Instructions for storing and managing documents during the process of organizing the apparatus

At the Central bridge, comrade Le Khanh Toan - Deputy Chief of the Central Party Office chaired the conference.

Attending at the Nghe An provincial bridge point were leaders of specialized agencies advising and assisting the Provincial Party Committee, Party Committees directly under the Provincial Party Committee, the Provincial Fatherland Front Committee and socio-political organizations of the province; leaders of the administrative - archives department; clerical and archival staff of provincial agencies and organizations.

At the conference, delegates were informed of Official Dispatch No. 64-CV/TW, dated April 10, 2025 of the Central Party Secretariat on archiving and managing documents and document databases in the process of reorganizing the apparatus of the political system and administrative units at the local level.

At the same time, listen to the implementation of a number of instructions on archiving, managing, and digitizing documents in the process of organizing the apparatus of the local political system, such as: Official Dispatch No. 14514-CV/VPTW, dated April 25, 2025 of the Central Party Office on guiding a number of contents to implement Official Dispatch No. 64-CV/TW, dated April 10, 2025 of the Secretariat.

Instruction No. 40-HD/VPTW, dated November 7, 2018 of the Central Party Office guiding the digitization of documents at agencies, party organizations, and socio-political organizations. Official dispatch No. 14204-CV/VPTW, dated April 9, 2025 of the Central Party Office guiding a number of contents on document digitization when arranging administrative units.

Official Dispatch No. 14748-CV/VPTW, dated May 6, 2025 of the Central Party Office on amending and supplementing a number of points of Instruction No. 40-HD/VPTW, dated November 7, 2018 on document digitization. Official Dispatch No. 1479/BCA-ANCTNB, dated April 17, 2025 of the Ministry of Public Security on instructions on digitizing State secret documents.

The work of editing, digitizing, and managing documents and document databases in the process of organizing the apparatus of the political system is a very important task to manage and safely preserve records and documents formed during the operation of agencies and organizations in accordance with the provisions of law on document work, archiving, and protection of State secrets; avoiding dispersion, loss, damage, and disclosure of information on records and documents when implementing the Resolution and directive documents of the Central Executive Committee on continuing to innovate and organize the apparatus of the political system to be streamlined and operate effectively and efficiently.

Therefore, the Central Party Office requires specialized agencies to advise and assist the Provincial Party Committee, Party Committees directly under the Provincial Party Committee, the Provincial Fatherland Front Committee and socio-political organizations of the province to prioritize resources to urgently digitize archival documents of district-level agencies and organizations before they end their operations and commune-level agencies before they are reorganized.

At the same time, it is important to note that the digitization of archival documents must comply with the provisions of the law on archiving and professional guidance. During the implementation process, it is necessary to assign responsibility to organize the implementation in an urgent and drastic manner in order to soon complete the work of editing and digitizing documents, in accordance with the spirit and time specified in Official Dispatch No. 64-CV/TW dated April 10, 2025 of the Central Party Secretariat.