TTLV: Research on solutions for organizing documents scientifically at the Da Nang City Historical Archives

INFORMATION ABOUT THE MASTER'S THESIS

1. Student's full name: Le Thanh Hung

2. Gender:Male

3. Date of birth: 01/01/1977

4. Place of birthLam Dong

5. Decision number for student admission:Decision No. 1883/QD-XHNV-SDH, dated October 21, 2010, 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:Research on solutions for organizing documents scientifically at the Da Nang City Historical Archives.

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

9. Scientific supervisor: Assoc. Prof. Dr.Dao Xuan Chuc

10. Summary of the thesis results:

Archival documents are one of the important information resources that meet the construction and development requirements of countries around the world. Archival documents always contain historical information that fully and truthfully reflects events and phenomena occurring in the natural life of human society. They have special value in building and protecting the nation.

From January 1st, 1997, Da Nang officially became a centrally-governed city. Fifteen years after its separation from Quang Nam province, the city's development has been accompanied by a continuous increase in archival materials. Over the years, thanks to the attention of leaders at all levels, the city's archival work has made significant progress, partially meeting the information needs for construction and development. However, alongside these achievements, the scientific organization of documents at the Da Nang City Archives Center still faces many shortcomings and limitations, such as: Classification is not scientifically sound; the allocation of archival collections is arbitrary, leading to the dispersion and mixing of documents between collections; and after classification, documents do not maintain their coherence and do not fully reflect the issues they address. The task of determining document value has not received adequate attention; a large number of low-value documents still occupy the archives without a solution in place, and many types of documents lack prescribed retention periods. The system of scientific document retrieval tools is limited in quantity and variety, lacks uniformity, and does not meet the requirements for information retrieval within the archives. These limitations stem from fundamental causes related to organizational and personnel matters, leadership and management, infrastructure, equipment, and finances. Without addressing these limitations, archival work in general, and the scientific organization of documents at the Da Nang City Archives Center in particular, will struggle to meet the immediate and long-term needs for document access and utilization.

Complete the project"Research on solutions for organizing documents scientifically at the Da Nang City Historical Archives"(In this thesis, we refer to it as the Da Nang City Archives Center) we focus our survey and research on the following issues:

Firstly, the study examines the location, functions, tasks, organizational structure, and staffing of the Da Nang City Archives Center, as well as the formation of document sources, components, content, and significance of these documents.

Secondly, the focus is on systematizing the theoretical basis, legal basis, and results of practical surveys on the organization of scientific documentation at the Da Nang City Archives Center, including the operational stages of classifying and determining the value of archival documents and developing tools for scientific document retrieval.

Thirdly, the study evaluates the achievements and shortcomings of the document organization at the Da Nang City Archives Center.

Fourth, to research some feasible solutions to improve the efficiency of scientific document organization at the Da Nang City Archives Center.

It can be said that the study of solutions for organizing scientific documents at the Da Nang Historical Archives has contributed to clarifying the composition and content of the documents. Simultaneously, it surveys and evaluates the current state of document organization, clarifies the achievements, assesses existing shortcomings and limitations, identifies causes, and proposes solutions. The research results indicate that, in order to organize scientific documents at the Da Nang City Archives Center, the city government must focus on addressing issues such as: organizing the archival structure and personnel; investing in infrastructure and equipment; and effectively carrying out the collection, supplementation, and operational activities of document organization, including classification, valuation, and the development of scientific document retrieval tools.

11. Practical applications:The scientific research report of this project is a product that can be applied to the scientific organization of documents at the Da Nang City Archives Center in particular and the historical archives of provinces and centrally-administered cities in general. In addition, it can 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 work, or as a reference material for archival staff in various agencies.

12. Future research directions:Organization for managing scientific and technological archival documents; organization of scientific documents in the National Archives.

13. Published works related to the thesis:

Basis for determining the limits of institutional archives in provincial-level historical archives., Vietnam Archives and Records Magazine, issue number6/2014                                                                                           

INFORMATION ON THESIS

1. Full name of student:Le Thanh Hung

2. Gender:Male

3. Date of Birth:January 1, 1977

4. Place of birth:Lam Dong

5. The decision on recognition of students:1883/QD-XHNV-SDH, October, 21, 2010 of the Rector of the University of Social Sciences and Humanities, Hanoi National University, Vietnam

6. Changes in the training process:No

7. Name of thesis:Study of organizational solutions science in material history archive Danang City

8. Specialization:Storage; Code: 60 32 24.

9. Scientific Supervisors:Prof.Dr. Dao Xuan Chuc

10. Summary of results of the thesis:

Storage document is one of the important information resources to meet the requirements of building and development of countries around the world. Archives document always contains historical information reflecting the full, true events, phenomena occurring in the natural life of human society. They are especially valuable in building and protecting the country.

From January 1, 1997, Da Nang city officially became centrally. After 15 years from the date of separation from Quang Nam Da Nang province, along with the development of the city is the continued rise in the archives. In recent years, the attention of the leaders, the archive of the city has made significant strides to meet part of the need to provide information for the formulation and process development. However, besides the achievements, problems organizing materials science at the Danang Archives Center still exist, such limitations: The classification not yet guarantee sciences; assigning arbitrary font storage leads to fragmentation, confusion between background material; after sorting documents not guarantee to keep the relationship, do not fully reflect the issues mentioned documents; determine the value documents is not yet full , the volume of low value documents still account for a large amount of storage that not yet resolved , many documents have not been preserved prescribed time limit. System lookup tool materials science are few in number and type, lack of consistency, not yet to meet the requirements of information search in document archives. The above limitations stem from the basic causes of mission the organization - staff, the direction, management, status facilities, equipment, financial ... Without measures addressing the above limitations, the work of general storage and organization problems in materials science archive centers in Da Nang city can hardly meet demand utilization provide immediate documentation as well as long term.

Implementation of the project "Research science organization solutions in material history archive Danang", (in this paper, we call The center of Da Nang City Archives), we focus survey and study the following issues:

Firstly, research positions, functions, tasks, organizational structure, staffing of The center of Da Nang City Archives and the formation of the source, document composition, content and meaning of documents.

Second, focus modified rational, legal basis and practical survey work of materials science organization in The center of Danang Archives operational processes including sorting, identifying the value of archives and build lookup tool materials science.

Third, the study evaluates the results achieved, limitations and limitations of organizational materials science at The center of Da Nang City Archives.

Fourth, some studies feasible solutions to enhance organizational effectiveness in materials science at The Center of Da Nang City Archives.

It can be said that research solutions for archives science organization in the historical archives of Da Nang contributed elucidate components, the content of the documents. Also survey to assess the status of the organization of archives science at the city's history archive, to clarify the results, assess awareness and limitations and find causes and overcome solutions. The research results of the study indicate that want to the archives science organization at the Center Archives Danang in the near future, the city government to focus on issues such as: organizational issue and personnel working to archive; investment facilities and equipment; done good work collecting materials, additional professional activities including document classification, valuation and building materials lookup tool archives science.

11. Applicability in Practice:Report the scientific research of topic is the product that can be applied and to organize document science The center of Da Nang City Archives particular historical and Storage provinces and cities directly under the central government in general. In addition, there can be used as teaching material, learning, reference, research by faculty and students in universities, colleges, sector training of Archives or relevant to work archives or references for the officers at the bodies.

12. The next research direction:Organizing and managing science archives technology documents; to organize scientific background document National Font Archives .

13. Published works related to the thesis:

Basis define font storage limits the authority of provincial historical archives, Journal Archives, Vietnam No. June 2014 Archives.