TTLV: Developing a model for organizing and managing archiving work in private enterprises.

INFORMATION ABOUT THE MASTER'S THESIS

1. Student's full name:Dinh Thi Hai Yen

2. Gender:Female

3. Date of birth: 15/02/1988

4. Place of birthNam Dinh

5. Decision number for student admission:Decision No. 216/QD-XHNV-SDH, dated February 20, 2013, 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:Developing a model for organizing and managing archiving in private enterprises.

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

9. Scientific supervisor: Assoc. Prof. Dr.Duong Van Kham

10. Summary of the thesis results:

Archival documents generated during the operation of private enterprises are of immense value to the nation and to the enterprises themselves: in studying the history of economic development, in summarizing management experience, formulating business strategies; reflecting the State's economic policies through each period; proving the enterprise's operations if it encounters legal issues; providing information to support the work of employees as well as the leadership and management of the enterprise... Therefore, in order for this source of documents to effectively serve the enterprise's operations and not lose this valuable legacy, we need to research and build a model for organizing and managing enterprise archives to standardize archival practices and documents.

To develop a model for organizing and managing archival work in private enterprises, we conducted a field survey of the current archival practices in several private enterprises in Hanoi. In addition, applying general archival theories and relevant state regulations on document archiving such as the 2011 Archives Law, the 2005 Enterprise Law, the 2005 Civil Code, and the Accounting Law, we have completed and developed a relatively applicable model for some private enterprises today. This organizational model for managing archival work in private enterprises includes: an archival management process, an archival organizational structure, a system of regulations on archival work, ensuring adequate physical infrastructure, and a system for inspecting and evaluating archival practices. However, for this model to be complete and feasible, businesses, state management agencies in charge of archives, and training institutions need to coordinate, collaborate, and support each other. Therefore, we offer the following recommendations:

- Firstly, in the coming period, it is necessary to organize practical surveys and comprehensive research on enterprise archiving in general and the archiving of private enterprises in particular throughout the country, starting with large-scale enterprises that make positive contributions to the national economy, so that we can have a comprehensive view of archiving work and archival documents in private enterprises nationwide.

Secondly, researchers, based on the results of practical surveys, will advise archive managers and business management agencies, helping them to have a correct understanding of the importance of archiving and the value of the types of documents generated during the business's operations. From there, businesses can issue directives, management documents, and mandatory regulations: staffing quotas, staff selection criteria, investment funds for building archives, storage cabinet prices, etc. This will be the basis for building and implementing organizational and management models for corporate archiving, and at the same time create a foundation to promote the strong, widespread, and systematic development of archiving in private enterprises.

Thirdly, business leaders themselves need to have a full and correct understanding of the important role of archiving in their business operations. Employees within the business must also change their perceptions or clearly understand that preserving information in archives not only serves their professional work but also preserves cultural heritage or cultural values ​​(cultural values ​​here being informational values) for Vietnamese businesses at each stage of market development and serves the long-term interests of the business itself as well as society. Therefore, the creation and archiving of documents is also a way to evaluate the overall contribution of an employee to the development of the business and the industry in which it operates. At the same time, it reflects the awareness of that employee through the preservation of work files, personal documents, information, and cultural values…

11. Practical applications:The scientific research report of this project is a product that can be applied to effectively organize and manage archiving in private enterprises. This project can further strengthen the theoretical basis of archival documents generated in the operations of private enterprises, serving as learning material or providing information and research ideas for students, trainees, or researchers when conducting in-depth research on enterprise archiving.

The outcome of this project will be a general, feasible model for better organizing and managing the archiving work of private enterprises today. It will create a basis for managing state-owned private enterprises.

12. Future research directions:Research on the standardization of archiving practices in economic corporations; Solutions to improve the efficiency of archiving in joint-stock companies...

13. Published works related to the thesis:

- Nguyen Thi Kim Binh"Organization for managing archival work of the 91 corporations"Master's thesis;

- Vu Ba Du"Investigating the process of document drafting and management in some of the 91 state-owned corporations";

- Nguyen Trong Bien"Reflections on corporate archiving practices in the era of innovation", 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 storage management during restructuring", Time's Imprint Magazine, Issue 1/2014;

- Assoc. Prof. Vuong Dinh Quyen"A review of state regulations and guidelines on corporate archiving and the issues raised,"Time's Mark Magazine, Issue 1/2014;

- Prof. Dr. Nguyen Van Tham"Managing business archives in a market economy: Requirements and current challenges", Time's Imprint Magazine, Issue 1/2014;

- Assoc. Prof. Nguyen Van Ham"Corporate archives - value and management issues"Time's Imprint Magazine, Issue 1/2014

INFORMATION ON THESIS

1. Full name of student:Dinh Thi Hai Yen

2. Gender:Female

3. Date of Birth:February 15, 1988

4. Place of birth:Nam Dinh

5. The decision on recognition of students:No.216/QD-XHNV-SĐH, February 20 st 2013 made by the Rector of University of Social Sciences and Humanities – Vietnam National University.

6. Changes in the training process:No

7. Name of thesis:Build the organizational model for managing archiving activities in private enterprises.

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

9. Scientific Supervisors:Assoc. Prof., Ph.D. Duong Van Kham

10. Summary of results of the thesis:

Archive documents formed in operating processes of private enterprises are extremely valuable to the nation and to themselves, specifically in studying the history of economic development; conducted management experience; offering business strategies; reflect the economic policies of State through each stage; proving to business activities if they meet issues related to the legislation; providing information for working processes of employees, leading and operating processes of business leaders and the like. Therefore, for these document sources serving effectively to business activities and to not lose the precious treasure source of the enterprise, we need to study in order to build the organizational model for managing archive activities in business to make common points on archives major and archives documents.

In order to build up an organizational model for managing archives activities for private businesses, we conducted a survey on implementing archives tasks in reality in some private companies in Hanoi area. Besides that, applying rationales of archives tasks in common, texts regulated by State on archiving documents such as: Archives law 2011, Corporations law 2005, Civil law 2005, Accounting law, just to name a few, we completed and offered a relative model which can apply to some of current enterprises. The organizational model of archives management activities applied to private companies includes: the process of archives tasks, the regulated text system on archives activities, to ensure fundamental materials, the assessment evaluation regime on archives. However, to be a perfect and possible model, all of businesses, State offices related to archives and training centers need to combine, associate and help each other. Hence, give some recommendations as follows:

• Firstly, there should hold the examinations in reality and the research on business archives activities generally as well as private firms privately on the national scale, especially big corporations contribute positively to the national economy, so that we can have a glance on archives activities, archives documents in private businesses on the national scale.
• Secondly, from the survey in reality researchers will give archives managers good advice, business activities management offices will raise companies' right awareness on the importance of archives activities as well as the value of documentation types in the business operations process. And then, businesses give new orders, regulation documents such as: recruiting standards, warehouse expenses, reserves stores and the like. That is the foundation to build and implement organizational models, archives activities management in business, create a steady base to encourage archives work in private companies to develop strongly, deeply.
• Thirdly, leaders in companies also need to raise their own awareness entirely on the crucial role of archives work in their business operations. Also, employees, staff in companies should change their awareness or understand thoroughly about archiving information in archives documents in order to not only serve their work but also preserve cultural heritages or cultural merits (in other words, information value) of Vietnamese companies in each developing stage of the market. Furthermore, these values ​​are long term benefits of their own firms and the society. Therefore, the creating, archiving documents are the way to evalulate the whole contribution of an employee to the development of the company and to the business field. Besides, it shows the employee's awareness by keeping working documents, personal information and cultural values.

11. The ability of applying in reality:The report of scientific research of the thesis is a product applied to organize and manage effectively archives work in private enterprises. This thesis can enhance theoretical basis on archives documentations forming in private business operations and to be a reference or to provide information, research ideas for students and other researchers when studying insightfully on business archives.

The result of the thesis should be an overall model, possible in order to help private businesses organize, better manage archives activities at present.

12. The next research direction:study on standardizing archives activities in economic corporations; solutions to improve the effect of archives activities in Joint Stock Companies, just to name a few.

 13. Published works 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.