Circular No. 18/2014/TT-BVHTTDL stipulates the professional and operational activities of libraries.

CIRCULAR
Regulations on professional activities of libraries

Pursuant to the Library Ordinance No. 31/2000/PL-UBTVQH10 dated December 28, 2000, and the Government's Decree No. 72/2002/NĐ-CP dated August 6, 2002 detailing the implementation of the Library Ordinance;

Pursuant to the Government Decree No. 76/2013/NĐ-CP dated July 16, 2013 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Culture, Sports and Tourism;

Pursuant to the proposal of the Director of the Library Department,

The Minister of Culture, Sports and Tourism promulgates this Circular stipulating the professional activities of libraries.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

Article 1. This Circular stipulates the professional activities of libraries.

Article 2. This Circular applies to libraries as specified in Article 13 of the Government's Decree No. 72/2002/NĐ-CP dated August 6, 2002 detailing the implementation of the Library Ordinance; and Vietnamese agencies, organizations, and individuals participating in establishing and managing libraries.

Article 2. Interpretation of Terms

In this Circular, the following terms are understood as follows:

1. Professional activities of libraries are activities carried out according to library practice rules and procedures, including: building the library collection; processing materials; organizing search systems; organizing materials; preserving materials; inventorying and purging materials; organizing library services; compiling library information publications; communication and advocacy activities; library statistics.

2. Electronic library is a library where materials are collected, stored, processed, organized, searched, and used in electronic form.

3. Electronic material is digitalized material, including electronic newspapers, magazines, books, online reference materials or CDs (CD-ROMs), full-text databases, catalogs, and online information.

4. Library material are materials created during the process of building the library collection and include the following main formats: paper, electronic, multimedia, and other formats.

5. Building the library collection Library activities is the continuous process of collecting, selecting, and purging materials that are suitable for the library's functions and tasks and the needs of the user group the library serves.

6. Processing library materials is the process of implementing technical, formal, and content processing of materials according to library practice rules.

7. Organizing library materials is arranging and sorting materials according to their content, format, and purpose of use.

8. Preserving library materials is the activity of protecting, maintaining, preventing, and eliminating factors harmful to materials caused by natural or human factors. hoạt động bảo vệ, duy trì, phòng ngừa và loại trừ các yếu tố gây hại cho tài liệu do tự nhiên hoặc con người gây ra.

9. Library service are works, activities, processes, or methods organized and implemented by the library to serve and meet the needs of users.

10. User is a person who has a need to search for, find information, use materials, products, or services provided by the library, or participate in other activities organized by the library.

Article 3. Requirements for organizing and implementing professional activities of libraries

The organization and implementation of professional activities of libraries must ensure the following requirements:

1. In accordance with the laws on libraries; library practice rules and procedures.

2. To meet and serve the implementation of the functions and tasks of each type of library as prescribed by law; appropriate to the scale of the library and the user group it serves.

3. Strengthening the application of information technology to gradually automate libraries; focusing on building electronic collections, organizing electronic library services to improve the quality and effectiveness of library services, and best meet the needs of users.

Chapter II

SPECIFIC PROVISIONS

Article 4. Building up library resources

1. Building up library resources aims to establish, strengthen, and improve the quality of information resources of the library to meet diverse and constantly changing user needs.

2. Building up library resources includes the following main contents:

a) Determining the development policy for library resources that is appropriate to the functions, tasks, and target users whom the library is responsible for serving;

b) Organizing the acquisition of materials through the following methods:

- Purchasing from agencies and organizations authorized to issue, or from organizations and businesses with the function of trading, importing, and exporting books, newspapers, magazines, cultural products in accordance with the provisions of the law, or from individuals who own materials that the library needs to supplement;

- Receiving according to the deposit system the publications of agencies and organizations authorized to publish in accordance with the provisions of the law;

- Converting formats (microform, digitalization) of library materials in accordance with the provisions of the law on copyright;

- Purchasing access to databases and electronic materials;

- Interconnecting materials among domestic libraries through methods such as borrowing materials; cooperating to supplement, share, and use common databases or access to electronic materials;

- Borrowing, exchanging materials with domestic organizations and individuals; exchanging materials with foreign libraries, agencies, and international organizations; receiving materials transferred or donated by domestic and foreign organizations and individuals;

The exchange of materials with foreign libraries, agencies, and international organizations and the acceptance of transferred or donated materials from foreign organizations and individuals shall be carried out in accordance with the provisions of the law.

c) Implementing material filtering.

4. The building up of library resources must be consistent with the functions, tasks, scale, type of library, and the needs of the target users whom the library is responsible for serving.

Article 5. Processing Materials

1. Supplementary materials added to the library are processed according to the rules and procedures of library operations to serve management, searching, and usage.

2. Processing materials includes:

a) Technical processing: registering materials in the library's asset ledger (general registration ledger, individual registration); stamping; creating pricing symbols; labeling, indexing, barcode, frequency identification, or other forms;

b) Formal processing: Cataloging to describe materials;

c) Content processing: assigning classification indexes; defining themes, keywords; annotations; summarizing the content of the materials.

3. Material processing must comply with the rules and standards of library operations; utilizing the results of content processing of large and leading libraries to ensure accuracy, consistency, and save time, effort, and costs for the library.

Article 6. Organization of Search Systems

1. The search system of the library assists users in searching for and finding information and materials within or outside the library.

2. The search system includes the following main forms:

a) Traditional catalog search system helps users search for and find materials within the library through bibliographic descriptions, including: alphabetical catalog (author name, title); classification catalog; subject catalog;

b) Electronic search system helps users search for and find materials within and outside the library through computers and networks accessing bibliographic and full-text databases for various types of materials: books; newspapers, magazines, articles, and other types of materials;

c) Search material storage.

3. The search system must be organized scientifically, accurately, consistently, reflecting all materials within the library, promptly updating new materials added to the library; accessible to external information and materials; and easy for users to search.

Article 7. Organization of Documents

1. Organizing documents to determine their position in the library facilitates management, preservation, and service to users quickly, easily, and conveniently.

2. Forms of organizing documents in the library:

a) Mainly paper documents are organized in the following forms:

- Open storage (documents are arranged according to classification indexes, or topics, combined with author name or title codes), users directly access library documents;

- Closed storage (documents are arranged according to individual registration numbers, combined with book size, language, and type of document), users access library documents through library staff.

b) Digital documents are organized in database form;

c) Multimedia documents are organized into separate reading rooms equipped with specialized devices suitable for their use.

3. The organization of documents in the library must meet the following requirements:

a) Scientifically sound, appropriate to the scale, type, content of the document fund, purpose of use, and user groups;

b) Facilitate service to users and ensure safe preservation and maintenance of documents.

Article 8. Preservation of Documents

1. Implementing preservation measures to ensure long-term usability, contributing to budget savings for the state.

2. Forms of preserving paper documents in the library include:

a) Organizing and arranging documents scientifically, adhering to technical standards and environmental conditions to prevent damage to documents during storage and service;

b) Reinforcing and binding documents intended for long-term retention in the library;

c) Cleaning, dusting, dehumidifying; removing mold, preventing harmful insects; having appropriate fire and explosion prevention equipment;

d) Promptly restoring damaged documents during use, due to natural disasters, fires, or failure to implement prescribed preservation measures;

e) Converting rare documents to another format.

3. Preservation of documents must be carried out for all documents when they are made available for service as well as stored in the library and must comply with procedures, principles, standards, technical requirements, and be suitable for each type of document.

Digitization conversion of documents must ensure technological compatibility for future data formats used for digitization.

Article 9. Inventory and Purging of Documents

1. Inventory of Documents:

a) Conducting inventory to assess the current status of the library's document fund during a certain period, thereby proposing measures to consolidate, improve, and enhance the quality of the library's document fund;

b) Inventory is conducted for all organized document stores in the library;

c) Inventory must be carried out regularly, periodically, and linked to the purging of documents in the library.

Unscheduled inventory is conducted in cases of change in personnel responsible for document stores, or in case of natural disasters, fires, or at the request of the direct managing agency or unit of the library.

2. Purging of Documents:

a) Purging library documents aims to improve the quality of the library's document fund, reduce costs for storage organization and document preservation; shorten the time taken to retrieve documents for users; and utilize the value of documents, contributing to budget savings for the state;

b) Document purging is implemented in accordance with Circular No. 21/2012/BVHTTDL dated December 28, 2012, issued by the Minister of Culture, Sports and Tourism, stipulating criteria and procedures for purging library documents;

c) Document purging in libraries must be carried out regularly, periodically, and applied to all organized document stores in the library.

Article 10. Library Service Organization

1. Library service organization is one of the most important specialized and professional activities of libraries, aimed at providing information and knowledge to meet the learning, research, work, and entertainment needs of users.

2. Library services are organized through traditional library service methods or electronic library services, including the following main services:

a) Information and material provision service: provision of materials; information about materials; search, find, disseminate, and process information and materials;

b) Support for out-of-school learning: guidance on using the library; organizing educational programs according to community and user needs; seminars, discussions, and special lectures;

c) Cultural and entertainment services;

d) Public computer access service;

đ) Professional and technical library advisory and support services, and other supporting services for library operations.

3. The organization of library services must be appropriate and responsive to the needs of the user groups that the library is responsible for serving; ensuring equal, convenient, and easy access for users.

Article 11. Compilation of Library Information Publications

1. Compiling library information publications aims to promote, publicize, and introduce the library's collection; newly published materials added to the library; and also indicate sources of materials, helping users to access suitable materials according to their needs.

2. Library information publications are compiled in paper or electronic form, including the following main types:

a) Catalog information: National Catalog compiled by the Vietnam National Library; catalog announcing new materials added to the library; thematic catalogs; catalogs of articles from newspapers and magazines;

b) Selected and thematic information with summaries of the content of materials;

c) Other types.

3. The compilation of library information publications must be timely and regular; appropriate to the functions and tasks of each type of library and the user groups that the library is responsible for serving.

Article 12. Communication and Mobilization Activities

1. Library communication and mobilization activities aim to attract users to the library and utilize library services.

2. Library communication and mobilization activities include the following main forms:

a) Exhibitions and displays introducing new books and themes at the library, outside the library, on mass media, and other forms to introduce the library's collection;

b) Organizing cultural events at the library to attract users to the library, thereby encouraging reading and building reading habits;

c) Collecting public and user feedback on library activities and services;

đ) Building networks of organizations and individuals related to the development of library activities.

3. Library communication and mobilization activities must be appropriate to the functions, tasks, scope, and user groups served by the library and comply with relevant legal regulations.

Article 13. Library Statistics

1. Library statistics aim to evaluate the results of activities and the level of response of the library to user needs; thereby providing necessary data for library management agencies and libraries to have grounds for planning, maintaining, and improving services, thereby enhancing the quality and effectiveness of library services.

2. Main statistical contents:

a) Material statistics:

- Quantity of material assets, including: number of books/volumes; number of newspapers and magazines; quantity of materials by content and format; number of database materials;

- Number of materials circulated, including: number of materials used at the library or outside the library, accessed electronically or multimedia; number of uses by subject category.

b) User statistics:

- Number of regular library users; number of first-time library users in the year;

- Composition of library users;

- Number of library visits.

c) Other statistical contents depending on the type of library, requirements of the direct library management agency, and the state library management agency.

3. Library statistics must be conducted in accordance with legal regulations on statistics.

Chapter III

IMPLEMENTING PROVISIONS

Article 14. Effective Date

This Circular takes effect from January 25, 2015.

Article 15. Implementation Organization

This Circular serves as the basis for libraries to develop plans for development and annual work programs to be submitted to competent authorities for approval and to implement the allocation of library staff in accordance with the occupational standards for library professionals as stipulated by law.

Article 16. Responsibility for Implementation

1. The Director of the Library Department shall be responsible for organizing the monitoring, supervision, and inspection of the implementation of this Circular.

2. The heads of agencies and organizations directly managing libraries and the libraries themselves shall be responsible for implementing this Circular.

3. During the implementation, if any issues arise or difficulties occur, relevant agencies, organizations, and individuals shall promptly report them to the Ministry of Culture, Sports and Tourism (through the Library Department) for review, supplementation, and amendment./.