Circular No. 20/2025/TT-BQP on recordkeeping within the management scope of the Ministry of National Defense

CIRCULAR

Regulations on archiving within the scope of management of the Ministry of National Defense

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On the basis of The Law on Archives No. 33/2024/QH15 dated June 21, 2024;

Pursuant to the Law on Legislative Regulatory Documents No. 64/2025/QH15 dated February 19, 2025;

Pursuant to Decree No. 01/2022/NĐ-CP dated November 30, 2022 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of National Defense and Decree No. 03/2025/NĐ-CP dated February 28, 2025 of the Government amending and supplementing certain articles of Decree No. 01/2022/NĐ-CP;

At the proposal of the Director of the Office of the Ministry of National Defense;

The Minister of National Defense issues this Circular stipulating archiving within the scope of management of the Ministry of National Defense.

Chapter I

GENERAL PROVISIONS

Article 1. Scopeof regulation

This Circular stipulates archiving within the scope of management of the Ministry of National Defense; principles for submission, preservation, utilization, taking defense-related archival materials out of storage for domestic and foreign use, and destruction of defense-related archival materials.

Article 2.Applicability

This Circular applies to agencies, units, enterprises under the Ministry of National Defense; other organizations under the Ministry of National Defense established in accordance with the law (hereinafter referred to collectively as agencies and units) and individuals related to archiving within the Ministry of National Defense.

Article 3. Explanation of Terms

1. Archiving in the defense sector is an activity organizing, managing, and implementing archival operations on documents within the Ministry of National Defense to ensure national security, safety, and protection of state secrets, promote the value of documents, serve the tasks of building and defending the Socialist Republic of Vietnam, and ensure access to information in accordance with the law.

2. Document Archival Management System is an information system supporting the implementation of activities related to submission, classification, statistics, valuation, preservation, exploitation, utilization of digital archival materials, and creation and management of archival document databases.

Article 4.Archival Environment System of the National Defense

The archival system in the defense sector includes historical archives and current archives.

1. Historical archives are organized at the Ministry of National Defense's agency (Ministry of National Defense Archive Center); Government Cryptographic Agency, General Staff Department II, military regions, military branches, Border Guard Force, Hanoi Capital Military Command, and corps.

2. Current archives are organized at subordinate agencies and units of the Ministry of National Defense and agencies and units that meet the conditions for establishing archival fonds as prescribed.

Article 5. Conditions for Establishing Archival Fondsnot stored

1. Organizational and unit archival fonds: An organization or unit is eligible to establish an archival fond when it meets all of the following conditions:

a) There is a decision on establishment, merger, or adjustment of organizational structure by the competent authority.

b) It has functions, tasks, and an organizational structure for secretarial and archival work either separately or concurrently.

c) It has legal personality, a separate bank account, and its own seal.

2. Personal archival fonds: Documents of value formed during the operation of leadership bodies of the Ministry of National Defense; leadership and command bodies of subordinate agencies and units of the Ministry of National Defense; prominent scientists, writers, poets, journalists, and musicians in the military are eligible to establish personal archival fonds.

Article 6Protection of State Secrets in Archival Work

All archival activities within the Ministry of National Defense involving state secrets shall be carried out in accordance with the law and regulations of the Ministry of National Defense on protecting state secrets.

ChapterII

MANAGEMENT OF ARCHIVAL DOCUMENTS

Article 7. Principles for managing archival documents

The principles for managing archival documents shall be implemented in accordance with the provisions of Article 4 of the Law on Archives 2024, specifically as follows:

1. Under the direct leadership and guidance of the Party committees and command at all levels, and centralized and unified management in current archives and historical archives within the Ministry of National Defense.

2. Compliance with legal regulations on archives.

3. Ensuring the continuity, systematic nature, and integrity of archival documents; ensuring national security and confidentiality.

4. Ensuring the management and operational activities of leaders and commanders at all levels; efficient exploitation and utilization, quick and accurate retrieval, in compliance with regulations.

5. Maximizing the value of archival documents.

6. Ensuring access to information and archival documents under conditions stipulated by regulations.

Article 8Archive Repository Environment National Defense

1. The archive repository of the National Defense Sector includes all archival documents within the Ministry of National Defense, regardless of their formation period, storage location, recording technology, and carrier medium. The archive repository of the National Defense Sector comprises the archive repository of the Party within the Military and the archive repository of the Ministry of National Defense's agencies, units, and individuals.

2. The archive repository of the Party within the Military includes all archival documents formed during the operation of Party organs, organizations, mass organizations, and prominent historical figures of the Party within the Military.

3. The archive repository of the Ministry of National Defense's agencies and units

a) The archive repository of the Ministry of National Defense's agencies consists of archival documents formed during the operation of subordinate agencies of the Ministry of National Defense throughout various periods.

b) The archive repository of the Ministry of National Defense's agencies and units consists of archival documents formed during the operation of agencies and units that meet the criteria for establishing an archive repository, as well as related documents from other agencies and units sent to them, which pertain directly to the functions and tasks of the agency or unit forming the repository throughout various periods.

4. Personal archive repository within the Ministry of National Defense

a) Files and documents reflecting personal background, career, and activities.

b) Handwritten copies, printed documents with handwriting, scientific research works, creative works, correspondence, articles about the individual.

c) Films, photographs, tapes, audio discs, electronic documents.

d) Publications and documents collected by the individual.

đ) The archive repository where personal documents are registered has the responsibility to determine the value of documents belonging to the personal archive repository.

e) Rights and obligations of individuals with documents: Registration, donation, deposit, sale, exploitation, and use shall be carried out in accordance with legal regulations.

Article 9. Authority for Managing Archival Documents

1. The Central Military Commission's Archive Center manages files and archival documents, archival reserve documents, particularly valuable archival documents, and archival databases of the Central Military Commission, the Ministry of National Defense's agencies; current archives of Party organs and agencies and units directly subordinate to the Ministry of National Defense; personal archives of the Minister of National Defense, except for the agencies and units specified in Clause 2 and Clause 3 of this Article. 2. Historical archives of the Government Communication Service Board, General Staff II, military regions, military branches, Border Guard Force, Command of the Capital City of Hanoi, and corps manage files and archival documents, archival reserve documents, particularly valuable archival documents, and archival databases of party committees, leadership boards, and commanding general staffs; agencies and units under their jurisdiction; exemplary personal archives of agencies and units, except for the Party organs specified in Clause 4 of this Article.

3. Enterprises directly under the Ministry of National Defense and other organizations managed by the Ministry of National Defense established in accordance with legal regulations manage files and archival documents of agencies and units under their jurisdiction.

4. Current archives

of agencies and units directly managing archival documents and archival databases not yet due for submission to higher-level archives must carry out activities to determine the value, collect, preserve, statistics, digitize, establish archival databases, organize the use of archival documents, and maximize the value of archival documents; submit files, archival documents, and archival databases to higher-level archives in accordance with regulations. 5. When higher authorities request the collection of valuable archival documents to serve political, military, diplomatic, and other tasks, the archives of the agencies and units specified in Clause 2 and Clause 3 of this Article must transfer and submit according to the regulations of the Ministry of National Defense.

BUSINESS ARCHIVAL MANAGEMENT

Chapter III

GENERAL BUSINESS ON ARCHIVAL MANAGEMENT

Section 1

GENERAL ADMINISTRATIVE MATTERS REGARDING STORAGE

Article 10. Collection of archival materials

1. Collection of paper archival materials

a) Agencies and units shall plan to collect files and documents from agencies and units within their submission sources for storage in the archive warehouse.

b) Guide agencies and units within their submission sources to prepare documents for submission to the archive and create file indexes in accordance with regulations.

c) Coordinate with relevant agencies, units, and individuals to determine types of files and documents needed for submission to the archive warehouse.

d) Prepare the archive warehouse and preservation equipment to receive files and documents.

2. Collection of digital archival materials shall be carried out in accordance with the provisions of Section 2 of this Chapter.

Article 11. Retention period for files and documents

1. Retention period for files and documents in current archives

a) Current archives at division, regiment level and equivalent or lower: five years, calculated from the year the files and documents were submitted to the archives.

b) Current archives at department level under the General Staff Department, Political Bureau, various general departments; provincial military command, provincial border guard command directly under the central government (hereinafter referred to collectively as local military agencies); division level and equivalent: ten years, calculated from the year the files and documents were submitted to the archives.

c) Current archives at agencies and units under the Ministry of National Defense: fifteen years, calculated from the year the files and documents were submitted to the archives.

d) The head of agencies and units under the Ministry of National Defense shall stipulate the retention period for files and documents in the current archives of the agencies and units under their management.

e) Files and documents marked with confidentiality levels submitted to historical archives shall have the same retention period as non-confidential files and documents and shall be managed in accordance with laws on state secrets protection.

2. In cases where agencies and units need to retain files and documents that have reached the submission deadline specified in Clause 1 of this Article for work purposes, they must obtain the consent of the head of the agency or unit directly managing the archive warehouse and compile a list of retained files and documents to send to the archive. The retention time for files and documents of agencies and units shall not exceed two years, starting from the date the submission deadline is reached.

Article 12. Authority to destroy archival materials

1. Authority to decide on the destruction of archival materials without value and duplicate archival materials in current archives is defined as follows:

a) The head of agencies and units directly submitting archival materials to the historical archives of the Ministry of National Defense shall decide to destroy archival materials without value and duplicate archival materials of their own agencies and units after obtaining written comments from the Office of the Ministry of National Defense.

b) The head of agencies and units directly under the agencies and units mentioned in point a of this clause or the person authorized shall decide to destroy archival materials without value and duplicate archival materials after obtaining comments from the advisory body assisting the head of the agency or unit under the Ministry of National Defense managing archival materials within their jurisdiction.

c) The head of agencies and units directly submitting archival materials to the historical archives of the remaining agencies and units shall decide to destroy archival materials without value of their own agencies and units after obtaining comments from the advisory body assisting the head of the agency or unit managing the historical archives.

2. Authority to decide on the destruction of archival materials without value in historical archives is defined as follows:

a) The Minister of National Defense shall decide to destroy archival materials without value in the historical archives of the Ministry of National Defense.

b) The head of agencies and units shall decide to destroy archival materials without value in historical archives within their jurisdiction.

3. Authority to decide on the destruction of digital archival materials without value shall be carried out like paper archival materials, ensuring that they cannot be restored when destroyed.

Article 13. Authority to permit the use of archival materials

1. The head of the unit decides on the use of archival materials being preserved in the archive under their management or may authorize the head of the directly managing archive to decide on the use of such materials.

2. For conditional access archival materials

a) The Minister of National Defense approves conditional access archival materials belonging to the archives of the Ministry of National Defense (preserved at the Ministry of National Defense Archive Center) and units within the Ministry of National Defense.

b) The head of the unit with historical archives that manage conditional access archival materials reports to the Minister of National Defense for approval.

Article 14. Authority to permit the removal of archival materials from the archive

1. Archival materials permitted to be removed from the archive for domestic use

a) The Minister of National Defense decides to permit the removal of archival materials being preserved at the Ministry of National Defense Archive Center (including archival materials being preserved at the current archives of units not yet submitted to the Ministry of National Defense Archive Center) for domestic use.

b) The head of the unit with historical archives decides on the removal of archival materials being preserved in the archives under their management (including archival materials being preserved at the current archives of units not yet submitted to the historical archives) for domestic use.

2. Archival materials permitted to be removed from the archive for foreign use

a) The Minister of National Defense decides to permit the removal of archival materials of units within the Ministry of National Defense for foreign service.

b) Units subordinate to the Ministry of National Defense must obtain permission from the Minister of National Defense and have a security assessment by the Military Security Protection Bureau when staff members remove archival materials for foreign service.

3. When removing archival materials from the archive for domestic or foreign use, a request for permission from the competent authority must be provided, specifying name, rank, position, working unit, list of files and materials, purpose of use, time and place of use, measures to protect archival materials. Upon permission to remove archival materials from the archive, registration with the direct manager of the archive must be made and the materials returned intact upon completion of work.

4. The person removing archival materials from the archive is responsible for managing them, not transferring them to others; during the use of archival materials, absolute safety must be ensured. If archival materials are found to be exposed, lost, or damaged during the work period, the person must immediately report to the head of the directly managing unit, the leader of the mission for appropriate handling and remediation.

5. The removal of archival materials containing state secrets from the archive shall be carried out in accordance with the laws and regulations of the Ministry of National Defense regarding the protection of state secrets.

Section 2

OPERATIONS FOR THE MANAGEMENT OF DIGITAL ARCHIVAL MATERIALS

Article 15. Submission of digital archival files and materials

1. Submission of digital archival files and materials to current archives

The head of the unit establishes procedures for submitting digital archival files and materials to current archives ensuring compliance with the law and compatibility between the Common Document Management and Operation System and the Digital Archival Material Management System within the Ministry of National Defense.

2. Submission of digital archival files and materials to historical archives

a) Direct submission

Direct submission is implemented in cases where the historical archives and the submitting units use different systems without a solution to connect and ensure information security during data transfer between the two systems.

The submitting unit packages the archival files and materials according to regulations and submits them to the historical archives.

b) Online submission

Implemented in cases where the historical archives and the submitting units use the same system or different systems but have solutions to connect and ensure information security during data transfer between the two systems.

The submitting unit packages the archival files and materials according to regulations and submits them to the Digital Archival Material Management System of the Ministry of National Defense through the military data transmission network and assigned account or via API connection between the unit's system and the Digital Archival Material Management System of the Ministry of National Defense.

Article 16. Registration for submission of archival records and documents to historical archives on the Digital Document Management System 1. Agencies and units submitting archival records and documents to historical archives must be granted access accounts to the Digital Document Management System before registration for submission.

2. Agencies and units submitting archival records and documents to historical archives shall register their submissions on the Digital Document Management System using the provided account, at the latest twelve months prior to the deadline for submission.

3. The application for submission includes:

a) A request for submission of archival records and documents.

b) An index of archival records and documents, clearly identifying conditional-access records and documents (if applicable).

Article 17. Confirmation of Submission of Archival Records and Documents

1. Historical archives, upon receiving the submission application from agencies and units, shall perform the following actions: 1. Agencies and units submitting archival records and documents to historical archives must be granted access accounts to the Digital Document Management System before registration for submission.

a) Review the index of submitted archival records and documents on the Digital Document Management System.

b) Provide written comments on the index of submitted archival records and documents.

c) Confirm acceptance or rejection of the submission of archival records and documents on the Digital Document Management System.

Historical archives shall coordinate with agencies and units regarding the index of submitted archival records and documents, submission requirements, means, methods, timeframes, and data structure of submitted archival records and documents.

2. Acceptance of file and document submission

3. Refusal to Accept Archival Records and Documents

Historical archives will refuse to accept archival records and documents in the following cases:

a) Incorrect components of submitted digital archival records and documents.

b) Incomplete or unclear information.

c) Total size of the submitted records exceeding system processing capacity; historical archives have plans to handle and notify agencies and units of the schedule for accepting digital archival records and documents when refusing to accept them.

Article 18. Submission of Archival Records and Documents to the Digital Document Management System 1. Agencies and units prepare for submission including: Index of submitted archival records and documents (from the registration stage); history of unit formation (updated according to the submission phase for agencies and units submitting for the second time or more); history of record groups and blocks; classification plan (updated according to the submission phase); guidelines for determining document value.

2. Direct Submission a) Historical archives and agencies and units agree on the location for direct submission of archival records and documents.

b) When submitting directly, agencies and units transfer storage devices containing data packages and submitted records to the designated location, coordinating with historical archives to check the storage devices and ensure information security and network security before transferring to the Digital Document Management System.

c) Historical archives and submitting agencies and units jointly conduct checks and reviews of data packages against records and create a receipt for submission.

3. Online Submission

a) Agencies and units submit through the Document Management and Operation System or transfer from the Document Management and Operation System to the Digital Document Management System based on system functions and confirmation from current or historical archives.

b) The system automatically checks and synchronizes data between the submitting agency/unit and current or historical archives.

Article 19. Reception and Processing of Archival Records and Documents Submitted to the Digital Document Management System

1. Historical archives receive submitted digital archival records and documents and confirm the information on the Digital Document Management System.

2. The Digital Document Management System automatically updates the reception status of submitted archival records and documents to the accounts of submitting agencies and units and related accounts (if any).

3. Business Processing at Historical Archives a) Duplicate Record Check The Digital Document Management System scans record information to check for duplicates and does not accept duplicate records within the same submission. Document Archival Management System

If received records duplicate existing ones in the Digital Document Management System, the system displays detailed indexes of texts and documents in both sets, and staff will decide whether to accept or reject each case.

b) Data Package Integrity Check

Detailed metadata of records and documents; detailed content of attached files in texts and documents; results for each text and document: Pass, Fail (with specific reasons).

c) Inspection, Review, and Reporting on Submitted Records and Documents

Staff inspect and review each document in the submitted set, then compile and report business processing results including: Total number of proposed records and documents for acceptance; total number of accepted records and documents; total number of non-accepted records and documents (with specific reasons); recommendations for the submitting agency (if applicable); recommendations for the approver; report to the authorized approver.

In cases where received files and documents overlap with those already present in the Digital Document Storage Management System, the system displays detailed catalog information for texts and documents within both sets of files. Staff members will decide whether to accept or reject the files and documents on a case-by-case basis.

b) Check data package information and the integrity of file attachments, detailed metadata of files and documents; detailed content of attached file attachments of texts and documents; results for each text and document: Achieved, not achieved (specify reasons).

c) Inspect, review, and report on the processing of submitted files and documents: Administrative staff inspect and review each document within the submitted files, then compile the results and submit an administrative report including the following contents: Total number of proposed submitted files and documents; total number of files and documents achieving results; total number of files and documents not achieving results (specify reasons); proposals for the receiving agency (if applicable); proposals for the approver; report to the authorized approver.

Article 20. Preservation and Use of Digital Archive Materials

1. Principles for preservation and use of digital archive materials Preservation and use of digital archive materials

a) Principles for preservation of digital archive materials

Digital archive materials must be authenticated, secured, and ensure information security on storage media, and be converted according to appropriate technology.

Digital archive materials must be regularly inspected weekly, monthly, backed up to ensure safety, integrity, accessibility of digital archive materials, and technical measures must be used to facilitate classification and storage without altering the content of the materials.

Storage media for digital archive materials must be preserved in suitable storage environments.

Ensure access, management, search, and updating of the database of digital archive materials.

b) Principles for use of digital archive materials number

Digital archive materials can be used through the following forms: Reading, issuing copies, providing information from digital archive materials and the digital archive material database.

Digital archive materials can be used through the Text Management and Operation System or the Digital Archive Material Management System of agencies and units at current and historical archives.

Digital archive materials can create copies provided to users in digital format or paper format.

2. Requirements for preservation and use of digital archive materials

a) Requirements for preservation of digital archive materials

Digital archive materials must meet standards and data structure of archive files and digital archive materials; be backed up at least two copies, each copy on independent storage media, backup must ensure completeness, accuracy, timeliness, and security.

Digital archive materials are checked, backed up, and restored simultaneously with the archive material database.

Procedures, processes, methods for checking, backing up, and restoring digital archive materials are carried out in accordance with the provisions of laws on checking, backing up, and restoring the archive material database as stipulated in the Government's Decree detailing the Law on Archives.

b) Requirements for use of digital archive materials

Digital archive materials are used to meet the operational needs of agencies and units and individual information needs as prescribed by laws on archives and access to information.

The procedures and formalities for requesting the use of digital archive materials are regulated similarly to paper materials and are exploited and used through the functions of the Digital Archive Material Management System.

Issuing copies and providing information from digital archive materials are similar to those for paper archive materials and are implemented through the functions of the Digital Archive Material Management System.

Article 21. Disposal of Digital Archive Materials with No Value

1. List of digital archive materials with no value

a) The list of materials with no value includes duplicate files and documents and expired storage period files and documents in the Digital Archive Material Management System.

b) In case of discovering duplicate files and documents, the system automatically adds these files and documents to the list of materials with no value and changes their status to "Under review for disposal" and displays a notification for responsible persons to handle.

c) Annually, the system automatically notifies files and documents that have exceeded their storage period and adds them to the list of materials with no value, changes their status to "Under review for disposal" in the system and displays a notification for responsible persons to handle.

d) List of materials with no value

The list of materials with no value is extracted from the system annually to process disposal.

Information on the list of materials with no value for files includes: Serial number, file code, file title, storage period, total number of documents in the file, total number of pages, reason for disposal, note.

Information on the list of materials with no value for documents includes: Serial number, document code, type name and summary content, storage period, total number of pages, reason for disposal, note.

e) In case files and documents in the list of materials with no value extracted from the system contain paper documents or documents on other storage media, agencies and units must note this in the list.

2. Disposal of materials with no value in the Digital Archive Material Management System

a) Agencies and units conduct a review of the list of materials with no value in the Digital Archive Material Management System.

b) Based on the decision to dispose of materials with no value, agencies and units perform the operation to dispose of expired digital archive materials in the Digital Archive Material Management System.

c) The Digital Archive Material Management System records the entire disposal process of materials with no value.

Chapter IV

MANAGEMENT OF STORAGE IN THE MINISTRY OF NATIONAL DEFENSE

Article 22. Responsibilities for management of storage 1. Office of the Ministry of National Defense

a) Is the agency assisting the Minister of National Defense in uniformly managing state administration of storage within the Ministry of National Defense; takes the lead and coordinates with subordinate agencies and units under the Ministry of National Defense to organize and implement storage management within its jurisdiction.

b) Advises and proposes solutions for applying information technology and digital transformation in archival work and digitizing documents; proposes solutions and builds, updates the database of archival documents.

c) Advises and proposes the construction of specialized storage facilities, backup storage facilities, digital storage facilities, and is responsible for managing archival documents and the database of archival documents.

d) Issues a list of agencies and units under the source submitting files and archival documents to the Central Archive of the Ministry of National Defense.

2. Command 86, Cryptographic Bureau/General Staff Headquarters cooperate with the Office of the Ministry of National Defense to advise the Minister of National Defense on building technical infrastructure, applying information technology and digital transformation in archival work and digitizing archival documents, building the database of archival documents; constructing, managing, and operating the electronic storage system of the Ministry of National Defense in accordance with laws on archives and national secret protection.

3. Department of Finance of the Ministry of National Defense advises the Minister of National Defense to compile budget requirements and allocate state budget funds appropriately to ensure archival activities throughout the military in accordance with established regulations, quotas, and national and Ministry of National Defense regulations.

4. Heads of agencies and units at all levels in the Ministry of National Defense

a) Organize the development and issuance of guiding documents to implement archival systems and regulations as prescribed by the State and the Ministry of National Defense.

a) Organize the development and issuance of directive documents guiding the implementation of storage regimes and regulations as prescribed by the State and the Ministry of National Defense.

b) Issue a list of agencies and units under the submission of files and documents for archival storage within the scope of management.

c) Organize propaganda and dissemination to enhance awareness about the protection and promotion of the value of archival documents.

d) Inspect the implementation of regulations on archival storage for units within the scope of management; urge the submission of files and documents for historical archival storage; resolve complaints and accusations and handle violations of archival laws according to authority.

5. Responsibilities of those assigned to manage archival storage at all levels

a) Guide methods for creating and collecting files and documents into archival storage.

b) Select and compile statistics on files and documents transferred into archival storage.

c) Organize the collection and submission of files and documents from agencies and units belonging to the archival repository.

d) Organize the arrangement, compilation, and preservation of archival documents.

đ) Determine the value, compile statistics, and inspect archival documents.

e) Serve requests for exploitation and utilization of archival documents by agencies, units, and individuals.

g) Coordinate with the information technology department to advise and propose to the head of the agency or unit regarding the application of information technology in managing electronic archival documents and implement technical measures to maintain the operation of the management system within the agency or unit.

6. Those directly overseeing and resolving tasks, in addition to creating paper files as prescribed, must be responsible for implementing regulations on the creation, management, and creation of electronic files during the oversight and resolution of tasks and submitting electronic files and documents to archival storage as required by law.

Article 23. Training, instruction, and professional development

1. The General Staff Office of the Ministry of National Defense shall take the lead and coordinate with educational institutions to organize specialized training for archivists throughout the military; coordinate to organize training and professional development for agencies and units.

2. Agencies and units subordinate to the Ministry of National Defense shall coordinate with the General Staff Office of the Ministry of National Defense to organize training, professional development, and instruction for archivists and related personnel within their managed agencies and units. 

Article 24. Professional Inspection of Archival Work

1. Inspection System

a) Regular inspection: The superior professional agency organizes inspections and guidance on the implementation of archival work systems and regulations by subordinate agencies annually or every six months. Regular inspections must have a plan and guide the contents to be inspected.

b) Unscheduled inspection: The superior professional agency organizes inspections of subordinate agencies within its management scope when there are signs of violation of archival work systems and regulations or upon request of the competent authority.

2. The General Staff Office of the Ministry of National Defense shall take the lead and coordinate with relevant agencies to organize inspections and guidance on the implementation of professional archival work systems and regulations by agencies and units within the Ministry of National Defense.

3. Heads of agencies and units subordinate to the Ministry of National Defense (or delegate to the head of the direct management agency) shall organize inspections and guidance on the implementation of professional archival work systems and regulations by subordinate agencies and units.

- Prime Minister;25. Statistics and Reporting on Archival Storage

1. Archival Statistics

a) Archival repository materials of agencies and units must be compiled in record books, databases, and management files.

b) Agencies and units with archival materials must regularly implement statistical and reporting systems on archival storage as prescribed by law. Statistical data and reports are calculated from December 15 of the previous year to December 14 of the year the report is prepared.

2. Archival Reports

a) Annually, the General Staff Office of the Ministry of National Defense (National Defense Archives Center) compiles a list of permanent archival documents stored at the National Defense Archives Center, excluding state secrets, and reports to the Ministry of Home Affairs as prescribed.

b) Before December 31 each year, subordinate agencies and units of the Ministry of National Defense report on archival work to the Ministry of National Defense (through the General Staff Office of the Ministry of National Defense for consolidation).

c) Local military agencies, divisions, and equivalent units consolidate data from their agencies and subordinate units and report to higher-level archival agencies.

Article 26. Archival Work Expenses

The heads of agencies and units shall allocate funds based on the standard equipment quotas set by the Ministry of National Defense, the archival quotas prescribed by the State, the actual annual defense budget, and other sources to ensure funding for their agency's or unit's archival work operations.

Chapter V

IMPLEMENTING PROVISIONS

Article 27. Effective Date

1. This Circular takes effect from July 1, 2025; it replaces Circular No. 30/2021/TT-BQP dated March 15, 2021, issued by the Minister of National Defense regarding the Regulations on Archival Work within the Ministry of National Defense, and abolishes any inconsistent documents.

2. In cases where referenced documents in this Circular are amended, supplemented, or replaced, the new documents shall be applied.

Article 28. Responsibility for Implementation

1. The Director of the General Office of the Ministry of National Defense, the heads of agencies and units, and related individuals are responsible for implementing this Circular.

2. The General Office of the Ministry of National Defense oversees, urges, and implements this Circular; based on state regulations and guidelines, it issues specific procedural and administrative documents for archival work to be uniformly implemented throughout the military; annually, it compiles the situation of archival work in agencies and units throughout the military and reports to the head of the Ministry of National Defense.