Circular No. 2569/TC-HCSN regarding the allocation of funds for archives centers and storage facilities

DIRECTIVE

ON COMPLETING AND IMPROVING THE QUALITY OF DOCUMENTATION AND RECORDS MANAGEMENT WORK

Implementing current state regulations and Government Directives and Resolutions on documentation and records management work, over the past years, such work within the Ministry and its units has gradually become organized, actively serving administrative management and various tasks of the Ministry and grassroots units.

However, compared to requirements and tasks, there are still many weaknesses that need to be addressed. In this spirit, the Ministry requests subordinate units to implement the following tasks:

1. Strengthen organizational structure, allocate sufficient staff with good qualities and specialized knowledge in this field; allocate adequate workspace and equip necessary devices and means for documentation and records management work. Develop internal regulations for each unit's documentation and records management work.

2. Guide and organize the implementation of current state regulations and professional practices in documentation and records management work. Maintain various registers to manage incoming and outgoing documents; properly follow procedures for drafting, signing, stamping, and issuing documents, quickly and accurately transmitting documents; document formats must comply with general regulations. Stamps and stamp usage certificates must be carefully preserved, always kept clean, and used according to state regulations.

3. The Ministry Office needs to strengthen and enhance staff and material and technical conditions to build a robust Records Room, both organizing effective records management for the Ministry and the Trade sector, and assisting and guiding records management for units under the Ministry. Public institutions and enterprises should establish record departments with dedicated or part-time staff specializing in records management. Allocate storage spaces and cabinets for preserving files and documents. Regularly collect and submit documents to records management annually, organize classification and indexing for easy retrieval and utilization; absolutely refrain from destroying or appropriating documents. Document preservation and destruction must comply with state regulations. Each unit must focus on collecting materials to enrich and complete its records archive.

4. Gradually apply information technology effectively in documentation and records management work, prioritizing software for managing files and documents with uniformity across the sector and the state.

5. All civil servants involved in document work must maintain work files, which must be handed over to records management fully one year after completion. At the Ministry level, work file maintenance must comply with state regulations and Decision No. 1318/2000/QĐ-TM dated September 25, 2000, issued by the Minister of Trade.

6. Allocate funds for documentation and records management work. For administrative and public service units under the Ministry, annual budget estimates should be prepared according to Circular No. 2569/TC-HCSN dated June 27, 2000, issued by the Ministry of Finance. The Financial Accounting Department of the Ministry is responsible for compiling these into the annual budget plan.

7. Assign the Ministry Office to guide, monitor, urge, and inspect the implementation of this Directive at units within the sector. Annually prepare comprehensive reports evaluating documentation and records management work at the Ministry and subordinate units, and propose commendations for outstanding individuals and units.

Upon receipt of this Directive, heads of units under the Ministry must promptly disseminate it to all staff and take measures to implement it.