📋 Tender Overview
The Ministry of Public Security is drafting a Circular regulating the work of digital archiving of documents commonly formed in the Peoples Public Security. Digital archival documents are used through the following forms: reading, issuing copies, providing information from digital archival documents and archival document databases. The Ministry of Public Security said that the Ministry of Public Security is currently assigned by the Government many important tasks related to digital transformation towards building an e-Government such as: Building a National Database Center on Population, Citizen Identification, Electronic Passport; applying electronic identification to perform online public services; connecting sending and receiving documents through the Governments electronic document interconnection axis... The above tasks are all related to electronic archiving and digital archiving.
However, some issues have not been strictly regulated and have legal validity such as: sending and receiving electronic documents; using archival documents online, procedures for recognizing electronic archival documents; management and use of digital archives in the Public Security of units and localities. To overcome the above shortcomings and limitations, it is necessary to develop and promulgate a Circular of the Minister of Public Security regulating the storage of digital documents formed and disseminated in the Peoples Public Security, in order to ensure consistency and compliance with the new provisions of the 2024 Law on Archives, contributing to institutionalizing the guidelines and policies of the Party and State, meeting the requirements of archival work in practice. Digital archives are used through the following forms: reading, issuing copies, providing information.
According to the draft Circular, digital archives are evidence of the activities of the Party, State, and Public Security Sector through historical periods of the country. Digital archives have historical value, legal value and practical value for research, study to serve the struggle to ensure political security, social order and safety and other areas of life. Digital archives are used through the following forms: reading, issuing copies, providing information from digital archives and archives databases. Digital archives are used through the application software of the unit. Digital archives are created copies and provided to users in digital or paper format. Digital archives for users are copied from the original digital archives, in the format of a user information package (DIP) to provide users as legal evidence. Users are only allowed to use digital archives after being granted a login account to the System. Digital document storage systemThe draft stipulates that the digital document storage system commonly formed in the Peoples Public Security includes the agency digital archives (current digital archives) of the Public Security of units and localities, specifically: The digital document storage at the Ministrys Office is managed and operated by the Administrative Department in coordination with the Command Information Center.
In units under the Ministry, there is the General Staff Department, the Provincial Public Security is the Staff Department performing the function of document storage, archiving documents commonly formed in the Peoples Public Security. The District and Commune Public Security perform the task of archiving digital documents through a computer network system securely connected to the Staff Department. The digital archive system in the Peoples Public Security is built and located at the headquarters of the Public Security of units and localities.
General requirements of the Digital Archive
The draft proposes that the Digital Archive must meet the following general requirements: 1. Fully meet technical standards and business processes for storing digital archives, managing databases and promoting the value of digital archives. 2. Ensure the storage of documents, data and records according to the storage period.3. Ensure the design of technology infrastructure, storage equipment and transmission systems to meet the requirements of increasing digital archives, archive databases and accesses over time.4. Be able to operate independently, not dependent on technology, equipment or solution providers. 5. Ensure connection, integration, interconnection and sharing of information and data with other data warehouses. The software system needs to meet the connection and exploitation of digital archives through the Ministry of Public Securitys Data Sharing Axis (LGSP). 6. Ensure the authenticity, reliability, integrity and ability to access and use documents and data according to the storage period. 7. Ensure the ability to operate continuously and upgrade over time. 8. Fully meet the features and functions to ensure safety, information security of archived documents, technology backup and archive backup.9. Ensure statistics of records, documents, data and number of accesses to records, documents, data in the Digital Archive.10. Design in accordance with the overall architecture of building e-Government, Digital Government and digital transformation strategy in Vietnam.11. In accordance with national standards, international standards on digital storage and digital data management. In addition, the Digital Archive must also ensure requirements on safety, security and confidentiality.
