Circular No. 55/2025/TT-BCA on the management of common document storage activities in the People's Public Security

CIRCULAR

Regulations on archival work

for common documents within the People's Public Security Force

Pursuant to the Law on Archives No. 33/2024/QH15 dated June 21, 2024 2024;

Pursuant to Decree No. 02/2025/NĐ-CP dated 18 February 2025 2025 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Public Security;

Decree No. Pursuant to Decree No. 113/2025/NĐ-CP dated March 6, 2025 of the Government detailing certain provisions of the Law on Archives;

At the proposal of the Director of the Office of the Ministry of Public Security;

The Minister of Public Security issues this Circular regulating archival work for common documents in the People's Public Security.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

Article 1. This Circular regulates archival work for common documents in the People's Public Security in the form of paper documents and documents on other storage media. Archival work for common documents in the People's Public Security and archival work for specialized documents in the People's Public Security are not within the scope of regulation of this Circular.

Article 2. This Circular applies to public security units at all levels, individuals, and organizations related to archival activities for common documents in the People's Public Security.

Article 2. Common documents in the People's Public Security

Clause 1. Common documents in the People's Public Security are information attached to storage media with content and form that do not change when transferred from one medium to another during the operation of public security units and localities. Common documents in the People's Public Security include paper documents, documents on other storage media, and electronic documents. Common documents in the People's Public Security are divided into groups of files and are marked as follows:

Group 1. General Files (marked HSC);

Group 2. Organization and Cadre Files (marked TCCB);

Group 3. Labor Files (marked LD);

Group 4. Salary Files (marked TL);

Group 5. Training and Development Files (marked DTBD);

Group 6. Competition and Reward Files (marked TDKT);

Group 7. Planning Files (marked QH);

Group 8. Plan Files (marked KH);

Group 9. Statistics Files (marked TK);

Group 10. Science and Technology Files (marked KHCN);

Group 11. Finance and Accounting Files (marked TCKT);

Group 12. Equipment and Technical Supplies Files (marked VTTB);

Group 13. Construction Files (marked XDCB);

Group 14. Document Management and Archival Files (marked VTLT);

Group 15. Administrative Management Files (marked CS);

Group 16. Publishing, Press, and Propaganda Files (publishing materials marked XB; press materials marked BC; propaganda materials marked TT);

Group 17. Inspection, Audit, Grievance Handling, and Anti-Corruption Files (inspection materials marked KT; audit materials marked TTr; grievance and complaint materials marked KNTC; anti-corruption materials marked PCTN);

Group 18. Legal Affairs and Administrative Reform and Judicial Reform Files (marked PC);

Group 19. International Cooperation Files (marked QT);

Group 20. Mass Mobilization for National Security Promotion Files (marked PT);

Group 21. Party Organization Files (marked DA);

Group 22. Youth League Organization Files (marked TN);

Group 23. Women's Union Organization Files (marked PN);

Group 24. Other Professional Field Files (marked HSK);

Clause 2. Detailed specifications of the 24 groups of files mentioned in Clause 1 of this Article are specified in the annex to this Circular.

Article 3. Explanation of Terms

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

Article 3. Archival work for common documents in the People's Public Security includes activities such as collection, valuation, preservation, statistics, and utilization of archival documents.

Clause 1. Collection of documents involves identifying sources of documents, selecting, and transferring documents of value from public security units and localities, officers, and non-commissioned officers to various levels of archives.

Clause 2. Arrangement of documents involves classifying, valuing, organizing, and establishing retrieval tools for documents generated in the operations of public security units and localities, officers, and non-commissioned officers.

Clause 3. Expired documents are those containing duplicate information or have exceeded their retention period according to regulations and are no longer necessary for practical operations, scientific research, or historical purposes.

Clause 4. An agency's archival repository consists of all documents formed during its operational activities.

Clause 5. A backup copy of archival documents is a copy made from archival documents using specific methods and standards to preserve it as a precaution against risks to the original documents.

Clause 6. An archive warehouse includes areas for document storage, archival processing, administrative offices, technical equipment installation, and areas for document exploitation and utilization.

Article 4. The archival organization system

The archival organization system for commonly formed documents in the People's Public Security includes current archives and historical archives.

1. Units under the Ministry of Public Security (the Administrative Department at the Ministry of Public Security’s Office, or the Planning Department or equivalent department at units under the Ministry of Public Security) and provincial public security agencies (Planning Departments) and communal public security agencies (assigning dedicated staff for archiving) shall perform the functions and tasks of current archiving.

2. The Ministry of Public Security’s Office (Administrative Department) and provincial public security agencies (Planning Departments) shall perform the functions and tasks of historical archiving.

Article 5. Standards and policies for officers and non-commissioned officers engaged in archiving work

1. Heads of public security units and localities performing current archiving and historical archiving functions shall be responsible for arranging dedicated staff to carry out the activity of archiving commonly formed documents in the People's Public Security. Officers and non-commissioned officers engaged in archiving work must be trained and further educated in archival expertise and public security operations.

2. Officers and non-commissioned officers engaged in archiving work shall enjoy hazardous duty allowances according to the current regulations of the Ministry of Public Security for public security officers working in dangerous and harmful conditions, and other benefits and policies as prescribed.

Article 6. Principles of archiving activities

1. Archiving activities within the People's Public Security shall be uniformly managed, directed, and implemented in accordance with the law.

2. Archival documents within the People's Public Security must be strictly managed, centralized, and unified; organized and completed, preserved, and kept confidential; systematically organized scientifically; recorded by the state; organized for exploitation and use to serve operational needs, scientific research, and other legitimate requirements.

Article 7. Prohibited acts

1. Illegally transferring, providing, destroying, intentionally damaging, buying, appropriating, or losing archival documents managed by authorized Party and State agencies.

2. Forging, distorting the content, or compromising the integrity of archival documents; illegally copying or sharing archival documents.

3. Using archival documents for purposes of opposing the Communist Party of Vietnam, opposing the Socialist Republic of Vietnam; infringing upon national security and social order and safety; affecting the honor and reputation of the People's Public Security force; harming the rights and legitimate interests of agencies, organizations, and individuals. Obstructing lawful access and use of archival documents by agencies, organizations, and individuals.

4. Taking archival documents out of the country, out of current archiving or historical archiving contrary to the provisions of the law.

Article 8. Appendices and forms issued together with the Circular

1. Issuing appendices on files belonging to 24 groups of commonly formed documents in the People's Public Security.

2. Issuing 22 forms.

a) Form of record of document handover/receipt (Form No. 01).

b) File cover form (Form No. 02).

c) List of documents in file form (Form No. 03).

d) Completion certificate form (Form No. 04).

đ) Archive storage box form (Form No. 05).

e) Submission list of archive files/documents (Form No. 06).

g) Survey results report form (Form No. 07).

h) Document arrangement plan form (Form No. 08).

i) Unit formation history and file history form (Form No. 09).

k) Classification and file establishment guidance form (Form No. 10).

l) Document value determination guidance form (Form No. 11).

m) Information slip form (Form No. 12).

n) Expired document list form (Form No. 13).

o) Decision form on the establishment of the Document Value Determination Council (Form No. 14).

p) Meeting minutes form of the Document Value Determination Council (Form No. 15).

q) Decision form on the destruction of expired documents (Form No. 16).

r) Destruction record form (Form No. 17).

s) Archive statistics book form (Form No. 18).

t) Document intake book form (Form No. 19).

u) Document dispatch book form (Form No. 20).

v) Document utilization request form (Form No. 21).

x) Document management book for exploitation form (Form No. 22).

3. Public security units and localities shall use forms in accordance with regulations. The Ministry of Public Security’s Office shall take the lead in reviewing the need for file covers, archive storage boxes, and other forms used in the archiving of commonly formed documents in the People's Public Security; prepare plans and budget estimates for printing and distributing to public security units and localities annually. The Department of Planning and Finance shall cooperate with the Ministry of Public Security’s Office to review, report to leadership for approval to allocate in the annual regular security expenditure budget of the Ministry of Public Security’s Office to organize implementation.

Chapter II

SPECIFIC PROVISIONS

Section 1

SUBMISSION AND RECEIPT OF DOCUMENTS INTO ARCHIVING

Article 9. Responsibility for filing and archiving records and documents

1. Before December 31 each year, public security units and localities shall organize the review of records and documents; prepare an index of records and documents to be filed and archived for submission. For retained records and documents, units under public security units and localities shall prepare an index of records and documents and send it to the archiving department.

2. Officers and non-commissioned officers who transfer jobs, retire, or take retirement leave shall be responsible for fully and intact transferring records and documents to their units (Form No. 01); they may not retain agency records as personal documents or transfer them to other units.

Article 10. Filing and archiving records and documents

1. Requirements for filing and archiving records and documents

a) Records and documents submitted for archiving must be organized into complete files, documents within the file must be arranged according to the characteristics of each type of file, numbered, and the cover information of the file completed (Form No. 02);write an index of documents for files with permanent retention period (Form No. 03),write a completion certificate (Form No. 04);arrange the file into a preservation box (Form No. 05),include an index of records and documents to be archived (Form No. 06).Records and documents to be archived must be submitted by unit, not individually by officers and non-commissioned officers. Records and documents must be transported to the archiving department.b) Units submitting records and documents for archiving must prepare an index of records and documents to be archived and a handover receipt for each type in two copies (Form No. 01). The archiving department of public security units and localities and the handing-over unit each keep one copy of each type.2. Components and time for submitting records and documentsa) Submitting records and documents to current archives: Before December 31 each year, public security units and localities shall submit for archiving those records and documents that have concluded the previous year and have a retention period of five years or more. For basic construction project records, they must be submitted for archiving three months after the project is settled.(Do not submit principle records, unfinished work records, cooperative work resolution records when they overlap with the main unit's records, and documents sent for knowledge or reference to current archives.In cases where units need to retain records and documents that have reached the archiving deadline for work purposes, they must obtain written approval from the leadership of public security units and localities and send the index of retained records and documents to the archiving department. The retention period at the unit level shall not exceed two years, calculated from the end of the work.

b) Submitting records and documents to historical archives: Before December 31 each year, current archives shall submit records and documents with permanent value that have concluded for twenty years to historical archives. Current archives of subordinate units under the Ministry shall submit documents to historical archives managed by the Ministry of Public Security Office. Current archives of provincial and communal public security offices shall submit documents to historical archives of provincial public security offices.c) The Cadre and Personnel Department shall advise the Ministry leadership to define the components and time for submitting cadre records at the current stage to the Cadre and Personnel Department's current archive and the current archive of public security units and localities after obtaining the agreement of the Ministry of Public Security Office.The Public Security unit, locality, and entity shall each keep one copy of the documents..

2. Components and time for submitting files and documents.

a) Submitting files and documents to current archives: Before December 31 of each year, the Public Security unit and locality shall be responsible for submitting to the current archives all files and documents that have concluded from the previous year and have a retention period of five years or more. For basic construction files and documents, they must be submitted to the current archives three months after the project has been settled.

Do not submit principle files, unfinished work files, cooperative work resolution files when they overlap with the main unit's files, and reference documents to the current archives.

In cases where units need to retain files and documents that have reached their submission deadline for work purposes, such retention must be approved in writing by the leadership of the Public Security unit and locality, and an index of retained files and documents must be sent to the archive department. The retention period of files and documents at the unit shall not exceed two years, calculated from the year the work concludes.

b) Submitting files and documents to historical archives: Before December 31 of each year, the current archives shall submit files and documents with permanent preservation value that have concluded twenty years ago to the historical archives. Current archives in subordinate units under the Ministry shall submit documents to the historical archives managed by the Ministry of Public Security Office. Current archives in provincial and communal public security offices shall submit documents to the historical archives of the provincial public security office.

c) The Cadre and Personnel Department shall advise the Ministry leadership to stipulate the components and time for submitting cadre files at the current stage to the current archives of the Cadre and Personnel Department and the current archives of the Public Security unit and locality after obtaining the agreement of the Ministry of Public Security Office.

Article 11. Submission and storage of documents of police units and localities undergoing division, merger, or dissolution

1. Principles for submission

a) All documents generated during the operation of police units and localities must be managed centrally, without dispersing archival collections; documents of which police unit or locality must be cataloged and managed according to the archival collection of that police unit or locality. When a police unit or locality ceases operations, its archival collection must be closed.

b) Strictly implement legal provisions on state secrets protection and ensure information and document security during the process of collecting and submitting documents.

c) Police units and localities may not illegally retain, destroy documents, or cause damage or loss of documents.

d) When transferring documents, a record of handover of documents (Form No. 01) must be established.

2. If a police unit or locality divides into two or more new units, all files and documents prior to division must be organized into a separate archival collection and submitted completely to the upper-level authority's archives. Unresolved files and documents related to a specific police unit or locality must be managed by that unit.

3. If two or more police units or localities merge into one, each unit’s files and documents must be organized into a separate archival collection and submitted to the new entity’s archives. Unresolved files and documents must be retained for further resolution.

4. When a police unit or locality is dissolved, all completed documents within their scope of work must be submitted to the upper-level authority’s archives. Documents pertaining to ongoing tasks must be transferred to the receiving agency or unit to continue completing the work, then submit them to the archives upon completion.

Section 2

ORGANIZATION AND DETERMINATION OF DOCUMENT VALUE

Article 12. Handover, survey, and collection of documents for organization

1. During the transportation of documents for organization, police units and localities must conduct handovers. The quantity of documents handed over is calculated in meter equivalents; for preliminary documented collections or blocks, the number of pairs, boxes, and files must be clearly recorded. Care must be taken to avoid disrupting the arrangement of documents and damaging them. A record of handover must be established.

2. The basis for surveying documents includes the handover record, file index, and actual archival collections or blocks being organized.

3. Content of document survey includes:

a) Name of the archival collection or block of documents being organized.

b) Time period of the documents: The earliest and latest dates of documents in the archival collection or block.

c) Volume of documents: For loose documents, count the number of pairs and bundles (converted to meter equivalents); for preliminarily documented collections, count the number of files (converted to meter equivalents).

d) Types of documents: Count the number of paper documents, film, audio recordings, etc.

đ) Content of documents: Activities, fields, issues, and significant events reflected in the documents formed by the police unit or locality.

e) Condition of documents: Completeness level of the archival collection or block; processing status such as classification, filing, value determination; physical condition of the archival collection or block.

g) Status of document retrieval tools: File indexes.

4. Conducting document surveys

a) Review the handover record and file index to understand initial information about the documents.

b) Directly examine the document collection; if multiple officers are involved, assign each officer to survey a portion.

c) Compile information and prepare a report on the survey results (Form No. 07).

5. Collection and supplementation of documents

a) Based on the document survey, if the archival collection or block lacks components, the police unit or locality must collect and supplement. The scope and components to be collected and supplemented depend on factors such as the purpose, requirements, and limited scope of the documents being organized; survey results; functions and responsibilities of police units and localities, subordinate units, and specific tasks of each officer; records of incoming and outgoing documents; and handover records.

b) Sources for supplementary files and documents include those from leaders of police units and localities, subordinate units, and officers assigned to handle tasks.

Article 13. Drafting plans and compiling guiding documents for organizing and revising materials

1. Public Security units and localities shall draft revision plans (model number 08). The revision plan must foresee the content of work, progress, human resources, material infrastructure, and funding to serve the revision process. Human resources participating in the revision (including contracted personnel) must be officers or non-commissioned officers of the People's Public Security currently working or retired.

2. Compiling the history of the unit forming the archive and the archive history

a) Basis for compilation: Legal normative documents and other documents concerning the establishment, division, merger of public security units and localities that have formed the archive or the set of materials to be revised; regulations on functions, tasks, powers, and organizational structure of the unit forming the archive (set of materials); work rules and record-keeping systems of the unit forming the archive; records of document handover, file indexes, submitted documents, document statistics books, and registration books or data of incoming and outgoing documents; reports on document surveys; other related materials.

b) The history of the unit forming the archive and the archive history (model number 09) must be compiled in detail and comprehensively when the first organization and revision take place; subsequent revisions only need to supplement information about changes in the organization and activities of the public security unit or locality forming the archive or the set of materials to be revised.

3. Compiling guidance on classification and filing

Based on the report on document surveys, the history of the unit forming the archive and the archive history, public security units and localities shall select the classification scheme (model number 10).

4. Compiling guidance on determining the value of documents

a) Guidance on determining the value of documents includes: A list of documents and specific guidance sections (model number 11).

b) Basis for compiling the guidance on determining the value of documents includes: Circulars stipulating document storage work commonly practiced in the People's Public Security; file directories of the agency or unit forming the archive; the history of the unit forming the archive and the archive history; guidance on classification and filing; opinions of public security units and officers at units related to the set of materials to be revised.

c) Criteria for determining the value and assessing the retention period of documents
The content of the document must reflect the functions, tasks, and various activities of public security units and localities. Documents of public security units and localities, and their leaders at higher levels have a longer retention period than those of lower-level units and their leaders. Documents formed during events, periods, and locations with significant economic, political, social, and historical importance have a longer retention period; documents prior to 1954 are permanently preserved and cannot be destroyed. Documents in the archival repository with many missing, lost, or damaged items have a longer retention period than those in a complete and intact archival repository. Documents reflecting distinctive features of a particular historical phase; documents bearing signatures or marks of prominent political activists or scientists expressing important ideas are permanently preserved. Replicas or copies of valuable documents damaged physically have the same retention period as the original or main document. In cases where documents cannot be restored, they should be proposed for destruction.

Article 14. Implementation of document rectification

1. Based on guidance on classification and file establishment, local police units shall proceed to classify documents. During the classification process, if original copies of valuable documents belonging to other archives (document groups) are found, they must be separated and listed in a catalog to supplement those archives (document groups).

2. Arrange and index files.

3. Index information card (model number 12).

4. Officially number files on the cover and write labels for file boxes.

a) Officially number all files in the archive or document group being rectified using Arabic numerals on the covers. Files should be numbered consecutively throughout the entire archive or document group.

b) Write labels: when writing labels, black, permanent ink must be used; the writing on the label must be clear and legible.

5. Print and bind the table of contents to serve management, exploitation, and utilization of files and documents.

6. Documents that have lost value during the rectification process must be grouped according to classification schemes and listed in a catalog of expired documents (model number 13).

Article 15. Completion of Rectification

1. Check the results of document rectification based on the following grounds: Purpose and requirements of rectification; issued rectification guidance documents; survey report on document status; handover record for rectification; rectification plan.

2. The content of checking the rectification results includes: Checking against rectification guidance documents, file of contents, catalog of expired documents of the archive or document group being rectified; inspecting actual documents after rectification; preparing a check record or acceptance record for rectification.

4. Hand over rectified documents including the following:

a) Documents retained for preservation shall be handed over according to the file of contents.

b) Documents removed for destruction shall be handed over according to the catalog of expired documents.

c) Documents transferred to another archive shall be counted in sets for handover.

d) When handing over documents, there must be a handover record.

5. Local police units shall prepare a summary report on rectification

a) The rectification results are evaluated on the following aspects: Total number of documents put up for rectification and their condition before rectification; total number of documents after rectification and their condition after rectification.

b) Comments and evaluation of the rectification process include: Progress of the rectification phase compared to the plan; strengths, shortcomings, and limitations during the rectification process; experiences drawn from the rectification phase.

6. Rectification files to be handed over include the document survey result report; rectification guidance documents and rectification plan; file of contents, statistical tools, and other search aids (if any); catalog of expired documents of the archive or document group being rectified with an accompanying explanatory note; rectification result report.

Article 16. Retention Period for Documents

The retention period for documents shall be implemented in accordance with the regulations of the Ministry of Public Security.

Article 17. Council for Determining Document Value

1. The head of local police units has the authority to establish the current and historical archives and decide to form the Council for Determining Document Value. The Council for Determining Document Value will dissolve itself upon completion of its tasks.

2. Composition of the Council for Determining Document Value

a) A representative of the unit directly holding the documents is the chairman. For village-level police, the village-level police leader responsible for archival work is the chairman.

b) The leader responsible for archival work at the local police unit is a member. For village-level police, the officer assigned to perform archival work is a member.

c) An officer or non-commissioned officer assigned to perform archival work at the local police unit is the secretary. For village-level police, one officer or non-commissioned officer is appointed as the council's secretary.

3. Tasks of the Council for Determining Document Value

a) Study and advise the leadership of local police units on determining retention periods, selecting documents to submit to higher-level archives; review and reassess documents that have exceeded their retention periods, and if necessary, propose extending the retention period for such documents.

b) Review and approve the list of expired documents to recommend to the competent authority for decision on destruction according to regulations.

c) The meeting record of the Council for Determining Document Value (model number 15) serves as the basis for the competent authority to decide on the destruction of documents.

Article 18. Destruction of Expired Documents

1. Authority to decide on the destruction of expired documents: The head of units under the Public Security unit or locality that established current archives or historical archives, or their deputies authorized, have the authority to decide on the destruction of expired documents without confidentiality within their management scope. For public security at the commune level, the head of the commune-level public security or the deputy head of the commune public security authorized have the authority to decide on the destruction of expired documents without confidentiality within their management scope. The authority to decide on the destruction of expired documents containing state secrets shall be carried out in accordance with the laws on protecting state secrets.

2. Records for destroying expired documents include:

a) List of expired documents (Form No. 13).

b) Decision to establish the Council to Determine the Value of Documents (Form No. 14).

c) Minutes of the Council Meeting to Determine the Value of Documents (Form No. 15).

d) Decision to Destroy Expired Documents (Form No. 16).

đ) Minutes of the Destruction of Expired Documents (Form No. 17).

e) Other related documents.

3. The destruction of expired documents must ensure the complete destruction of information contained in the documents and must be recorded in minutes.

4. Records for destroying expired documents must be kept at the Public Security unit or locality where the documents were destroyed for at least twenty years from the date of destruction.

Section 3

STATISTICS AND PRESERVATION OF ARCHIVED DOCUMENTS

Article 19. Statistics on Archives

1. Archival documents of Public Security units and localities must be centrally recorded in the system of statistical books and database for archive management.

2. Public Security units and localities must periodically compile the situation of archival work, prepare lists of permanently stored documents without confidentiality and lists of permanently stored confidential documents within their management scope, and report to the Ministry's Office before January 15 each year.

3. Public Security units and localities must regularly check and reconcile files and documents under management. Annually, they must conduct a comprehensive inventory and reconciliation of all currently stored files and documents, especially those marked with various levels of confidentiality. The statistical and management book of archival documents includes: Statistical Book of Archive Repository (Form No. 18); Document Entry Book (Form No. 19); Document Exit Book (Form No. 20).

Article 20. Preservation of Documents

1. Commonly formed documents of Public Security units and localities must be safely preserved in the archive storage room.

2. Public Security units and localities have the responsibility to construct or arrange file storage rooms according to the provisions of Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives.

Article 21. Specialized Archive Storage Rooms

Specialized archive storage rooms in the People's Public Security include Current Archive Storage Room and Historical Archive Storage Room. Specialized archive storage rooms in the People's Public Security are constructed in accordance with the provisions of Article 21 of the 2024 Law on Archives and Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives.

Article 22. Backup Storage

Backup storage in the People's Public Security is implemented in accordance with the provisions of Article 22 of the 2024 Law on Archives and Decree No. 113/2025/NĐ-CP dated June 3, 2025 of the Government detailing certain provisions of the Law on Archives.

Section 4

DOCUMENTS WITH SPECIAL VALUE, ACCESSIBLE DOCUMENTS, AND EXPLOITATION AND USE OF DOCUMENTS

Article 23. Special Value Archives

Special value archives shall be implemented in accordance with the provisions of Articles 38 and 39 of the 2024 Archives Law and Circular No. 06/2025/TT-BNV dated May 15, 2025, issued by the Ministry of Home Affairs detailing certain provisions of the Archives Law.

Article 24. Conditionally Accessible Archives

1. Conditionally accessible archives include archives containing state secrets and those specified in Decree No. 113/2025/NĐ-CP dated June 3, 2025, of the Government detailing certain provisions of the Archives Law.

2. For archives that do not contain state secrets, units under the Ministry and provincial public security agencies shall prepare a list of conditionally accessible archives within their management scope, submit it for unified opinion of the Ministry of Public Security's Office, report to the Minister for approval of the list.

Article 25. Forms of Exploitation and Use of Archives

1. Forms of exploitation and use of archives include:

a) Serving readers using archives;

b) Issuing copies of archives.

2. Copies of archives include certified copies of archives and un-certified copies of archives. Certified copies of archives have the same value as original archives.

Article 26. Authority to Approve Exploitation and Use of Archives

1. The authority to approve exploitation and use of archives containing state secrets shall be carried out in accordance with the laws on protecting state secrets.

2. The Minister of Public Security has the authority to approve requests for exploitation and use of archives within their management scope for foreign agencies, organizations, and individuals.

3. Heads of units under the Ministry, Provincial Public Security Directors, and Village Public Security Chiefs have the authority to approve requests for exploitation and use of archives within their management scope for public security units and localities, officers and non-commissioned officers in the People's Public Security force, and domestic agencies, organizations, and individuals.

4. Leaders of units managing archives within public security units and localities have the authority to approve requests for exploitation and use of archives from officers and non-commissioned officers in public security units and localities.

Article 27. Procedure for Exploiting Archives

1. Exploiting archives

a) Exploiting and using archives for official purposes

For officers and non-commissioned officers of public security units and localities who have archives: Present the request form for exploiting and using archives (Form No. 21).

For officers and non-commissioned officers of the People's Public Security force not belonging to public security units and localities who have archives; agencies, organizations, and individuals outside the People's Public Security force: Present the application for exploiting archives, request form for exploiting and using archives, national identity card (officers and non-commissioned officers of the People's Public Security force must present their People's Public Security identification).

For foreign agencies and organizations: Foreign agencies and organizations must send a letter to the People's Public Security unit in charge of international cooperation programs or related to the exploitation and use of archives. The application letter must clearly state the name of the agency or organization, representative, nationality, passport number, position of the representative, requested archives, purpose of use, commitment not to provide or transfer to third parties without the consent of the Minister of Public Security; request form for exploiting and using archives.

b) Exploiting and using archives for legitimate personal purposes

Officers and non-commissioned officers of the People's Public Security force; individuals outside the People's Public Security force when exploiting and using archives for personal purposes must have an application for using archives, national identity card (officers and non-commissioned officers of the People's Public Security force must present their People's Public Security identification), request form for exploiting and using archives, and must obtain approval from the competent authority.

2. Procedure for Exploiting Archives

a) Step 1: Public security units and localities, officers and non-commissioned officers in the People's Public Security force, and agencies, organizations, and individuals related outside the People's Public Security force shall prepare the request form for exploiting archives based on the provisions of Clause 1 of this Article.

b) Step 2: The unit directly managing the archives shall review or propose to the competent authority for approval based on the exploiter and the request form for exploiting and using archives. After the competent authority approves, the archive manager shall retrieve the archives from storage, record information in the archive management log, and hand over the archives to the exploiter for signature and receipt.(Form No. 22).

c) Step 3: After completing the exploitation and use process or upon expiration of the exploitation period, the archive manager shall return the archives, check them, and store them back in their designated location. Archive the request form for exploiting and using archives as required.

Article 28. Rights and responsibilities of agencies, organizations, and individuals in the exploitation and use of archival materials

1. Units and local public security organs, officers, non-commissioned officers within the People's Public Security force, and agencies, organizations, and individuals related outside the People's Public Security force have the right to use archival materials for work purposes, scientific research, historical studies, and other legitimate needs as prescribed by law.

2. Units and local public security organs, officers, non-commissioned officers within the People's Public Security force, and agencies, organizations, and individuals related outside the People's Public Security force when using archival materials shall have the following responsibilities:

a) Respect the originality of information in archival materials when introducing or quoting from archival materials.

b) Ensure the confidentiality of archival materials; do not alter, erase, or mark on archival materials; do not crumple or tear archival materials and comply with internal regulations when using archival materials.

c) Implement the provisions of this Circular, internal regulations, and rules of the local public security units managing archival materials, and relevant legal provisions.

3. Responsibilities of archival management at local public security units

a) Organize timely, safe, and confidential service for requests to exploit and use files and materials. Monitor the exploitation and use of files and materials.

b) Develop and submit to competent authorities for issuance internal regulations and rules regarding the use of archival files and materials.

Section 5

MANAGEMENT OF STORAGE ACTIVITIES

Article 29. Responsibilities for managing and implementing storage activities in the People's Public Security force

1. The Office of the Ministry of Public Security has the responsibility to advise the leadership of the Ministry of Public Security to issue Regulations on the retention period for files and materials commonly formed in the People's Public Security force; assist the Minister of Public Security in managing the storage of files and materials commonly formed in the People's Public Security force and report according to regulations.

2. Heads of local public security units have the responsibility to direct and organize the implementation of storage activities; issue rules on archival work at local public security units; and simultaneously organize the application of science and technology to storage activities within their units.

3. The Inspectorate of the Ministry of Public Security and the Cadre and Civil Servant Department have the responsibility to guide archival work for inspection files and cadre files after reaching a consensus with the Office of the Ministry of Public Security.

4. The Planning and Operations Department or equivalent department at the division level implements the function of storing commonly formed materials at local public security units and village-level public security organs, assisting the heads of local public security units in organizing the management of storage activities within their units.

5. Every individual involved in monitoring and handling matters related to storage activities must strictly comply with the provisions of this Circular.

Article 30. Training and Professional Development

1. The Office of the Ministry of Public Security collaborates with functional units to organize training and professional development for officers and non-commissioned officers engaged in storage activities within the People's Public Security force.

2. The Planning and Operations Department or equivalent department at the division level responsible for storing commonly formed materials at local public security units collaborates with the Office of the Ministry of Public Security to organize training and professional development for officers and non-commissioned officers engaged in storage activities within their units.

Article 31. Conditions to ensure the implementation of activities for storing commonly formed documents in the People's Public Security

The funds serving the activity of storing commonly formed documents in the People's Public Security shall be allocated in the annual state budget estimate and shall be used in accordance with the provisions of the law.

Chapter III

IMPLEMENTING PROVISIONS

Article 32. Effectiveness

1. This Circular takes effect from July 1, 2025.

2. This Circular replaces Circular No. 45/2018/TT-BCA dated December 28, 2018 of the Ministry of Public Security on the retention period for commonly formed documents in the People's Public Security; Circular No. 08/2020/TT-BCA dated January 17, 2020 of the Ministry of Public Security on archival work for commonly formed documents in the People's Public Security; Circular No. 39/2020/TT-BCA dated April 28, 2020 of the Ministry of Public Security on personnel file work in the People's Public Security; Circular No. 52/2021/TT-BCA dated May 14, 2021 of the Ministry of Public Security on inspection business file work in the People's Public Security.

Article 33. Responsibility for Implementation

1. Units and local public security agencies shall be responsible for thoroughly implementing this Circular.

2. The Ministry of Public Security Office shall assist the Minister of Public Security in supervising, guiding, inspecting, and urging the implementation of this Circular.

During the implementation of this Circular, if there are difficulties or obstacles, units and local public security agencies shall report to the Ministry (through the Ministry of Public Security Office) for guidance and explanation./.