TTLV: Developing procedures and methods for creating, submitting, and archiving electronic records for departments and agencies under Quang Ngai province.

INFORMATION ABOUT THE MASTER'S THESIS

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

6. Changes to the training program: extended by 6 months (January 2017 - June 2017)

7. Thesis title:Develop procedures and methods for creating, submitting, and archiving electronic records for departments and agencies under the Quang Ngai Provincial People's Committee.

8. Major: Archival Studies Code: 60 32 03 01

9. Scientific supervisor:Assoc. Prof. Dr. Vu Thi Phung

10. Summary of the thesis results:

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

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

In this chapter, we summarize the theoretical foundations related to our research topic, such as: concepts, definitions of terms, requirements for electronic records, responsibilities for creating, submitting, and archiving electronic records, and characteristics of electronic records as defined in laws, decrees, circulars, and guidelines of competent state agencies.

For issues not yet defined in the laws, decrees, circulars, and guidelines of competent state agencies, we will rely on the international standard ISO 15489, specialized dictionaries, and the research results of related projects and theses approved by the Scientific Council. These are the theoretical foundations that will help us develop the topic.

CHAPTER 2. DEVELOPING PROCEDURES AND METHODS FOR CREATING, SUBMITTING, AND STORING ELECTRONIC RECORDS OF DEPARTMENTS AND AGENCIES IN QUANG NGAI PROVINCE

This chapter records the results of a survey and study of the processes and methods for creating, submitting, and archiving electronic records in several central ministries and departments, as well as provincial departments in Quang Ngai. Through this, we identify the current situation, advantages, limitations, and causes of this issue. Based on this, the thesis researches and develops a process and method for creating, submitting, and archiving electronic records for provincial departments in Quang Ngai.

CHAPTER 3. ORGANIZATION AND IMPLEMENTATION OF PROCESSES AND METHODS FOR CREATING, SUBMITTING, AND STORING ELECTRONIC RECORDS BY DEPARTMENTS AND AGENCIES IN QUANG NGAI PROVINCE

In this chapter, we will implement the process and methods for creating, submitting, and archiving electronic records by departments and agencies in Quang Ngai province. Firstly, regarding the issuance of regulations, the Department of Information and Communications, in coordination with the Department of Internal Affairs, will advise the Quang Ngai Provincial People's Committee on supplementing missing regulations related to the creation and submission of electronic records. Regarding the issuance of guiding documents, the Provincial Archives and Records Management Sub-Department will advise the Quang Ngai Provincial Department of Internal Affairs to issue guiding documents on the creation and submission of electronic records. Secondly, regarding the modification of the eOffice software, the Quang Ngai Provincial Department of Information and Communications, in coordination with the Department of Internal Affairs, will research and request Bkav Cybersecurity Company to complete the process of creating and submitting electronic records on the eOffice software by designing an additional function or module called "Submitting electronic records to the agency archives". Thirdly, regarding implementation methods, the Department of Information and Communications of Quang Ngai province will take the lead and coordinate with the Department of Internal Affairs to synchronously implement 05 methods for organizing the application of information technology in document management, creation, submission and archiving of electronic files of departments and agencies under Quang Ngai province.

11. Practical applications:

- We believe that the process and methods for creating, submitting, and archiving electronic records have a very high practical applicability because, currently, all state agencies in Quang Ngai province in general, and the departments and sectors of Quang Ngai province in particular, have not created or submitted electronic records; if they do, the quality of the electronic records created is unsatisfactory and the quantity is very small. This is also a common situation at all levels and sectors nationwide.

Therefore, the process and methods for creating, submitting, and archiving 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 the departments and agencies under Quang Ngai province to implement the creation, submission, and archiving of electronic records in a unified manner, in accordance with regulations, and ensuring the requirements for records.

- In particular, this process and method for creating, submitting, and storing electronic records will also serve as a reference for all levels and sectors to improve their own processes and methods for creating, submitting, and storing electronic records in their respective agencies and localities.

12. Future research directions:

We propose research on the topic of electronic document processing.

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 brief 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