Circular No. 27/2014/TT-BTTTT provides detailed regulations on national storage for Vietnamese postal stamps, sample design files of Vietnamese postal stamps, and postal stamps from previous periods.

CIRCULAR

Detailed regulations on national archives for Vietnamese postage stamps, design sample files of Vietnamese postage stamps, and postage stamps from previous periods.

Pursuant to the Law on Postal Services dated June 17, 2010;

Pursuant to the Law on Archives dated November 11, 2011;

Pursuant to Decree No. 47/2011/NĐ-CP dated June 17, 2011 of the Government detailing the implementation of certain provisions of the Post Law;

Pursuant to Decree No. 132/2013/NĐ-CP dated October 16, 2013 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Information and Communications;

At the proposal of the Director of the Post Department,

The Minister of Information and Communications issues this Circular detailing national archives for Vietnamese postage stamps, design sample files of Vietnamese postage stamps, and postage stamps from previous periods.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

1. This Circular details national archives for Vietnamese postage stamps, design sample files of Vietnamese postage stamps, and postage stamps from previous periods.

2. This Circular applies to organizations and individuals implementing or participating in the implementation of national archives for Vietnamese postage stamps, design sample files of Vietnamese postage stamps, and postage stamps from previous periods.

Article 2. Interpretation of Terms

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

1. Vietnamese postage stamps from before 2015 include postage stamps of the former Saigon administration; Indochina postage stamps overprinted; postage stamps of the Vietnam National Liberation Front and the Provisional Revolutionary Government of the Republic of South Vietnam; Vietnamese postage stamps (including those issued by the Democratic Republic of Vietnam and the Socialist Republic of Vietnam from September 2, 1946 to December 31, 2014).

2. Vietnamese postage stamps from 2015 onwards are postage stamps issued from January 1, 2015 onwards.

3. Live postage stamp/block of postage stamps refers to a postage stamp/block of postage stamps that has not been stamped with a date or other marks indicating cancellation.

4. Perforated postage stamp refers to a postage stamp with perforations around its edges.

5. Block of perforated postage stamps (hereinafter referred to as block of postage stamps) refers to a block of postage stamps where one or more designs within the block have perforations along their edges.

6. Event-based Surveillance Monitoring Guide is a carrier of information formed during the process of designing, printing, and issuing postage stamps and publications containing postage stamps.

Archival materials include original and true copies; in cases where the original or true copy is unavailable, they may be replaced by a legally certified copy.

7. Archival file for postage stamps for a set of postage stamps includes:

a) Postage stamps and publications bearing postage stamps (hereinafter collectively referred to as postage stamps);

b) Design sample files and related documents.

8. Test-printed postage stamp/block of postage stamps refers to a postage stamp/block of postage stamps that has been printed as a finished product, matching the complete design of the postage stamp/block of postage stamps, signed off by a responsible artist or authorized person.

9. Shuffling of archival postage stamp stock refers to the process of shuffling, flipping, and repositioning archival files for postage stamps and storage boxes in the archival postage stamp stock.

10. National Postal Archive at the Ministry of Information and Communications is the place where archival files for Vietnamese postage stamps and postage stamps from before 2015 are collected and stored.

Article 3. Contents of work on national postal archives

The contents of work on national postal archives at the Ministry of Information and Communications include:

1. For postage stamps from before 2015, including receiving, counting, checking the quantity of postage stamps, design sample files, and related documents, packaging, storing, preserving, and transferring to the National Archives in accordance with the laws on archives.

2. For postage stamps from 2015 onwards, including collecting, organizing, completing files, storing, preserving, and transferring to the National Archives in accordance with the laws on archives.

Article 4. National Postal Stamp Archive

The National Postal Stamp Archive includes the following stamp warehouses:

1. The postal stamp warehouse of the former Saigon administration;

2. The Indochina overprint postal stamp warehouse;

3. The postal stamp warehouse of the National Liberation Front of South Vietnam and the Provisional Revolutionary Government of the Republic of South Vietnam;

4. The postal stamp warehouse of Vietnam, including stamps of the Democratic Republic of Vietnam and the Socialist Republic of Vietnam.

Article 5. Quality Standards for Postal Stamps to be Included in the National Archive

1. Postal stamps of Vietnam from 2015 onwards to be included in the national archive must meet the standards set out in the National Technical Regulation on Vietnamese Postal Stamps number: QCVN 69:2013/BTTTT issued together with Circular No. 16/2013/TT-BTTTT dated July 10, 2013 of the Ministry of Information and Communications.

2. For postal stamps prior to 2015, the best sets and models will be selected based on the provisions of the National Technical Regulation on Vietnamese Postal Stamps mentioned in Clause 1 of this Article.

Article 6. Time Limit for Submission to the National Postal Stamp Archive

1. The time limit for submitting archival records of postal stamps of stamp sets from 2015 onwards shall not exceed ninety days from the date of issuance of the stamp set.

2. Vietnam Post Corporation is responsible for submitting archival records of postal stamps according to the provisions of Article 9 of this Circular (excluding the documents specified at points d, e, g, h, and i of Clause 2 of Article 9) to the National Postal Stamp Archive at the Ministry of Information and Communications, with a Record of Handover of Archival Records of Postal Stamps (Annex 1).

Article 7. Storage Period for Postal Stamps

The storage period for various types of postal stamps, sample design files, and related documents is permanent.

Chapter II

QUANTITY OF POSTAL STAMPS, SAMPLE DESIGN FILES, AND RELATED DOCUMENTS FOR NATIONAL STORAGE

Article 8. Quantity of Postal Stamps, Sample Design Files, and Related Documents for Postal Stamps Prior to 2015

The quantity of postal stamps, sample design files, and related documents of the stamp warehouses mentioned in Article 4 of this circular are stored as follows:

1. Warehouses mentioned in Clauses 1, 2, and 3:

a) Live postal stamps with teeth: 01 sheet/model

b) In cases where there are no live postal stamps and the actual quantity is less than that of one sheet of stamps, they will be stored according to the actual quantity.

2. Warehouse mentioned in Clause 4: Postal stamps, stamp blocks, sample design files, and related documents are stored according to the current actual quantity.

Article 9. Quantity of Postal Stamps, Sample Design Files, and Related Documents for Postal Stamps from 2015 Onwards

The quantity of various types of postal stamps, sample design files, and related documents for postal stamps of Vietnam from 2015 onwards is specifically defined as follows:

1. Postal stamps and printed matter with postal stamps:

a) Live postal stamps with teeth: 01 sheet/model.

Live postal stamps with teeth specimen: 01 sheet/model.

b) Live blocks with teeth (if available): 05 pieces.

Live blocks with teeth specimen (if available): 05 pieces.

c) Printed matter with postal stamps (envelopes with stamps, postal stationery, postcards with stamps if available): 05 pieces/model.

2. Sample design files and related documents:

a) Sample designs of postal stamps selected by the National Advisory Council on Postal Stamps: samples of the stamp set

b) Official sample designs of postal stamps: samples of the stamp set

c) Trial-printed postal stamps and stamp blocks: 01 sheet/model, block.

d) Official confirmation documents of relevant specialized authorities regarding the contents displayed on the sample designs of postal stamps: 01 original copy

đ) Annual stamp issuance program (stored in the first issued stamp set of the year): 01 original copy

Supplemental issuance decision (if any): 01 original copy.

e) Printing decision for the stamp set: 01 original copy.

g) Announcement of stamp set issuance: 01 original copy.

h) Decision to suspend or cease issuance of the stamp set (if any): 01 original copy.

i) Special issuance cover of the stamp set (if any): implemented according to Circular No. 25/2011/TT-BTTTT dated September 26, 2011 of the Ministry of Information and Communications detailing and guiding special issuance activities of Vietnamese postal stamps.

Chapter III

RECEIVING, COUNTING, CHECKING, PACKAGING, AND ESTABLISHING ARCHIVAL RECORDS FOR POSTAL STAMPS

Article 10. Receiving, Counting, and Inspecting Archival Documents

1. Postage stamps, design sample files, and related documents received from Vietnam Post Corporation shall be processed through the following stages:

a) Quality inspection in accordance with Article 5 of this Circular;

b) Quantity counting in accordance with Article 8 (for postage stamps issued before 2015) and Article 9 (for Vietnamese postage stamps issued from 2015 onwards) of this Circular;

c) Supplementing documents specified in points d, e, g, h, and i, Clause 2, Article 9 (for Vietnamese postage stamps issued from 2015 onwards) of this Circular;

d) Arranging according to the order prescribed in Clauses 1 and 2, Article 9 of this Circular.

2. Postage stamps, design sample files, and related documents shall be placed in stamp file covers (Annex 2).

Article 11. Packaging

1. Postage stamps shall be packaged as follows:

a) Each sheet of stamps in a stamp booklet shall be lined on top and bottom with non-stick paper;

b) White duplex paper with a weight of 220g/m2, matching the size of each sheet of stamps, shall be used to line on top and bottom of each sheet of stamps;

c) Each sheet of stamps shall be secured with white tape (width 3-5cm) in a cross shape outside to prevent displacement during storage.

2. All postage stamps, design sample files, and related documents shall be placed in separate envelopes for each type, with dimensions of 225 x 325 mm.

Article 12. Establishing Stamp Archival Files

1. One stamp archival file shall be established for each set of Vietnamese postage stamps issued from 2015 onwards.

2. The stamp archival files to be stored shall be established in accordance with the procedures and contents stipulated in the Guidelines for Establishing Stamp Archival Files (Annex 3).

Chapter IV

NATIONAL STAMP ARCHIVAL STORAGE

Article 13. Storage Box for National Stamp Archival Files

1. Stamp archival files of stamp sets issued within one year under the annual stamp issuance program shall be placed in one Storage Box for Archival Documents.

2. The Storage Box for Archival Documents shall comply with the Vietnamese Standard TCVN 9252:2012 promulgated together with Decision No. 1687/QĐ-BKHCN dated July 23, 2012 of the Ministry of Science and Technology.

Article 14. Shelving for National Stamp Archival Storage

1. The storage boxes shall be arranged on shelving for archival document storage in accordance with the Vietnamese Standard TCVN 9253:2012 promulgated together with Decision No. 1687/QĐ-BKHCN dated July 23, 2012 of the Ministry of Science and Technology or in separate cabinets with structures suitable for long-term storage.

2. The storage boxes shall be arranged according to the national stamp archival storage warehouses specified in Article 4 of this Circular and in chronological order of issuance, from top to bottom, from left to right.

Article 15. Physical Facilities for the National Stamp Archival Warehouse at the Ministry of Information and Communications

1. The national stamp archival warehouse shall be allocated a dedicated room with reasonable area and high floor load capacity.

2. The stamp archival storage room must be well-ventilated, equipped with air conditioning (temperature 20 ± 2°C, humidity 50 ± 5%), dehumidifiers, and other conditions to prevent mold, mildew, and insects to ensure that the stored stamps remain in optimal condition.

Article 16. System for Rotating Stamps in the National Postal Stamp Storage Warehouse

The National Postal Stamp Storage Warehouse under the Ministry of Information and Communications must rotate stamps within the warehouse annually according to procedures prescribed by the Ministry of Information and Communications to ensure the long-term quality of postal stamps stored.

Article 17. Sanitation, Safety, and Fire Prevention and Explosion Control Measures

1. The national postal stamp storage warehouse must be regularly cleaned and inspected for mold, mildew, termites, and other pests to take appropriate measures.

2. Strictly comply with regulations on electricity usage, safety, and fire prevention and explosion control.

3. Check locks on cabinets and doors, seals to ensure comprehensive safety after each access and conduct regular inspections.

Chapter V

OTHER PROVISIONS

Article 18. Responsibilities for Storing and Preserving National Postal Stamps

1. The Ministry of Information and Communications is responsible for storing and preserving national postal stamps intended for national archives and sample design files of Vietnamese postal stamps for a period of ten years from the date of issuance of the stamp set until it is submitted to the National Archives for storage.

2. After the term specified in Clause 1 of this Article, the Ministry of Information and Communications shall transfer national postal stamps and sample design files of Vietnamese postal stamps to the National Archives for storage in accordance with the provisions of the law.

Article 19. Personnel Engaged in National Postal Stamp Archiving Work

Personnel engaged in national postal stamp archiving work must be trained and provided with professional archival knowledge and other necessary knowledge suitable for national postal stamp archiving work.

Article 20. Record Keeping Systems, Statistical Work, and Periodic Reporting

1. Activities related to managing the national postal stamp storage warehouse are carried out through record keeping systems and electronic storage.

2. The national postal stamp storage warehouse of the Ministry of Information and Communications must implement a periodic annual statistical system; statistical data is calculated from January 1 to December 31 of the year.

Article 21. Funding for National Postal Stamp Archiving Work at the Ministry of Information and Communications

Funding for national postal stamp archiving work is allocated from the annual operating budget of the Ministry of Information and Communications and is used for the following purposes:

a) Repairing and renovating the national postal stamp storage warehouse;

b) Purchasing equipment and means for preserving and facilitating the use of national postal stamps;

c) Implementing technical preservation measures, statistics, and stamp rotation in the national postal stamp storage warehouse;

d) Researching, applying science and technology, and modernizing archiving work.

Chapter VI

IMPLEMENTING PROVISIONS

Article 22. Implementation Provisions

1. This Circular takes effect from February 16, 2015.

2. The Director of the Office, Heads of the Post Department, Heads of the Planning and Finance Department, General Director of Vietnam Post Corporation, Heads of relevant agencies and units are responsible for implementing this Circular.

3. During implementation, if there are arising issues or difficulties, organizations and individuals are requested to report to the Ministry of Information and Communications for consideration and resolution./.

 

ANNEX 1. SAMPLE RECORD OF HANDOVER OF POSTAL STAMP ARCHIVAL FILES
(Annexed to Circular No. 27/2014/TT-BTTTT dated December 30, 2014 issued by the Minister of Information and Communications)

RECORD OF HANDOVER OF POSTAL STAMP ARCHIVAL FILES

- Based on the provisions of Circular No.    /2014/TT-BTTTT dated     month    year 2014 issued by the Minister of Information and Communications detailing national archiving for Vietnamese postal stamps; sample design files of Vietnamese postal stamps and postal stamps from previous stages.

Handover Party (Vietnam Post Corporation):

- Representative: Mr./Ms. …

- Position:

Receiving Party (Ministry of Information and Communications):

- Representative: Mr./Ms. …

- Position:

Together proceed to hand over postal stamps, sample design files, and related materials as follows:

1. Postal stamps and printed matter with postal stamps:

a) Live postal stamps with teeth: …

Live specimen postal stamps with teeth: …

b) Live blocks with teeth (if any): ………

Live specimen blocks with teeth (if any): …

c) Printed items with postal stamps (envelopes printed with stamps, postal stationery, postcards printed with stamps if any): …

2. Sample design files and related documents:

a) Sample designs of postal stamps selected by the National Advisory Council on Postal Stamps:

b) Official sample designs of postal stamps: ………

c) Trial-printed postal stamps and stamp blocks: …

d) Official confirmation documents from relevant specialized authorities regarding the contents displayed on the sample designs of postal stamps: ……… original copies

đ) Special issue cover of the stamp set (if any) …

 

ANNEX 2. SAMPLE COVER FOR POSTAL STAMP ARCHIVAL FILE
(Annexed to Circular No. 27/2014/TT-BTTTT dated December 30, 2014 issued by the Minister of Information and Communications)

 

ANNEX 3

GUIDELINES FOR CREATING AND STORING POSTAGE STAMP FILES
(Annexed to Circular No. 27/2014/TT-BTTTT dated December 30, 2014 issued by the Minister of Information and Communications)

I. Steps to create a file for storing one set of postage stamps:

a) Open the file and write the title of the file;

b) Collect postage stamps, design sample files, and related documents to be included in the file;

c) Arrange the postage stamps, design sample files, and write the table of contents;

d) Write the closing certificate.

II. Specific content of each step in creating the file:

1. Opening the file and writing the title of the file (Annex 1)

The staff responsible for creating the file opens the file, writes the title, file number, and preservation period on the cover of the file (Vietnamese Standard TCVN 9251: 2012 issued with Decision No. 1687/QĐ-BKHCN dated July 23, 2012 of the Ministry of Science and Technology).

a) The file title is the name of the file, recorded as "Postage Stamp Set File (name of the postage stamp set) year... (year of issuance of the stamp set) of the Ministry of Information and Communications;"

b) The file code records the file number assigned according to the order of issuance of the stamp set in the year, starting from number 01 up to the last number of that year;

c) The preservation period is recorded as "Permanent."

2. Collecting postage stamps, design sample files, and related documents

The staff responsible for creating the file is responsible for collecting all contents recorded in Clause 1 and Clause 2 of Article 8 of this Circular.

3. Arranging postage stamps, design sample files, and writing the table of contents

a) Postage stamps, design sample files, and related documents are arranged in the order recorded in Clause 1 and Clause 2 of Article 8 of this Circular;

b) After arranging the postage stamps, design sample files, and related documents, proceed to write the page numbers and the table of contents to fix the file.

Writing page numbers: the page number is the position sequence of the document within the file; the page number is written in pencil at the top right corner of the document; starting from 01 to the end.

Writing the file table of contents (Annex 3): the file table of contents is a statistical summary of necessary information about the documents in the file; the table of contents is written on the second page of the file cover. In case additional documents need to be added after writing the page numbers, record the same number as the previous page and add letters a, b, c.

4. Writing the file closure

Writing the file closure to determine the quantity and physical condition of the documents in the file. The location for writing the closing certificate is at the edge of the file cover, including:

a) This preservation unit includes: ... pages (total number of documents in the file, including the table of contents page). Written in words: ... pages.

b) Numbered from number... to number...

Duplicate number ………

Missing number …

c) The table of contents consists of ... pages (number of pages in the file table of contents).

(Written in words: …)

d) Characteristics of documents in the file: record paper quality, physical condition such as torn, damaged, faded, erased...

...day...month...year... (record place and time of file creation).

f) Date, month, year, creator's name and signature.

e) Additional section: write supplementary information about the documents.

 

ANNEX 4

SAMPLE FILE TABLE OF CONTENTS
(Annexed to Circular No. 27/2014/TT-BTTTT dated December 30, 2014 issued by the Minister of Information and Communications)

FILE TABLE OF CONTENTS