TTLV: Building procedures and methods for creating and submitting electronic records of departments and branches of Quang Ngai province

MASTER'S THESIS INFORMATION

1. Student's full name:Vo Thi Thanh Chau    

2. Gender: Female

3. Date of birth: August 25, 1969

4. Place of birth: Hanoi

5. Decision on student recognition: No. 3215/2014/QD-XHNV-SDH dated December 31, 2014 of the President of the University of Social Sciences and Humanities, Vietnam National University, Hanoi.

6. Changes in training process: 06-month extension (January 2017-June 2017)

7. Thesis topic name:Develop procedures and methods for creating and submitting electronic records of departments and branches of Quang Ngai province.

8. Major: Archives Code: 60 32 03 01

9. Scientific instructor:Associate Professor, Dr. Vu Thi Phung

10. Summary of thesis results:

The thesis consists of 3 chapters with the following basic contents:

CHAPTER 1. ELECTRONIC RECORDS AND RESPONSIBILITY FOR CREATING, SUBMITTING AND STORING ELECTRONIC RECORDS

In this chapter, we summarize the theoretical bases related to the topic we are researching such as: concepts, explanations of terms, requirements of electronic records, responsibilities for creating, submitting and storing electronic records and characteristics of electronic records that have been identified in legal documents, decrees, circulars and instructions of competent state agencies.

For issues that have not been identified in the Laws, Decrees, Circulars, and Instructions of competent State agencies; we will base on the International Standard ISO 15489, specialized dictionaries and inherit the research results of related projects and theses that have been approved by the Scientific Council. These are the theoretical bases that help us implement the topic.

CHAPTER 2. DEVELOPING PROCESSES AND METHODS FOR PREPARING, SUBMITTING AND STORING ELECTRONIC RECORDS OF DEPARTMENTS AND BRANCHES OF QUANG NGAI PROVINCE

In this chapter, we record the results of the survey, research on the processes and methods of creating and submitting electronic records of some central ministries, branches and departments and branches of Quang Ngai province. Thereby, we confirm the current situation, advantages, limitations, and causes of this issue. On that basis, the thesis researches and develops the processes and methods of creating and submitting electronic records of departments and branches of Quang Ngai province.

CHAPTER 3. ORGANIZATION OF IMPLEMENTATION OF PROCEDURES AND METHODS FOR PREPARING, SUBMITTING AND STORING ELECTRONIC RECORDS OF DEPARTMENTS AND BRANCHES OF QUANG NGAI PROVINCE

In this chapter, we will organize the implementation of the process and method of establishing and submitting electronic records of departments and branches of Quang Ngai province into practice. Firstly, regarding the promulgation of regulations, the Department of Information and Communications will preside over and coordinate with the Department of Home Affairs to advise the People's Committee of Quang Ngai province to supplement the missing regulations related to establishing and submitting electronic records. Regarding the promulgation of guidance documents, the Provincial Department of Records and Archives will advise the Department of Home Affairs of Quang Ngai province to issue guidance documents on establishing and submitting electronic records. Secondly, regarding the editing of eOffice Software, the Department of Information and Communications of Quang Ngai province will preside over and coordinate with the Department of Home Affairs to research and request Bkav Cyber ​​Security Company to complete the process of establishing and submitting electronic records on eOffice Software by designing additional functions or modules "Submitting electronic records to the Agency Archives". Third, regarding the implementation method, the Department of Information and Communications of Quang Ngai province presides over and coordinates with the Department of Home Affairs to synchronously deploy 05 methods for organizing the application of information technology in document management, creating, submitting and archiving electronic records of departments and branches of Quang Ngai province.

11. Practical application:

- We believe that the process and method of creating and submitting electronic records have a very high potential for practical application because at present, all state agencies in Quang Ngai province in general and departments and branches of Quang Ngai province in particular have not created or submitted electronic records; if they have, the quality of the electronic records created does not meet the requirements and the quantity is very small. This is also a common situation at all levels and branches nationwide.

- Therefore, the process and method of creating and submitting electronic records will help the Department of Information and Communications and the Department of Home Affairs advise the People's Committee of Quang Ngai province to regulate, direct and guide departments and branches of Quang Ngai province to create and submit electronic records in a unified and correct manner, ensuring requirements for records.

- In particular, this process and method for creating and submitting electronic records will also help all levels and sectors refer to and perfect the process and method for creating and submitting electronic records at their agencies and localities.

12. Further research directions:

We propose to study the topic of electronic document editing.

13. Research works related to the thesis: none

INFORMATION ABOUT THESIS

1. Name: Vo Thi Thanh Chau 2. Gender: Female

3. Date of birth: August 25, 1969 4. Place of birth: Hanoi

5. Admission Decision No. 3215/2014/QD-XHNV-SDH dated December 31, 2014 issued by Rector of the University of Social Sciences and Humanities, Vietnam National University Hanoi.

6. Changes during training period: 6-month-extension (from January to June, 2017)

7. Topic of thesis: The establishment of procedure and methods of electronic records creation and submission to archive in departments and agencies, Quang Ngai province.

8. Specialization: Archive Study Code: 60.32.03.01

9. Advisor: Associate Professor- Dr. Vu Thi Phung

10. The summary of the thesis:

The thesis consists of three chapters with the following major contents:

CHAPTER 1

ELECTRONIC RECORDS AND RESPONSIBILITIES FOR CREATING AND SUBMITTING THEM TO ARCHIVE

In this chapter, We listed theoretical fundamentals involving to the topic, including: concepts; interpretation of words; requirements of electronic records; responsibilities for making electronic records and submitting them to archive; and the characteristics of electronic records which have been identified in legal documents, decrees, circulars, guidelines of the official state agencies.

For issues that have not been identified in the legal documents, decrees, circulars, and guidance of competent state agencies, we rely on the International Standard ISO 15489; the specialized dictionaries; the results of researches related schemes; and theses which have been approved by the Scientific Council. They are the theories, helping us develop the topic.

CHAPTER 2

THE ESTABLISHMENT OF PROCEDURES AND METHODS OF CREATING AND SUBMITTING ELECTRONIC RECORDS TO ARCHIVE IN DEPARTMENTS AND AGENCIES, QUANG THAI PROVINCE.

In this chapter, we recorded the results of investigations, surveys and researches on the procedures and methods of electronic records establishment by several ministries, central agencies and departments in Quang Ngai province. Thereby, we found as many as situations, advantages, limitations, and causes of this issue. This is we have studied the procedure and methods of creating and submitting electronic records to archive in the departments and agencies of Quang Ngai province.

CHAPTER 3

THE APPLICATION OF PROCEDURE AND METHODS OF CREATING AND SUBMITTING ELECRONIC RECORDS TO ARCHIVE IN DEPARTMENTS AND AGENCIES, QUANG NGAI PROVINCE

In this chapter, we carry out the procedures and methods of creating and submitting electronic records to archive in departments and agencies in Quang Ngai province.

Firstly, the Department of Information and Communications in coordination with the Department of Home Affairs will advise the Provincial People's Committee of Quang Ngai to supplement the missing provisions related to the electronic records creation and submission to archive. Regarding the promulgation of guiding documents, the Provincial Department of Archive will advise the Department of Home Affairs of Quang Ngai province to issue documents guiding the electronic records creation and submission to archive.

Secondly, in terms of editing eOffice Software, the Department of Information and Communications of Quang Ngai province in collaboration with the Department of Home Affairs will request Bkav Network Security Company to upgrade E-Office Software by adding the function or module of "submitting electronic files to the Office's archive".

Thirdly, regarding implementation, the Department of Information and Communications of Quang Ngai province will coordinate with the Department of Home Affairs to synchronously implement 05 methods of developing the application of information technology in document management, electronic submission of departments and agencies in Quang Ngai province.

11. Application applicability:

We believe that the procedures and methods of electronic records creation and submission to archive are highly applicable in practice because almost state offices in Quang Ngai province have not yet created e-files and submitted them to archive.

If so, the quality of electronic files cannot meet the requirements, and they are so limited. This is also a common situation at all levels and units throughout the country.

Therefore, the procedures and methods of electronic records creation and submission to archive will help the Department of Information and Communication and the Department of Home Affairs advise the Provincial People's Committee of Quang Ngai to regularly direct and guide the implementation in departments and agencies in accordance with regulations and requirements.

Especially, the procedures and methods of electronic records creation and submission to archive will also help the authorities and departments to improve the procedures and methods at units and localities.

12. Next research:

We propose to research electronic documents management.

13. The researched works: No