SHORT TERM TRAINING PROGRAM IN ARCHIVES

1. Training objectives
- Provide basic knowledge and update the latest knowledge so that learners can grasp and improve their capacity in organizing, managing and performing archival work, contributing to putting this work in order in the agency.
- The program equips managers and archivists with a number of skills, working methods, and modern communication skills so that they can perform their assigned duties well, creating a professional and effective working style to meet the requirements of administrative reform.
2. Training objects
People working in the fields of administration, office, documents, and archives in state agencies; public service units; Party agencies, socio-political organizations, socio-professional organizations, economic organizations, and individuals in need.
3. Training time
Weekdays or on Saturday and Sunday.
4. Total course knowledge
Total credits to be accumulated are 05 credits (75 periods), including:
- Compulsory courses: 03 credits
- Elective course: 01 credit
- Professional practice: 01 credit
5. Type of diploma awarded
Students who complete the training course and meet all the requirements of the training course will be awarded a certificate.
- Certificate name: “Archives Management”.
- Certificate issued by University of Social Sciences and Humanities - Vietnam National University, Hanoi.
6. Training program content 

Note: Courses have detailed outlines attached.
7. Teaching and learning equipment
- Use modern classroom systems and equipment to meet the learning and teaching needs of the course.
- Practice equipment for students: File cover, mock documents, mock seals, A4 paper, pens, staplers...
8. Teacher requirements
Lecturers are experts in the field of teaching Administration - Office and Document - Archive, with a Master's degree or higher.
9. Implementation organization
Training courses are organized online or in person at the School or in localities in compliance with the regulations on training and certification of the Ministry of Education and Training, Hanoi National University and the Training Regulations of the University of Social Sciences and Humanities. In particular, the conditions for being granted a certificate are as follows:
- Students are not allowed to miss more than 20% of the course duration (including practical training);
- Students must complete 01 written exam or 01 final essay, including the exam or essay on Archival Operations;
- The result of the written test or essay at the end of the course is 05 points or higher.










































APPENDIX
SYLLABUS OF COURSES ACCORDING TO THE PROGRAM

1. Module 1: Overview of archival management organization
The course provides general knowledge about archival work and the organization and management of archival work of an agency, organization, or enterprise, helping learners to properly implement state regulations in the process of managing and performing archival work, have critical thinking, and advise agency leaders to perfect the system of archival regulations in agencies, organizations, and enterprises.
Content 1: General issues on organizing and managing archives
- Organizational concept
- Management concept
- Concept of archiving work
- Concept of organization and management of archive work
- Contents of archiving work
- The meaning of archival management organization
Content 2: Measures to organize and manage archival work
- Organize the storage department
- Selection and arrangement of archivists
- Disseminate and issue documents directing and guiding on archiving work.
- Organize archival training for officers and employees in the agency
- Investment in funds and facilities for archiving
- Rewards and discipline in archiving work
2. Module 2: Collecting documents for storage
The course provides learners with basic knowledge about collecting documents for storage, basic tasks of collecting documents for storage and procedures and methods of collecting documents for storage.
Content 1: General overview of document collection and storage
- Definition of archival collection
- Distinguish between "collect", "supplement" and "collect"
- Purpose and meaning of collecting documents for storage
Content 2: Main tasks of document collection and archiving
- Identify additional sources of documentation
- Identify document components
- Regulations on procedures for submitting documents for storage
- Allocate documents reasonably in each archive
Content 3: Process and method of collecting documents for storage
- Procedures and methods for collecting documents into agency archives
- Process and method of collecting documents for historical archives
Content 4: Organizing the collection of documents for storage
- Issue regulatory documents
- Implementation staff
- Facilities
- Check, evaluate
3. Module 3: Scientific organization of archival documents
The course provides learners with basic knowledge of the scientific organization of archival documents and equips learners with skills to perform specific tasks of the scientific organization of documents.
Content 1: General overview of scientific organization of documents
- Definition of scientific organization of documents
- Purpose of organizing scientific documents
- Principles of scientific organization of documents
- Scientific organization of documents
- Responsibility for scientific documentation organization
Content 2: Concept of classification and classification of archival documents
- Concept, purpose and meaning of classification and classification of archival documents
- Archival fonts and types of archival fonts
Content 3: Classification of agency archive documents
- Limits and characteristics of classifying agency archive documents
- Research and compile the history of the font's founding unit and its history.
- Choose a method to classify archived documents
- Systematize documents
Content 4: Determining document value
- Definition of document valuation
- Purpose and requirements of document valuation
- Principles and methods of determining document value
- Standards for determining document value
- Document valuation tools
Content 5: Building a scientific search tool for archival documents
- Purpose and meaning of organizing scientific document search tools
- Requirements for building a scientific document search tool
- Types and methods of building scientific document search tools
4. Module 4: Preserving archival documents
The course provides learners with basic knowledge about the principles and purposes of document preservation as well as the responsibilities of the subjects in the agency for preservation work. Learners are also formed the ability to predict the risks of document damage that may occur in each specific case. From there, to propose appropriate solutions so that preservation work is carried out more effectively. Through this course, learners will be equipped with the necessary knowledge and skills to preserve the archives assigned to manage.
Content 1: Overview of archival document preservation organization
- Define
- Principle
- Purpose
- Responsibility
- System of documents regulating the preservation of archival documents
Content 2: Factors that cause damage to archival documents
- Types of damage to archival documents
- Methods to determine harmful factors
- Factors that damage archives
Content 3: Some measures to preserve archival documents
- Perfecting the legal framework for preserving archival documents
- Improve and enhance the quality of human resources doing preservation work
- Financial investment for restoration, repair and digitization
- Upgrading and modernizing facilities for preservation
- Statistics, check the status of archived documents

5. Module 5: Statistics and reporting on archival work
The course provides basic knowledge about statistics and reporting in archiving. On that basis, learners apply the principles and methods of statistics and reporting in archival work at agencies and organizations.
Content 1: Overview of statistics and reports on archiving work
- Concept
- Purpose, meaning
- Principle
- Request
Content 2: Content and statistical methods in archiving
- Subject of statistics in storage
- Statistical units
- Statistical methods
- Application of information technology in statistics
Content 3: Content and method of reporting archival work
- Object
- Method
- Responsibility for reporting archival work
6. Module 6: Organizing the exploitation and use of archival documents
The course provides learners with knowledge about the purpose of using archival documents, forms of using archival documents, and a system of regulations on using archival documents to help learners have a correct understanding of the meaning of archival work and the responsibilities of archivists in agencies and organizations.
Content 1: Overview of organization of exploitation and use of archival documents
- Define
- Principle
- Purpose
- Responsibility
- System of documents regulating the exploitation and use of archival documents
Content 2: Forms of organization for exploiting and using archival documents
- On-site document research
- Lending documents
- Announcement
- Announcement, introduction
- Exhibition
- Build films and photo albums
- Write articles for newspapers and magazines
- Issue copies, certification
- Organize tours and seminars at archives
- Provide documents according to contract
- Provide information documents online
- Provide (information) documents by post
Content 3: Measures to organize the exploitation and use of archival documents
- Issue documents regulating exploitation and use.
- Perfecting staff
- Investment in facilities and equipment
- Build convenient search tools
- Storage Marketing
7. Module 7: Storage Marketing
The course provides basic knowledge of the theory and practice of marketing activities in archives, through which learners can apply knowledge to the management of existing resources at archives and control the marketing process in archives.
Content 1: General overview of storage marketing
- Conditions for the appearance of storage marketing
- Definition of storage marketing
- Storage marketing purposes
- Archived marketing content
Content 2: Factors influencing storage marketing
- Micro environment
- Macro environment
Content 3: Marketing mix strategy in archives
- Storage product strategy
- Storage product distribution strategy
- Promotion strategy
Content 4: Testing and evaluating marketing in storage
- Marketing planning
- Marketing check
8. Module 8: Electronic document storage
The course provides learners with basic knowledge related to the legal basis, theory and practice of electronic document management in general and electronic document archiving in particular, helping learners understand and perform basic operations of electronic document archiving; organizing and managing information retrieval systems to promote the value of electronic archives to serve different needs.
Content 1: General overview of electronic document storage
- Basic concepts
- The formation process and development trends of electronic archiving
- Electronic document storage management system
Content 2: Electronic archive management
- Model of continuity in electronic document management, electronic archives
- The importance of electronic storage
- Requires electronic storage setup
- Introducing electronic archive management system
Content 3: Basic operations of electronic document archiving
- Collect and supplement electronic documents
- Scientific organization of electronic documents
- Electronic document preservation
- Organizing the exploitation and use of electronic archives
9. Module 9: Administrative communication skills
The course provides learners with basic knowledge of administrative communication. The knowledge is equipped to help learners perceive their own communication abilities and at the same time develop and perfect communication skills to apply effectively in life in general and in the office environment, administrative communication in particular.
Content 1: General communication issues
- Concept
- Function
- Communication process
- Means of administrative communication
- Causes of communication failure
Content 2: Communication skills
- Listening skills
- Speaking skills
- Reading skills
- Writing skills
- Emotional mastery skills
Content 3: Skills in administrative communication
- Principles of administrative communication
- Communicate with superiors
- Communicate with subordinates
- Communicate with colleagues
10. Module 10: Event organization skills
The course provides learners with basic knowledge of event organization skills. Based on the equipped theories as well as practice, learners are able to perform some basic work content in the process of implementing common types of events of agencies, organizations and businesses.
Content 1: Overview of event organization
- Event concept, event organization
- Classification of event forms in agencies
- The role of event organization in agencies
-Requirements of event organizers
- Office responsibilities in event organization
Content 2: Event organization process in the agency
- Determine the goals and themes for the event
- Plan and implement event preparations
- Event execution
- Resolve work after the event ends
- Content 3: Methods of organizing some common events in agencies
- Organizing seminars and conferences
- Organizing the anniversary of the agency's founding, the ceremony to receive the title
- Organizing opening and inauguration ceremonies
11. Module 11: Consulting skills
The course provides basic knowledge and skills in staff work to help learners undertake and successfully complete the work of an office specialist in state agencies, enterprises or socio-political organizations.
Content 1: Overview of consulting skills
- Concept
- Situations of using advisory skills in administrative activities
- The role of advisory skills in administrative activities
- Requirements and principles of advisory activities
Content 2: Effective consulting skills
- Effective consulting process
- Effective consulting methods
12. Module 12: Presentation skills
The course provides basic knowledge about presentation skills: Presentation concepts, presentation stages and effective presentation methods. On that basis, learners are able to apply subject theory to presentation activities in practical work and accurately evaluate the results of their own presentation activities.
Content 1: Concept and role of presentation
- Presentation concept
- Concept of presentation skills
- The role of presentation skills
Content 2: Requirements for presentation activities
- Content requirements
- Method requirements
- Efficiency requirements
Content 3: Effective presentation skills
- Prepare presentation
- Make a presentation
- Evaluate results
13. Module 13: Teamwork skills
The course provides learners with basic knowledge about teamwork skills. On that basis, learners are able to develop teamwork skills such as: group communication, group leadership, handling group conflicts... The course also helps learners build confidence and awareness of their own role in performing tasks in work groups.
Content 1: Concept and role of teamwork skills
- Group concept and teamwork skills
- Characteristics of working groups
- Stages of group formation and development
- The role of teamwork skills
Content 2: Requirements for members in group activities
- Requirements for team leader
- Requirements for group members
Content 3: Teamwork skills content
- Team design skills
- Communication skills in teamwork
- Skills in organizing/conducting group meetings
- Skills to evaluate and control teamwork process
- Resolve and manage conflicts within the group
14. Module 14: Conflict Management Skills
The course provides basic knowledge and skills on conflict management so that learners can understand the nature of conflict, be able to distinguish between beneficial and harmful conflicts; know how to prevent and resolve conflicts in agencies and offices in accordance with their roles and responsibilities.
Content 1: Overview of conflict
- Concept of conflict
- Causes of conflict
- Characteristics of conflict
- Views on conflict
Content 2: Classify types of conflicts in organizations
- Classification by relationship within the agency
- Classification by size
- Classification by properties
Content 3: Conflict management and resolution methods
- Prevent harmful conflicts
- Promote beneficial conflict
- Principles of conflict management
- Conflict management methods
- Conflict management process
15. Module 15: Management leadership skills
The course provides learners with basic knowledge and skills in leadership and management, helping learners to flexibly apply each leadership skill in practical administrative, office, and clerical and archival work; at the same time, learners will more clearly perceive the importance of the skills necessary for leadership and management.
Content 1: General overview of leadership and management
- Leadership concept
- Management concept
- Concept of leadership and management skills
- Leadership skills classification
- Some thoughts and theories on leadership
Content 2: Some leadership skills
- Leading change
- Knowledge development in the organization
- Building organizational culture
- Public speaking
- Selection, evaluation and use of staff
- Use of power in leadership
16. Module 16: Time management skills
The course provides basic knowledge of time management skills. On that basis, learners are able to apply the subject theory to work and use time effectively in agencies, organizations, businesses and individuals in work and life.
Content 1: Overview of time management
- Time management concept
- Content of time management
- The meaning of time management
Content 2: Effective time management skills
- Understand yourself
- Understand the job
- Neat
- Work better
- Communicate more effectively
- Time control
Content 3: Applying time management skills in office administration
- Time management in performing office administration functions
- Time management by job position in the office
17. Module 17: Application of information technology in archiving work
The course provides learners with basic knowledge of information systems, information networks and their applications in archiving work; at the same time, equips learners with basic skills to help them apply and evaluate the effectiveness of applying information technology in archiving work at the agency.
Content 1: Overview of computer networks
- Concept
- Purpose and application of computer networks
- Network classification
- Network layered architecture
- Network standardization
Content 2: Analysis and design of information systems in archiving work
- Storage management information system
- Data flow models in storage
- Data models and databases to be built
- The necessary functions of the program
Content 3: Using the archive management program


18. Module 18: Application of ISO.9000 in archival management
The course provides learners with basic knowledge such as concepts, roles, and benefits of applying the ISO.9000 standard set in archival management, requirements for quality management systems, procedures for applying the standard set in practice, and some lessons learned.
Content 1: Overview of ISO.9000 standards
- Related terms
- Introducing the ISO.9000 standard set
- Principles of applying ISO.9000 standards
- Benefits of applying ISO.9000 standards
Content 2: Process of applying ISO.9000 standards in archiving work
- Application process
- Responsibility for implementation
Content 3: Practice applying ISO.9000 standards in archiving work
- Practice building policies and quality goals for the archives department
- Practice building some business processes according to ISO.9000 standards
19. Module 19: Office Culture
The course helps learners clearly understand the cultural norms formed in the organization and their impact on professional activities. In particular, the course enhances learners' awareness and consciousness of promoting the role of office staff in building, maintaining and protecting the image of the organization through implementing cultural norms in the workplace.
Content 1: General theory of office culture
- Concept of culture, office culture
- Characteristics of office culture
- Factors affecting office culture
- Criteria for evaluating office culture
- The role of office culture
Content 2: Legal regulations on office culture
- The need to build legal regulations on office culture
- Process of building legal regulations on office culture
- Some types of legal regulations on current office culture
Content 3: Orientation and measures to build office culture
- Responsibilities of leaders of agencies and organizations
- Responsibilities of office managers
- Responsibilities of officers, civil servants and members
20. Module 20: Office reception
The course provides basic theoretical and practical knowledge about reception and reception work in agencies and organizations, helping learners to advise office leaders and leaders of agencies and organizations on reception work; at the same time, they are able to directly perform assigned reception tasks, contributing to maintaining, creating and developing relationships of agencies, organizations and enterprises.
Content 1: Overview of reception work in agencies and organizations
- Concepts and terms
- Content of reception work
- Duties of the receptionist
- The importance of reception work
Content 2: Responsibility for organizing and performing reception work
- Responsibility of agency leaders
- Responsibilities of the office and office leaders
- Responsibilities of unit leaders
- Responsibilities of the reception department and reception staff
- Responsibilities of officers and employees
Content 3: Office receptionist duties
- Building the image of the agency
- Reception etiquette when welcoming and receiving guests
- Reception protocol in organizing events and meetings
- Communication etiquette, behavior with guests and style
- Internal reception protocols
21. Module 21: Secretarial work
The course helps learners acquire knowledge about the role, position, and basic tasks of secretaries and executive assistants, ensuring that learners clearly understand and know how to use some basic operational tools.
Content 1: Duties and positions of the secretary
- Concept of secretary
- Duties and positions of secretaries in agencies, organizations and enterprises
Content 2: Basic skills and duties of a secretary
- Support leaders in time management
- Reception and call management
- Signing
- Urge and summarize reports
- Drafting and editing text
- Document and record management
- Meeting service
- Support leaders on business trips
Content 3: Personal skills of a secretary
- Information skills
- Skills to maintain and develop relationships
- Personal crisis management skills