TTLV: Building a model for organizing and managing archives in private enterprises

MASTER'S THESIS INFORMATION

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

2. Gender:Female

3. Date of birth: 15/02/1988

4. Place of birth: Nam Dinh

5. Decision to recognize student number:216/QD-XHNV-SDH, February 20, 2013 of the President of the University of Social Sciences and Humanities, Vietnam National University, Hanoi

6. Changes in the training process:Are not

7. Thesis topic name:Building a model for organizing and managing archives in private enterprises

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

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

10. Summary of thesis results:

The archives formed during the operation of private enterprises are of great value to the country and to the enterprise itself: in studying the history of economic development, in summarizing management experience, and developing business strategies; reflecting the economic policies of the State through each period; proving the operation of the enterprise if the enterprise encounters legal problems; providing information for the working process of staff as well as for the leadership and management process of the enterprise's leaders... Therefore, in order for this source of documents to effectively serve the operation of the enterprise and not lose the valuable heritage of the enterprise, we need to research to build a model of organization and management of enterprise archives to unify the archival operations and archival documents.

In order to build a model for organizing and managing archives for private enterprises, we conducted a survey of the actual implementation of archival operations at a number of private enterprises in Hanoi. In addition, applying theories on archival operations in general and State regulations on document archiving such as the 2011 Archives Law, the 2005 Enterprise Law, the 2005 Civil Law, the Accounting Law, etc., we have completed and proposed a model that can be relatively applied to a number of private enterprises today. The model for organizing and managing archives applicable to private enterprises includes: Archival operations management process, archival apparatus model, system of documents regulating archival operations, ensuring facilities, and inspection and evaluation regimes on archival operations. However, for this model to be complete and feasible, both businesses, state management agencies on archives and training facilities need to coordinate, connect and help each other. Therefore, we make some recommendations as follows:

- Firstly, in the coming time, it is necessary to organize a practical survey and comprehensive research on enterprise archiving in general and private enterprise archiving in particular nationwide, first of all large-scale enterprises that have made positive contributions to the national economy, so that we can have a comprehensive view of archiving and archival documents at private enterprises nationwide.

- Second, researchers from the results of practical surveys will advise archive managers and business management agencies to help them have correct perceptions of the importance of archiving as well as the value of the types of documents formed during the business's operations. From there, businesses will have new directives, management documents, and mandatory regulations issued: staff quotas, staff selection criteria, investment costs for building warehouses, prices for storage cabinets, etc. This will be the basis for building and implementing models for organizing and managing enterprise archiving work, while creating a premise to promote the archiving work of private enterprises to develop strongly, extensively, and systematically.

- Third, business leaders themselves need to have a full and correct awareness of the important role of archiving work in their business operations. Officers and employees in the business must also change their awareness or clearly perceive that storing information in archived documents not only serves their own professional work but also preserves cultural heritages or cultural values ​​(cultural values ​​here are information values) for Vietnamese businesses at each stage of market development and serves the long-term interests of the business itself as well as of society. Therefore, creating and storing documents is also a way to evaluate the entire contribution of an employee to the development of the business as well as to the industry in which the business participates. At the same time, it also demonstrates the awareness of that officer or employee through preserving work records, personal documents, preserving information, preserving cultural values, etc.

11. Practical application:The scientific research report of the topic is a product that can be applied to effectively organize and manage the archival work in private enterprises. This topic can further consolidate the theoretical basis of archival documents formed in the activities of private enterprises, be a learning material or provide information and research ideas for students, trainees or researchers when studying more deeply about enterprise archival.

The result of the project will be a general, feasible model to better organize and manage the archiving work of current private enterprises. It will create a basis for managing state-owned private enterprises.

12. Further research directions:Research on the issue of standardizing archiving work in economic groups; Solutions to improve the efficiency of archiving work in joint stock companies...

13. Published works related to the thesis:

- Nguyen Thi Kim Binh"Organizing and managing the archival work of the 91 Corporations"Master's thesis;

- Vu Ba Du“Learning about the work of building and managing documents at some 91 Corporations”;

- Nguyen Trong Bien“Thinking about enterprise archiving in the innovation period”, Vietnam Archives Magazine No. 3/2000;

- Nguyen Thi Hue“Some features of applying the new accounting document storage regime to current state-owned enterprises”,Vietnam Archives Magazine No. 5/2001;

- Associate Professor, Dr. Vu Thi Phung"Enterprise storage management in times of restructuring", Time Mark Magazine No. 1/2014;

- Associate Professor Vuong Dinh Quyen"Reviewing State regulations and guidelines for corporate archiving and the issues raised",Time Mark Magazine No. 1/2014;

- Prof. Dr. Nguyen Van Tham"Managing archives of enterprises in a market economy: Requirements and current issues", Time Mark Magazine No. 1/2014;

- Associate Professor Nguyen Van Ham"Corporate archives - value and management issues",Time Mark Magazine No. 1/2014

INFORMATION ON THESIS

1. Full name of student:Dinh Thi Hai Yen

2. Gender:Female

3. Date of Birth:February 15th, 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 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 management activities 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.