Project on digitizing archival documents at the Department of Diplomatic Services (Ministry of Foreign Affairs)

INFORMATION ABOUT THE MASTER'S PROJECT

1. Student's full name: PHAM THI THANH HANG

2. Gender: Female

3. Date of birth: August 26, 1988

4. Place of birth: Quang Ninh

5. Decision No. 5626/QD-XHNV dated December 29, 2023, of the Rector of the University of Social Sciences and Humanities, Vietnam National University, Hanoi, recognizing the student.

6. Changes in the training process: Decision to extend the training duration.

Decision No. 9028/QD-XHNV dated December 23, 2025, issued by the Rector of the University of Social Sciences and Humanities, Vietnam National University, Hanoi.

7. Project Title: Project on Digitizing Archival Documents at the Department of Diplomatic Services (Ministry of Foreign Affairs)

8. Major: Archival Studies (University of Applied Sciences) Project Code: 8320303

9. Instructor: Assoc. Prof. Dr. Dao Duc Thuan

10. Summary of the thesis results

Chapter 1. Theoretical basis and some guidelines and policies on digitizing archival documents.

In Chapter 1, the author presented the important theoretical foundations related to the digitization of archival documents, clarifying concepts such as documents, archival documents, digitization, and digitization of archival documents, while distinguishing between digitization and digital transformation in the field of archives. From there, the chapter affirms that digitization is an indispensable foundational step in the digital transformation process of the industry, contributing to the protection of original documents, improving the efficiency of information management and exploitation, and saving space and storage costs.

In addition, the chapter analyzes the principles, technical processes, and organizational responsibilities for implementing digitalization, while also outlining the Party and State's policies and guidelines, thereby demonstrating a consistent orientation towards building a modern, transparent administration, in line with the goals of developing a digital government and a digital society.

Chapter 2. Survey and evaluation of the conditions for digitizing archival documents at the Department of Diplomatic Services.

In Chapter 2, the author surveyed and evaluated the conditions for digitizing archival documents at the Department of Diplomatic Services. The Department's archives, established from 1964 to the present, comprehensively reflect the activities of serving diplomatic missions and a part of the State's foreign affairs work, while also possessing profound legal, administrative, and historical value. However, the large volume of documents and the predominantly manual preservation methods have revealed many limitations, such as natural degradation, difficulties in retrieval, a lack of a unified electronic management process, and the absence of a shared database. The SWOT analysis highlights the strengths and opportunities arising from digital transformation policies and technological infrastructure, but also clarifies weaknesses such as a shortage of specialized personnel, inconsistent equipment, and the high security requirements of diplomatic information.

Based on these assessments, the chapter affirms that document digitization is an urgent need, contributing to document preservation, improving service efficiency, and preparing the foundation for modern governance in the context of national digital transformation.

Chapter 3. Proposed plan for digitizing archival documents at the Department of Diplomatic Services.

Chapter 3 proposes a project for digitizing archival documents at the Department of Diplomatic Services as a strategic direction to modernize document management and archiving, and to meet the digital transformation requirements of the diplomatic sector. The project aims not only to create digital copies of documents but also to build a unified electronic archiving system, standardizing the entire process of document creation, management, exploitation, and use. The chapter clearly outlines the scope and subjects of digitization, the technical procedures for each stage from document reception and scanning to data entry, quality control, and security, and also outlines the implementation roadmap for the period 2026–2030 with specific resource allocation.

Simultaneously, the chapter proposes comprehensive solutions regarding internal legal frameworks, equipment, software, personnel training, and coordination among units. Through this, the author affirms that document digitization is not only of technical significance but also a crucial transformation that enhances management efficiency, ensures information security, promotes administrative reform, and lays the groundwork for a modern electronic working environment in the diplomatic sector.

11. Practical applications

The project to digitize archival documents at the Department of Diplomatic Services demonstrates high feasibility thanks to its solid theoretical foundation and alignment with the State's digital transformation policy. Chapter 1 clarifies the concept, role, and process of digitization, affirming it as a fundamental step in protecting documents, improving management efficiency, and facilitating information retrieval. Chapter 2 reveals the reality of a wealth of valuable documents currently preserved manually, leading to easy degradation and difficulty in retrieval; it also points out limitations in human resources, equipment, and technological infrastructure. However, the advantages of the digitization policy, the attention of management agencies, and the urgent need for modernization have created favorable conditions for implementation. Based on this, Chapter 3 proposes a project with clear objectives, specific technical procedures, and a suitable implementation roadmap for the period 2026–2030, along with comprehensive solutions regarding legal, technological, and human resources.

Overall, the project is highly practical, meeting the requirements of administrative reform, information security, and modernization of archiving in the diplomatic sector.

12. Future research directions

– Research measures to enhance security for Ministry of Foreign Affairs archives in a digitized environment.

- Research international experiences to propose advanced technical standards and processes, helping future digitalization systems achieve synchronization, sustainability, and scalability.

INFORMATION ON PROJECT

1. Student's full name: PHAM THI THANH HANG

2. Gender: Female

3. Date of birth: August 26, 1988

4. Birthplace: Quang Ninh Province

5. Student recognition decision number: 5626/QD-XHNV dated December 29, 2023 by the Rector of University of Social Sciences and Humanities, Vietnam National University, Hanoi

6. Changes in the training process: Extend study period. Number: 9028/QD-XHNV Dates December 23, 2025 by the Rector of University of Social Sciences and Humanities, Vietnam National University, Hanoi

7. Thesis title: Project on Digitizing Archival Documents at the Service Deparment for Diplomatic Corps (Ministry of Foreign Affairs)

8. Major: Archival Studies (Applied Orientation) Subject code: 8320303

9. Instructor: Assoc.Prof.Dr. Dao Duc Thuan

10. Summary of the results of the thesis

Chapter 1. Theoretical Foundations and Key Guidelines and Policies on the Digitization of Archival Documents

In Chapter 1, the author presents essential theoretical foundations related to the digitization of archival documents, clarifying concepts such as documents, archival documents, digitization, and the digitization of archival materials, while distinguishing between digitization and digital transformation in the archival field. The chapter affirms that digitization is an indispensable foundational step in the sector's digital transformation process, contributing to the protection of original materials, enhancing management and information retrieval efficiency, and reducing storage space and costs.

In addition, the chapter analyzes fundamental principles, technical procedures, and organizational responsibilities in implementing digitization and provides an overview of the Party's and State's guidelines and policies. This demonstrates a consistent orientation toward building a modern and transparent administrative system in line with the goals of developing a digital government and a digital society.

Chapter 2. Survey and Assessment of Conditions for Implementing the Digitization of Archival Documents at the Department of Diplomatic Corps Services

In Chapter 2, the author surveys and assesses the conditions for implementing archival document digitization at the Department of Diplomatic Corps Services. The archival collection of the Department, formed since 1964, reflects comprehensively the activities of serving diplomatic missions and aspects of the State's external affairs, and carries significant legal, administrative, and historical value. However, the large volume of documents and primarily manual storage conditions reveal many limitations, such as natural degradation, difficulties in retrieval, the absence of a unified electronic management process, and the lack of a shared database.
The SWOT analysis identifies strengths and opportunities arising from digital transformation policies and technological infrastructure, while also highlighting weaknesses such as insufficient specialized personnel, inconsistent equipment, and high security requirements for diplomatic information. Based on these assessments, the chapter asserts that digitization is a pressing need that will help preserve documents, improve service efficiency, and lay the groundwork for modern governance in the context of national digital transformation.

Chapter 3. Proposal for a Digitization Project for Archival Documents at the Department of Diplomatic Corps Services

Chapter 3 proposes a digitization project for archival documents at the Department of Diplomatic Corps Services as a strategic direction toward modernizing records and archival management and meeting the requirements of digital transformation in the foreign affairs sector. The project aims not only to create digital copies of documents but also to develop a unified electronic archival system, standardizing the processes of file creation, management, retrieval, and use.

The chapter specifies the scope and subjects of digitization, as well as the technical procedures for each stage—from document reception, scanning, data entry, quality control, to information security. It also outlines a roadmap for implementation during 2026–2030 with detailed resource allocation. Alongside this, the chapter proposes comprehensive solutions regarding internal legal frameworks, equipment, software, human resource training, and inter-departmental coordination. Through this, the author affirms that digitization is not merely a technical activity but an essential transformation that enhances management efficiency, ensures information security, promotes administrative reform, and lays the foundation for a modern electronic working environment in the foreign affairs sector.

11. Applicability in practice

The digitization project for archival documents at the Department of Diplomatic Corps Services demonstrates high considerations thanks to its strong theoretical foundation and alignment with the State's digital transformation guidelines. Chapter 1 clarifies key concepts, roles, and processes of digitization, emphasizing it as a foundational step for protecting documents and improving management and information retrieval. Chapter 2 reveals that despite the large and valuable archival collection, the manual storage conditions lead to degradation and difficulties in access, while also identifying organizational and technological limitations. Nevertheless, the arising arises from digital policies, institutional support, and the urgency of modernization creates favorable conditions for implementation.

Based on this, Chapter 3 proposes a project with clear objectives, detailed technical workflows, and an implementation roadmap for 2026–2030, supported by coherent legal, technological, and human-resource solutions. Overall, the project demonstrates strong practical applicability, meeting the requirements of administrative reform, information security, and modernization of archival work in the foreign sector affairs.

12. Further research directions

- Research measures to improve security for Ministry of Foreign Affairs archives in a digital environment.

- Research international experience to propose advanced technical standards and processes, helping the future digital system to be synchronous, sustainable and easy to expand.