SHORT-TERM TRAINING PROGRAM IN ARCHIVAL MANAGEMENT

1. Training objectives
- To equip learners with fundamental knowledge and update them with the latest information so that they can master and enhance their capabilities in organizing, managing, and performing archival work, contributing to bringing this work into order within the agency.
- The program equips managers and archivists with modern skills, working methods, and communication techniques to effectively perform their assigned duties, fostering a professional and efficient work style that meets the requirements of administrative reform.
2. Target audience for training
This includes people working in administration, office work, document management, and archiving in state agencies; public service units; Party agencies, political-social organizations, professional-social organizations, and economic organizations; and individuals with a need for this service.
3. Training schedule
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: “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 20% of the course duration (including the practical training portion);
- Students must complete one written exam or one final essay, including the exam or essay for the Archival Practices course;
- The final written exam or essay must achieve a score of 5 or higher.










































APPENDIX
COURSE OUTLINES ACCORDING TO THE PROGRAM

1. Module 1: Overview of Archival Management Organization
This course provides general knowledge about archival work and the organization and management of archival work within an agency, organization, or enterprise. It helps learners correctly implement state regulations in the management and execution of archival tasks, develop critical thinking skills, and advise agency leaders on improving the system of archival regulations within the agency, organization, or enterprise.
Content 1: General issues concerning the organization and management of archival work
- The concept of organization
- The concept of management
- The concept of archival work
- The concept of organizing and managing archival work
- Contents of archival work
- The significance of organizing and managing archival work.
Content 2: Measures for organizing and managing archival work
- Organize the archives department
- Recruiting and assigning personnel for archiving
- Disseminate and issue directives and guidelines on archival work.
- Organize training sessions on archiving procedures for officials and staff within the agency.
- Invest in funding and facilities for archiving work.
- Rewards and disciplinary actions in archiving work
2. Module 2: Collecting and Archiving Documents
This course provides learners with fundamental knowledge about document collection and archiving, the basic tasks involved in document collection and archiving, and the processes and methods for collecting documents for archiving.
Content 1: General overview of document collection and archiving
- Definition of archival document collection
- Differentiate between "collecting," "supplementing," and "collecting."
- The purpose and significance of collecting documents for archiving
Content 2: The main tasks of document collection and archiving.
- Identify sources for supplementary materials
- Identify the document components
- Regulations on procedures for submitting documents to the archives.
- Distribute documents appropriately within each archive.
Content 3: Procedures and methods for collecting and archiving documents
- Procedures and methods for collecting documents for archiving in the agency.
- Processes and methods for collecting documents for historical archives.
Content 4: Organizing the collection and archiving of documents
- Issuing regulatory documents
- Personnel involved
- Facilities
- Inspection and evaluation
3. Module 3: Scientific Organization of Archival Documents
This course provides learners with fundamental knowledge about the scientific organization of archival documents and equips them with the skills to perform specific tasks in this field.
Content 1: General overview of the scientific organization of documents
- Definition of a scientific document organization
- Purpose of organizing scientific documents
- Principles of scientific document organization
- Content of scientific document organization
- Responsibilities regarding the organization of scientific documentation
Content 2: Concepts of classification and classification of archival documents
- The concept, purpose, and significance of classification and categorization of archival documents.
- Archives and types of archives
Content 3: Classification of documents in the agency's archives
- Limitations and characteristics of document classification in institutional archives.
- Research and compile the history of the unit that created the archive and the history of the archive itself.
- Choosing a method for classifying archival documents
- Document systematization
Section 4: Determining the Value of Documents
- Definition of document value
- The purpose and requirements of document valuation.
- Principles and methods for determining the value of documents
- Standards for determining the value of documents
- Document valuation tools
Content 5: Developing a scientific search tool for archival documents.
- The purpose and significance of organizing scientific document retrieval tools.
- Requirements for building a scientific document search tool
- Types and methods of building scientific document retrieval tools
4. Module 4: Preservation of Archival Documents
This course provides learners with fundamental knowledge about the principles and purposes of document preservation, as well as the responsibilities of various stakeholders within an organization regarding preservation. Learners will also develop the ability to anticipate potential document damage risks in specific situations, and propose appropriate solutions for more effective preservation. Through this course, learners will acquire the necessary knowledge and skills to properly preserve the archival documents under their management.
Content 1: Overview of the organization for preserving archival documents
- Define
- Principle
- Purpose
- Responsibility
- A system of regulations governing the preservation of archival documents.
Content 2: Factors that cause damage to archival documents
- Types of damage to archival documents
- Methods for identifying harmful factors
- Factors that damage archival documents
Content 3: Some measures for preserving archival documents
-完善法律 ...
- Improve and enhance the quality of personnel working in preservation.
- Financial investment to support restoration, preservation, and digitization efforts.
- Upgrading and modernizing facilities for preservation.
- Statistical analysis and inspection of archived documents.

5. Module 5: Statistics and Reporting on Archival Work
This course provides fundamental knowledge about statistics and reporting in archiving, enabling learners to apply the principles and methods of statistics and reporting in archiving work at various agencies and organizations.
Content 1: Overview of statistics and reporting on archival work
- Concept
- Purpose and significance
- Principle
- Request
Content 2: Statistical content and methods in archiving
- The subject of statistics in archiving
- Statistical units
- Statistical methods
- Application of information technology in statistical work
Section 3: Content and methods of reporting on archival work.
- Object
- Method
- Responsibility for reporting on archival work
6. Module 6: Organizing the exploitation and use of archival materials
This course provides learners with knowledge about the purpose of using archival documents, the forms of using archival documents, and the system of regulations on the use of archival documents, aiming to help learners develop a correct understanding of the significance of archival work and the responsibilities of archivists in agencies and organizations.
Content 1: Overview of the organization for accessing and using archival documents
- Define
- Principle
- Purpose
- Responsibility
- A system of regulations governing the exploitation and use of archival materials.
Content 2: Forms of organizing the exploitation and use of archival documents
- On-site document research
- Lending documents
- Announcement
- Announcements, introductions
- Exhibition
- Creating thematic films and photo series.
- Writing articles for newspapers and magazines.
- Issuing certified copies
- Organizing tours and workshops at archives.
- Provide documents as per contract
- Providing information and documents online.
- Providing (information) documents via mail
Content 3: Measures for organizing the exploitation and use of archival documents
- Issuing regulations on exploitation and use.
- Improving the quality of the staff.
- Investing in infrastructure and equipment.
- Develop convenient search tools
- Storage Marketing
7. Module 7: Archival Marketing
This course provides fundamental knowledge on the theory and practice of marketing in archival activities. Through this, learners can apply their knowledge to managing existing resources at archival institutions and controlling the marketing process in archivals.
Content 1: General overview of storage marketing
- Conditions for the emergence of archival marketing
- Definition of storage marketing
- Marketing objectives of archiving
- Archived marketing content
Content 2: Factors influencing storage marketing
- Microenvironment
- Macro environment
Content 3: Marketing mix strategies in archives
- Storage product strategy
- Storage product distribution strategy
- Promotion and marketing strategy
Content 4: Marketing review and evaluation in archiving
- Marketing planning
- Marketing audit
8. Module 8: 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.
9. Module 9: 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
10. Module 10: 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.
11. Module 11: 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
12. Module 12: 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
13. Module 13: 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.
14. Module 14: 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
15. Module 15: Leadership and Management 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
16. Module 16: 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
17. Module 17: Application of Information Technology in Archiving
This course provides learners with fundamental knowledge of information systems, information networks, and their applications in archiving; it also equips them with basic skills to help them apply and evaluate the effectiveness of information technology applications in archiving at their workplaces.
Content 1: Overview of Computer Networks
- Concept
- The purpose and applications of computer networks
- Network classification
- Layered network architecture
- Network standardization
Content 2: Analysis and design of information systems in archiving.
- Storage management information system
- Data flow models in archiving
- Data models and databases to be built
- Essential functions of the program
Content 3: Using a file archiving management program


18. Module 18: Application of ISO 9000 in Archival Management
This course provides learners with fundamental knowledge such as the concept, role, and benefits of applying the ISO 9000 series of standards in archival 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 archiving.
- Application process
- Responsibility for implementation
Content 3: Practical application of the ISO 9000 standard in archiving.
- Practice in developing quality policies and objectives for the archives department.
- Practice building several business processes according to ISO 9000 standards.
19. Module 19: 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
20. Module 20: 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
21. Module 21: 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