Decision No. 20/2004/QD-BNN on strengthening archival and record-keeping work in agencies and units under the Ministry.

DIRECTIVE

Regarding strengthening archival and record-keeping work in agencies and units under the Ministry

In recent years, archival and record-keeping work has been given attention and directed by the leadership of the Ministry and its subordinate agencies, creating conditions for implementation. With the efforts and dedication of officials, civil servants, and employees with a sense of responsibility, the drafting and issuance of documents, information and document processing, management and utilization of archival materials according to state regulations, the operational rules of the Ministry and units have been ensured, thereby ensuring administrative management from the Ministry down to subordinate units. Some units have established and effectively implemented operational rules based on those of the Ministry. The application of information technology in archival and record-keeping work has achieved some important initial results; at the Ministry level, most officials and civil servants are proficient in document drafting skills and effectively utilize information technology in their work.

However, alongside these achievements, there are still some shortcomings in archival and record-keeping work: A portion of leadership cadres have not truly shown sufficient concern, closely monitored, and adequately invested in human resources, funding, and infrastructure for archival and record-keeping work; they have not strictly followed state regulations on archival and record-keeping work and the operational rules of the Ministry and units; many officials, civil servants, and employees directly involved in archival and record-keeping work and those who concurrently perform such duties have not received specialized training.

At the beginning of 2004, the Government issued three Decrees on archival and record-keeping, and the Official Gazette (Decree No. 110/2004/NĐ-CP dated April 8, 2004 on archival work, Decree No. 111/2004/NĐ-CP dated April 8, 2004 detailing the implementation of certain provisions of the National Archives Law, and Decree No. 104/2004/NĐ-CP dated March 23, 2004 on the Official Gazette of the Socialist Republic of Vietnam); the State Archival and Record-Keeping Agency has issued several guiding documents for these areas of work. These are important regulations on administrative management in response to the requirements of the reform period. To strictly implement state regulations on archival and record-keeping work, enhance leadership and management effectiveness, improve the efficiency of work by officials, civil servants, and employees in agencies and units under the Ministry, meet the management and operation requirements of a Ministry with multiple units and diverse sectors, and address weaknesses in management that lead to violations of laws, the Ministry requires agencies and units to carry out the following tasks: 1. Organize the dissemination of the three Decrees of the Government on archival and record-keeping, and the Official Gazette to raise awareness among all officials, civil servants, and employees about the significant role and importance of archival and record-keeping work; enhance responsibility from unit heads to every employee in the unit, and strictly enforce administrative discipline in this work.

Unit heads must organize self-inspection, draw lessons from strengths and weaknesses, and propose measures to further improve this work in light of new requirements. Regularly report to the Ministry on the implementation status and propose solutions to organizational, personnel, professional, and operational difficulties in archival and record-keeping work within the unit.

2. In response to the new demands of archival and record-keeping work, each agency and unit must develop and implement detailed plans for archival and record-keeping work in accordance with state regulations, meeting both immediate and long-term needs; implement administrative reform, apply information technology, and scientific and technological advancements in archival and record-keeping work within the unit.

3. Promptly revise, supplement, and amend operational rules and internal regulations of the unit, including archival and record-keeping work, to align with new requirements, strengthen administrative discipline, and create conditions for officials, civil servants, and employees to fully comply with the Ministry's operational rules and state laws.

4. Strengthen the management of safety, effective use of archival materials, documents, and information technology equipment, and implement document security according to state regulations, fire prevention, and ensure the safety of infrastructure and archival materials and files of the unit and the Ministry.

5. Focus on building organizations and personnel in the field of archival and record-keeping within the unit, ensuring that each official, civil servant, and employee understands their functions and responsibilities, masters professional knowledge and skills, and voluntarily complies with the unit's and Ministry's operational rules and state laws. Create conditions for direct archival and record-keeping staff to study and improve their professional knowledge and skills, political theory, etc., to meet the requirements of administrative reform and the informatization of administrative management.

6. Increase the application of information technology in archival and record-keeping work, improve productivity and efficiency, effectively utilize information on the Ministry's information network, and apply software in document drafting and issuance, information and document processing, and archival material management and utilization.

7. Unit heads must directly address archival and record-keeping needs, ensure financial, human resource, and infrastructure support for archival and record-keeping work according to state regulations within the overall balance of the unit.

8. Regularly guide, urge, and conduct periodic and spot checks on archival and record-keeping work. Unit heads should proactively conduct self-inspections, while relevant functional units of the Ministry should coordinate with state authorities to inspect subordinate units, promptly assess the actual situation at the grassroots level, and propose measures to address existing weaknesses.

9. Timely reward individuals and units that perform well; handle and discipline individuals and units that violate state regulations on archival and record-keeping work and the Ministry's operational rules.

10. Units assigned specific functions and tasks must regularly carry out the following activities:

9. Timely reward individuals and units that perform well; handle and discipline individuals and units that violate state regulations on archiving work, record management, and the operational rules of the Ministry.

10. Units assigned according to their functions and responsibilities shall carry out the following regular tasks:

- The Office of the Ministry shall be well-versed in the State's regulations, advise the Minister on guiding and directing the implementation of record-keeping and archival work for units under the Ministry. Take the lead in coordinating with competent agencies within and outside the sector to regularly and unexpectedly inspect record-keeping and archival work at agencies and units. Coordinate in organizing training and vocational instruction classes on record-keeping and archival work for officials, civil servants, and employees of units under the Ministry. Take the lead and coordinate with functional units in drafting and inspecting the implementation of the operational rules of the Ministry, including the implementation of record-keeping and archival work according to the State's and the Ministry's regulations.

- The Cadre and Civil Servant Department shall draft and submit to the Minister plans for vocational training in record-keeping and archival work for units under the Ministry based on job titles for officials, civil servants, and employees engaged in record-keeping and archival work. Draft annual plans to organize training and vocational instruction classes on record-keeping and archival work that meet the requirements and tasks of administrative, public service, and business units. Coordinate with functional units in drafting and inspecting the implementation of the operational rules of the Ministry.

- The Agricultural Management and Rural Development Colleges I and II shall effectively implement assigned programs and plans regarding training, upgrading, and vocational instruction on record-keeping and archival work to meet the requirements and tasks of units under the Ministry.

- The Legal Affairs Department shall coordinate with functional units in drafting and inspecting the implementation of the operational rules of the Ministry.

- The Finance Department shall guide and resolve funding for record-keeping and archival work of the Ministry's agency and units under the Ministry.