TTLV: Survey and evaluation of the organization and management of document management and archiving at several joint-stock companies in Hanoi.

INFORMATION ABOUT THE MASTER'S THESIS

1. Student's full name: Nguyen Dang Viet

2. Gender:Male

3. Date of birth: 12/9/1984

4. Place of birth: Thai Binh

5. Decision number for student admission:Decision No. 1528/QD-XHNV-KH&SDH, dated October 14, 2009, of the Rector of the University of Social Sciences and Humanities, Vietnam National University, Hanoi.

6. Changes in the training process:Are not

7. Thesis title: Survey and assess the organizational and management situation of V work.Letters - Archivesat some Cjoint stock companyin Hanoi city

8. Major:Archive; Code: 60 32 24.

9. Scientific supervisor: Dr.. Nguyen Canh Duong

10. Summary of the thesis results:

In Vietnam today, joint-stock companies (JSCs) are one of the most numerous types of businesses, operating in all sectors and fields of social life. This type of business also plays a crucial role in promoting the development of the national economy. Through privatization and securities issuance, JSCs can attract a large number of investors, contributing to the efficient use of capital resources.

Document management and archiving play a crucial role and are always closely linked to the production and business activities of joint-stock companies. The system of documents serves as the legal basis and information foundation for the management and business operations of these companies. This work also directly impacts the efficiency and quality of management and business, contributing to cost reduction and combating bureaucratic paperwork within the companies. In particular, document management and archiving contributes to the registration, protection, and enhancement of the brand value of joint-stock companies. Furthermore, throughout their operations, joint-stock companies generate numerous documents and materials, many of which are valuable not only to the company's operations but also to the nation in many aspects. Therefore, neglecting the organization, management, and implementation of document management and archiving activities within joint-stock companies will negatively impact their operations.

However, in reality, the organization, management, and implementation of archiving and documentation services in joint-stock companies still have many shortcomings. This has significantly affected the efficiency of their production and business operations. The organization of specialized archiving and documentation departments is not suitable for the company's operations; staff do not meet the required professional qualifications; regulations on archiving and documentation have not been fully issued; and guidance and evaluation of archiving and documentation are not carried out regularly. As a result, documents issued by some joint-stock companies contain many errors in form and content; document and seal management is inconsistent, and there is still a problem of lost documents and records; the process of creating and submitting files for archiving is not carried out scientifically; and other archiving operations also have many shortcomings. Without addressing the aforementioned limitations, the management of records and archives at joint-stock companies will not only seriously affect the production and business activities of these enterprises but also negatively impact the organization and management of records and archives in the Vietnamese records and archives sector.

Carry out the project "Survey and assess the organizational and management situation of V work.Letters - Archivesat some Cjoint stock companyin Hanoi city"We focused our survey and research on the following issues:

Firstly, research on the organization and operation of large-scale joint-stock companies in Hanoi.

Secondly, the survey will focus on the current state of organization, management, and implementation of logistics operations at several joint-stock companies in Hanoi.

Thirdly, the study evaluates and identifies the positive aspects and limitations in the organization, management, and implementation of logistics operations at several surveyed joint-stock companies.

Fourth, research and analyze the fundamental causes leading to limitations in the management and supervision work at joint-stock companies.

Fifth, to research feasible solutions to improve the efficiency of organizing, managing, and implementing logistics operations at joint-stock companies.

It can be said that researching and surveying the current state of organization, management, and implementation of archival activities at joint-stock companies is the basis for evaluating and clarifying the achievements, assessing existing shortcomings and limitations, finding causes, and proposing solutions. The research results indicate that, in order to improve archival activities and enhance the efficiency of production and business operations of joint-stock companies, thereby contributing to the protection and effective utilization of the national archives, the State and the joint-stock companies themselves must implement a comprehensive set of solutions: First, it is necessary to raise awareness of the role of archival activities in the operations of joint-stock companies. Secondly, it is necessary to improve the legal framework for archival activities for enterprises in general and joint-stock companies in particular. Based on this, it is necessary to reorganize the specialized document management department to suit the operational characteristics of each joint-stock company. The specialized document management staff must meet the requirements regarding professional qualifications and the capacity to perform document management tasks. Each joint-stock company also needs to research and issue regulations on document management for its own enterprise based on the guidance and regulations of the State. Regularly provide guidance on document management to departments within the enterprise; conduct periodic checks and evaluations of the implementation of document management tasks in specialized departments within the enterprise.

11. Practical applications:

The research report on this project is a product that can be applied to the organization, management, and implementation of archival and records management tasks in joint-stock companies or other large-scale businesses. The report can also be used as teaching, learning, reference, and research material for lecturers and students in universities, colleges, and vocational schools that offer archival and records management programs or related to archival and records management. Furthermore, the research results can serve as a reference for archival and records management staff in carrying out their duties in joint-stock companies in particular, and businesses in general.

12. Future research directions:

"Organization and management of document and archive work in enterprise systems in Vietnam"

13.The following published works are relevant to the thesis:

- Nguyen Thi Kim Binh, "Organization and Management of Archival Work in the 91 Corporations," Master's Thesis;

- Vu Ba Du, "Understanding the work of drafting and managing documents in some General Corporations 91";

- Nguyen Trong Bien, "Thoughts on the archiving work of enterprises in the period of reform," Vietnam Archives Journal, No. 3/2000;

- Nguyen Thi Hue, "Some aspects of applying the new accounting document archiving system to state-owned enterprises today," Vietnam Archives Journal, No. 5/2001;

- Assoc. Prof. Dr. Vu Thi Phung, "Enterprise Archiving Management in the Restructuring Period", Journal of Time's Imprint, No. 1/2014;

- Assoc. Prof. Vuong Dinh Quyen, "Looking back at the State's regulations and guidelines on enterprise archiving and the issues raised," Journal of Time's Imprint, No. 1/2014;

- Prof. Dr. Nguyen Van Tham, "Managing archival documents of enterprises in a market economy: Requirements and current issues", Journal of Time's Imprint, No. 1/2014;

- Assoc. Prof. Nguyen Van Ham, "Archival documents of enterprises - value and management issues", Journal of Time's Imprint, No. 1/2014.                                                                                                 

INFORMATION OF MASTER THESIS

1.Student's name: Nguyen Dang Viet

2.Gender:Male

3.Date of birth: 12/9/1984

4.Place of birth:Thai Binh

5.Student Admission Decision number:1528/QD-XHNV-KH&SDH dated October 14, 2009 of Rector of VNU University of Social Sciences and Humanities

6.Changes during Master Programam:None

7.Title of thesis:Surveying and assessing current status of Records and Archives management in a number of joint stock companies in Hanoi city.

8.Major:Archives; Code: 60 32 24

9.Scientific advisor:Dr. Nguyen Canh Duong

10.Summary of thesis results:

In our country nowadays, joint stock companies (JSC) is a type of enterprise that takes a large proportion of the economy and operates in almost all economic sectors and fields of the society. This enterprise type also holds crucial roles in boosting the development of the national economy. By means of equitization and securities issuance, JSCs can attract large number of investors, contributing to effectively using sources of funds.

Records and Archives Management plays important roles and is always connected to business activities of JSCs. Systems of documents are the legal bases and information sources supporting business management and business activities of JSCs. Records and Archives Management also directly impacts on effectiveness and quality of business management and business activities, contributing to reducing costs and lengthy procedures of JSCs. Especially, Records and Archives Management contribute to registering, protecting and increasing values ​​of brand names of JSCs. In addition, during their operation, JSCs generate lots of documents, and a number of which are of important values ​​not only to activities of the JSCs themselves but also to the State in various aspects. Therefore, ineffective organization, management and implementation of Records and Archives activities at JSCs will cast negative impacts on operations of JSCs.

However, the facts show that the organization, management and implementation of Records and Archives activities are still ineffective. This casts remarkable negative impacts on the effectiveness of business activities of JSCs. Organization of bodies dedicated to Records and Archives activities is not suitable with business activities of JSCs, and personnel assigned toRecords and Archives activitiesdo not meet professional requirements; regulations related to Records and Archives activities are inadequate and insufficient; professional training and effectiveness evaluation of Records and Archives activities are not conducted regularly. The consequences are: documents of a number of JSCs do not meet form and content requirements; management of documents and seals is not systemized and there are still incidents of document loss; preparation of registry books and archiving of documents are not scientific; and other archiving activities do not meet expected level of quality. If these concerns are not effectively dealt with, Records and Archives activities in JSCs will not only severely hinder business operation of JSCs but also seriously affect Records and Archives activities of Records and Archives Management sector of Vietnam.

Within the scope of the thesis titled “Surveying and assessing the current status of Records and Archives management in a number of joint stock companies in Hanoi city”, I focus on surveying and researching on the following issues:

- Firstly, research on organization and operation of large-scale JSCs in Hanoi City;

- Secondly, surveying on current status of organization, management and implementation of Records and Archives activities in a number of JSCs in Hanoi city;

- Thirdly, assess and finding our strengths and weaknesses of organization, management and implementation of Records and Archives activities in the survey JSCs;

- Fourthly, research on a number of feasible solutions to improve the effectiveness of organization, management and implementation of Records and Archives activities in the survey JSCs.

It can be said that surveying and researching on current status of organization, management and implementation of Records and Archives activities in the survey JSCs shall serve as bases for analyzing and clarifying achievements and assessing drawbacks, as well as finding underlying causes and solutions to deal with such causes. Results of the thesis show that if JSCs desire to improve Records and Archives activities in order to improve business effectiveness of their own and contribute to protecting and making effective use of national Records and Archives facilities, the JSCs themselves and the State must systematically implement a number of solutions, as follows: Firstly, it is necessary to improve awareness of roles of Records and Archives activities in operations of JSCs. After that, legal bases related to Records and Archives activities for enterprises in general and JSCs in particular must be enhanced and consolidated. It is then necessary to re-organize bodies dedicated to Records and Archives activities to match with peculiarities of each JSC, and to ensure that Records and Archives management personnel meet requirements related to professional capabilities and qualifications of their duties. Each JSC also needs to issue their own regulations related to their Records and Archives activities on the bases of relevant regulations of the State. The bodies dedicated to Records and Archives activities of the JSCs also need to provide professional instructions related to Records and Archives activities to all other bodies of the JSCs, as well as conduct regular inspections and valuation of implementation of Records and Archives activities of such other bodies.

11.Practical application:

Scientific report of the thesis can be applied on organizing, managing and implementing Records and Archives activities in JSCs or other large-scale enterprises. The report can also be used as reference material for teaching, learning or research of tutors and students of educational institutions having Records and Archives training programs or having training programs related to Records and Archives Management. In addition, the report can be used as reference for Records and Archives personnel while they implement Records and Archives activities in enterprises in general and in JSCs in particular.

12.Further research approach

“Organizing and managing Records and Archives activities in the system of enterprises in Vietnam”

13.Publications related to the thesis

- Nguyen Thi Kim Binh,Organizing and managing Archives activities of No. 91 Corporations”, Master thesis;

- Vu Ba Du,Studying the preparation and management of documents in a number of No. 91 Corporations";

- Nguyen Trong Bien, “Thinking of Archives activities of enterprises in the reform period", Vietnam Records and Archives Management journal, Vol. March 2000;

- Nguyen Thi Hue, “A brief introduction of the application of accounting document archiving policy in State-owned enterprises nowadays", Vietnam Records and Archives Management journal, Vol. May 2001;

- Assoc., Prof., Dr., Vu ThiPhung, “Management of enterprises' archives activities during the time of restructuring”, Dau an thoigian journal, Vol. 1/2014;

- Assoc., Prof., VuongDinhQuyen, “Revisiting regulations and instructions of the State related to enterprises' archives activities and issues to be dealt with”, Dau an thoigian journal, Vol. 1/2014;

- Prof., Dr.Sc., Nguyen Van Tham, “Management of archived documents of enterprises in market economy: requirements and issues nowadays”, Dau an thoigian journal, Vol. 1/2014;

- Assoc., Prof., Nguyen Van Ham “Archived documents of enterprises - values ​​and management issues”Dauanthoigian journal, Vol. 1/2014.