operation of the server room.

b) Usage status of equipment and applications of the system.

c) Operation of the mainframe, workstations, and services (software updates, hard drive capacity, performance).

d) Security situation of the system, evaluation of effectiveness, detection, and prevention capabilities of security risks.

d) Inspection of data backup, storage, and recovery operations.

e) Recording inspection logs.

g) Reporting the inspection process.

CHAPTER V
BACKUP STORAGE

Article 26. Principles for Backup Storage

1. Establish and maintain according to special methods and standards ensuring the integrity, reliability, and accuracy of backup storage information compared to original storage documents through verification factors and document preservation history throughout the storage process.

2. Ensure the usability of backup storage documents in cases where original storage documents are lost or unusable.

3. Ensure the limitation of risks of losing original storage document information due to natural disasters, catastrophes, and technological dependency during creation, maintenance, and use.

4. Ensure the capability to update advanced and modern technology consistent with global archival trends.

5. Private archival documents of special value shall be established by the State to create backups to prevent risks to original storage documents and serve national and ethnic interests. Encouragement is given to organizations, individuals, families, and clans to implement backup storage.

6. Authorities responsible for managing storage documents have the responsibility to establish and manage backup storage documents in accordance with the law on archives.

Article 27. Backup Storage Documents

1. Backup storage documents are created using special, advanced techniques and technologies suitable for the characteristics of each type of original storage document and the development of science and technology at the time of creation.

2. Backup storage documents have legal value equivalent to original storage documents when verified by the authority managing backup storage documents. Minimum verification information includes: original document code; authority managing backup storage documents; creation time; creation technology.

3. The carrier of backup storage documents must have minimum factors to ensure usability and meet one of the following conditions:

a) Different from the carrier of original storage documents or using more advanced and modern technology and equipment.

b) High physical durability, resistant to storage environment.

Article 28. Selection of Storage Documents for Backup Creation

1. Recognized as storage documents of special value.

2. Permanent storage documents at risk of damage

a) Paper storage documents and storage documents on other carriers showing one of the following signs: faded color, changed color, torn, punctured holes, flaked, brittle, blurred text but still readable.

b) Electronic storage documents showing one of the following signs: outdated creation technology, at risk of being replaced; documents at risk of being unusable or unverifiable.

Article 29. Backup Storage Technology

1. The authority managing backup storage documents decides to select technology and equipment to implement backup storage appropriate for each type of original storage document and specific stages.

2. Diversify backup storage technology for different blocks of backup storage documents to minimize technological risks.

3. The authority managing backup storage documents proactively researches and updates backup storage technology consistent with global archival trends.

Article 30. Creation of Backup Storage Documents

1. For documents of special value

a) Special value documents managed by state agencies are created at the time they are recognized as special value documents by authorized agencies.

b) Special value private documents are decided upon by the private document owner.

c) The authority managing backup storage documents implements the creation of backup documents according to selected technology and equipment.

2. For permanent storage documents

a) The authority managing storage documents is responsible for annually compiling statistics on documents required to create backups according to regulations and submitting them to the authority managing backup storage documents.

b) The authority managing backup storage documents develops and submits plans to competent authorities to ensure resources for long-term and annual backup storage based on the current status of documents requiring backup storage and the requirements for creating backups from original storage document management agencies.

c) The authority managing backup storage documents implements the creation of backup documents according to selected technology and equipment.

3. Backup storage documents are created with a database synchronized with the database of original storage documents.

Article 31. Preservation of Backup Archival Documents

1. Backup archival documents must be stored separately at a different location, far from the storage location of original archival documents, ensuring protection against risks in case of natural disasters or catastrophes, minimizing the risk of loss or damage.

2. Backup archival documents shall be stored in a specialized archive warehouse equipped with appropriate facilities, meeting the principles of backup preservation.

3. Backup archival documents shall be preserved using suitable equipment according to the characteristics of the carriers and information of each type of backup archival document.

4. Backup archival documents shall be periodically inspected, converted, or duplicated to meet long-term storage requirements and technological changes. The database of backup archival documents shall be inspected and backed up in accordance with regulations.

Article 32. Use of Backup Archival Documents

1. Backup archival documents shall be used in cases where original archival documents are lost or damaged to the extent that they cannot be used.

2. Agencies and organizations managing original archival documents shall send a request for the use of backup archival documents to the agency managing backup archival documents in Form No. 01 attached to this Decree.

Individuals owning original archival documents shall send a request for the use of backup archival documents to the agency managing backup archival documents in Form No. 02 attached to this Decree.

3. Agencies, organizations, and individuals shall submit a request for the use of backup archival documents to the agency managing backup archival documents either directly at a one-stop service window or through postal services or via an online public service system.

4. Agencies, organizations, and individuals specified in Clause 3 of this Article may choose to receive copies of backup archival documents through registration on the online public service system or select the method of receiving results on the request form. In cases where agencies, organizations, and individuals request receipt of results through postal services, they shall follow the guidance of the postal service provider.

5. Within five working days from the date of receipt of the request for the use of backup archival documents from agencies, organizations, and individuals, the agency managing backup archival documents must provide copies of backup archival documents in accordance with the procedures of the agency managing backup archival documents.

If refusal to provide is made, within five working days from the date of receipt of the request, the agency managing backup archival documents must issue a notification letter clearly stating the reasons and send it to the agencies, organizations, and individuals concerned.

Chapter VI
CONDITIONALLY ACCESSIBLE ARCHIVAL DOCUMENTS
AT NATIONAL HISTORY ARCHIVES

Article 33. Conditionally Accessible Archival Documents Related to National Defense, National Security, National Interests, Ethnic Interests, and International Relations

1. Archival documents containing information about national territorial sovereignty, borders, administrative units bordering the country, negotiations, establishment, and enforcement of national territorial sovereignty.

2. Archival documents containing information about security strategies, homeland defense strategies, defense plans, mobilization plans for national defense; documents related to combat readiness, combat operations, military training.

3. Archival documents containing information about research, development, improvement, production, export, import of weapons, equipment, means, facilities, techniques serving security and national defense.

4. Archival documents containing information about counter-revolutionary cases, anti-party activities, and anti-state activities.

5. Archival documents containing information about the organization and activities of intelligence and counterintelligence agencies.

6. Archival documents containing information about political security conditions along the national border.

7. Archival documents containing information about foreign affairs and strategic relations of Vietnam with other countries.

8. Archival documents containing information about diplomatic work, high-level meetings, negotiations, and contacts between the Party and State with foreign delegations, political parties, and international organizations.

9. Archival documents containing information about immigration, consular work, and citizen protection.

10. Archival documents concerning agreements and treaties between Vietnam and other countries, international organizations if publication affects the rights and interests of the parties.

11. Archival documents containing information about natural resources, geology, minerals, environment, and national energy.

12. Design and construction documents for key national projects in economics, security, defense, culture, society, and state offices.

13. Documents related to business secrets of enterprises.

14. Documents about loans and aid provided by Vietnam to other countries and loans and aid provided by other countries to Vietnam.

15. Documents related to national reserves such as: foreign currency reserves, gold, silver, precious stones, rare metals, foodstuffs.

Article 34. Conditional Access to Archival Documents Related to Public Order and Social Safety

1. Archival documents containing information on the resolution and handling of cases and complex hotspots related to security and public order.

2. Archival documents containing information on the resolution and handling of cases involving activities that incite division among ethnic groups.

3. Archival documents containing information on internal political protection and the political history of individuals.

Article 35. Conditional Access to Archival Documents Related to Social Morality and Community Health

1. Archival documents containing information on dangerous criminal acts and lifestyles unsuitable for society.

2. Archival documents containing information on health and epidemics if their publication affects community health.

Chapter VII
BUSINESS IN ARCHIVING SERVICES

Article 36. Conditions for Operating Infrastructure to Preserve Paper Archives and Other Information-Carrying Media

1. Fully comply with the provisions of Clause 3, Article 53 of the Law on Archives and Clauses 2, 3 of this Article.

2. Possess technical infrastructure meeting the requirements stipulated in Articles 8 and 10 of this Decree and located in Vietnam to serve inspection, examination, archiving, and providing information upon request from competent authorities and resolving complaints from organizations and individuals regarding the preservation of paper archives and other information-carrying media according to the law.

3. Have at least one technical and archival business personnel with a professional certificate at the location where technical infrastructure of the archive warehouse is installed.

Article 37. Conditions for Operating Infrastructure to Store Digital Archives and Archive Databases

1. Fully comply with the provisions of Clause 3, Article 53 of the Law on Archives and Clauses 2, 3, and 4 of this Article.

2. Possess technical infrastructure meeting the requirements for operating data center services under telecommunications laws and located in Vietnam to serve inspection, examination, archiving, and providing information upon request from competent authorities and resolving complaints from organizations and individuals regarding the storage of digital archives and archive databases according to the law.

3. Have at least one technical and archival business personnel with a professional certificate at the location where technical infrastructure of the digital archive warehouse is installed.

4. Implement measures to ensure physical safety of the area where technical infrastructure is installed 24/7.

Article 38. Procedures for Issuing Certificates of Eligibility for Archiving Services Business

1. The Certificate of Eligibility for Archiving Services Business (hereinafter referred to as the Certificate) shall be issued by the Department of Home Affairs of provinces and centrally-administered cities (hereinafter referred to as the Department of Home Affairs) based on the application of businesses operating archiving services as stipulated in point a and point b, Clause 1, Article 53 of the Law on Archives.

2. Businesses operating archiving services submit one set of documents to the Department of Home Affairs where the organization has its headquarters to apply for the Certificate of Eligibility for Archiving Services Business and bear responsibility for the accuracy and truthfulness of the documents.

3. The application documents for the Certificate as prescribed in Article 36 of this Decree include:

a) An application form according to Model No. 03 attached to this Decree.

b) A certified true copy (including copies made from original books or certified copies or electronic certified copies or copies compared with originals) of the business registration certificate or equivalent permit according to investment and enterprise laws (if applicable).

c) A technical infrastructure compliance statement according to Model No. 05 attached to this Decree.

d) Decision approving the construction project according to construction laws.

đ) Completion drawings of the construction works of the archive storage area, related electrical systems, and related water systems.

e) Acceptance documents for fire prevention and firefighting results approved by the fire prevention and firefighting management authority.

g) List of protective and preservation equipment as prescribed in Clause 4, Article 10 of this Decree.

h) List of personnel with archival professional certificates according to Model No. 07 attached to this Decree.

4. The application documents for the Certificate as prescribed in Article 37 of this Decree include:

a) An application form according to Model No. 03 attached to this Decree.

b) A certified true copy (including copies made from original books or certified copies or electronic certified copies or copies compared with originals) of the business registration certificate or equivalent permit according to investment and enterprise laws (if applicable).

c) A technical infrastructure compliance statement according to Model No. 06 attached to this Decree.

d) Telecommunications service provision certificate for data center operations issued by the competent authority according to telecommunications laws.

d) List of information technology equipment.

e) List of personnel with archival professional certificates according to Model No. 07 attached to this Decree.

5. Submission of Application Documents and Receipt of Results

a) Methods of submitting application documents

Submitting documents directly to the Department of Home Affairs of the province (through a one-stop shop) or through postal services or through online public service systems.

For documents submitted directly, the date of receipt is the day the document receiving department receives the documents directly submitted by the organization.

For documents submitted via postal services, the date of receipt is the day the document receiving department receives the documents delivered by the postal service provider.

For documents submitted through online public service systems, the date of receipt is the day the online public service system notifies the Department of Home Affairs of the submission.

b) Methods of receiving results

Archiving services businesses may choose to receive the Certificate by registering on the online public service system when submitting documents or choosing on the application form Model No. 03 attached to this Decree.

In case the organization requests to receive results through postal services, it shall follow the guidelines provided by the postal service provider.

6. Timeframe and Processing Procedure for Application Documents

a) If the application documents are incomplete or invalid, within three working days from the date of receipt of the documents, the Department of Home Affairs will notify in writing the organization to supplement and complete the documents.

Within five working days from the date of receipt of the notification from the Department of Home Affairs, the organization must supplement and complete the documents and send them to the Department of Home Affairs for review and decision.

b) In case the application file is valid and the contents of the documents in the file fully meet the conditions, within ten days from the date of receiving the application file, the Department of Home Affairs shall issue a Certificate to the organization according to Model No. 08 attached to this Decree and send information to the Ministry of Home Affairs (National Archives and Records Administration) for their knowledge.

c) In case the application file is valid but the contents of the documents in the file do not fully meet the conditions, within ten days from the date of receiving the application file, the Department of Home Affairs shall notify the organization in writing stating the reasons for refusing to issue the Certificate.

7. The Certificate shall cease to be effective in the following cases:

a) The business entity providing archival service goes bankrupt or is dissolved.

b) The business entity providing archival service has its Certificate revoked in accordance with Clause 3, Article 40 of this Decree.

Article 39. Procedures for Reissuing the Certificate of Eligibility for Business in Archival Services

1. The Certificate shall be reissued in the following cases:

a) Change of the enterprise name in accordance with the laws on enterprises.

b) Change of personnel responsible under the law.

c) Change in the scope of business activities in archival services.

d) The Certificate contains incorrect information, is damaged and cannot be used, or is not verifiable.

d) The Certificate is lost.

2. The application file for reissuing the Certificate in accordance with Clause 1 of this Article includes:

a) An application form for reissuing the Certificate according to Model No. 04 attached to this Decree.

b) A certified true copy (including a copy issued from the original book or a certified copy or an electronic certified copy or a copy compared with the original) of the certificate or other valid business registration certificate equivalent to the certificate in accordance with the laws on investment and the laws on enterprises (if applicable) for the cases specified in point a and point b of Clause 1 of this Article.

c) For the case specified in point c of Clause 1 of this Article, supplement:

Documents and materials corresponding to the provisions of Clause 3 (except point a and point b) of Article 38 of this Decree for the type of business infrastructure technology for preserving paper archival documents and archival documents stored on other data carriers.

Documents and materials corresponding to the provisions of Clause 4 (except point a and point b) of Article 38 of this Decree for the type of business infrastructure technology for storing digital archival documents and archival database.

d) The Certificate of eligibility for business in archival services that has been issued for the case specified in point d of Clause 1 of this Article.

3. Methods of submitting the application file and receiving results

a) Methods of submitting application documents

Submitting the application file directly at the Department of Home Affairs (through a one-stop shop) or through postal services or through the online public service system.

For documents submitted directly, the date of receipt is the day the document receiving department receives the documents directly submitted by the organization.

For documents submitted via postal services, the date of receipt is the day the document receiving department receives the documents delivered by the postal service provider.

For application files submitted through the online public service system, the date of receipt of the application file is the date when the online public service system notifies the Department of Home Affairs of the receipt of the application file.

b) Methods of receiving results

The business entity providing archival services may choose the method of receiving the result by registering on the online public service system when submitting the application file or choosing the method on the application form for reissuing the Certificate according to Model No. 04 attached to this Decree.

In case the organization requests to receive results through postal services, it shall follow the guidelines provided by the postal service provider.

4. Time limit and processing procedure for the application file

a) If the application documents are incomplete or invalid, within three working days from the date of receipt of the documents, the Department of Home Affairs will notify in writing the organization to supplement and complete the documents.

Within five working days from the date of receipt of the notification from the Department of Home Affairs, the organization must supplement and complete the documents and send them to the Department of Home Affairs for review and decision.

b) In case the application file is valid and the contents of the documents in the file fully meet the conditions, within three working days from the date of receiving the application file, the Department of Home Affairs shall review and reissue the Certificate to the organization according to Model No. 09 attached to this Decree; send information to the Ministry of Home Affairs (National Archives and Records Administration) for their knowledge.

c) In case the application file is valid but the contents of the documents in the file do not fully meet the conditions, within three working days from the date of receiving the application file, the Department of Home Affairs shall notify the organization in writing stating the reasons for refusing to reissue the Certificate.

Article 40. Revocation of Business Registration Certificate for Storage Services

1. The Department of Civil Affairs has the authority to revoke the Business Registration Certificate for Storage Services.

2. The decision to revoke the certificate shall be implemented according to Model No. 10 attached to this Decree.

3. The Business Registration Certificate shall be revoked in the following cases:

a) Violation of the provisions set forth in Article 8 of the Law on Archives.

b) Failure to meet the conditions stipulated in Article 36 or Article 37 of this Decree, depending on the type of business registration, without notifying the Department of Civil Affairs.

c) Termination of storage service business operations as specified in the issued Business Registration Certificate.

4. Within twenty days from the date of recording the violation as provided in point b, Clause 3 of this Article, the Department of Civil Affairs shall have the responsibility to issue a decision to revoke the Business Registration Certificate for Storage Services within its jurisdiction.

5. Organizations conducting storage services whose certificates are revoked shall be responsible for:

a) Safely transferring all archive files, documents, and archival data bases to the agencies, organizations, or individuals using the storage services in accordance with the law.

b) Ensuring the rights and legitimate interests of agencies, organizations, or individuals using the storage services in accordance with the law.

Article 41. Publicizing Information about Organizations Conducting Storage Services

Within five working days from the date of issuance, reissuance, or revocation of the Business Registration Certificate for Storage Services, the Department of Civil Affairs shall have the responsibility to publicize the information on the National Public Service Portal.

Chapter VIII IMPLEMENTATION PROVISIONS

Article 42. Effective Date

1. This Decree takes effect from July 21, 2025.

2. Decree No. 01/2013/NĐ-CP dated January 3, 2013, of the Government detailing certain provisions of the Law on Archives ceases to be effective from the date this Decree takes effect.

Article 43. Transitional Provisions

1. Within thirty-six months from the date this Decree takes effect, agencies and organizations that have established archival databases under the State Archive Repository must update and complete the databases in accordance with Articles 3, 4, 5, 6, and 7 of this Decree.

2. Within twenty-four months from the date this Decree takes effect, agencies and organizations tasked with managing archival materials under the State Archive Repository must establish, upgrade, and use digital document management systems in compliance with Articles 16, 17, 18, 19, 20, 21, and 22 of this Decree.

3. Within sixty months from the date this Decree takes effect, agencies and organizations that have created backup copies of archival materials as prescribed by the 2011 Law on Archives must invest in upgrading systems, equipment, and technology to support the creation and management of backup archival materials in accordance with Articles 26, 27, 28, 29, 30, 31, and 32 of this Decree.

4. After ninety days from the date this Decree takes effect, agencies, organizations, or individuals failing to comply with the provisions of Article 38 of this Decree will be subject to legal sanctions.

Article 44. Responsibility for Constructing Specialized Storage Facilities

1. Agencies and organizations tasked with storing permanent archival materials under the State Archive Repository must allocate resources to construct storage facilities meeting the requirements of this Decree or utilize infrastructure technical business services to safely and completely preserve archival materials and archival data bases in accordance with the law.

2. Agencies, organizations, or individuals tasked with storing limited-term archival materials or private archival materials must arrange space, equipment, technical infrastructure, and necessary software to ensure the safety and completeness of archival materials and archival data bases in accordance with the law.

Article 45. Responsibility for Implementation

The Minister, Heads of Ministries, Heads of Government Agencies, Chairmen of Provincial People's Committees, and relevant agencies, organizations, and individuals are responsible for implementing this Decree.

Form No. 01

Respectfully submitted to: …(1) …

1. General Information about the Agency/Organization

2. Reasons for Using Backup Archival Materials

3. Attached Documents (if any)

National Public Service Portal

Directly to the receiving agency through a single window

Through public postal services

Name, phone number, and address for receiving results: …

5. Commitments

The agency or organization is responsible for the accuracy and truthfulness of the content of the request./.

REPRESENTATIVE OF THE AGENCY/ORGANIZATION (Signature of authorized person, stamp/digital signature of the organization)

(1) Agency managing backup archival materials.

Form No. 02

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

-----------------------------

..., date..., month..., year...

PETITION FOR APPLICATION
Use of Backup Archival Materials

Respectfully submitted to: …(1) …

1. Personal Information

3. Attached Documents (if any)

National Public Service Portal

Directly to the receiving agency through a single window

Through public postal services

Name, phone number, and address for receiving results: …

5. Commitments

The individual is responsible for the accuracy and truthfulness of the content of the request./.

APPLICANT
(Sign and write full name)

Note: (1) Agency managing backup archival materials.

Implementation Report of Production Projects of Supporting Industry Products Confirmed with Incentives

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

-----------------------------

..., day ... month ... year ...

PETITION FOR APPLICATION
Issuing Business Registration Certificate for Storage Services

Respectfully submitted to: Department of Civil Affairs of Province (City) …

1. Business Organization

Name of business organization (in uppercase letters): …

2. Legal representative

3. Registered Business Fields

a) Infrastructure technical business for preserving paper archives and other media archives

b) Infrastructure technical business for storing digital archives and archival databases

4. Attached Documents

a) For the application to conduct infrastructure technical business for preserving paper archives and other media archives (as stipulated in Clause 3, Article 38 of Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives)

b) For the application to conduct infrastructure technical business for storing digital archives and archival databases (as stipulated in Clause 4, Article 38 of Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government)

Through public postal services

Name, phone number, and address for receiving results: …

The business organization is responsible for the accuracy and truthfulness of the content of the application for the Business Registration Certificate for Storage Services./.

REPRESENTATIVE OF THE BUSINESS ORGANIZATION (Signature of authorized person, stamp/digital signature of the organization)

Form number 04

..., day ... month ... year ...

PETITION FOR APPLICATION

Reissuing Business Registration Certificate for Storage Services

Respectfully submitted to: Department of Civil Affairs of Province (City) …

1. Business Organization

Name of business organization (in uppercase letters): …

Location of technical infrastructure: …

2. Information on the First Issued Business Registration Certificate

Certificate of Business Eligibility number ... issued for the first time on ... month ... year ...

3. Reasons for reissuing (as stipulated in Clause 1 Article 39 Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives)

Change of business name in accordance with the laws on enterprises

Change of personnel responsible under the law

Change in the scope of business activities in archival service

The certificate contains incorrect information, is damaged and cannot be used or verified

The certificate has been lost

4. Documents submitted (as stipulated in Clause 2 Article 39 Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives)

a) In case of requesting to reissue the Certificate in accordance with point a and point b Clause 1 Article 39

1 Legally valid copy of the certificate or equivalent license according to the investment law and enterprise law (if applicable)

b) In case of requesting to reissue the Certificate in accordance with point c Clause 1 Article 39

For infrastructure technology business to preserve paper archives and other information carriers

For infrastructure technology business to store digital archives and archive databases

c) In case of requesting to reissue the Certificate in accordance with point d Clause 1 Article 39

5. Method of registration and receipt of results

National Public Service Portal

Directly to the receiving agency through a single window

Through public postal services

Name, phone number, and address for receiving results: …

I

I

The business organization is responsible under the law for the contents in the Application and all documents and materials attached to this application.

REPRESENTATIVE OF THE BUSINESS ORGANIZATION (Signature of authorized person, stamp/digital signature of the organization)

Model number 05

..., day ... month ... year ...

STATEMENT
Infrastructure technology for preserving paper archives and
archives on other information carriers

I. General Information

II. Current status of infrastructure technology

1. Scale of infrastructure technology according to the level of Archive Storage Facility for paper archives and archives on other information carriers.

2. Vault area for storing archives

Description of the degree of compliance with requirements for preserving archives, the level of safety of the electrical system, water systems related to the preservation area.

3. Protective equipment for safe storage of archives

Description of current status and explanation of the operational capability of equipment used or supporting the protection and preservation of archives and accompanying documents (if any).

4. Fire prevention and firefighting system.

III. Overall assessment

Degree of compliance with regulations on conditions for infrastructure technology business to preserve paper archives and archives on other information carriers.

Commitment of the business organization:

1. All information stated in the statement is true and the organization is fully responsible for the registered information.

2. Strictly comply with regulations on infrastructure technology business for preserving paper archives, archives on other information carriers, and archive databases.

REPRESENTATIVE OF THE BUSINESS ORGANIZATION (Signature of authorized person, stamp/digital signature of the organization)

Form number 06

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

-----------------------------

..., day ... month ... year ...

STATEMENT
Infrastructure technology for storing digital archives
and archive databases

I. General Information

Name of business organization (in uppercase letters): …

Main Office Address:...

Business Registration Certificate (number, date of issue, place of issue): ...

II. Current status of infrastructure technology

1. Scale of infrastructure technology according to the level of Digital Archive Storage Facility

2. Infrastructure technology DC, DR, RR

a) Level of DC, DR, RR according to data center regulations

b) Detailed description of the capacity and level of service provided by each component of DC, DR, RR for the task of storing digital archives and archive databases for a single customer

c) Current IT equipment capabilities.

d) Measures to protect and ensure physical security of the installation area 24/7.

III. Overall assessment

Degree of compliance with regulations on conditions for infrastructure technology business to store digital archives and archive databases.

Commitment of the business organization:

1. All information stated in the statement is true and the organization is fully responsible for the registered information.

2. Strictly comply with regulations on infrastructure technology business for storing digital archives and archive databases.

REPRESENTATIVE OF THE BUSINESS ORGANIZATION (Signature of authorized person, stamp/digital signature of the organization)

Form No. 07

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

-----------------------------

..., day ... month ... year ...

LIST OF PERSONNEL

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

-----------------------------

CERTIFICATE OF INSURANCE OR OTHER FINANCIAL SECURITY
MEETING THE CONDITIONS FOR ARCHIVAL SERVICES BUSINESS

Number …/…/GCN-2

DIRECTOR OF THE DEPARTMENT OF INTERNAL AFFAIRS OF THE PROVINCE (CITY) ... (1) ...
CERTIFIES

1. Business organization (in uppercase letters): ...

3. Legal representative's name: …

Address of infrastructure technology headquarters: ...

3. Business Registration Certificate number ... Issued on: ...

4. Legal representative

Name: ... Year of birth: ...

Meets the conditions for conducting archival services business ... (3) ... in accordance with the Law on Archives dated June 21, 2024 and Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives.

The Certificate of Business Eligibility ... (3) ... becomes effective from ... month ... year ..., issued pursuant to Decision No. .../QĐ-SNV dated ... month ... year ... of the Department of Internal Affairs of the province (city) .../.

..., day ... month ... year ... DIRECTOR (Signature of authorized person, stamp/electronic signature of the organization)

Note:

(1) Name of province, centrally governed city

(2) Code of provinces, centrally governed cities according to the identification code of provincial/municipal People's Committees.

(3) Archival service business as stipulated in point a and point b Clause 1 Article 53 of the Law on Archives dated June 21, 2024.

Form No. 09

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

-----------------------------

CERTIFICATE OF INSURANCE OR OTHER FINANCIAL SECURITY
MEETING THE CONDITIONS FOR ARCHIVAL SERVICES BUSINESS

Reissue Number: …/…/GCN-(2) First Issue Number …date …month …year …

DIRECTOR OF THE DEPARTMENT OF INTERNAL AFFAIRS OF THE PROVINCE (CITY) ... (1) ...
CERTIFIES

1. Business organization (in uppercase letters): ...

3. Legal representative's name: …

Address of infrastructure technology headquarters: ...

3. Business Registration Certificate number ... Issued on: ...

4. Legal representative:

Name: ... Year of birth: ...

Meets the conditions for conducting archival services business ... (3) ... in accordance with the Law on Archives dated June 21, 2024 and Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives.

The Certificate of Business Eligibility ... (3) ... becomes effective from ... month ... year ..., issued pursuant to Decision No. .../QĐ-SNV dated ... month ... year ... of the Department of Internal Affairs of the province (city) ..., replacing the Certificate of Business Eligibility for archival service business number ... issued on ... month ... year .../

..., day ... month ... year ... DIRECTOR (Signature of authorized person, stamp/electronic signature of the organization)

Note:

(1) Name of province, centrally governed city.

(2) Code of provinces, centrally governed cities according to the identification code of provincial/municipal People's Committees.

(3) Archival service business as stipulated in point a and point b Clause 1 Article 53 of the Law on Archives dated June 21, 2024.

Form No. 10

SOCIALIST REPUBLIC OF VIET NAM

Independence - Freedom - Happiness

-----------------------------

..., date..., month..., year...

Number: .../QĐ-SNV

Pursuant to …;
Revocation of Certificate of Business Eligibility for Archival Service Business

DIRECTOR OF THE DEPARTMENT OF HOME AFFAIRS

Based on Decision No... concerning the functions, tasks, powers, and organizational structure of the Department of Internal Affairs of the province ... (1) ...;

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

Based on Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives;

At the request of ... (2) ...

DECISION:

Article 1. Revoke the Business Registration Certificate for digital storage services...

3. Legal representative's name: …

Address of infrastructure technology headquarters: ...

3. Business Registration Certificate number ... Issued on: ...

4. Legal representative:

Full name:...Year of birth:...

5. Reasons for revocation:

Article 2. Request ...(3)...to submit the Business Registration Certificate for digital storage services to the Department of Home Affairs.

Article 3. Implementation Organization

1. The Business Registration Certificate for digital storage services mentioned in Article 1 shall lose its legal validity from the date this Decision takes effect.

2...(2)...shall be responsible for urging ...(3)...to submit the Business Registration Certificate for digital storage services; carry out the revocation and management of the certificates that have been revoked; publicly disclose information on the Department of Home Affairs' electronic website.

Article 4. This Decision shall take effect from the date of issuance.

Director of the Department's Office,...(2)...organizations, individuals related shall be responsible for implementing this Decision./.

DIRECTOR (Signature of authorized person, stamp/electronic signature of organization)

File: VT,...(2)...

Note:

(1) Name of province, centrally governed city.

(2) Unit performing the function of advising the Director of the Department of Home Affairs to manage state administrative affairs regarding archives and records.

(3) Name of the business entity operating digital storage services