QCVN 03: 2009/BXD National Technical Regulation on Classification and Grading of Civil, Industrial and Urban Infrastructure Construction Works

5.2. Detailed description

Step 1: Survey the sources of submission

Determining revenue sources is the most important task of the profession of collecting archival documents in general and scientific and technical archival documents in particular. Therefore, to create favorable conditions as well as a legal corridor for this work, on February 3, 2015, the Chairman of the People's Committee of Dong Nai province issued Decision No. 294/QD-UBND on the list of agencies and organizations subject to submission to the Dong Nai Provincial Archives Department. Including state management agencies under the Dong Nai Provincial People's Committee, public service units, socio-political organizations, professional organizations... State-owned companies established by the Chairman of the People's Committee of Dong Nai province. We have counted 79 source units submitting documents to the Dong Nai Provincial Historical Archives. In the 79 agencies and organizations above, there are scientific and technical documents, but there are not many documents. Only the following agencies and organizations, mainly in the process of operation, produce many valuable scientific and technical documents that need to be submitted to historical archives, such as: Department of Construction, Department of Natural Resources and Environment, Department of Science and Technology, Department of Transport, and Industrial Park Management Board.

Through the survey, we know that from 1976 until now, Dong Nai Provincial Historical Archives has only collected 24 archives from 27 submission sources. Other agencies and organizations that are submission sources, for objective and subjective reasons, have not yet submitted documents to Dong Nai Provincial Archives.

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Step 2: Survey the quantity and composition of documents to be submitted for storage.

- Circular No. 01/2014/TTLLT-BNV-BXD guiding on the components of project documents, construction works submitted for historical archives, Official Dispatch No. 389/SNV-VTLT dated March 15, 2013 of the Department of Home Affairs of Dong Nai province guiding on the components of documents submitted for current archives and historical archives. Based on the guidance of the above documents, we have compiled statistics on the components

The documents submitted to the Dong Nai Provincial Historical Archives include:

- Civil works from grade I and above; works serving religious beliefs; provincial-level agency headquarters works; specialized archive works at national and provincial levels;

- Special industrial works; oil and gas industrial works, energy works, chemical and petrochemical industrial works from level I or higher;

- Special technical infrastructure works; water supply and drainage works from level I or higher;

- Traffic works from level I and above;

- Agricultural and rural development works from level I and above.

- Scientific and technological documents;

- Provincial and national scientific research topics have been studied.

collect;

- Documents on planning, land plans, projects of industrial parks and clusters

Industrial parks in Dong Nai province;

- Documents on land such as: Soil classification maps, land evaluation, statistics, land testing, land planning, cadastral maps...

- Documents on Water resources, Mineral resources, Environmental resources.

- Documents on Meteorology - Hydrology, thematic maps, regional maps...

According to our survey, there are still many scientific and technical documents in agencies and organizations that are the source of submission and the components of documents submitted to the historical archives of Dong Nai province that are still preserved at the agency and have not been submitted to the historical archives such as: Documents of the Department of Natural Resources and Environment, Department of Science and Technology, Management Board of Industrial Parks... with a large volume of documents. Therefore, the work

Collecting archival documents on Dong Nai historical archives is an urgent requirement.

Step 3: Plan and present the plan

Planning the collection of scientific and technical documents into the Dong Nai Provincial Historical Archives is a necessary step because it is the basis for the collection to take place effectively and quickly later. Planning is to outline the direction and tasks of collecting documents. In addition, when the collection is planned clearly, it will help the staff and civil servants of the historical archives avoid unnecessary waste of facilities, human resources and funds when collecting this block of documents. The plan also creates favorable conditions for future inspection and supervision. The Dong Nai Provincial Archives Department (Dong Nai Provincial Historical Archives) is responsible for developing and approving the plan to collect documents into its agency. The plan to collect scientific and technical documents must be built on the basis of the funding provided by the province. The block of scientific and technical documents of great value to the economic, cultural, educational, historical development... of the province will be preserved and organized for use.

The plan to collect scientific and technical documents into the Dong Nai Provincial Historical Archives includes the following main contents:

Firstly, the plan clearly defines the time for collection, based on the time when scientific and technical documents are submitted to the current archives according to state regulations. The initial documents will be stored here according to regulations. After the expiration of the current archives, the agency is responsible for selecting documents with permanent preservation value according to state regulations to the provincial historical archives.

- Basic construction documents

- Design documents for industrial products

- Geodetic map documents

- Hydrometeorological documents

Documents of construction works of level I, II, and national level [1] after completion must be submitted to the current Archives. At the end of the current preservation period, the agency or organization shall select documents with permanent preservation period to submit to the historical archives according to the regulations of the State and locality.

According to the limitation of the topic, we only collect documents of the Departments, Boards, and Branches under Dong Nai province (Department of Construction, Department of Natural Resources and Environment, Department of Science and Technology...). During their operations, these agencies and organizations produce a relatively large volume of documents, including scientific and technical documents. Therefore, to fully collect this volume of documents is not an easy task, especially in the current conditions when Dong Nai Provincial Historical Archives is not yet proactive in the storage room. Planning will help to collect documents in a sequential, accurate and convenient manner for the agency.

Pursuant to Decision No. 813/QD-UBND dated April 6, 2015 of the People's Committee of Dong Nai province, regulating the submission and receipt of archival documents of agencies that are sources of submission to the Provincial Archives Department. This Decision applies to agencies and organizations that are sources of submission to the Dong Nai Provincial Historical Archives. The Provincial Archives Department receives archival documents that have preservation value.

1. QCVN 03: 2009/BXD national technical regulation on classification and grading of civil, industrial and urban infrastructure construction works

Second, the content of the plan clearly defines the location for collecting scientific and technical documents into the Provincial Historical Archives, because determining the location for collection is related to determining the source of funding, facilities, and human resources to serve the collection of this document block. The location for collecting documents is determined in two places, one is that the documents are collected at the submitting unit, and the other is that the documents will be transferred by the submitting unit to the Historical Archives' storage for submission. If the location for submission is clearly defined, agencies, individuals, and organizations can take the initiative to carry out their tasks.

Third, the plan also clearly defines the number of documents that need to be collected (although only relatively), then assigns specific tasks to each subject during the time of collecting documents. The plan for collecting scientific and technical documents for the Dong Nai Provincial Historical Archives will be developed by the professional staff of the Dong Nai Provincial Archives Department and submitted to the leaders for inspection and approval.

Step 4: Announce collection plan

Once the plan for collecting scientific and technical archives into Dong Nai province archives has been completed, the next step is to notify the document collection plan to relevant agencies, organizations and individuals. This is an important task, the basis for agencies and organizations to prepare documents and necessary conditions for teachers to submit documents on time.

The announced plan will help agencies understand the time and place for submitting documents and the requirements for submitting documents for agencies that have edited documents, and for agencies that have not edited documents, they will have a plan to request funding for editing documents to submit documents on time as prescribed.

Based on the announced plan, Dong Nai Provincial Historical Archives conducted inspections and organized the collection of documents smoothly.

Step 5: Check documents

When receiving scientific and technical documents, the provincial historical archives must check and compare them with the minutes of document submission of the agencies and organizations that submitted the documents regarding the quantity of documents, the physical condition of the documents, the size of the documents, etc. Because scientific and technical documents are not simply like administrative documents, the size of these documents is different. Check the form and format of this block of documents, especially when checking, it is necessary to pay attention to whether the information in the documents is complete or not, and need to be clearly compared and contrasted.

Check the information is correct and valid when submitted, according to the results that have been accepted, approved, and recognized.

After completing the inspection process, Dong Nai Province's historical archives need to make a record of the inspection. The content of the record shows the inspection results in a transparent manner.

Step 6: Organize document collection

Document collection is an important step in the process of collecting scientific and technical documents into the Dong Nai provincial historical archives. Here, agencies, organizations and individuals who are the source of documents submitted to the archives are responsible for transporting the documents to the submission location (self-funded). For some reason, if the documents are not transported to the submission location, the agency whose documents are submitted will have to pay the receiving agency the cost of transporting the documents. The Dong Nai provincial historical archives are responsible for completing the procedures for receiving documents from agencies and organizations that submit them and promptly conducting steps to re-check the documents to make a document receipt.

After receiving and checking the entire volume of documents, both parties will make a record of document handover between Dong Nai Provincial Historical Archives and the agency or organization that submitted the document. The receipt will be made in two copies, each party will keep one copy.

Step 7: Summarize the collection and save the collection records

- First is to confirm the submission, based on the inspection record and comparison with the submitted documents, both parties make a record confirming the submission, clearly stating the time, location, quantity, and components of the submitted documents.

- Second is to summarize the document collection period, clearly stating the work done and the shortcomings to be overcome in the next collection periods.

- Third, the process of collecting scientific and technical documents is different from the process of collecting administrative documents because the time for submitting documents to the historical archives of these types of documents is different. After collecting, the historical archives of Dong Nai province create a record of the collection process and store it at the agency or unit for easy inspection and supervision.

3.5. Conditions to ensure the process is carried out

The process of collecting documents into the historical archives of Dong Nai province, after being approved by competent authorities, will be directly applied in the work of the Professional Department of the Dong Nai Provincial Archives Department. In order for the application of the process of collecting scientific and technical documents into the historical archives of Dong Nai province to be effective, there must be a trial period. During the application period, unreasonable problems of the process will be discovered and amendments will be made to suit the practical conditions of the agency. Through the process of testing the document collection process, leaders and officers of the Dong Nai Provincial Archives Department, especially civil servants and public employees of the professional department, will see the effects, benefits, and real effectiveness that the process brings to the work of collecting scientific and technical documents of the Dong Nai Provincial Archives.

For the process to truly promote its benefits, Dong Nai Provincial Historical Archives needs to prepare the following conditions well:

3.5.1. Unanimity on the direction of the leaders of the Dong Nai Provincial Archives and Records Department

The process of collecting documents into the Dong Nai Provincial Department of Records and Archives is applied in practice to collect scientific and technical documents into the agency. The requirements for the leaders of the Department are as follows:

Firstly, agree and agree with the application of the process to the document collection business of Dong Nai province historical archives. This creates consistency and is a key requirement to ensure that the process can be deployed and applied.

Second, leaders at all levels must have a firm grasp of the basic content of the process and be truly determined to direct the application of this process to the work of collecting documents of Dong Nai provincial historical archives. Agency leaders must have a clear understanding of the content and benefits of the process in order to be able to give the most rigorous and close instructions for the implementation of the document collection process. Having a consensus on the policy and direction of the Department's leaders will be the most solid foundation for applying the document collection process.

Third, the process has been divided into full implementation steps with the responsibility of each individual and department. In order for the process to be implemented effectively, it requires leaders at all levels to properly implement the regulations related to their responsibilities as set out in the process. Only when leaders at all levels can do this will the officers and employees in the agency seriously and voluntarily implement it.

Fourth, ensure the provision of adequate facilities, human resources and funding for the implementation of the document collection process in the Dong Nai Provincial Archives and Records Department. The implementation of the document collection process in the Dong Nai Provincial Archives and Records Department requires certain conditions regarding facilities, therefore, in order to apply the process and

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