Decision No. 579/QD-BNV Regarding the Approval of the Archival and Records Management Industry Plan until 2020, with a Vision to 2030

Pursuant to …;

Approving the Planning for the Archival and Records Management Sector to 2020,

with a vision to 2030

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THE MINISTER OF THE MINISTRY OF HOME AFFAIRS

Pursuant to the Law on Archives No. 01/2011/QH13 dated November 11, 2011;

Pursuant to Decree No. 48/2008/NĐ-CP dated April 17, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

Pursuant to Decree No. 92/2006/NĐ-CP dated September 7, 2006 of the Government on planning, approving, and managing comprehensive development plans for economic and social development;

Considering the proposal of the National Archives and Records Administration at Circular No. 523/TTr-VTLTNN dated June 13, 2012 regarding the Planning for the Archival and Records Management Sector to 2020, with a vision to 2030;

At the proposal of the Director of the Department of Planning and Finance,

DECISION:

Article 1. Approves the "Planning for the Archival and Records Management Sector to 2020, with a vision to 2030" with the following main contents:

1. Views and Development Goals

a) Views

- The planning for the archival and records management sector must be consistent with the Strategy for Economic and Social Development for the period 2011-2020;

- The planning for the archival and records management sector aims to successfully implement the goals of the Strategy for Developing the Civil Service;

- The planning for the archival and records management sector must have a long-term vision and appropriate implementation schedules according to the requirements of each development stage;

- The planning for the archival and records management sector must meet the requirements of international cooperation in professional fields, business practices, and scientific technology related to archival and records management work.

b) Goals

- General Goal

+ To uniformly manage archival and records management work nationwide; to protect and safely preserve archival materials and effectively utilize their value to serve the construction and defense of the country;

+ To guide the development of archival and records management work up to 2020 to contribute to providing information as a basis for state management agencies to develop plans, balance, and allocate resources for investment development in accordance with the orientation of the Party and State, contributing to successfully implementing the Strategy for Economic and Social Development for the period 2011-2020;

+ To create a complete and comprehensive legal foundation for state management over archival and records management work; to serve as a basis for state agencies and organizations to develop annual plans, build and approve investment projects in the field of archival and records management, while actively mobilizing and using resources effectively;

- Specific objectives

+ To perfect the system of legal and technical documents to manage archival and records management work to meet the requirements of national renewal and international integration;

+ To perfect the organizational structure of archival and records management from central to local levels sufficient to fulfill the function of uniformly managing archival and records management work;

+ To build a high-quality human resource in archival and records management to ensure the requirements for successfully completing the tasks assigned to the sector during the period of industrialization, modernization, and integration;

+ To build material infrastructure to meet the requirements of state management over archival and records management; to protect, safely preserve, and organize the effective use of national archival materials;

+ To research and apply science and technology, including information technology, to meet the requirements of modernizing archival and records management work.

2. Main Contents of the Planning for the Archival and Records Management Sector to 2020, with a Vision to 2030

a) Building the System of Legal and Technical Documents on Archival and Records Management Work

Perfecting the system of legal and technical documents to manage archival and records management work to comprehensively regulate all activities of uniformly managing archival and records management work towards modernization and international integration. (List of key documents to be developed and issued during the period 2011-2030 attached as Appendix No. 01 to this Decision).

b) Forecasting Indicators for the Archival and Records Management Industry

- On records management work

By 2020, ensuring the achievement of some basic indicators:

+ 100% of state agencies will manage outgoing and incoming documents according to regulations and staff, civil servants, and public officials will establish traditional file records for documents.

+ 100% of state agencies will deploy and maintain internal network systems and email systems to facilitate internal information exchange quickly, conveniently, and efficiently; 50% of formal documents exchanged between state agencies will be conducted through the network environment using digital signatures to ensure information security requirements.

+ 80% of staff, civil servants, and public officials at Ministries, agencies equivalent to ministries, and government agencies, and 50% at provincial People's Committees under the Central Government will use email for work.

+ 80% of Departments, Offices of Ministries, agencies equivalent to ministries, and government agencies, and 50% of Provincial People's Committee Offices under the Central Government will deploy and use software to manage, process outgoing and incoming documents, and handle file record establishment in a network environment to enhance management efficiency, operational effectiveness, administrative reform, and working methods of agencies and organizations.

By 2030: 90% of central and local agencies will establish file records during the process of handling and managing documents in a network environment.

- On archival work

By 2020: archival materials will be collected into agency archives and historical archives in accordance with the provisions of the Law on Archives and guiding documents, with a forecasted total volume of archival materials in historical archives to be approximately 400,000 meters.

In historical archives (including National Central Archives and historical archives in provinces and centrally-administered cities), 100% of archival materials will be fully organized and preserved in specialized storage facilities, with 20 million pages of archival materials digitized.

10% of archival files will be utilized, 30% of archival materials will be published and exhibited to the public; on average, serving 10,000 people annually to access and utilize archival materials.

By 2030: the volume of archival materials preserved in historical archives will be approximately 700,000 meters, with 40 million pages of archival materials digitized.

50% of the stored files are exploited and utilized, 50% of the documents are published and exhibited to introduce to the public; on average annually, serve 20,000 visitors per year for exploitation and utilization purposes, of which 20% of the information from the widely accessible archival documents is provided through the wide network of the Archival sector to meet the needs of the public for exploitation and utilization.

Complete the traditional search tools system and promote the construction of databases to serve management and exploitation and utilization of documents throughout the sector.

c) Plan the organizational structure of the Archival sector

Establish an organizational structure capable of fulfilling state management functions in the field of archiving within the entire country; uniformly manage national archival materials and implement public services according to legal provisions; build a modern archival sector with the ability to integrate regionally and globally, incorporate advanced technology into archival work, enhance management capacity, and effectively utilize national archival materials.

- Regarding organizational structure at the central level

Improve the existing organizational structure of the National Archives and Records Administration to the model of the General Bureau of Archives and Records to ensure the fulfillment of main functions and tasks:

+ Manage and direct archival and records work nationwide;

+ Uniformly manage the National Archive of Vietnam to ensure safe preservation and effective utilization of archival materials for economic and social development; protect national sovereignty and security; provide archival information to meet the needs of citizens and society;

+ Play a leading role, set directions, and establish a legal framework for organizations and individuals participating in specialized public services related to archival activities, ensuring the unity of the National Archive and compliance with the law;

+ Participate as members in international organizations in management and professional activities related to archival work; sign and organize the implementation of international treaties, programs, and projects on archival work.

- At Ministries and sectors

Improve the structure of the Records and Archives Office under the Ministry's Office to ensure the fulfillment of functions and tasks in managing records and archives work within the agency and subordinate units.

- Some central ministries and sectors with specialized archival materials outside the Records and Archives Office under the Ministry's Office may establish a Center for Specialized Sectoral Archival Materials based on management requirements.

- At localities

By 2020, 100% of provinces and centrally-administered cities will establish and improve the organizational structure of the Records and Archives Sub-Department under the Department of Home Affairs to ensure the fulfillment of state management functions in records and archives and the management of provincial historical archival materials, where one unit under the Sub-Department will be responsible for the preservation and organization of archival material utilization.

d) Human Resources in the Archival Sector

Build a professional cadre system in the Archival Sector with good morals and qualities, adequate quantity, ensured quality, reasonable structure, professional expertise, and theoretical political education levels to meet the development requirements and the process of international integration of the sector. Forecast human resources in the Archival Sector through various stages as follows:

- Human Resources of the General Bureau of Archives and Records

By 2015: Forecast the need for human resources in the General Bureau of Archives and Records to be approximately 880 people, including:

+ Administrative block: about 80 people, with the expected educational structure as follows: the ratio of those with master's and doctoral degrees is 25%; bachelor's degree holders make up 55%; college graduates account for 3.5%; junior college graduates account for 7%; primary and technical training graduates account for 9.5%;

+ Public service archival block: more than 800 people, with the following educational structure: the ratio of those with master's degrees is 11%; bachelor's degree holders make up 54%; college graduates account for 7%; junior college graduates account for 13%; primary and technical training graduates account for 15%.

By 2020: it is expected that the need for human resources in the General Bureau of Archives and Records will be approximately 1000 people, including:

+ Administrative block: about 100 people, with the expected educational structure as follows: the ratio of those with master's and doctoral degrees is 29%; bachelor's degree holders make up 54%; college graduates account for 3%; junior college graduates account for 6%; primary and technical training graduates account for 8%;

+ Public service archival block: about 900 people, with the following educational structure: the ratio of those with master's degrees is 14.5%; bachelor's degree holders make up 50%; college graduates account for 8.5%; junior college graduates account for 12%; primary and technical training graduates account for 15%.

By 2030: it is expected that the need for human resources in the General Bureau of Archives and Records will be approximately 1200 people, including:

+ Administrative block: about 120 people;

+ Public service archival block: about 1080 people.

- Human Resources in Records and Archives at Ministries and Sectors

By 2015: forecast the total number of records and archives personnel to be approximately 1,000 people, all of whom have been trained, including: 45% with bachelor's degree; 35% with college or junior college degree; 25% with vocational or primary training.

By 2020: approximately 1,100 people, all of whom have been trained, including: 45% with bachelor's degree; 40% with college or junior college degree; 20% with vocational or primary training.

By 2030: approximately 1,200 people, all of whom have been trained, including: 45% with bachelor's degree; 40% with college or junior college degree; 20% with vocational or primary training.

- Human Resources in Records and Archives at Localities

By 2015: approximately 35,000 people, all of whom have been trained, including: 30% with bachelor's degree; 40% with college or junior college degree; 30% with vocational or primary training.

By 2020: approximately 70,000 people, all of whom have been trained, including: 30% with bachelor's degree; 40% with college or junior college degree; 30% with vocational or primary training.

By 2030: approximately 74,000 people, all of whom have been trained, including: 30% with bachelor's degree; 45% with college or junior college degree; 25% with vocational or primary training.

đ) Plan Scientific Research Programs and Topics

Study scientific foundations to achieve the objectives: provide scientifically feasible arguments for application in the process of reforming state management of archives and records; promote modernization of archive and record work, contributing to administrative reform at the national level and regional and international integration, by 2020, the scientific and technological capacity in archives and records reaches advanced levels in the region (List of Research Programs and Topics according to Appendix 2 attached).

e) Physical infrastructure system

The state budget ensures the needs for state management in the field of archives and records towards modernization, including the following contents:

- Drafting and submitting to competent authorities regulations and administrative documents for managing archives and records;

- Building new and renovating storage facilities to meet technical requirements for safe preservation and utilization of archival materials;

- Purchasing equipment and means to implement advanced technical measures for preserving archival materials and serving their exploitation and use;

- Collecting and compiling archival materials (including rare and valuable materials);

- Arranging archival materials;

- Repairing, making insurance copies, and digitizing archival materials;

- Publishing, introducing, exhibiting, and displaying archival materials;

- Researching, applying science, and transferring technology in archives and records;

- Other activities serving the modernization of archives and records work.

(List of Priority Projects and Proposals for Archives and Records Affairs according to Appendix 3 attached).

g) Implementation solutions

- Reforming state management in the field of archives and records

+ Completing the system of regulatory documents and managing archives and records concerning: business procedures, standards, processes, norms, and economic and technical quotas on archives and records; job titles and standards for civil servants and officials in archives and records;

+ Improving the organizational structure for state management of archives and records, innovating management methods, enhancing the capacity, effectiveness, and efficiency of the management machinery in archives and records;

+ Strengthening coordination among levels, sectors, and subjects participating in archives and records activities;

+ Innovating policies and mechanisms to develop the field of archives and records, particularly focusing on recruitment, utilization, and remuneration policies for human resources in archives and records;

- Reforming and enhancing awareness of the role of developing the archives and records sector in sustainable national development, specifically:

+ Widely promoting the role of archives and records work so that all social strata, leaders, organizations, and individuals involved in archives and records activities recognize the role and responsibility of archives and records work in each agency and organization; ensuring the safe preservation and organized use of archival materials is a societal task; placing "Development Direction of the Archives and Records Sector" as one of the basic contents of sustainable development;

+ Enhancing propaganda efforts in society to raise awareness about the value of archival materials in the cause of building and defending the country and national sovereignty, thereby fostering high consciousness in protecting archival materials; actively promoting and mobilizing individuals, families, and clans to donate archival materials to the state;

+ Training and nurturing cadres and staff in archives and records through appropriate forms, incorporating archival and records work into training and nurturing programs in specialized schools and training institutions at various levels.

- Applying science and technology to archives and records work towards modernization, suitable to Vietnam's socio-economic conditions, meeting the country's development needs and international integration.

- Ensuring physical infrastructure for the development of the archives and records sector: based on the needs of state management of archives and records, the needs of managing archival materials; based on the contents of planning for physical infrastructure, relevant agencies and organizations submit projects and proposals to competent authorities for approval, allocate annual funds to ensure the development needs of the archives and records sector.

- Promoting international cooperation in archives and records: strengthening cooperation with countries having advanced training and technology to gradually absorb and transfer archives and records technology to meet the needs of archives and records work during industrialization, modernization, and international integration, creating favorable conditions for collecting archival materials related to Vietnam and about Vietnam currently preserved in other countries around the world.

- Promoting socialization of archival service activities.

3. Organization of Implementation

- Ministry of Home Affairs:

+ Directing, guiding, and inspecting the implementation of the Planning for the Archives and Records Sector.

+ Approving five-year and annual plans for the development of the archives and records sector; directing the National Archives and Records Administration to organize the implementation of the contents in the approved planning.

- The Ministry of Home Affairs shall take the lead and coordinate with the Ministry of Planning and Investment and the Ministry of Finance to aggregate and submit to competent authorities for balancing and allocating the state budget annually to implement the contents of the Planning for the Archives and Records Sector already approved by competent authorities.

- Ministries, sectors, provinces, centrally governed cities

+ Conducting a review of overall planning for ministries, sectors, provinces, and centrally governed cities; supplementing the goals, orientations, tasks, and solutions for the development of the archives and records sector into the overall planning for economic and social development of the sector and province.

+ Proactively mobilizing resources to ensure the performance of functions in managing archives and records and managing archival materials according to the indicators of the Planning for the Archives and Records Sector.

+ Organizing good information systems on the development planning of the archives and records sector in the locality, coordinating with relevant agencies and organizations to grasp needs and implement long-term and short-term plans.

- National Archives and Records Administration

+ As the permanent body, it takes the lead in assisting the Ministry of Home Affairs to organize the implementation of the approved Planning Scheme: promoting and disseminating the Planning Scheme for the development of the Archival and Records Management sector; developing five-year and annual plans to implement this Planning Scheme; drafting and submitting proposals to competent authorities for approval of projects and programs to ensure material requirements for the development of the Archival and Records Management sector according to the contents of the Planning Scheme; coordinating with ministries, sectors, and localities to align the contents of the Planning Scheme with their respective development planning schemes and supplementing tasks related to archival and records management in their five-year and annual plans.

+ Takes the lead in assisting the Ministry of Home Affairs to coordinate with ministries, sectors, and centrally governed cities and provinces in building an information system and forecasting resource needs, and establishing criteria for evaluating the development of archival and records management work for monitoring purposes; at the same time, compiling the implementation status of the Planning Scheme's contents and reporting to the Ministry of Home Affairs.

Article 2. This Decision takes effect from the date of issuance.

Article 3. The Director of the National Archives and Records Administration, the Head of the Department of Planning and Finance, the Heads of units under the Ministry of Home Affairs, and the Heads of relevant agencies and organizations mentioned in Article 1 are responsible for implementing this Decision.