Decree No. 30/2020/ND-CP on archival work

DECREE

On archival work

^__________

||| Pursuant to the Law on Organization of the Government dated June 19, 2015;

||| Based on the proposal of the Minister of Home Affairs;

The Government promulgates the Decree on archival work.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Decree stipulates archival work and state management over archival work. Archival work as defined herein includes: Drafting and promulgating documents; managing documents; establishing files and submitting files and documents to agency archives; managing and using seals and encryption devices in archival work.

Article 2. Applicability

1. This Decree applies to state agencies and state-owned enterprises (hereinafter referred to collectively as agencies and organizations).

2. Political organizations, political-social organizations, social organizations, and occupational social organizations shall apply this Decree and relevant regulations of the Party and laws in accordance with their specific circumstances.

Article 3. Explanation of Terms

In this Decree, the following terms shall be understood as follows:

1. "Document" means information in written form conveyed through language or symbols, formed during the activities of agencies and organizations, and presented in compliance with prescribed format and technical requirements.

2. "Specialized document" means a document formed during the implementation of specialized professional activities within a sector or field as specified by the head of the sector or field management agency.

3. "Administrative document" means a document formed during the process of directing, managing, and resolving matters by agencies and organizations.

4. "Electronic document" means a document in the form of a data message created or digitized from paper documents and presented in compliance with prescribed format and technical requirements.

5. "Outgoing document" means all types of documents issued by agencies and organizations.

6. "Incoming document" means all types of documents received by agencies and organizations from other agencies, organizations, or individuals.

7. "Draft document" means a handwritten, typed, or electronically created version formed during the drafting process of a document by agencies and organizations.

8. "Original document" means a complete version regarding content and format, directly signed by the authorized person on paper documents or digitally signed on electronic documents.

9. "Official copy of paper document" means a complete version regarding content and format, created from a document bearing the direct signature of the authorized person.

10. "Certified true copy" means a full and accurate copy of the original or official copy of a document, presented according to prescribed format and technical requirements.

11. "Duplicate copy" means a full and accurate copy of the certified true copy, presented according to prescribed format and technical requirements.

12. "Extracted copy" means an accurate copy of a portion of the original or official copy of a document that needs to be extracted, presented according to prescribed format and technical requirements.

13. "File list" means a systematic inventory of files expected to be established in a year by agencies and organizations.

14. "File" means a collection of related documents and materials concerning a particular issue, event, or subject, or having common characteristics, formed during the process of monitoring and resolving matters within the scope, functions, and responsibilities of agencies, organizations, or individuals.

15. "Establishing a file" means the process of collecting and organizing documents and materials formed during the monitoring and resolution of matters by agencies, organizations, or individuals according to certain principles and methods.

16. "Electronic document management system" means an information system built primarily for the purpose of implementing the computerization of document drafting and issuance; document management; file establishment and submission of files and documents to agency archives via a network (hereinafter referred to collectively as the System).

17. "Agency archival office" means the unit responsible for performing certain tasks of archival work for agencies and organizations.

Article 4. Principles and requirements for managing archival work

1. Principles

Archival work shall be carried out uniformly in accordance with the provisions of the law.

2. Requirements

a) Documents of agencies and organizations must be drafted and issued in accordance with their authority, procedures, formalities, formats, and presentation techniques as prescribed by law: For regulatory legal documents, they shall be implemented in accordance with the Law on Enacting Regulatory Legal Documents; for specialized documents, the heads of agencies managing sectors and fields shall stipulate them appropriately based on this Decree; for administrative documents, they shall be implemented in accordance with Chapter II of this Decree.

b) All outgoing and incoming documents of agencies and organizations must be centrally managed at the agency's archive to complete receipt, registration, and other procedures, except for certain types of documents that are registered separately as prescribed by law.

c) Outgoing and incoming documents belonging to a particular day must be registered, issued, or transferred on the same day, at the latest within the next working day. Urgent documents marked as "Express," "Very Urgent," and "Urgent" (hereinafter referred to collectively as urgent documents) must be registered, presented, and transferred immediately upon receipt.

d) Documents must be monitored and updated regarding their dispatch, receipt, and processing status.

đ) Persons assigned to handle and monitor tasks of agencies and organizations are responsible for establishing files on the tasks assigned to them and submitting the files and documents for archiving.

e) Seals and secret key storage devices of agencies and organizations must be managed and used in accordance with the provisions of the law.

g) The system must comply with the provisions set forth in Appendix VI of this Decree and relevant legal regulations.

Article 5. Legal Value of Electronic Documents

1. An electronic document signed by an authorized person and the seal of the agency or organization in accordance with the provisions of the law has the same legal value as the original paper document.

2. Digital signatures on electronic documents must fully comply with the provisions of the law.

Article 6. Responsibilities of Agencies, Organizations, and Individuals for Archival Work

1. The head of an agency or organization, within the scope of the authority delegated to them, is responsible for directing the implementation of archival work in accordance with the regulations; directing the research and application of science and technology in archival work.

2. Individuals involved in monitoring and resolving tasks related to archival work must comply with the provisions of this Decree and relevant legal regulations.

3. The agency's archive has the following responsibilities:

a) Registering, implementing issuance procedures, distributing, and monitoring the distribution of outgoing documents.

b) Receiving, registering incoming documents; presenting and transferring incoming documents.

c) Arranging, preserving, and facilitating access and use of stored document copies.

d) Managing the Document Registration Book.

đ) Managing and using seals and secret key storage devices of agencies and organizations; other types of seals as prescribed.

Chapter II

DRAFTING AND ISSUING ADMINISTRATIVE DOCUMENTS

Section 1

FORM AND PRESENTATION TECHNIQUES OF ADMINISTRATIVE DOCUMENTS

Article 7. Types of Administrative Documents

Administrative documents include the following types: Resolution (individual), Decision (individual), Directive, Regulation, Provision, Announcement, Notice, Guidance, Program, Plan, Proposal, Project, Report, Minutes, Petition, Contract, Official Letter, Telegram, Memorandum, Agreement, Power of Attorney, Invitation, Introduction, Leave Application, Dispatch Slip, Transfer Slip, Notification Slip, Business Letter.

Article 8. Format of Documents

1. The format of documents is a collection of components that make up the document, including main components applicable to all types of documents and supplementary components in specific cases or for certain types of documents.

2. The format of administrative documents includes the following main components:

a) National title and Motto.

b) Name of the agency or organization issuing the document.

c) Number and code of the document.

d) Place name and date of issuance of the document.

đ) Type name and summary of the document's content.

e) Content of the document.

g) Position, full name, and signature of the authorized person.

h) Seal, digital signature of the agency or organization.

i) Recipients

3. In addition to the components specified in Clause 2 of this Article, the document may include other components:

a) Appendices.

b) Indicators of confidentiality level, urgency level, and circulation range.

c) Drafting person's code and number of copies issued.

d) Address of the agency or organization; email address; website; phone number; fax number.

4. The format of administrative documents shall be implemented according to the provisions in Appendix I of this Decree.

Article 9. Presentation Techniques of Documents

Presentation techniques of documents include: paper size, layout style, margin settings, font type, font size, font style, position of format components, and number of pages in the document. Administrative document presentation techniques shall be implemented according to the provisions in Appendix I of this Decree. Capitalization in administrative documents shall be implemented according to the provisions in Appendix II of this Decree. Abbreviations of administrative document types shall be implemented according to the provisions in Appendix III of this Decree.

Section 2

DRAFTING AND SIGNING OF ADMINISTRATIVE DOCUMENTS

Article 10. Drafting Documents

1. Based on the functions, tasks, authorities, and purpose and content of the document to be drafted, the head of the agency or organization or the authorized person assigns a unit or individual to draft the document.

2. The unit or individual assigned to draft the document shall perform the following tasks: Determine the type name, content, and confidentiality level and urgency level of the document to be drafted; collect and process related information; draft the document in accordance with its form, format, and presentation technique.

For electronic documents, the individual assigned to draft the document, in addition to performing the above tasks, must transfer the draft document and accompanying documents (if any) into the System and update necessary information.

3. In case the draft document needs to be revised or supplemented, the authorized person shall provide comments on the draft document or on the System and return the draft document to the leadership of the drafting unit for transfer to the individual assigned to draft the document.

4. The individual assigned to draft the document shall be responsible before the head of the unit and before the law for the draft document within the scope of their assigned responsibilities and tasks.

Article 11. Review of Draft Documents

1. The draft document must be reviewed by the authorized person signing the document.

2. In case the draft document has been approved but requires revision or supplementation, it must be submitted to the authorized person signing for review and decision.

Article 12. Inspection of Documents Before Signing and Issuance

1. The head of the drafting unit must inspect and be responsible before the head of the agency or organization and before the law for the content of the document.

2. The individual assigned the responsibility to inspect the format and presentation technique of the document must inspect and be responsible before the head of the agency or organization and before the law for the format and presentation technique of the document.

Article 13. Signing and Issuing Documents

1. Agencies and organizations operating under a chief executive system

The head of the agency or organization has the authority to sign all documents issued by the agency or organization; may delegate signing authority for documents within their assigned responsibility area and some documents within their own authority to deputy heads. In cases where deputy heads are assigned to manage and operate, they shall perform signing duties as if they were signing on behalf of the head.

2. Agencies and organizations operating under a collective system

The head of the agency or organization signs documents on behalf of the leadership collective. Deputies of the head of the agency or organization may sign documents on behalf of the head based on the head's authorization and within their assigned responsibility areas.

3. In special cases, the head of the agency or organization may authorize other heads of units within the organizational structure to sign certain documents that the head must sign. The delegation of signing authority must be carried out in writing, with time limits and scope defined. The person authorized to sign cannot further delegate this authority to others. Documents signed under delegated authority must follow the format and be stamped or electronically signed by the authorizing agency or organization.

4. The head of the agency or organization may assign the head of subordinate units to sign certain types of documents. The person assigned to sign may delegate this duty to deputy heads. The assignment of signing authority must be clearly stipulated in the working regulations or document management regulations of the agency or organization.

5. The person signing the document is responsible under the law for the document they issue. The head of the agency or organization is responsible under the law for all documents issued by the agency or organization.

6. For paper documents, when signing, blue ink pens should be used, not easily fading ink types.

7. For electronic documents, the authorized person must implement digital signatures. The position and image of the digital signature are specified in Appendix I of this Decree.

Chapter III

MANAGEMENT OF DOCUMENTS

Section 1

MANAGEMENT OF OUTGOING DOCUMENTS

Article 14. Procedures for Managing Outgoing Documents

1. Assigning numbers and issuance times for documents.

2. Registering outgoing documents.

3. Making copies, stamping the agency or organization seal, confidentiality level seals, urgency level seals (for paper documents); electronic signatures of the agency or organization (for electronic documents).

4. Distributing and tracking the dispatch of outgoing documents.

5. Storing outgoing documents.

Article 15. Assigning Numbers and Issuance Times for Documents

1. The number and issuance time of documents are taken in sequence and according to the issuance timeline of the agency or organization in a year (starting continuously from number 01 on January 1 and ending on December 31 each year). The number and code of the document of the agency or organization are unique in a year, consistent between paper documents and electronic documents.

a) Assigning numbers to normative legal documents: Each type of normative legal document is assigned its own numbering system.

b) Assigning numbers to specialized documents is regulated by the head of the agency managing the sector or field.

c) Assigning numbers to administrative documents is regulated by the head of the agency or organization.

2. For paper documents, the assignment of numbers and issuance times is carried out after the signature of the authorized person, at the latest on the next working day. Confidential documents are assigned a separate numbering system.

3. For electronic documents, the assignment of numbers and issuance times is carried out through the functions of the System.

Article 16. Registration of outgoing documents

1. The registration of documents ensures the completeness and accuracy of all necessary information about the outgoing documents.

2. Registration of documents Documents are registered either in a book or through a System.

a) Registration of documents in a book

The office of the agency registers the documents in the Outgoing Document Registration Book. The model of the Outgoing Document Registration Book is prescribed in Appendix IV of this Decree.

b) Registration of documents through a System

Documents registered through a System must be printed on paper with all fields of information according to the model of the Outgoing Document Registration Book, bound into a book for management.

3. Confidential documents shall be registered in accordance with the laws on protecting state secrets.

Article 17. Copying, stamping, and signing of agencies and organizations and marking levels of confidentiality and urgency

1. Copying, stamping of agencies and organizations and marking levels of confidentiality and urgency for paper documents

a) Outgoing documents are copied in accordance with the quantity determined in the section.

b) The stamping of agencies and organizations and marking levels of confidentiality and urgency shall be carried out in accordance with the provisions set forth in Appendix I of this Decree.

2. Signing of agencies and organizations for electronic documents The signing of agencies and organizations shall be carried out in accordance with the provisions set forth in Appendix I of this Decree.

Article 18. Issuance and tracking of the dispatch of outgoing documents

1. Outgoing documents must complete procedures at the agency's office and be issued on the day the document is signed, at the latest on the next working day. Urgent documents must be issued and sent immediately after signing the document.

2. The issuance of confidential outgoing documents must ensure the secrecy of the document's content in accordance with the laws on protecting state secrets, in the correct quantity, time, and

3. Outgoing documents that have been issued but contain errors in content must be corrected or replaced with equivalent documents. Outgoing documents that have been issued but contain errors in form, technical presentation, or issuance procedures must be corrected by a notice from the issuing agency or organization.

4. Retrieval of documents

a) For paper documents, upon receipt of a notification of retrieval, the recipient has the responsibility to return the received document.

b) For electronic documents, upon receipt of a notification of retrieval, the recipient must delete the retrieved electronic document from the System and simultaneously notify the sender through the System.

5. Issuing paper documents from electronically signed documents: The agency's office prints the document that has been signed by the authorized person on paper, stamps it with the agency's or organization's seal to create the original paper document and issue the document.

6. In cases where it is necessary to issue electronic documents from paper documents: The agency's office shall follow the provisions set forth in point c, Clause 1, Article 25 of this Decree.

Article 19. Archiving of outgoing documents

1. Archiving of paper documents

a) The original document is archived at the agency's office and must be stamped immediately after issuance, arranged in the order of registration.

b) The original document is archived in the work file.

2. Archiving of electronic documents

a) The original electronic document must be stored on the System of the issuing agency or organization.

b) Agencies and organizations with Systems meeting the requirements set forth in Appendix VI of this Decree and relevant laws may use and store the original electronic document on the System instead of paper documents.

c) Agencies and organizations with Systems not meeting the requirements set forth in Appendix VI of this Decree and relevant laws shall create the original paper document in accordance with the provisions of Clause 5, Article 18 of this Decree for archiving at the agency's office and work files.

Section 2

MANAGEMENT OF INCOMING DOCUMENTS

Article 20. Procedures for managing incoming documents

1. Receiving incoming documents.

2. Registering incoming documents.

3. Presenting and transferring incoming documents.

4. Handling and monitoring the handling of incoming documents.

Article 21. Receiving incoming documents

1. For paper documents

a) The office clerk of the agency checks the quantity, condition of the envelope, sealing stamp (if any), and the sender's address; compares the number and code marked on the outside of the envelope with those of the document inside. In case of discovering any errors or unusual signs, the office clerk immediately reports to the person responsible for handling and informs the sender.

b) All paper documents received (including classified documents) sent to agencies and organizations required to register must be opened, stamped "RECEIVED". For documents sent directly to individuals or organizational units within the agency or organization, the office clerk transfers them to

c) The model of the "RECEIVED" stamp is implemented according to the provisions in Appendix IV of this Decree.

2. For electronic documents

a) The office clerk of the agency must verify the authenticity and integrity of the electronic document and proceed to receive it through the System.

b) In case the electronic document does not comply with the provisions in point a of this clause or is sent incorrectly,

c) The agency or organization receiving the document has the responsibility to notify the sending agency or organization about receipt of the document on the same day via the System's function.

Article 22. Registering incoming documents

1. The registration of incoming documents must ensure completeness, clarity, and accuracy of necessary information according to the Incoming Document Registration Book model or based on the input data of the document management system. Documents that are not registered at the agency's office shall not be the responsibility of units or individuals to handle, except for types of documents registered separately as prescribed by law.

2. The incoming number of the document is taken consecutively in order and time sequence of receiving documents throughout the year, consistent between paper and electronic documents.

3. Registering documents

Documents are registered either in a book or through the System.

a) Registering incoming documents in a book

The agency's office clerk registers the document in the Incoming Document Registration Book. The model of the Incoming Document Registration Book is stipulated in Appendix IV of this Decree.

b) Registering incoming documents through the System

The agency's office clerk receives the document and registers it in the System. If necessary, the agency's office clerk digitizes the incoming document according to the provisions in Appendix I of this Decree. The agency's office clerk updates the input data fields of the document management system in the System according to the provisions in Appendix VI of this Decree. The incoming document registered in the System must be printed out fully with all fields according to the Incoming Document Registration Book model, signed off, and bound for management.

4. Classified documents are registered in accordance with the laws on protecting state secrets.

Article 23. Presenting and transferring incoming documents

1. The incoming document must be presented by the agency's office clerk on the same day, at the latest the next working day, to the person authorized to direct its handling and transferred to the unit or individual assigned to process it. In cases where the unit or individual assigned to process it has been clearly determined, the agency's office clerk transfers the document to the unit or individual for processing according to the agency's or organization's document work regulations. Incoming documents marked with urgency levels must be presented and transferred immediately upon receipt. Transferring documents must ensure accuracy and confidentiality of their contents.

2. Based on the content of the incoming document; the agency's or organization's work regulations; functions, tasks, and work plans assigned to units or individuals, the person authorized records guidance opinions on handling. For documents related to multiple units or individuals, clearly identify the main unit or individual, coordinating units, and deadlines for handling.

3. Presenting and transferring paper documents: Guidance opinions on handling are recorded in the "Transfer" section of the "RECEIVED" stamp or the Incoming Document Processing Form according to the model in Appendix IV of this Decree. After receiving the guidance opinion from the authorized person, the incoming document is returned to the agency's office clerk for supplementary information registration, then transferred to the unit or individual assigned to handle it. When transferring paper documents to units or individuals, they must sign for receipt of the document.

4. Presenting and transferring electronic documents through the System: The agency's office clerk presents the electronic document to the person authorized to direct its handling through the System.

The authorized person records guidance opinions on handling the incoming document on the System and updates the following information into the System: recipient unit or person; guidance opinion, status of document processing; deadline for resolution; transfer the document to the unit or individual assigned to handle it. In cases where the electronic document is accompanied by a paper document, the agency's office clerk proceeds to present the electronic document through the System and transfers the paper document to the unit or individual assigned by the authorized person to take the lead in handling it.

Article 24. Resolution and monitoring, urging the resolution of incoming documents

1. The head of the agency or organization shall be responsible for directing the timely resolution of incoming documents and assigning persons responsible for monitoring and urging the resolution of incoming documents.

2. Upon receiving incoming documents, units or individuals responsible shall study and resolve the documents within the time limit prescribed in the operational regulations of the agency or organization. Incoming documents bearing urgent marks must be resolved immediately.

Section 3

COPY OF DOCUMENTS

Article 25. Forms of copies

1. Certified copy includes: Copy from paper document to paper document, copy from electronic document to paper document, copy from paper document to electronic document.

a) Copy from paper document to paper document is carried out by photographing from the original or main paper document onto paper.

b) Copy from electronic document to paper document is carried out by printing from the original electronic document onto paper.

c) Copy from paper document to electronic document is carried out by digitizing the paper document and signing it with the digital signature of the agency or organization.

2. Transcript

a) Transcript includes: Transcript from paper document to paper document, transcript from paper document to electronic document, transcript from electronic document to paper document.

b) Transcript is carried out by printing or photographing from the certified copy.

3. Extract

a) Extract includes: Extract from paper document to paper document, extract from paper document to electronic document, extract from electronic document to electronic document, extract from electronic document to paper document.

b) The extract is carried out by re-establishing the full format and content of the document to be extracted.

4. The format and presentation technique of certified copy, transcript, and extract shall be implemented according to the provisions in Appendix I of this Decree.

Article 26. Legal value of copies

Certified copies, transcripts, and extracts carried out in accordance with the provisions of this Decree have the same legal value as the originals.

Article 27. Authority to make copies of documents

1. The head of the agency or organization decides on the making of copies of documents issued by the agency or organization, documents sent by other agencies or organizations, and specifies the authority to sign the copies of documents.

2. The making and photographing of classified materials shall be carried out in accordance with the laws on protecting state secrets.

Chapter IV

ESTABLISHING FILES AND SUBMITTING FILES AND DOCUMENTS FOR ARCHIVING AT THE AGENCY

Article 28. Establishing the File List

The File List approved by the head of the agency or organization is issued at the beginning of the year and sent to relevant units and individuals as a basis for establishing files. The model of the File List is implemented according to the provisions in Appendix V of this Decree.

Article 29. Establishing Files

1. Requirements

a) Accurately reflect the functions and tasks of the unit, agency, or organization.

b) Documents and materials in a file must be closely related to each other and accurately reflect the sequence of events or the sequence of work resolution.

2. Opening a file

a) Individuals assigned the task of resolving work are responsible for opening a file according to the File List or the work plan.

b) Update initial information about the file according to the issued File List.

c) In cases where files are not included in the File List, individuals assigned the task of resolving work shall independently determine the following information: file title, file number and code, retention period of the file, person who established the file, and start date.

3. Collecting and updating documents and materials into the file

Individuals assigned the task are responsible for collecting and updating all documents and materials formed during the process of monitoring and resolving work into the opened file, including film, photo, audio recordings (if any), ensuring the completeness and integrity of the file, avoiding loss.

4. Closing the file

a) The file is closed when the work has been fully resolved.

b) The person who establishes the file is responsible for: reviewing all documents and materials in the file; removing duplicate and draft copies from the file; determining the retention period of the file again; adjusting the file title, number, and code appropriately; completing and closing the file.

c) For paper files: The person who establishes the file shall number the pages of the file with a retention period of five years or more and write the Table of Contents for permanently retained files; write the completion certificate for all files.

d) For electronic files: The person who establishes the file is responsible for updating missing information into the System. The indexing of documents in the file is carried out using the functions of the System.

Article 30. Submitting and Storing Files and Documents in the Agency Archive

1. Files and documents submitted for storage in the Agency Archive must be complete, timely, and follow the procedures and formalities prescribed.

2. Time limit for submitting files and documents to the Agency Archive

a) For basic construction files and documents: Within three months from the date the project is settled.

b) For other files and documents: Within one year from the date the work is completed.

3. Procedures for submission and storage

a) For paper files

When submitting files, two copies of the "File and Document Submission Catalog" and two copies of the "Handover Record of Files and Documents" according to the model in Appendix V of this Decree shall be established. The unit or individual submitting the files and the Agency Archive shall each retain one copy of each type.

b) For electronic files

The individual assigned the task of handling the work and creating the file shall submit the electronic file to the Agency Archive through the System.

The Agency Archive is responsible for checking and receiving files according to the List; accurately linking metadata with the files; accepting and incorporating the files into the electronic archive management system on the System.

Article 31. Responsibility for Creating and Submitting Files and Documents to the Agency Archive

1. The head of the agency or organization within their scope, duties, and authority is responsible for managing documents and files of the agency or organization; directing, inspecting, and guiding the creation of files and submission of files and documents to the Agency Archive.

2. Responsibilities of the administrative department head

a) Advising the head of the agency or organization on directing, inspecting, and guiding the creation of files and submission of files and documents to the Agency Archive for subordinate agencies or organizations.

b) Organizing the implementation of file creation and submission of files and documents to the Agency Archive within the agency or organization.

3. Responsibilities of units and individuals within the agency or organization

a) The head of the unit within the agency or organization is responsible to the head of the agency or organization for the creation, preservation, and submission of the unit's files and documents to the Agency Archive.

b) During the process of monitoring and resolving tasks, each individual must create a file on the task and be responsible for the quantity, components, and content of the documents in the file; ensuring the requirements and quality of the file before submitting it for storage in the Agency Archive.

c) Units and individuals within the agency or organization are responsible for submitting files and documents with a retention period of five years or more to the Agency Archive.

d) In cases where a unit or individual wishes to retain files and documents that have reached the submission deadline for work purposes, they must obtain written approval from the head of the agency or organization and establish a list of retained files and documents to send to the Agency Archive. The retention period for files and documents of units and individuals shall not exceed two years from the submission deadline.

đ) Civil servants, employees, and workers in the agency or organization, prior to retirement, resignation, job transfer, or long-term study, must hand over all files and documents formed during their tenure to the unit and the Agency Archive in accordance with the regulations of the agency or organization.

Chapter V

MANAGEMENT AND USE OF SEALS AND LOCKING DEVICES FOR SECRET DOCUMENTS IN OFFICE WORK

Article 32. Management of Seals and Secret Key Storage Devices

1. The head of the agency or organization shall be responsible for entrusting the agency's archivist to manage and use the seals and secret key storage devices of the agency or organization in accordance with regulations.

2. The agency's archivist shall be responsible for:

a) Safeguarding and using the seals and secret key storage devices of the agency or organization at the headquarters of the agency or organization.

b) Handing over the seals and secret key storage devices of the agency or organization to others only upon written authorization from the authorized person. The handover of the seals and secret key storage devices of the agency or organization must be documented in a record.

c) Directly affixing the seal and signing the electronic signature on documents issued by the agency or organization and copies of such documents.

d) Affixing the seal and signing the electronic signature of the agency or organization on documents that have been signed by the authorized person and copies of documents directly issued by the agency or organization.

3. Individuals shall be responsible for safely safeguarding the secret key storage devices and secret keys.

Article 33. Use of Seals and Secret Key Storage Devices

1. Use of Seals

a) The seal impression must be clear, neat, correctly oriented, and made with the prescribed red ink.

b) When affixing the seal over a signature, the seal must cover approximately one-third of the signature towards the left side.

c) For documents issued together with the main document or as appendices: The seal should be affixed on the first page, covering part of the name of the agency or organization or the appendix title.

d) The hanging seal, overlapping seal, and raised seal on paper documents shall be specified by the head of the agency or organization.

đ) The overlapping seal shall be affixed in the middle of the right margin of the document or appendix, covering part of the pages; each seal can cover a maximum of five pages of the document.

2. Use of Secret Key Storage Devices

The secret key storage device of the agency or organization shall be used to sign electronic documents issued by the agency or organization and to convert paper document copies into electronic documents.

Chapter VI

STATE MANAGEMENT OF ARCHIVAL WORK

Article 34. Contents of State Management of Archival Work

1. Drafting, issuing, and guiding the implementation of legal documents concerning archival work.

2. Uniform management of archival work procedures.

3. Management of scientific research and application of science and technology in archival work.

4. Management of training and capacity building for personnel engaged in archival work; management of competition and commendation activities in archival work.

5. Inspection, supervision, handling complaints and accusations, and dealing with violations of laws related to archival work.

6. International cooperation in archival work.

7. Summarizing and concluding archival work.

Article 35. Responsibilities for Managing Archival Work

1. The Ministry of Home Affairs shall be responsible before the Government for implementing state management of archival work.

2. Ministries, agencies equivalent to ministries, government agencies, People's Committees at all levels, and state-owned enterprises within their respective duties and powers shall be responsible for:

a) Based on legal provisions, issuing and guiding the implementation of regulations on archival work.

b) Inspecting the implementation of regulations on archival work by agencies and organizations under their jurisdiction; resolving complaints and accusations and dealing with violations of laws related to archival work within their authority.

c) Organizing and directing the research and application of science and technology in archival work.

d) Allocating funds to modernize equipment and technical infrastructure serving archival work, managing and operating the Electronic Document Management System effectively.

đ) Allocating human resources, positions, space, and working tools appropriately, ensuring the protection of state secrets and safekeeping of seals and secret key storage devices of agencies and organizations.

e) Organizing training and capacity building for personnel engaged in archival work; managing competition and commendation activities in archival work.

g) Summarizing and concluding archival work within their respective sectors, fields, and localities.

Article 36. Budget for archival work

1. State agencies and organizations shall allocate budget funds for archival work in their annual state budget estimates. For state-owned enterprises, the allocation of funds shall be carried out in accordance with current regulations.

2. The budget for archival work shall be used for the following purposes:

a) Purchasing, upgrading systems, technical infrastructure, equipment, and consumables to support archival work.

b) Ensuring communication, document transmission, and digitization of documents.

c) Researching, applying scientific knowledge, and transferring technology in archival work.

d) Other activities serving archival work.

Chapter VII

IMPLEMENTING PROVISIONS

Article 37. Effective Date

This Decree takes effect from the date of signature. The Government's Decree No. 110/2004/NĐ-CP dated April 8, 2004 on archival work and the Government's Decree No. 09/2010/NĐ-CP dated February 8, 2010 amending and supplementing certain articles of the Government's Decree No. 110/2004/NĐ-CP dated April 8, 2004 on archival work shall cease to be effective from the date this Decree comes into force.

Article 38. Responsibility for Implementation

1. The Minister of Home Affairs shall be responsible for implementing and supervising the enforcement of this Decree.

2. Ministers, heads of ministerial-level agencies, heads of government-affiliated agencies, Chairpersons of provincial People's Committees under central cities, heads of state-owned enterprises, and other relevant organizations and individuals shall be responsible for enforcing this Decree./.