Circular No. 91/2012/TT-BQP Issuing the regulations on archival work, record management, and document security in the military.

CIRCULAR

BIssuing regulations on archival work, record management, and document security in the military

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WHEREAS,ứ Pursuant to the Law on Enacting Legal Normative Documents dated June 3, 2008;

Based on the Law on Archives 2011;

Pursuant to the Ordinance on State Secrets Protection 2000;

Pursuant to Decree No. 110/2004/NĐ-CP dated April 8, 2004 on archival work; Decree No. 09/2010/NĐ-CP dated February 8, 2010 amending and supplementing certain articles of Decree No. 110/2004/NĐ-CP dated April 8, 2004 of the Government on archival work;

Pursuant to Decree No. 104/2008/NĐ-CP dated September 16, 2008 of the Government on the Functions, Tasks, Authorities, and Organizational Structure of the Ministry of National Defense;

Considering the proposal of the Director of the General Department of the Ministry of National Defense;

The Minister of National Defense issues this Circular on the Regulations on archival work, record management, and document security in the Military,

Article 1. Attached to this Circular is the "Regulations on archival work, record management, and document security in the Military".

Article 2. This Circular takes effect 45 days from the date of signature and replaces the following documents:

1. The Regulations on archival work issued together with Decision No. 15/QĐ-QP dated January 19, 1981 of the Minister of National Defense;

2. The Regulations on Protecting Confidential Documents issued together with Decision No. 1602/QĐ-BQP dated August 4, 2000 of the Minister of National Defense;

3. Chapters I, IV, V, VI of the Provisions on Issuing and Managing Administrative Documents issued together with Decision No. 206/2005/QĐ-BQP dated December 20, 2005 of the Minister of National Defense;

4. Decision No. 127/2008/QĐ-BQP dated September 9, 2008 of the Minister of National Defense on archive management;

5. Decision No. 162/2008/QĐ-BQP dated December 15, 2008 of the Minister of National Defense on managing and using seals.

Article 3. The Chief of the General Staff, Heads of Departments, Commanders of units are responsible for implementing this Circular.

The Director of the General Department of the Ministry of National Defense is responsible for organizing the implementation of this Circular./.

REGULATIONS

On archival work, record management, and document security in the military

(Issued together with Circular No. 91/2012/TT-BQP dated July 26, 2012 of the Ministry of National Defense)

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Chapter I.

GENERAL PROVISIONS

Article 1. Scope of application

These Regulations stipulate the content of management and operational activities of archival work, record management, and document security in the Military:

1. Archival work: Drafting and issuing documents; managing incoming and outgoing documents; establishing files and file lists; managing and using seals.

2. Record management: Collecting files and documents; arranging, determining value, statistics, inspection, preservation, and utilization of documents.

3. Document security work: Determining confidentiality level, declassifying, and releasing documents; compiling confidential lists; managing confidential documents; securing data on information technology devices; securing information in relations with foreign partners.

Article 2. Applicability

These Regulations apply to agencies, units, party organizations, youth unions, trade unions, women's associations, enterprises, and associations (hereinafter referred to collectively as agencies and units) and individuals related to archival work, record management, and document security in the Military.

Article 3. Explanation of Terms

In these Regulations, the following terms are understood as follows:

1. Administrative document is a document issued by agencies and units to manage, direct, and resolve tasks within their responsibilities as prescribed by law.

2. Specialized document is a document reflecting the content of a specialized field such as: Political work; combat operations; training; military diplomacy; science and technology; basic construction; economy; finance and accounting; judiciary; insurance; health care.

3. Document is a carrier of information formed during the operation of agencies, units, and individuals.

Documents include: Texts, projects, design drawings, maps, research works, ledgers, statistical tables; film negatives and positives; audio and video tapes; electronic documents; literary and artistic manuscripts; work diaries, journals, memoirs, calligraphy, handwritten documents; paintings or prints; publications and other carriers of information.

4. Incoming document is a document sent from other agencies, units, and individuals.

5. Outgoing document is a document issued by agencies and units.

6. Draft document is a version written or typed that forms during the drafting process of a document.

7. Original document is a complete version regarding content and format issued by agencies, units, or organizations and signed directly by authorized persons.

8. Official copy is a complete version regarding content and format issued by agencies, units, or organizations.

9. Certified true copy is a full and accurate copy of a document presented according to the prescribed format. A certified true copy must be made from the original or official copy.

10. Transcript is a full and accurate copy of a document presented according to the prescribed format. A transcript must be made from a certified true copy.

11. Extract is a partial copy of a document presented according to the prescribed format. An extract must be made from the official copy.

12. Guarantee signature (stamped signature) is a signature ensuring the content, format, and presentation technique of a document.

13. File is a collection of documents related to each other concerning a specific issue, event, or object or having one (or several) common characteristics such as: Type of document, issuing agency, time of issuance formed during the monitoring and resolution of tasks within the scope of functions and duties of an agency, unit, or individual.

14. Establishing a file is the process of collecting and arranging documents formed during the monitoring and resolution of tasks into a file according to certain principles and methods.

15. File list is a table listing the files to be established in the year of operation.

16. Archive document is a document with value for practical activities, scientific research, and history selected for archiving.

Archive documents include: Originals, official copies; in cases where originals or official copies are no longer available, they can be replaced by legal copies.

17. Traditional archive document is a document on paper, film, photographs, audio and video tapes.

18. Electronic archive document is a document created in the form of a data message, formed during the operation of agencies, units, and individuals, selected for archiving or digitized data messages from archive documents on other carriers.

19. An electronic document file is a collection of related electronic documents concerning a specific issue, event, or subject formed during the process of monitoring and resolving tasks within the scope of functions and responsibilities of agencies, units, and individuals.

20. Creating an electronic document file involves applying technical measures of information technology to link electronic documents formed during the process of monitoring and resolving tasks within the scope of functions and responsibilities of agencies, units, organizations, and individuals into a file.

21. A storage repository is the entire set of archival documents formed during the operation of agencies, units, organizations, or individuals.

22. Agency archives are organizations that implement archival activities for agency, unit archival documents.

23. Current archives are places where documents of agencies and units are stored and used for a limited time.

24. Specialized archives are places where documents are stored according to national standards.

25. Secret refers to information about cases, events, documents, objects, locations, times, statements with important contents in the military and defense fields that must be kept confidential, as their disclosure would cause harm to the state's and army's defense and military work.

26. Secret list is a table listing information classified as Top Secret, Confidential, and Secret by agencies and units authorized by competent authorities.

27. Determining the level of secrecy involves basing decisions on the secret list of agencies and units, the degree of harm if documents are disclosed, and the scope of dissemination to determine the level of secrecy for each document or text.

28. Downgrading secrecy is changing the level of confidentiality previously determined for a document or text.

29. Declassifying is removing the previously determined level of confidentiality from a document or text.

Chapter II.

OFFICE WORK

SECTION 1. DRAFTING ANDAIMPLEMENTATION OF DOCUMENTS

Article 4. Forms of Documents

1. Legal regulatory documents include: Law, Ordinance, Resolution, Decree, Decision, Circular, Joint Circular.

2. Administrative documents include: Resolution, Decision, Directive, Regulation, Provision, Notice, Guidance, Program, Plan, Project, Proposal, Scheme, Contract, Report, Minutes, Administrative Telegraph, Administrative Letter, Memorandum, Commitment, Agreement, Certificate, Power of Attorney, Work Permit, Introduction Letter, Leave Slip, Invitation, Proxy, Receipt for File Submission, Submission Form, Document Processing Form, Simple Document Submission Form, Task Processing Form, Transfer Form, Notification Form, Official Letter.

3. Professional documents include: Command, Order, Resolution, Diagram, Map, Drawing, Business Form, Diploma, Certificate, Card.

4. Party documents include: Political Platform, Party Constitution, Strategy, Resolution, Decision, Directive, Conclusion, Regulation, Provision, Notice, Guidance, Notice, Statement, Call, Report, Plan, Master Plan, Program, Proposal, Proposal, Letter, Minutes, Introduction Letter, Certificate, Travel Permit, Leave Slip, Submission Form.

5. Documents of youth unions, trade unions, women's associations include: Resolution, Decision, Charter, Report, Plan, Letter, Minutes.

Article 5. Format and technical presentation of documents

1. The format and technical presentation of legal normative documents and administrative documents shall be implemented in accordance with the regulations of the Minister of National Defense.

2. The format and technical presentation of specialized documents within the authority to issue of the Ministry of National Defense shall be drafted by the leading agency of the Ministry, coordinated with the Office of the Ministry of National Defense, submitted to the Minister of National Defense for consideration and decision.

3. The format and technical presentation of Party documents shall be carried out according to the guidance of the Central Military Commission's Office.

4. The format and technical presentation of documents of youth associations, women's associations, and trade unions shall be drafted by the Youth Department, Women's Department, and Defense Trade Union, coordinated with the Office of the Ministry of National Defense, submitted to the Director of the Political General Department for issuance.

Article 6. Drafting processitself, handling|||of documentsperiodBased on the nature, content, and work requirements, the head of the agency or unit assigns a collective or individual to draft or lead the drafting of the document in the following sequence:

1. Determine the form, content, level of confidentiality, urgency, and scope of dissemination;

2. Collect relevant materials and process information related to the content to be drafted;

3. Organize the drafting of the document;

4. Organize the solicitation of opinions from relevant agencies, units, and individuals (if the document contains related content);

5. Study and incorporate opinions to perfect the draft;

6. Review and verify the legality and format and technical presentation of the document;

7. Submit to the competent authority for consideration and issuance.

Article 7. Approval of drafts, corrections, and supplements to drafts

1. Drafts of documents must be approved by the person authorized to sign the document. The signer must carefully examine the content, determine the level of confidentiality and urgency (if applicable), and the scope of dissemination of the document.

2. In cases where corrections or supplements are made to approved drafts, they must be reported to the approver for review and decision.

Article 8. Typing and duplication

1. The person receiving the draft and materials for typing and duplication must register in the Typing and Duplication Register Book (Form No. 08, Appendix I); type accurately according to the approved draft content, adhering to the prescribed format and technical presentation of the document. If errors or unclear points are found in the draft, they must be clarified with the drafting unit or individual or the draft approver.

2. After typing and duplicating, the draft and materials must be returned to the requester, who must sign the Typing and Duplication Register Book.

3. Strictly maintain the confidentiality of the content of the document and materials; carry out typing and duplication according to the approved quantity and agreed time.

Article 9. Inspection of documents before submission for signing and issuance

1. The unit commander or the document drafter must inspect the content, legality, and ensure that they bear responsibility before the signer and the law regarding the content of the document.

2. The Head of the Office, the Head of the Administrative Department (where there is no Office), or the person assigned responsibility (for clerical duties) must inspect the format and technical presentation of the document, ensure it, and bear responsibility before the signer and the law regarding the format and technical presentation of the document.

Article 10. Authority to Sign Documents

1. Agencies and units operating under the chief executive system:

a) The head of the agency or unit has the authority to sign all documents issued by the agency or unit. The head may delegate this authority to their deputy for certain documents within their delegated responsibilities and some documents within their own authority, but the deputy must bear responsibility before the head and the law.

b) Political Commissars and Political Officers of agencies and units have the authority to sign documents concerning Party work and political affairs. They may delegate this authority to their deputy for certain documents within their delegated responsibilities, but the deputy must bear responsibility before the Political Commissar or Political Officer and the law.

c) The head of the agency or unit may authorize subordinate unit commanders to sign documents on delegation (TUQ.) or on behalf (TL.) certain types of documents. Delegation of signing authority or signing on behalf must be specifically stipulated in the operational regulations or regulations on clerical work of the agency or unit. The person authorized to sign on delegation or on behalf may not further delegate this authority to another person. Documents signed on delegation (or on behalf) shall follow the format and be stamped with the seal of the delegating agency or unit.

2. Agencies and units operating under the collective system: The leadership of the agency or unit signs on behalf (TM.) of the collective for documents issued by the agency or unit. Deputies and other leaders holding leadership positions may sign on behalf of the collective for documents within their delegated authority and those within their delegated responsibilities.

3. The person signing the document must sign within their authority and bear responsibility for the documents they sign. The signature in the document must match the registered sample signature; pencils, red ink, or easily fading inks must not be used to sign documents.

3. The person signing the document must sign within their authority and be responsible for the documents they sign. The signature in the document must match the registered sample signature; pencils, red ink, or any fading ink types shall not be used to sign the document.

Article 11. Copies of Documents

1. Forms of copies: True copy, registry copy, and excerpt copy.

2. Format of copies includes: Name of the agency or unit making the copy; number and code of the copy; place name and date of copying; position, name, and signature of the authorized person; stamp of the agency or unit making the copy; recipient. Each copy is separately numbered and registered and managed in the Register of Typing and Copying Documents (Form No. 08, Appendix I).

3. Making copies of documents must be decided by the head of the agency or unit or by a person authorized to do so. Making copies of "Top Secret" documents must be agreed upon in writing by the issuing agency or unit. Copies must be registered and managed like the original.

4. A copy of a document that fully presents the format elements specified in Clause 2 of this Article has the same legal value as the original.

Section 2. MANAGEMENT OF OUTGOING DOCUMENTS

Article 12. Procedures for Managing Outgoing Documents

1. Checking, registering, and stamping documents.

2. Transferring and tracking outgoing documents.

3. Storing and correcting outgoing documents.

Article 13. Checking, Registering, and Stamping Documents

1. All documents issued by agencies or units must be submitted to the Office for registration and management.

2. The Office is responsible for conducting the final check on the format and presentation technique of the document to identify errors and notify the unit or the drafter to correct them before issuance procedures are carried out.

3. Recording the number and time of issuance of the document.

4. Entering into the Outgoing Document Registration Book (Form No. 05, Appendix I) or inputting information into the computer database according to the Outgoing Document Information Entry Form (Form No. 06, Appendix I).

5. Stamping the agency or unit seal and the degree of confidentiality and urgency seals (if applicable) on the document.

Article 14. Transferring and Tracking Outgoing Documents

1. Documents that have been registered and stamped must be sent out on the same day, at the latest the next working day. Time-bound and urgent documents must be sent out first; non-confidential outgoing documents may be transferred to the recipient via fax or secure network transfer as prescribed.

2. Sending procedures

a) For direct delivery, the recipient signs for receipt in the Outgoing Document Registration Book;

b) For indirect delivery, the document must be placed in an envelope, sealed, registered, and signed for in the Document Transfer Book (Form No. 07, Appendix I). When sending confidential documents with contents marked "Top Secret", "Top Secret", and important contents, an accompanying dispatch form (Form No. 17, Appendix I) must be included;

c) Envelope sending procedures: Outside the envelope, record the name of the sending agency, the document number, and the name of the receiving agency or unit. Envelopes containing documents with high levels of confidentiality or urgency must be stamped with corresponding confidentiality and urgency seals matching the highest level of confidentiality or urgency within the envelope.

d) Procedures for sending confidential documents are implemented according to Clause 2, Article 68 of this Regulation.

3. Documents should only be sent to agencies, units, or individuals responsible for handling them. In cases where they are sent for purposes other than handling, such as "For reporting", "For coordination", "For information", the purpose of sending must be clearly stated in the recipient section at the end of the document.

4. Send documents following the principle of direct-level dispatch. In special cases requiring dispatch beyond the immediate superior level, simultaneous dispatch to the immediate superior for reporting or to the immediate subordinate for information is required.

5. If a document is sent to an agency or unit without the authority to handle it, the recipient has the right to return it to the sender.

6. Staff members responsible for sending documents must monitor the transfer of documents and promptly address any loss or delay in processing time.

Article 15. Retention and Correction of Outgoing Documents

1. Each outgoing document must be retained in two copies, the original copy kept at the Office, and the main copy kept at the drafting unit; the original must be stamped and arranged in registration order.

2. Correction of Documents

a) Documents with errors in content must be corrected by the issuing agency or unit through an equivalent form of document issued by the command authority.

b) Documents with errors in format and presentation technique shall be corrected by the Director of the Office or Head of the Administrative Department authorized by the command authority of the issuing agency or unit.

SECTION 3. MANAGEMENT OF INCOMING DOCUMENTS

Article 16. Procedures for Managing Incoming Documents

1. Receiving incoming documents.

2. Registering incoming documents.

3. Presenting and transferring incoming documents.

4. Handling incoming documents.

5. Monitoring, urging, and inspecting the handling of incoming documents.

6. Time limit for handling incoming documents.

Article 17. Receipt of Incoming Documents

1. All documents, materials, letters, and petitions sent to any agency or unit from any source must be transferred to the Office for registration and management. Upon receipt, they must be checked against the number on the envelope with the number in the register or transfer slip and signed for; if any shortage or damage to the envelope or delay beyond the time indicated on the envelope is discovered, a report (Form No. 01, Appendix I) must be made, reported to the command authority of the agency or unit, and notified to the sender for prompt action.

2. When opening the envelope for registration, the number on the envelope must be compared with the number of the document inside and the dispatch slip (if any); if any surplus, shortage, or incorrect number of documents is found, the sender must be rechecked.

3. Envelopes marked with the title or name of the recipient must not be opened by the Office.

4. The document must be removed from the envelope, and the stamp "Received" (Form No. 02, Appendix I) must be affixed below the document number or symbol; if there is no space left below the number or symbol, it must be affixed below the date of issuance of the document.

Article 18. Registration of Incoming Documents

1. All incoming documents must be registered in the Incoming Document Register (Form No. 03, Appendix I) or entered into the computer database according to the Information Recording Form for Outgoing Documents (Form No. 04, Appendix I).

2. For envelopes that are not opened, the Office must register the information on the outside of the envelope and hand it over to the person named on the envelope. If it is a general matter, the recipient must return it to the Office for registration and management.

3. For documents transmitted via fax or electronic network, they must be printed out and stamped as received. Upon receiving the original, the stamp "Received" must be affixed and the registration procedures followed (the receipt number and date are the same as those registered on the fax or electronic transmission).

4. Urgent documents received outside working hours, holidays, or rest days must be processed immediately.

Article 19. Presentation and Transfer of Incoming Documents

1. Presentation of Incoming Documents

a) Incoming documents must be promptly presented to the responsible person for review and opinion on classification; the responsible person for classification must record their resolution on the Document Resolution Slip. The person presenting the incoming document must base the classification on the content of the document, work regulations, functions, tasks, powers of related agencies, units, and individuals.

b) Incoming documents bearing urgency marks must be registered, presented, and transferred immediately upon receipt.

2. Transfer of Incoming Documents

a) Based on the opinion of the responsible person, the Office must process the transfer to relevant agencies, units, or individuals for immediate handling on the same day or at the latest on the next working day.

b) Transfers must be accurate, directed to the responsible party for handling, and maintain the confidentiality of the document's content.

c) Documents mistakenly addressed or delivered must be returned or forwarded to the responsible agency or unit for handling (if urgent) and the sender must be informed.

Article 20. Handling incoming documents

1. The Commanding Officer of the agency or unit shall be responsible for directing the timely handling of incoming documents. The Deputy Commanding Officer of the agency or unit may be assigned to direct the handling of incoming documents according to the delegation of the Commanding Officer and those documents within the fields they are responsible for.

2. The Commanding Officer of the agency or unit may delegate the Director of the Office or the Head of the Administrative Department (where there is no Office) to review, classify documents, and monitor and urge the handling of incoming documents.

3. Agencies, units, and individuals responsible for handling documents must base their actions on their functions and duties, study the content of the incoming documents, and propose solutions.

a) For simple tasks, propose solutions using the Document Resolution Proposal Form (Form No. 18, Appendix I).

b) For complex tasks involving multiple agencies and units, propose solutions using the Task Resolution Proposal Form.

c) When the Commanding Officer of the agency or unit provides guidance on resolution, the responsible unit or individual must promptly and accurately implement it. If the document contains the directive of an authorized person, it must be concretized in another document, not copied verbatim and sent out.

Article 21. Monitoring, Urging, and Checking the Handling of Incoming Documents

1. The person who classifies incoming documents is responsible for monitoring and urging the handling of these documents.

2. The Commanding Officer of the unit or department within the agency must monitor, urge, and check the handling of documents by the responsible unit or department.

3. The Archival Staff member is responsible for assisting the document classifier in monitoring and urging the handling of incoming documents by the agency or unit.

Article 22. ProThis Resolution takes effect from the date it is adopted by the National Assembly.Time limit for handling incoming documents

1. The time limit for handling incoming documents starts from the day the document arrives at the agency or unit; specifically as follows:

a) Immediate resolution of urgent issues.

b) Resolution according to the time requested in the document.

c) Not exceeding three working days for routine matters.

d) Not exceeding seven working days for complex matters requiring opinions from multiple places.

2. In cases where the prescribed time cannot be guaranteed, report to the commanding officer for guidance and inform the sending agency or unit of the reasons and subsequent actions required.

SECTION 4. ESTABLISHING FILES AND FILE INDEXES

Article 23. Responsibility for Establishing Files

1. The Commanding Officer of the agency or unit is responsible for directing the establishment of files and the submission of documents and materials to the current Archive for agencies and units under its management.

2. The Director of the Office, the Head of the Administrative Department (where there is no Office), or the person assigned responsibility has the duty to:

a) Advise the Commanding Officer of the agency or unit on directing, inspecting, guiding the establishment and submission of files and materials to the current Archive of subordinate agencies and units;

b) Organize the implementation of the establishment and submission of files and materials to the current Archive at their own agency or unit.

3. Commanding Officers of units are responsible for the establishment of files, file management, and submission of files to the current Archive of the agency.

4. Professional staff members must establish files for tasks they are assigned to handle.

5. The Archival Staff member is responsible for establishing files for outgoing document sets stored in the Archival Office and general tasks assigned; provide means: File Cover (Form No. 11, Appendix I), Document Index Sheet (Form No. 12, Appendix I), Completion Sheet (Form No. 13, Appendix I); guide the establishment of files and retrieve completed files.

Article 24. Establishing the File Directory

1. Based on the functions, tasks, and annual work plan of the agency or unit, the archival security body shall take the lead and coordinate with other specialized departments to develop the File Directory (Model No. 14, 14a, Appendix I) to guide the establishment of files throughout the agency or unit.

2. The File Directory for the following year must be established in the last month of the current year.

3. Based on the approved File Directory and the number of files assigned, staff members responsible for establishing files shall collect file covers and document indexes to open the files.

Article 25. Requirements for Established Files

1. They must accurately reflect the functions and tasks of the agency, unit, or individual holding the files;

2. Documents and materials collected into the files must be closely related to each other and accurately reflect the sequence of events or the process of handling tasks;

3. All documents and materials within the files must have authenticating evidence (signatures, seals) and have relatively uniform retention periods.

Article 26. Procedure for Establishing Files

1. Open the file;

2. Collect documents and materials formed during the monitoring and handling of tasks and place them in the file;

3. Arrange documents and materials within the file;

4. Statistically record documents and materials in the file in the Document Index;

5. Complete and index the file.

Article 27. Completion of Files

1. A file is completed when the task has been fully resolved. If the file is not completed by the end of the year, it will be carried over to the next year.

2. When the file is completed, at the end of the year, the staff member responsible for the file must check and arrange the documents and materials in the file and complete the handover procedures to the agency's archive.

Section 5. MANAGEMENT AND USE OF SEALS

Article 28. AgencyUnits authorized to use seals

1. Agencies and units within the organizational system of the Ministry of National Defense from battalion level and above.

2. Enterprises under the management of the Ministry of National Defense; for joint-stock companies, the Ministry of National Defense must hold controlling shares.

3. Youth, trade union, and women's organizations in the military.

4. Military courts, military procuracies, criminal investigations, security investigations, defense attaché offices, enforcement agencies, defense inspections, and the State Cryptographic Administration.

5. Certain agencies and units permitted by competent authorities to establish.

Article 29. Authority to Permit the Use of Seals

1. The Minister of National Defense decides to permit the use of seals for agencies and units at regimental level and above.

2. The Chief of General Staff decides to permit the use of seals for agencies and units at independent battalion level and equivalent.

3. The Director of the Political Department decides to permit the use of seals for youth, trade union, and women's organizations.

Article 30. Repurchasing Microfinance Organization Share CapitalFUNCTIONS, DUTIES, POWERS, ORGANIZATIONAL STRUCTURE, OPERATIONAL REGULATIONS, AND RELATIONSHIPS OF MANAGEMENT BOARDS; DUTIES, POWERS OF THE CHAIRPERSON, VICE CHAIRPERSON (IF ANY), SECRETARY, AND MEMBERS OF MANAGEMENT BOARDSu seal

1. The Minister of National Defense stipulates the seal models for agencies and units in the military; except for the seal models of agencies and units specified in Clause 2 of this Article.

2. The seal models of the Ministry of National Defense, the National Defense Academy; military courts, military procuracies, enforcement agencies, defense inspections; defense attaché offices, the State Cryptographic Administration, and enterprises comply with legal regulations.

Article 31. Shape and Size of Seals

1. Shape of the seal: The seals of agencies and units are round seals. The seal face has three concentric circular lines, in order from outside to inside; the outermost line and the second line are close together; the outermost line is thick, the two inner lines are thin.

2. Diameter size of the seal

a) Diameter of the seal

- Seals of general departments and equivalents: 37 mm;

- Seals of military regions, military branches, corps, arms, formations, academies, and equivalents: 36 mm;

- Seals of bureau, division, provincial and municipal military command headquarters directly under the central government and equivalents: 35 mm;

- Seals of regimental level, district and county military command, urban districts, cities under provinces and equivalents: 34 mm;

- Seals of battalion level, youth, trade union, and women's organizations: 32 mm;

- Miniature seals: 23 mm.

b) Distance between the outermost line and the innermost line

- Type with diameter 35 - 37 mm: 5 mm;

- Type with diameter 32 - 34 mm: 4 mm;

- Type with diameter 23 mm: 3 mm.

Article 32. Content of Seals

1. For seals of regiments and equivalent units, the center shall bear the Emblem of the Vietnam People's Army; between the outer and inner rings, the following content shall be included:

a) For organs and units directly under the Ministry of National Defense: The top part shall bear "Ministry of National Defense"; the bottom part shall bear the name of the organ or unit using the seal. Two parts are separated by two five-pointed stars.

b) For other organs and units: The top part shall bear the name of the directly superior organ or unit; the bottom part shall bear the name of the organ or unit using the seal. Two parts are separated by two five-pointed stars.

2. For seals of independent battalions and equivalent units, the center shall bear the name of the unit using the seal; between the outer and inner rings, the following content shall be included:

a) For units under dual management: The top part shall bear the name of the superior organ or unit; the bottom part shall bear the name of the directly managing organ or unit. Two parts are separated by two five-pointed stars.

b) For units under single management: The top part shall bear the name of the managing organ or unit; below there is one five-pointed star.

3. For seals of youth unions, trade unions, women's organizations, the center shall bear the name of the executive board of the organization using the seal; between the outer and inner rings, the following content shall be included:

a) For youth union organizations: The top part shall bear "Communist Youth Union Ho Chi Minh"; the bottom part shall bear the name of the managing organ or unit. Two parts are separated by two five-pointed stars.

b) For trade union organizations

- Trade unions under dual management: The top part shall bear the name of the superior managing organ; the bottom part shall bear the name of the directly managing organ or unit. Two parts are separated by two five-pointed stars.

- Trade unions under single management: The top part shall bear the name of the superior managing organ; below there is one five-pointed star.

c) For women's organizations: The top part shall bear "Vietnam Women's Union"; the bottom part shall bear the name of the superior managing organ or unit. Two parts are separated by two five-pointed stars.

Article 33. Characters on the Seal Face

1. The seal must correctly bear the name of the organ or unit according to the establishment decision.

2. Characters on seals with the Emblem of the Vietnam People's Army shall be uppercase letters with serifs and complete punctuation marks. The separating five-pointed stars shall have uniform size and match the size of the characters between the outer and inner rings.

3. Characters on seals without the Emblem of the Vietnam People's Army shall be uppercase letters without serifs and complete punctuation marks. The separating five-pointed stars shall have uniform size and match the size of the characters between the outer and inner rings.

4. Names of organs or units with many characters may abbreviate some characters, but must ensure clarity of meaning.

Article 34. Procedures for Making New Seals

1. Seals bearing the official designation of organs and units

a) Must have an establishment decision and permission to use the seal from the competent authority;

b) A request document from the Military Forces Department/Business Management Board.

2. Seals of enterprises

a) Must have an establishment decision and permission to use the seal from the competent authority;

b) Business registration certificate or activity registration certificate, investment permit, branch establishment permit;

c) A request document from the Military Forces Department/Business Management Board.

3. Seals of youth unions, trade unions, women's organizations

a) Must have an establishment decision and permission to use the seal from the Chief of the Political General Department;

b) A request document from the Military Youth Board, Defense Trade Union Board; Military Women's Board.

Article 35. Procedures for Replacing and Adding Official Seals

1. If an official seal becomes distorted, blurred, worn out, or damaged, the agency or unit under the Ministry of National Defense must submit a written request to the Ministry of National Defense's Office to replace it. The request for replacement must include a sample of the seal to be replaced affixed directly to the document.

2. In case of loss of an official seal, the agency or unit under the Ministry of National Defense must report the reasons for the loss in writing, request a new seal, and announce the cancellation of the lost seal. The newly engraved seal must have a distinctive mark to differentiate it from the lost seal.

3. To add a second wet seal, a reduced seal, or a raised seal, permission must be obtained in writing from the competent authority that established the entity. The agency or unit under the Ministry of National Defense must submit a written request for the competent authority to review and decide.

Article 36. Time Limit for Issuing Permission, Engraving Seals, and Costs for Engraving Seals

1. Within ten working days from the date of the decision on establishment and permission to use seals issued by the competent authority, the Military Service Department/Military Region Command must submit a written request to the Ministry of National Defense's Office to engrave seals for agencies and units.

2. Time limit for engraving seals

a) For requests to engrave one to three seals: Within three working days from the date of receipt of the request and supporting documents, the Ministry of National Defense's Office is responsible for completing the engraving and notifying the agency or unit to collect the seals.

b) For requests to engrave four or more seals: The Ministry of National Defense's Office will handle each case individually based on specific circumstances.

3. Costs for engraving seals

a) Costs for engraving seals for agencies and units are guaranteed by the Ministry of National Defense's Office.

b) Costs for engraving seals for enterprises using seals are guaranteed by the enterprises themselves. Specific rates are set according to current regulations of the Ministry of Finance and the Ministry of Public Security.

Article 37. Management and Use of Official Seals

1. Management of Official Seals

a) The Minister of National Defense uniformly directs the management and use of all types of official seals within the military.

b) Commanders of agencies and units are responsible before the Minister of National Defense and the law for the management and use of official seals of their agencies and subordinate units.

c) Security offices at all levels are responsible for assisting commanders in managing and using official seals of their agencies and units.

2. Management of Engraving Official Seals

a) It is strictly prohibited for agencies and units to engrave official seals themselves or to send them to non-military establishments for engraving.

b) The Ministry of National Defense's Office (Security Archive Section) is responsible for engraving and guiding the management and use of official seals as stipulated in Article 28 of this Regulation.

c) The location where seals are engraved must ensure safety, confidentiality, and strict regulations. After working hours, completed or ongoing seals must be stored in locked safes or strongboxes and sealed.

3. Responsibilities for Managing Official Seals

a) All official seals of agencies and units must be centrally managed at the Security Archive Office and overseen by clerical staff. Where there is no clerical staff, the commander of the agency or unit must designate someone to manage the seals.

b) Official seals may only be used in the security office rooms of agencies and units. When not in use, seals must be stored in locked safes or strongboxes and sealed.

c) In cases where it is necessary to take seals outside the office (such as for field trips or seal exchanges), permission from the agency or unit commander is required.

d) The person entrusted with managing the seals must regularly maintain them and prevent any deformation; promptly report any lost seals or those requiring replacement to the commander; and bear responsibility before the commander and the law for the preservation and use of the seals of the agency or unit.

4. Use of Official Seals

a) Each agency or unit may only use one official seal bearing its official name. If additional seals with the same content as the first seal are needed, they must be approved by the competent authority and have distinct marks to differentiate them from the first seal.

b) Agencies or units with functions to issue certificates, licenses, identification cards may use additional raised seals or reduced seals for operational purposes but must obtain approval from the competent authority and the content of the seals must match the wet seal of the agency or unit.

c) When agencies or units start using new seals, they must notify related agencies or units of the new seal design; simultaneous use of two new seals and an old seal is strictly prohibited.

d) Project Management Boards, Steering Committees, Councils, Inspection Teams use seals according to the establishment decisions of the competent authority.

e) The person entrusted with managing and using seals must personally affix the seal to documents or papers of the agency or unit once the content is clear and the signature is valid. It is strictly forbidden to affix seals to documents without content, without signatures, or with invalid signatures. Seals must not be handed over to others without permission from the agency or unit commander.

f) Ink used for stamping must be red.

5. Transfer and Acceptance of Official Seals

a) The transfer and acceptance of official seals must be handled by the Security Archive Offices at all levels. The recipient of the seal must present an ID card and a letter of introduction from the agency or unit. The transfer and acceptance of seals must be recorded in a Memorandum (Form No. 19, Appendix I). The memorandum is made in duplicate, with one copy retained by the transferring party and one by the receiving party; the letter of introduction must be attached to the memorandum of the transferring party.

b) If the recipient of the seal is not a clerical or security staff member, they must be authorized by the competent authority, and the transferring location must seal and secure the package; upon returning to the unit, the seal must be immediately handed over to the clerical or security staff of the authorized agency or unit.

6. Transporting Official Seals: The person transporting seals must carefully safeguard them, always carry them on their person, refrain from entrusting them to others or taking them home, and bear full responsibility for ensuring their safety.

Article 38. Sample retention, recovery, and cancellation of seals

1. Seal sample registration: The Office of the Ministry of National Defense (Confidential Storage Department) shall organize the registration and permanent storage of samples of all types of seals that have been engraved and issued to agencies and units.

2. Recovery and submission of seals no longer in use

a) Seals of agencies and units with decisions to dissolve, split, merge, or change tasks; seals engraved incorrectly according to regulations of the Ministry of National Defense; seals with decisions to recover from competent authorities; seals that have been replaced must be recovered and submitted to the superior agency immediately upon receiving new seals and submitted to the Office of the Ministry of National Defense no later than ten days from the date of permission to use the new seal.

b) Agencies and units under the Ministry of National Defense must submit seals no longer in use to the Office of the Ministry of National Defense no later than ten days (for locations less than 500 kilometers from Hanoi) and thirty days (for locations 500 kilometers or more from Hanoi) from the date of recovery.

c) When submitting seals, a record must be made. The record is made in two copies; the party submitting retains one copy, and the receiving party retains one copy.

3. Cancellation of seals no longer in use:

a) The Office of the Ministry of National Defense (Confidential Storage Department) is responsible for organizing the cancellation of seals no longer in use of agencies and units throughout the military.

b) The seal cancellation team consists of: Head of the Confidential Storage Department/Office of the Ministry of National Defense, security business officers, and stamp engraving staff members.

c) When canceling seals, a Record of Seal Cancellation (Form No. 20, Appendix I) with the seal sample attached and signed by all members must be established. The Record of Seal Cancellation must be permanently stored.

Chapter III.

RECORD KEEPING WORK

Section 1. ORGANIZATION OF RECORD KEEPING

Article 39. Record Keeping System

The organizational record keeping system in the Military includes: Agency record keeping, current record keeping, and specialized record keeping (Appendix II).

1. Agency record keeping is organized at independent agencies and units (agencies and units with establishment decisions from competent authorities; having defined functions, tasks, and separate organizational structures; having separate accounts; having their own seals and separate confidential record keeping organizations).

2. Current record keeping is organized at agencies and units with subordinate independent units operating.

4. Specialized record keeping is organized at the Ministry of National Defense, General Department II, Navy Command, Border Guard Command, and military regions.

Article 40. Record Keeping Repository

1. Establishing a record keeping repository

a) Agencies and units at regiment level and above with establishment decisions from competent authorities; having defined functions, tasks, and separate organizational structures; having separate accounts; having their own seals and separate confidential record keeping organizations, then the body of documents formed during the operation of such agencies and units is established as a record keeping repository.

b) Documents of a record keeping repository must be centrally and uniformly preserved at the record keeping of one agency or unit. The name of the record keeping repository is the name of the agency or unit forming the documents.

2. Components of a record keeping repository

a) Documents issued by the agency or unit establishing the record keeping repository;

b) Documents from other agencies and units sent directly related to the functions and tasks of the agency or unit establishing the record keeping repository.

Article 41. Personal Record Keeping Repository

1. Establishing a personal record keeping repository

Documents of value formed during the operation of the Chief of the Ministry of National Defense, leaders, and commanders of subordinate agencies and units of the Ministry of National Defense; prominent scientists, writers, poets, journalists, and musicians in the Military are established as personal record keeping repositories.

2. Components of a personal record keeping repository

a) Files and documents reflecting the biography, career, and activities of individuals;

b) Handwritten drafts, printed copies with handwritten notes, scientific research works, creations, correspondence letters;

c) Films, photographs; audio and video recordings; electronic documents;

d) Works and articles about individuals;

đ) Publications and documents collected by individuals.

PART 2. COLLECTION AND MANAGEMENT OF RECORDS AND DOCUMENTS

Article 42. System for Establishing and Submitting Records and Documents lstorage

1. The person assigned to handle and monitor tasks of the agency or unit shall be responsible for establishing records on the assigned work and submitting them for storage in the agency's archives; before retirement, resignation, or transfer to another position, they must fully hand over all records and documents to the responsible person of the agency or unit.

2. Commanders of agencies and units shall be responsible for managing archival documents of their agencies and units; they shall direct, inspect, and guide the establishment of records and submission of records and documents to the agency's archives.

Commanders of subordinate units within agencies and units shall be responsible for organizing the implementation of record establishment, preservation, and submission of unit records and documents to the agency's archives.

Article 43. Time Limit for Submitting Records and Documents to the Agency's ArchivesThis Resolution takes effect from the date it is adopted by the National Assembly.LIMIT FOR SUBMITTING RECORDS AND DOCUMENTS TO THE ARCHIVE OF THE AGENCY

1. Within one year from the date the work ends, except for basic construction documents.

2. Within three months from the date the project is settled for basic construction records and documents.

In cases where units or individuals wish to retain records and documents that have reached the submission deadline for work purposes, they must obtain approval from the leadership or commanders of the agency or unit and prepare a list of retained records and documents to submit to the agency's archives. The retention period for unit or individual records and documents shall not exceed two years from the submission deadline.

Article 44. Retention Period for Records and Documents in Agency Archives, Current Archives, and Specialized Archives

1. Retention period for records and documents in the agency archives

a) Agency archives at the regiment level and equivalent: five years, from the year the work ends;

b) Agency archives of units under departments directly affiliated with the Ministry of National Defense and equivalent: ten years, from the year the work ends.

2. Retention period for records and documents in current archives

a) Current archives at the division level and equivalent: ten years, from the year the work ends;

b) Current archives of units directly under the Ministry of National Defense: fifteen years, from the year the work ends.

3. Retention period for records and documents in specialized archives: thirty years, from the year the work ends, except for undeclassified documents and those still having current value.

Article 45. Transfer and Acceptance of Records and Documents

1. Units or individuals transferring records and documents shall be responsible for completing the records of concluded work, registering the records in the Record and Document Submission Catalogue (Form No. 02, Appendix III), and submitting them to the agency's archives.

2. The agency archives, current archives, and specialized archives shall be responsible for receiving records and documents and preparing a record of transfer and acceptance of records and documents.

3. The Record and Document Submission Catalogue and the record of transfer and acceptance of records and documents shall be prepared in duplicate; the transferring party retains one copy, and the receiving party retains one copy.

Article 46. Management of Records and Documents of Agencies and Units Subject to Merger, Division, Dissolution, and Change in Ownership Form

1. When two or more agencies or units merge into one, the records and documents established by each agency or unit shall form a separate archive collection and be submitted to the new agency's archives. Unresolved records and documents shall be retained for further resolution.

2. When an agency or unit divides into two or more new agencies or units, all records and documents prior to division shall form a separate archive collection and be submitted to the archives of the immediate superior agency. Unresolved records and documents related to a specific agency or unit shall be managed by that agency or unit.

3. When an agency or unit is dissolved, all records and documents must be submitted to the archives of the immediate superior agency.

4. Enterprises changing ownership form to joint-stock companies must, prior to conversion, submit all records and documents to the archives of the immediate superior agency.

Article 47. Collection of Electronic Archive Documents

1. Electronic archive documents shall be determined for value, preserved according to their retention period, and submitted to archives as with traditional archive documents.

2. When submitting electronic archive documents to archives, they must be managed by organizations responsible for archive database management in accordance with regulations, standards, and methods set forth by state agencies overseeing archives.

3. When transferring electronic archive documents to archives, the records must continue to reflect the content, structure, and context formed. The records must be protected from damage or destructive acts, alterations; data must not be changed, deleted, or lost. Prior to submission, archival agencies at all levels must conduct technical quality checks to ensure compliance with requirements for legality, authenticity, integrity, and usability of the records.

4. Process for collecting electronic archive documents into archives

a) Notify agencies, units, and individuals about the list of records to be submitted;

b) Standardize requirements, means, structure, and format for transfer;

c) Transfer records and accompanying documents;

d) Check to ensure that received records are complete and correct according to the list; form and structure as agreed; accurately link metadata with records; accompanying search and usage tools; virus check;

đ) Store records on mobile media and isolate for one month for another virus check;

e) Transfer records from isolated media to storage location; complete documentation for submission of electronic archive documents to archives.

Section 3. RECORDS AND DOCUMENTS ORGANIZATION

Article 48. Responsibilities and Principles for Records and Documents Organization

1. Commanders of agencies and units are responsible for directing and organizing the organization of records and documents within their jurisdiction. Record and document organization procedures follow guidelines from the Office of the Ministry of National Defense.

2. Principles for organizing records and documents must take the archival repository unit as the basis, ensuring the integrity of the archival repository.

Article 49. Content of Records and Documents Organization

1. Study and survey the situation of archival repository documents requiring organization;

2. Write summaries of the history of the formation of the archival repository unit and the history of the archival repository;

3. Collect and supplement missing documents of the archival repository;

4. Select and develop classification schemes for documents;

5. Categorize documents according to selected schemes; combine determination of value for each record and document;

6. Complete records and compile record indexes;

7. Develop and perfect search tools;

8. Statistically report records and documents without value to the Value Determination Council for review, and report to competent authorities for permission to destroy according to regulations;

9. Summarize the organization work and hand over documents to the storage location.

Article 50. Requirements for Records and Documents After Organization

1. Classified according to archival business principles;

2. Determined preservation periods;

3. Records completed and systematized;

4. Have a Record Index (Form No. 04, Appendix III), a Document Index (Form No. 05, Appendix III), and a searchable database;

5. Prepare a List of Documents Without Value (Form No. 10a, Appendix III).

Section 4. DETERMINATION OF DOCUMENT VALUEIQUẢN LÝ TÀI LIỆU

Article 51. Principles for Determining Document Value

1. Determining document value must ensure political, historical, comprehensive, and integrated principles.

2. Determining document value is carried out through systematic methods, functional analysis, information, and historiography.

3. Determining document value must be based on the following basic criteria:

a) Content of the document;

b) Position of the agency, unit, and individual forming the document;

c) Significance of the event, time, and place of document formation;

d) Completeness level of the archival repository;

đ) Form of the document;

e) Physical condition of the document.

Article 52. Preservation Period for Documents

1. Documents to be preserved permanently are those with significance and value that do not depend on time. Documents to be preserved permanently include those reflecting the main functions and tasks of the agency or unit.

2. Documents to be preserved for a limited period are those not falling under Clause 1 of this Article and have a preservation period determined from 70 years or less.

3. Documents that have lost their value and need to be removed for destruction are those containing duplicate information or have exceeded their preservation period and are no longer necessary for practical activities, scientific research, or historical purposes.

4. Determining the preservation period for each file and document must be carried out according to Circular No. 15/2012/TT-BQP dated February 21, 2012, issued by the Minister of National Defense, regarding the preservation period for files and documents commonly formed in the activities of military agencies and units.

Article 53. Council for Determining the Value of Documents

1. The Council for Determining the Value of Documents shall be established at the division level and above. The Council for Determining the Value of Documents of an agency or unit shall be decided to establish and dissolve by the leadership and command of that agency or unit when the task is completed.

2. Tasks of the Council for Determining the Value of Documents

a) Studying and advising the leadership and command of the agency or unit in determining the preservation period and selecting documents to submit to the upper-level agency's archives;

b) Reviewing and approving the list of documents that have lost their value to propose the competent authority to decide on their destruction according to regulations;

c) Reviewing and approving documents whose confidentiality level has changed to propose the competent authority to decide on reducing or declassifying the documents.

3. Composition of the Council for Determining the Value of Documents

a) The Director of the Office or Deputy Commander (where there is no Office) of the agency or unit serves as the Chairman;

b) The person in charge of archives of the agency or unit serves as the Secretary;

c) A representative of the agency or unit holding the documents serves as a member;

d) A representative of the Security Department serves as a member;

đ) A representative of the superior business department serves as a member.

4. Responsibilities and Tasks of Members of the Council for Determining the Value of Documents

a) The Chairman directs all activities of the Council;

b) The Secretary collaborates with the agency or unit holding the documents to compile a list of valuable files and documents to submit to the upper-level agency's archives; a list of files and documents that have lost their value to propose for destruction; a list of documents requiring reduced or declassified status and to draft Council documents;

c) Members study, provide opinions, and approve the document proposing the competent authority to make a decision.

Article 54. Destruction of Documents That Have Lost Their Value

1. Commanders of agencies and units decide to allow the destruction of files and documents that have lost their value after they have been reviewed by the Council for Determining the Value of Documents and the Chairman of the Council for Determining the Value of Documents has proposed in writing.

2. Agencies and units without a Council for Determining the Value of Documents may only destroy duplicate or surplus files and documents sent by other agencies or units that are unrelated to the unit's functions and tasks.

3. Files for Destroying Documents That Have Lost Their Value

a) Decision establishing the Council for Determining the Value of Documents;

b) List of expired documents; report and explanation of expired documents;

c) Minutes of the Council for Determining the Value of Documents meeting; minutes of the review meeting (if any);

d) Document requesting review and seeking opinions from the agency or unit;

đ) Document reviewing and giving opinions from the competent authority;

e) Decision to destroy documents that have lost their value (Form No. 10, Appendix III);

g) Handover minutes of canceled documents;

h) Minutes of destroying documents that have lost their value (Form No. 11, Appendix III).

4. Files for destroying documents that have lost their value shall be retained and preserved by the agency or unit that destroyed the documents for twenty years from the date of document destruction.

PART 5. STATISTICS AND INSPECTION OF DOCUMENTS STORAGE

Article 55. Statistics on storage

1. Documents of agencies and units must be recorded in a numbering system, statistical database, and document management system.

2. The system of statistical books and document management includes:

a) Handover records for files and documents;

b) Indexes of submitted files and documents;

c) Statistical Register of Document Repositories (Form No. 03, Appendix III);

d) File indexes;

đ) Text indexes;

e) Document Entry Register (Form No. 06, Appendix III);

g) Document Exit Register (Form No. 07, Appendix III);

h) File Reading Registration Book (Form No. 08, Appendix III);

i) Request Form for Reading (Copying) Documents (Form No. 09, Appendix III).

Article 56. Inspection that has been digitized 1. Office of the Ministry of National Defense

Agencies and units must regularly inspect and reconcile files and documents under their management. Annually, they must conduct a comprehensive inspection and reconciliation of all existing stored files and documents, especially confidential documents.

PART 6. PRESERVATION OF DOCUMENTS

Article 57. Preservation of Documents

1. Commanders of agencies and units are responsible for arranging storage places for documents; necessary equipment and means (such as: shelves, document cabinets, folders, file covers; fire and explosion prevention devices) and implementing technical measures to protect, safely preserve, and effectively utilize stored documents.

Document storage rooms must be located in dry, well-ventilated areas far from flammable and explosive materials; there must be rules for entry and exit, fire and explosion prevention regulations; doors must have secure locks, windows must have bars.

Archival staff of agencies and units must implement regular cleaning schedules for documents; they must take preventive measures against pests, insects, mold, and other factors that damage documents.

Article 58. Preservation of Electronic Stored Documents

1. Electronic stored documents must be preserved to ensure authenticity, reliability, integrity, accessibility, and convertibility over time in an electronic environment.

2. Archival units may use technical measures for electronic files if deemed necessary to make them easier to read, store, and classify, but without altering the content of the electronic files.

3. Storage media for long-term or permanent electronic files must be stored in an air-conditioned environment 24/7 with temperature controlled at 18°C ± 2°C and relative humidity at 40% ± 5%. Regularly check samples to ensure integrity and accessibility. If any signs of degradation appear, files must be backed up immediately when possible. Typically, backup intervals should be set within a period of less than 10 years.^°C + 2^°C AND RH 40% + 5% RESPECTIVELY. Regularly check samples to ensure integrity and accessibility. If there are any signs of degradation, records must be backed up as soon as possible. Typically, the backup period for media should be set within a timeframe under 10 years.

PART 7. USE OF STORED DOCUMENTS

Article 59. Rights and Responsibilities of Agencies, Units, and Individuals in Using Documents

1. Agencies, units, and individuals have the right to use stored documents for scientific research, historical purposes, and other legitimate needs as prescribed by law.

2. Responsibilities of agencies, units, and individuals when using documents

a) Research file indexes, text indexes, databases, or archival number guides to fill out reading or copying request forms;

b) Maintain confidentiality of documents; do not alter, erase, mark on documents; do not crumple or tear documents and comply with usage rules;

c) Pay fees for copying documents when requested.

3. Responsibilities of archival units

a) Submit to competent authorities for approval and provide documents to users;

b) Promote, introduce, and ensure favorable conditions for researching and using stored documents;

c) Draft regulations for the competent authorities to issue rules on the use of stored documents.

Article 60. Announcing and Introducing Documentsớ1. Documents to be introduced and announced must serve the Party's policies, guidelines, and state laws.

2. Commanders of agencies, units, and individuals shall bear legal responsibility for the documents they announce.

3. The announcement of documents related to state secrets and military secrets shall be carried out according to regulations on protecting secret documents of the Party, State, and Military.

4. When introducing or excerpting archival documents, the source and place of preservation must be clearly recorded, ensuring the author's rights and other benefits as stipulated by law.

Article 61. Using Electronic Archival Documents

1. The authority to permit reading, copying, and certifying electronic archival documents is conducted similarly to traditional archival documents.

2. Electronic archival documents listed under restricted use categories shall not be used widely over networks.

3. Means and equipment for storing electronic documents listed under restricted use categories shall not be connected to wide-area networks.

4. Software serving management and utilization of electronic archival documents shall be implemented according to the guidance of the National Archives and Records Management Agency.

Procedures for Requesting the Use of Archival Documents

Article 62. 1. Individuals coming to study or use documents at agency and unit archives must present identification cards and letters of introduction or official letters from local authorities where they reside.

2. Letters of introduction or official letters must be signed by commanders at the regiment level or higher (if military personnel or defense civil servants); by leaders at the department (institute) or commune (ward) level or higher (if non-military personnel).

3. Letters of introduction or official letters must clearly state: name, rank (if applicable), position, unit (locality) of the person being introduced, and the purpose and requirements for using archival documents.

WORK ON PROTECTING DOCUMENTS

Chapter IV.

SECTION 1. DETERMINING THE LEVEL OF SECRECY, DECLASSIFYING, AND DECODING DOCUMENTS

of documents,

Article 63. Responsibilities of the Ministry of Science and Technology Confidentiality level Documents with a secrecy level of "Secret" or higher are considered classified documents. The level of secrecy of documents is divided into three levels, in descending order: Top Secret, Confidential, and Secret. that has been digitized

Determining the Level of Secrecy

Article 64. 1. Responsibility for Proposing the Level of Secrecy for Documents

a) The drafter of the document has the responsibility to propose the level of secrecy, urgency, and distribution scope to the signatory of the document; if the document is Secret, the letter "S" should be noted at the end of the "distribution" section of the document; if it is Confidential, the letter "CS"; if it is Top Secret, the letters "TS";

b) The signatory of the document has the responsibility to review and decide on the level of secrecy, urgency, and issuance scope of the document;

c) Security archiving agencies and units have the responsibility to assist the document signatory in reviewing and checking the classification level, urgency, and distribution scope before issuing. In cases where the document already has the signature of an authorized person but the correct level of secrecy has not been determined, the security archiving agency must report to the signatory for review and decision.

2. Basis for Determining the Level of Secrecy for Documents

a) Based on the content and urgency of the document and comparing with the list of secrets to predict the level of secrecy of the document;

b) The degree of harm if the document is leaked;

c) The scope and extent of distribution of the document.

Article 65. Ensuring Secrecy, Declassification of Documents

1. Commanders of agencies and units with the authority to decide on declassification and declassification of documents issued by their agencies and units.i2. Commanders at the division level or higher have the authority to decide on declassification and declassification of archival documents managed by their agencies and units based on the proposal of the Valuation Council of Archival Documents.

1. Commanders of agencies and units with the authority to decide on declassifying or declassifying documents issued by their agencies or units.

2. Division-level commanders and equivalent or higher have the authority to decide on declassifying or declassifying archival documents managed by agencies or units based on the proposal of the Appraisal Committee for Archival Document Value.

PART 2. ESTABLISHING THE CONFIDENTIALITY LIST

Article 66. Authority to Decide the Confidentiality List for State Secrets within the Scope of National Defense

1. The confidentiality list at the level of "Top Secret" and "Highly Confidential" within the scope of national defense shall be implemented according to the decision of the Prime Minister.

2. The Minister of National Defense decides the confidentiality list at the level of "Confidential" for the Ministry of National Defense and the confidentiality list of subordinate agencies and units under the Ministry.

3. The heads of subordinate agencies and units under the Ministry decide the confidentiality list of their respective agencies and units.

Article 67. Establishing and Changing the Confidentiality List

1. Establishing and Changing the State Confidentiality List

a) The head of the agency or unit shall establish the confidentiality list based on regulations on confidentiality work, functions, and tasks of the agency or unit, and submit it to the competent authority for consideration and decision.

b) Annually, the heads of agencies and units shall review the confidentiality list and propose to the competent authority to amend and supplement it to suit the functions and tasks.

2. Procedures for Establishing and Changing the Confidentiality List

a) The Office or Administrative Department (where there is no Office) shall cooperate with the same-level confidentiality agency to draft the confidentiality list.

b) Solicit opinions from related units and perfect the draft.

c) The head of the agency or unit shall submit the confidentiality list to the competent authority for consideration and decision.

PART 3. MANAGING CLASSIFIED DOCUMENTS

Article 68. Registration, Receipt, Dispatch, and Borrowing of Classified Documents

1. Registration and Management of Classified Documents

a) Top Secret and Highly Confidential documents must be registered in a special logbook and managed separately by the agency or unit's confidential clerk.

b) Envelopes containing classified documents marked with the letter "A" or clearly indicating the name of the recipient must only have the number, date of receipt, and other external markings recorded before being handed over to the named person or someone designated to open them.

c) The recipient of classified documents must sign for receipt in the logbook kept by the security office and register in the classified document management logbook of the staff member.

2. Dispatching Classified Documents

a) When dispatching Top Secret or Highly Confidential documents, a dispatch form must accompany them; the receiving agency or unit's security office must sign the dispatch form and return it immediately to the sending agency.

b) Envelopes for dispatching "Top Secret" or "Highly Confidential" documents must be double-layered. The inner envelope must bear the stamp "Top Secret" or "Highly Confidential". The outer envelope must bear the symbol "B" if it is a "Top Secret" document, and "A" if it is a "Highly Confidential" document.

3. Borrowing Classified Documents

a) Staff members within the agency or unit may borrow classified documents stored in the agency or unit's security office for research and use within their field; when borrowing "Top Secret" or "Highly Confidential" documents, they must obtain the consent of the head of the agency or unit managing those documents.

b) Staff members from other agencies or units wishing to borrow classified documents must present an introduction letter and obtain the consent of the head of the agency or unit managing those documents.

c) When lending classified documents, they must be registered in the Logbook for Lending Classified Documents (Form No. 04, Appendix IV) and a Substitute Form (Form No. 05, Appendix IV) must be filled out in the position of the document; the borrower must sign for receipt in the borrowing logbook; they must return the document on time and not lend it to others.

d) "Highly Confidential" documents can only be borrowed for on-site study and cannot be taken out of the agency or unit's security office.

e) The borrowing of classified documents between staff members within the same agency shall follow the principle of only lending to those relevant to the work to be resolved and signing for receipt in the classified document management logbook of the person lending the document.

Article 69. Transporting Confidential Documents

1. Internal transfer of confidential documents within agencies and units must be carried out by secretarial staff and the recipient must sign in the document registration book.

2. When transferring confidential documents outside the agency or unit, the secretarial staff must place them in envelopes, seal them, and register them in the transfer logbook for communication purposes or have them sent by military postal service. Upon delivery, the recipient must sign and clearly write their name in the transfer logbook.

3. Carrying confidential documents on business trips

a) Staff members may only carry "Confidential" and "Top Secret" documents related to assigned tasks. "Absolutely Secret" documents shall not be carried but only necessary points may be recorded to serve the work.

b) Confidential documents carried on domestic business trips must be reported to the agency or unit leadership for permission.

c) During travel and at the destination, documents must always be kept with the person and not handed over to those without responsibility for safekeeping; during use, confidentiality and safety must be ensured, and secrets must not be disclosed to unrelated persons.

d) Confidential documents taken abroad must be reviewed by the Protection Agency and the Office of the Ministry of National Defense, reported to the Minister for consideration and decision.

Article 70. Management of Confidential Documents

1. Strictly prohibited are all acts of collecting, leaking, losing, appropriating, buying, selling, destroying confidential documents illegally, and misusing protection of secrecy to conceal violations of law, infringing upon the legitimate rights and interests of agencies, units, and individuals, or obstructing the performance of tasks by agencies and units.

2. Staff managing confidential documents are equipped with cabinets for storage and provided with a Confidential Document Registration Book for registration and management.

3. Upon receiving confidential documents, staff must register them in the Confidential Document Registration Book; when transferring to others or returning to the Security Office, they must request confirmation signatures in the book.

4. Confidential documents must remain in the agency or unit and cannot be taken home. In urgent cases, "Top Secret" and "Confidential" documents may be taken home with permission from the agency or unit leadership; strict management and security must be ensured.

5. "Top Secret" and "Absolutely Secret" documents must be stored in locked safes (cabinets), sealed, and managed under special regulations.

6. Staff managing confidential documents involved in multiple people's work, if leaving the unit for more than one week, must place the documents in bags, seal them, and send them to the Security Office of the agency or unit; upon return, procedures for retrieval must be followed.

Article 71. Retrieval that has been digitized t st Torganize credit institutions, foreign bank branches are responsible for organizing the implementation of this Circular.

1. After completion of handling, confidential documents must be returned to the agency or unit's Secretariat and Security Office.

2. Confidential documents and notebooks from conferences marked for retrieval must be fully retrieved. If attendees need to use them, they must obtain permission from the organizing committee and complete the signature receipt procedure; simultaneously, the Security Office of the document recipient must be notified for registration and management.

3. When staff members change jobs or retire, they must return all received confidential documents from the agency or unit's Security Office and any borrowed documents.

Article 72. Types of Professional Documents to be Registered

1. Workbooks used to record organizational activities of agencies and units.

2. Drafting books used for preparing documents and materials of agencies and units.

3. Notebooks recording meetings and training sessions.

4. Study notebooks of students containing secret content.

5. Teaching material preparation notebooks containing secret content of teachers.

6. On-duty notebooks of agencies and units.

7. Uncompleted and completed diagrams and maps.

8. Professional registers and forms of various sectors.

9. Audio tapes, video tapes, magnetic disks, CD-ROMs, USB drives, memory cards.

10. Other information-carrying items.

Article 73. Registration and Settlement of Business Documents

1. Registration Method

a) All types of business documents before being distributed to officers and staff members must go through registration procedures and be signed for completely (including commanders); each time registering, the Security Officer enters the Register Book, lends classified documents, stamps them with security seals, and numbers the pages (if it is paper) and assigns serial numbers.

b) Registers containing teachers' lesson plans, study logs, diagrams, maps, etc., which contain confidential information, must be recorded in the tracking book by the Security Office, registered in the document register, stamped with security seals, numbered by page, and signed for completely.

c) Textbooks, lecture notes, study logs, diagrams, maps, etc., containing confidential information of students must be registered, stamped with security seals, numbered by sheet, and centrally distributed to departments and systems (training units) managing students; they shall not be individually issued to individual students.

2. Settlement

a) Classified documents of officers and staff members that have been registered at the Security Office must be returned fully (new issuance, old retrieval) when no longer needed; if there is a need to use them again, they must be re-registered for borrowing; when officers and staff members transfer out of the agency or unit, they must return all documents to the Security Office for storage.

In cases where classified documents need to be sent to other places or are damaged and require destruction, the security officer must sign off on the settlement record (registration form).

b) Teachers' lesson plan registers, textbooks, diagrams, maps containing confidential information must be returned to the Security Office for storage after use; if there is a need to use them again, they must be re-registered for borrowing.

c) When students from academies and schools complete their courses, responsible officers must verify and recover all study logs, diagrams, maps containing confidential information to hand over fully to the academy or school's Security Office for storage.

If students need documents for research or use at their units, individuals requesting them must register, and the academy or school's Security Office must process the transfer via military postal service to the unit; the unit's Security Office must then process the registration and transfer to the user.

Article 74. Destruction of Classified Documents

1. Types of Documents Subject to Destruction

a) Only documents that have lost all value, duplicate documents, and defective prints may be destroyed;

b) Registers and logs containing confidential information that have been used up and no longer require additional monitoring; duplicate documents collected;

c) Business registration books of various sectors after twenty years.

2. Methods of Destruction

a) Paper documents classified as "Confidential" may be sold to paper production facilities, but they must be shredded or cut into small pieces to the point where they cannot be restored;

b) Paper documents classified as "Top Secret" or "Absolutely Secret" must be burned on-site or shredded or cut into small pieces on-site using appropriate equipment (if available) to the point where they cannot be restored before being sold to paper production facilities;

c) Other documents carrying information must be erased completely or altered to the point where they cannot be restored.

3. Procedures for Destroying Documents

a) Security Offices at regiment level and equivalent or higher may destroy documents only after obtaining approval from authorized authorities; for archival documents, they must pass through a committee to determine the value of the documents;

b) When destroying documents, a record must be made, with detailed statistics for "Top Secret" and "Absolutely Secret" documents submitted for approval by authorized authorities. The record must clearly state the method of destruction and the person who carried it out, with signatures confirming from all participants. The destruction record must be kept by the Security Office for twenty years from the date of destruction;

c) When destroying documents, it must be done by a team consisting of at least two people, including a security officer;

d) In special cases where immediate destruction is necessary to maintain secrecy, the holder of the secret has the right to destroy it themselves, but must report in writing to the commander afterward and bear legal responsibility for the destruction of the document.

Article 75. Dissemination and Use of Confidential Documents

1. Requirements for the Dissemination and Use of Confidential Documents

a) Only agencies and individuals directly handling or related to the work may be informed of confidential information within their scope of work. Strictly prohibit disseminating state secrets to those without responsibility.

b) Access to confidential documents can only be granted with permission from the agency or unit's command that created or directly manages such documents.

c) Individuals tasked with reviewing confidential documents must have an introduction letter from the agency accompanied by identification; the letter must clearly specify the content and requirements for review.

2. Responsibilities of Those Disseminating and Using Confidential Information

a) Individuals assigned to disseminate confidential documents must conduct dissemination accurately according to the specified components, at secure locations, preventing eavesdropping and unauthorized recording.

b) Individuals receiving confidential information must strictly adhere to regulations on managing and safeguarding confidential information.

c) Research, use, and publication of confidential information in archival documents must comply with confidentiality principles and regulations governing the use and publication of archival materials.

d) Charts, diagrams, and maps related to state secrets and military secrets can only be displayed in designated locations.

Section 4. SECURITY OF DATA IN INFORMATION TECHNOLOGY DEVICES

Article 76. Types of Data and Information Technology Devices Requiring Security

1. Confidential data and independent information storage devices (such as floppy disks, hard drives, optical discs, USB drives, memory cards, computers, computer networks).

2. Devices storing and transmitting information over long distances (such as networked computers, internal network transmission lines, management and storage software).

Article 77. Responsibilities for Securing Data in Information Technology Devices

1. Responsibilities for Securing Data in Information Technology Devices

a) The command of agencies and units is responsible for determining the level of security and establishing usage regulations for shared and dedicated devices.

b) Functional agencies of the Ministry (such as the Bureau of Protection, the Bureau of Cryptography, the Office of the Ministry of Defense, the Bureau of Information Technology) shall research software and provide solutions for securing data in shared and dedicated information technology devices.

c) Staff members of agencies and units must strictly comply with all regulations of their units and the Military regarding the management and use of information technology device data under their supervision.

2. Measures to Enhance Data Security in Information Technology Devices

a) Strengthen education on responsibility awareness and professional training in managing and using information technology devices for data security.

b) Users of devices and carriers containing confidential information must comply with all regulations concerning the protection of state secrets.

c) Emphasize the installation of anti-unauthorized access and theft prevention equipment and software to ensure cybersecurity; study and install encryption software and tools provided by the Military Cryptographic Department.

d) Top Secret and Absolute Secret information shall not be stored on shared information technology devices.

Article 78. Management of the Use of Information Technology Devices Containing Confidential Information

1. Commands of agencies and units designate personnel for management and use.

2. Any relocation or change in the purpose of use of information technology devices must be approved by the competent authority and closely monitored by the supervising agency.

3. Information technology devices containing confidential information that are damaged must be repaired at military agencies with the necessary capability, responsibility, and authorized permission. In cases requiring repair outside the military, strict monitoring by the supervising agency is required.

4. Transmitting confidential information over long distances via information technology devices must use encryption software provided by the Military Cryptographic Department.

5. Information technology devices purchased must undergo security checks before being put into use.

6. Do not connect devices containing confidential information (personal computers, internal networks, USB drives, memory cards, etc.) to devices connected to the Internet.

7. Personnel needing to take devices containing confidential information to work elsewhere must obtain permission from the command and register with the security department of their agency or unit.

PART 5. INFORMATION SECURITY IN RELATION WITH FOREIGN PARTNERS

Article 79. Management of Documents and Specimens Carried on Official Trips or Transferred to Foreign Partners

1. Authority to Approve

a) For "Top Secret" documents, the Minister of National Defense shall submit to the Prime Minister for decision;

b) Other documents shall be decided by the Minister of National Defense.

2. Procedure for Reporting Carrying Documents on Official Trips or Transferring (Documents, Specimens) to Foreign Partners

a) Agencies and units under the Ministry shall submit a request letter along with the documents (specimens) for review by the Minister of National Defense and the Directorate for Security/TCCT, and the Office of the Ministry of National Defense shall present to the Minister for decision.

b) The person assigned to carry classified documents on official trips or transfer (documents, specimens) to foreign partners must sign a Confidentiality Commitment Form (Form No. 01, Appendix IV), confirmed by the head of the unit, and attach it to the request letter.

3. Procedures for Carrying (Transferring) Documents and Specimens

a) Before carrying documents on official trips or transferring them to foreign partners, the person assigned to carry (transfer) must register with the Security Office and complete settlement procedures upon return for management. During the stay abroad, strict control over the number of documents and specimens carried must be maintained.

b) In cases where documents and specimens are transferred to foreign partners, there must be a handover record and a written request for the partner to commit to confidentiality and not disclose to unrelated parties. After completion of the transfer, the file must be completed and submitted to the Security Office for registration and management.

Article 80. Documentation for Carrying Documents and Specimens on Official Trips or Transferring to Foreign Partners

1. A request for review and permission to carry documents and specimens on official trips or transfer to foreign partners, accompanied by a Statistical Table of Documents and Specimens (Form Nos. 2a, 02b, Appendix IV);

2. A confidentiality commitment form signed by the person assigned to carry out the transfer or take documents abroad on official trips;

3. Related documents (copies) concerning the official trip (decisions allowing the delegation to travel, program, activity plan);

4. Review document from the Directorate for Security/TCCT;

5. Document from the competent authority submitted to the head of the Ministry of National Defense;

6. Decision approving the carrying of documents and specimens by the authorized authority.

Article 81. Acceptance of Documents, Equipment, and Specimens Provided, Transferred, or Donated by Foreign Partners

1. All documents, equipment, and specimens provided by foreign partners before being transferred to agencies and units must be reported to the Minister of National Defense for consideration and decision;

2. Prior to use, the content of the documents, equipment, and specimens must be reviewed by the security agency, security checked, and a written response provided;

3. The Security Office of the agency or unit shall organize registration according to regulations. If the content of the documents cannot be expressed in Vietnamese, a separate code shall be established for registration and management.

Chapter V.

MANAGEMENT OF OFFICE WORK, DOCUMENT STORAGE AND INFORMATION SECURITY

Article 82. Content of Management of Office Work, Document Storage, and Information Security

1. Establishing, issuing, and directing the implementation of systems and regulations on office work, document storage, and information security;

2. Uniformly managing industry operations;

3. Inspecting, supervising, handling complaints and reports regarding the implementation of systems and regulations by subordinate agencies and units;

4. Conducting scientific research and applying science and technology to office work, document storage, and information security;

5. Training and developing staff in the industry;

6. Organizing mid-term and final reviews; researching and proposing the implementation of commendation activities;

7. International cooperation in the field of office work, document storage, and information security.

Article 83. Responsibility for managing archival, storage, and document security work

1. The Office of the Ministry of National Defense shall be responsible for assisting the Minister of National Defense in managing archival, storage, and document security work within the Military.

2. Commanders at all levels shall be responsible for directing and organizing the implementation of archival, storage, and document security work; simultaneously applying science and technology to such work within their respective agencies and units.

3. The Chief of the Office, the Head of the Administrative Department (where there is no Office), the person assigned to assist the commander in organizing the management of archival, storage, and document security work.

4. Every individual involved in monitoring and handling tasks related to archival, storage, and document security work must strictly comply with the provisions of this Regulation.

Article 84. Tasks of the Document Security Agency

1. Archival Work

a) Receiving and registering incoming documents;

b) Presenting and transferring incoming documents;

c) Monitoring and checking the processing of incoming documents;

d) Typing, printing, and copying documents;

đ) Registering and processing the issuance of outgoing documents and tracking the dispatch of outgoing documents;

e) Managing registers and databases for document registration and management; processing introduction letter issuance and registration in the Introduction Letter Register (Form No. 15, Appendix I); work permit issuance and registration in the Work Permit Register (Form No. 16, Appendix I) for agency and unit staff;

g) Managing and using seals;

h) Compiling annual file lists, guiding the compilation and submission of files to the agency and unit archives.

2. Storage Work

a) Guiding methods for file compilation and collection for storage by staff;

b) Statistics, preservation, and service for accessing the content of stored documents of the agency and unit;

c) Selecting, statistics, and transferring files to current archives:

- Organizing the collection and submission of files and documents from agencies and units under the archive's component;

- Determining value, statistics, and inspecting stored documents;

- Organizing the arrangement of stored documents;

- Organizing the preservation of stored documents;

- Organizing services for accessing the content of stored documents.

3. Security Work

a) Cooperating with competent authorities to compile the Confidentiality List of the agency and unit for submission to the competent authority for decision;

b) Registering and managing confidential documents;

c) Guiding agencies and units on securing electronic information carriers;

d) Assisting the Standing Committee of the Declassification Council in declassifying and releasing documents.

Article 85. Standards for personnel selected and transferred to perform archival, storage, and document security work

1. Must have a firm and steadfast political stance, absolutely loyal to the Party, socialism, the country, and the people.

2. Clear and clean family and personal political history.

3. Capable of fulfilling assigned tasks responsibly, ready to fight and sacrifice to protect the Party, State, socialist system, national independence, sovereignty, and security.

4. Possess good moral character, a clean and healthy lifestyle, strong organizational discipline awareness, revolutionary vigilance awareness, and the protection of military secrets and state secrets.

5. Must have been trained in archival, security, and storage operations at the primary level or higher.

Article 86. Training, Professional Development, and Vocational Training

1. The Office of the Ministry of National Defense shall coordinate to organize secondary, college, university, and postgraduate training for personnel in the archive security sector throughout the military; coordinate to organize vocational training and professional development for agencies and units.

2. The Offices of the General Departments, Military Regions, Services, and Corps shall coordinate with the Office of the Ministry of National Defense to organize primary training for personnel in the archive security sector of their units; organize vocational training and professional development for personnel and related subjects.

3. Every five years, organize a summary and a professional competition on archival work, storage, and security throughout the military.

Article 87. Inspection System

1. Inspection System

a) Regular inspection: The superior business agency shall organize regular inspections of the implementation of regulations by subordinate business agencies according to annual or six-month cycles. Regular inspections must have a prior plan and guidance on the contents to be inspected.

b) Unscheduled inspection: The superior business agency shall organize unscheduled inspections of subordinate business agencies if violations of regulations are detected or at the request of the competent authority.

2. Inspection Authority

a) The Office of the Ministry of National Defense shall lead and coordinate with relevant agencies to inspect the implementation of regulations on archival work, storage, and document security throughout the military;

b) The Offices of subordinate agencies and units under the Ministry of National Defense shall inspect the implementation of regulations on archival work, storage, and document security within their agencies and units.

Article 88. Reporting System

1. Comprehensive Reports

a) Regular reports: The Archive Security Agencies at all levels shall assist command agencies and units in compiling situations to report to superior business agencies; subordinate agencies and units under the Ministry of National Defense shall report to the Ministry of National Defense (through the Office of the Ministry of National Defense) before December 20th for compilation.

b) Unscheduled reports: The Archive Security Agencies at all levels shall assist command agencies and units in reporting according to the requirements of superior business agencies.

c) Quick reports: Monthly, lower-level Archive Security Agencies shall compile and report on the issuance and management of documents and seals to superior business agencies via telephone. Archive Security Agencies under subordinate units of the Ministry shall report to the Office of the Ministry of National Defense (through the Archive Security Department) on the 20th for compilation. In case the 20th falls on a holiday, the report shall be made on the previous working day.

2. Statistical Reports on Archival Work and Storage: Annually, business agencies at all levels must submit statistical reports according to the model issued together with Decision No. 13/2005/QĐ-BNV dated January 6, 2005, regarding the issuance of the basic statistical reporting system for archival work and storage, and Decision No. 14/2005/QĐ-BNV dated January 6, 2005, regarding the issuance of the comprehensive statistical reporting system for archival work and storage by the Minister of Home Affairs.

3. Every two years (in even-numbered years), agencies and units shall be responsible for compiling and reporting seal models to superior business agencies; subordinate units under the Ministry shall report to the Ministry of National Defense (through the Office of the Ministry of National Defense) before December 20th for compilation.

Chapter VI.

IMPLEMENTATION

Article 89. Guarantee Work

The Office of the Ministry of National Defense shall take the lead and coordinate with the Finance Department/MND to establish standards, prepare, allocate, and draft the budget to ensure funding for the operation of record-keeping, archival, and document security activities of agencies and units throughout the military in accordance with current regulations, and submit it to the Minister of National Defense for consideration and decision.

Article 90. Implementation Organization

The Office of the Ministry of National Defense shall be responsible for guiding and inspecting the implementation of this Regulation.