SHORT-TERM TRAINING PROGRAM IN ADMINISTRATIVE AND OFFICE SKILLS, DOCUMENT MANAGEMENT AND ARCHIVING

1. Training objectives
The training aims to equip learners with knowledge and guidance on methods to enhance their understanding and self-training in essential basic skills such as: collecting, processing, and synthesizing information to provide to agencies and leaders; providing effective and appropriate advice; drafting documents according to requirements; managing documents, files, and records effectively; proficiently using office equipment; knowing how to communicate, interact, and harmonize relationships within the agency; and knowing how to organize, implement, and execute assigned tasks effectively. In addition, learners will be able to perform some basic tasks of a dedicated document and archives officer.
2. Target audience for training
- Officials, civil servants, and employees currently working in the administrative, office, and document management/archiving fields at state agencies, enterprises, and socio-political organizations at the central and local levels;
- Students from vocational schools, colleges, and universities (especially graduating students who need to work in corporate offices or government agencies);
- Organizations and individuals who need to improve their knowledge of administration, office work, and document management and archiving.
3. Training duration
1 month (weekdays or on Saturdays and Sundays)
4. Total course load
The total number of credits to be accumulated is 05 credits (75 hours), including:
- Required courses: 3 credits
- Elective course: 1 credit
- Practical training: 1 credit
5. Type of diploma awarded
Trainees who complete the training course and meet all the course requirements will be awarded a certificate.
- Certificate name: “Skills for Office Administration, Records and Archives Management”
- Certificate issued by the University of Social Sciences and Humanities - Vietnam National University, Hanoi.
6. Training program content

Note: Detailed course outlines are included for each module.
7. Teaching and learning equipment
- Utilizing modern classrooms and equipment to effectively meet the learning and teaching needs of the course.
- Equipment for students to practice with: File folders, mock documents, mock stamps, A4 paper, pens, paper clips, etc.
8. Teacher Requirements
The lecturers are experts in the fields of Administration - Office Management and Document Management - Archiving, holding Master's degrees or higher.
9. Implementation
Training courses are organized online or in person at the University or in various locations, in compliance with the regulations on training and certification of the Ministry of Education and Training, Vietnam National University, Hanoi, and the Training Regulations of the University of Social Sciences and Humanities. The conditions for receiving a certificate are as follows:
- Trainees must not miss more than 2/3 of the course duration (including the practical training portion);
- Students must complete two written exams or two final essays, including the exam or essay for the subjects of Administrative and Office Skills and the subject of Document Management and Archiving;
- The final written exam or essay must achieve a score of 5 or higher.

 

1. Module 1: Overview of administrative and office work
This course aims to equip learners with fundamental knowledge of administration and office work, including the content and nature of such work, as well as the requirements for administrative and office staff.
Content 1: Overview of administrative and office work
- The concept of administration
- The concept of an office
- Offices in agencies and businesses
Content 2: Administrative and office work
- Concept
- The nature of administrative and office work
Section 3: Requirements for office administrative staff
- Quality
- Capacity
- Skill
2. Module 2: Overview of the organization and management of document management and archiving.
This course provides general knowledge about document management and archiving, and the organization and management of document management and archiving within an agency, organization, or enterprise. It helps learners correctly implement state regulations in the management and execution of document management and archiving tasks, develop critical thinking skills, and advise agency leaders on improving the system of regulations on document management and archiving within the agency, organization, or enterprise.
Content 1: General issues concerning the organization and management of document and archive management.
- The concept of organization
- The concept of management
- Concepts of document management and archiving.
- The concept of organizing and managing document and archive work.
- Contents of document management and archiving work
- The significance of organizing and managing document and archive work.
Content 2: Measures for organizing and managing document and archive work.
- Organize the document and archives department.
- Recruiting and assigning personnel for archiving
- Disseminate and issue directives and guidelines on document management and archiving.
- Organize training courses on document management and archiving for officials and staff within the agency.
- Investing in funding and facilities for document management and archiving.
- Rewards and disciplinary actions in document management and archiving.
3. Module 3: Drafting and Issuing Documents
This course provides learners with fundamental knowledge about document systems, the requirements of document drafting, and guidance and practice in the process and methods of drafting administrative documents.
Content 1: General overview of the current legal document system
- System of legal documents
- Administrative document system
- System of specialized and technical documents
Content 2: Requirements for document drafting
- Requirements regarding authority and use
- Requirements regarding format and presentation techniques
- Requirements regarding content and writing style
- Requirements regarding processes and procedures
Content 3: Administrative document drafting process
- Define the purpose, scope, target audience, and implementation plan.
- Identify the document type
- Information collection and processing
- Develop an outline and write a draft.
- Document draft/duplicate/issue browser
Content 4: Text Drafting Methods
- Methods for drafting resolutions
- Methods for drafting official documents
- Report writing methods
- Method of recording minutes
Content 5: Practice
- Drafting administrative documents
- Identify and correct common errors in administrative documents.
4. Module 4: Document Management, Seal Management, and Secret Key Storage Devices
This course provides fundamental knowledge to help learners understand the theoretical, legal, and practical issues related to document management and seal management in agencies and organizations.
Content 1: General overview of document management
- The concept and purpose of document management
- Classifying the document system when managing documents in the specialized document management department.
Content 2: Document Management Procedures
- Incoming document management
- Outgoing document management procedures
- Confidential document management procedures
Section 3: Management and use of seals and secret key storage devices
- The concept of a seal
- State documents regulating the management and use of seals.
- The meaning of the seal
- Principles of stamping
- Responsibility for managing seals and secret key storage devices.
5. Module 5: Documentation and Archiving
This course provides learners with fundamental knowledge of the theory and methods of record keeping, including: the necessity of creating and managing records in agencies and organizations; the basic requirements of record keeping; the process and methods of building a record catalog for agencies and organizations; and the process and methods of creating various types of records in the management activities of agencies and organizations.
Content 1: Concepts, purposes, and significance of current record-keeping practices.
- The concept of records, the concept of current records, the concept of record creation.
- Current types of documents
- The purpose and significance of creating current records
Content 2. Basic requirements for a file
- The records must reflect the functions and responsibilities of the agency or unit that created them.
- The documents in the file must be related to each other and accurately reflect the sequence of events/processing of the work.
- The documents in the file must be highly reliable.
- The records must be fully and accurately cataloged.
Content 3. Current document preparation methods
- Method of preparing principle documents
- Methods for creating job profiles
- Methods for creating electronic records
Content 4: Organizing and managing records
- Identify responsibilities for document preparation.
- Managing current records within the agency/unit.
6. Module 6: Archiving Operations
The Archival Operations course aims to provide learners with a basic understanding of the role of archival work in general and archival operations in particular, helping learners to correctly perform archival operations, guide other staff members in performing archival operations, and at the same time, helping learners to develop management and control thinking in archival work.
Content 1: Document collection and archiving procedures
- Definition of archival document collection
- The significance of collecting and archiving documents
- The basic tasks of collecting and archiving documents.
- Procedures and methods for collecting documents for archiving in the agency.
Content 2: Archival document classification procedures
- Definition of Archival Document Classification
- The purpose, principles, and requirements of document classification.
- Procedures for classifying documents in institutional archives
Content 3: Procedures for determining the value of archival documents
- Definition of determining the value of archival documents
- Principles for determining the value of documents
- Methods for determining the value of documents
- Specific standards applied in determining the value of institutional archive documents.
- Tools for guiding the determination of document value
Content 4: Archival document preservation procedures
- Definition of archival document preservation
- Purpose and principles of archival document preservation
- Identify the causes of damage to archival documents.
- Organizing the preservation of archival documents
Content 5: Operations related to organizing, exploiting, and utilizing archival documents.
- Definition of an organization that exploits and uses archival documents.
- The purpose and significance of organizing the exploitation and use of archival documents.
- Forms of organization for exploiting and using archival documents
- Responsibility for promoting the value of archival documents
7. Module 7: Electronic Document Archiving
This course provides learners with fundamental knowledge related to the legal basis, theory, and practice of electronic document management in general and electronic document archiving in particular. It helps learners understand and perform basic tasks in electronic document archiving; organize and manage information retrieval systems to maximize the value of electronic archives for various needs.
Content 1: General overview of electronic document storage
- Basic concepts
- The formation process and development trends of electronic archiving.
- Electronic document archiving management system
Content 2: Managing electronic archives
- Models of continuity in the management of electronic documents and electronic archives.
- The importance of electronic storage
- Electronic storage setup required
- Introduction to the electronic document archiving management system
Content 3: Basic operations of electronic document archiving
- Collect and supplement electronic documents
- Organization of electronic scientific documents
- Preserving electronic documents
- Organizing the exploitation and use of electronic archival documents.
8. Module 8: Administrative Communication Skills
This course provides learners with fundamental knowledge of administrative communication. The knowledge acquired aims to help learners recognize their own communication abilities and develop and refine their communication skills for effective application in life in general, and in the workplace and administrative communication environment in particular.
Content 1: General issues regarding communication
- Concept
- Function
- The communication process
- Administrative communication methods
- Causes of communication failure
Content 2: Communication Skills
- Listening skills
- Speaking skills
- Reading skills
- Writing skills
- Emotional control skills
Content 3: Skills in administrative communication
- Principles of administrative communication
- Communicating with superiors
- Communicating with subordinates
- Communicating with colleagues
9. Module 9: Event Organization Skills
This course provides learners with fundamental knowledge of event organization skills. Based on the theories and practical exercises acquired, learners will be able to perform some basic tasks in the implementation of common types of events for agencies, organizations, and businesses.
Content 1: Overview of Event Organization
- The concept of an event and event organization
- Classifying the types of events in organizations
- The role of event organizers in organizations
- Event organizer's requirements
- The office's responsibilities in event organization
Content 2: Event organization process in the organization
- Define the goals and theme for the event.
- Planning and implementing preparatory tasks for the event.
- Event execution
- Handling post-event tasks
- Content 3: Methods for organizing some common events in organizations
- Organizing workshops and conferences
- Organizing celebrations for the agency's founding anniversary and ceremonies for receiving awards.
- Organizing opening and inauguration ceremonies.
10. Module 10: Advisory Skills
This course provides fundamental knowledge and skills in advisory work, enabling learners to effectively undertake and complete the tasks of an office professional in government agencies, businesses, or socio-political organizations.
Content 1: Overview of advisory skills
- Concept
- Situations where advisory skills are used in administrative activities.
- The role of advisory skills in administrative activities
- Requirements and principles of advisory activities
Content 2: Effective Consulting Skills
- Effective consultation process
- Effective advisory methods
11. Module 11: Presentation Skills
This course provides fundamental knowledge about presentation skills: the concept of presentation, the stages of presentation, and effective presentation methods. Based on this, learners will be able to apply the course theory to presentation activities in their work and accurately evaluate the results of their own presentation work.
Content 1: The concept and role of presentations
- The concept of presentation
- The concept of presentation skills
- The role of presentation skills
Content 2: Requirements for Presentation Activities
- Content requirements
- Methodological requirements
- Requirements for efficiency
Content 3: Effective Presentation Skills
- Prepare for the presentation
- Give a presentation
- Evaluating the results
12. Module 12: Teamwork Skills
This course provides learners with fundamental knowledge about teamwork skills. Based on this foundation, learners will be able to develop teamwork skills such as group communication, group leadership, and conflict resolution. The course also helps learners build confidence and awareness of their own role in performing tasks within work teams.
Content 1: The concept and role of teamwork skills
- The concept of a team and teamwork skills
- Characteristics of work groups
- Stages of group formation and development
- The role of teamwork skills
Content 2: Requirements for members in group activities
- Requirements for the team leader
- Requirements for team members
Content 3: Teamwork skills
- Teamwork design skills
- Communication skills in teamwork
- Team meeting organization/conducting skills
- Skills in evaluating and monitoring the teamwork process.
- Resolving and managing conflicts within the team.
13. Module 13: Conflict Management Skills
This course provides fundamental knowledge and skills in conflict management, enabling learners to understand the nature of conflict, distinguish between beneficial and harmful conflicts, and learn how to prevent and resolve conflicts within their organizations and workplaces in accordance with their roles and responsibilities.
Content 1: Overview of Conflict
- The concept of conflict
- Causes of conflict
- Characteristics of conflict
- Perspectives on conflict
Content 2: Classifying types of conflict within an organization
- Classification based on relationships within the organization
- Classification by scale
- Classification by properties
Content 3: Methods for managing and resolving conflicts
- Prevent harmful conflicts
- Fostering conflict for beneficial purposes.
- Principles of conflict management
- Conflict management methods
- Conflict management process
14. Module 14: Leadership Skills
This course provides learners with fundamental knowledge and skills in leadership and management, enabling them to flexibly apply each leadership skill in practical administrative, office, and document management and archiving work. Simultaneously, learners will gain a clearer understanding of the importance of the skills necessary for leadership and management.
Content 1: General overview of leadership and management
- The concept of leadership
- The concept of management
- The concept of leadership and management skills
- Classification of leadership skills
- Some ideas and theories about leadership
Content 2: Some leadership skills
- Leading change
- Developing knowledge within the organization
- Building organizational culture
- Public speaking
- Selection, evaluation, and utilization of personnel
- Using power in leadership
15. Module 15: Time Management Skills
This course provides fundamental knowledge about time management skills. Based on this, learners will be able to apply the theory of the subject to effectively utilize time in organizations, businesses, and in their personal lives and work.
Content 1: Overview of Time Management
- The concept of time management
- Content of time management
- The importance of time management
Content 2: Effective Time Management Skills
- Understanding yourself
- Understanding the job
- Tidy
- Work better
- More effective communication
- Time management
Content 3: Applying time management skills in office administration
- Time management in performing office administration functions
- Time management based on job position in the office
16. Module 16: Application of ISO 9000 in Office Management
This course provides learners with fundamental knowledge such as the concept, role, and benefits of applying the ISO 9000 series of standards in office management, the requirements for a quality management system, the process of applying the standards in practice, and some lessons learned.
Content 1: Overview of the ISO 9000 series of standards
- Related terminology
- Introduction to the ISO 9000 standard
- Principles of applying the ISO 9000 standard
- Benefits of applying the ISO 9000 standard
Content 2: The process of applying the ISO 9000 standard in office work.
- Application process
- Responsibility for implementation
Content 3: Practical application of the ISO 9000 standard in office work.
- Practice in developing quality policies and objectives for the office department.
- Practice building several business processes according to ISO 9000 standards.
17. Module 17: Workplace Culture
This course helps learners understand the cultural norms formed within an organization and their impact on professional activities. In particular, the course enhances learners' awareness and understanding of the role of office staff in building, maintaining, and protecting the organization's image through the implementation of workplace cultural norms.
Content 1: General theories on workplace culture
- The concept of culture, workplace culture
- Characteristics of workplace culture
- Factors affecting workplace culture
- Criteria for evaluating workplace culture
- The role of workplace culture
Content 2: Legal regulations on workplace culture
- The necessity of establishing legal regulations on workplace culture.
- The process of developing legal regulations on workplace culture.
- Some current forms of legal regulations on workplace culture
Content 3: Orientations and measures for building workplace culture
- Responsibilities of leaders of agencies and organizations
- Responsibilities of the office leader
- Responsibilities of officials, civil servants, and members
18. Module 18: Office Reception
This course provides fundamental theoretical and practical knowledge about protocol and protocol work in agencies and organizations, enabling learners to advise office leaders and leaders of agencies and organizations on protocol matters; and to directly perform assigned protocol tasks, contributing to maintaining, building, and developing relationships within agencies, organizations, and businesses.
Content 1: Overview of reception work in agencies and organizations
- Concepts and terminology
- Content of reception duties
- The duties of reception staff
- The importance of reception services
Content 2: Responsibilities for organizing and implementing reception services
- Responsibilities of agency leaders
- Responsibilities of the office and office leadership
- Responsibilities of the unit leader
- Responsibilities of the reception department and reception staff
- Responsibilities of officers and employees
Content 3: Office Receptionist Duties
- Building the image of the organization
- Protocol and etiquette when welcoming and receiving guests.
- Protocol and etiquette in organizing events and meetings.
- Etiquette, manners, and style when interacting with guests.
- Internal protocol
19. Module 19: Secretarial Skills
This course helps learners acquire knowledge about the basic roles, positions, and responsibilities of secretaries and executive assistants, ensuring they understand and know how to use some basic operational tools.
Content 1: Duties and responsibilities of a secretary
- The concept of a secretary
- Duties and responsibilities of a secretary in agencies, organizations, and businesses.
Content 2: Basic skills and duties of a secretary
- Support leaders in time management.
- Reception and call management
- Signature
- Monitoring and compiling reports
- Drafting and editing documents
- Document and file management
- Serving the meeting
- Assisting leaders on business trips.
Content 3: Personal skills of a secretary
- Information skills
- Skills in maintaining and developing relationships
- Personal crisis management skills