Workshop "Management and Use of Specialized, Technical, and Professional Documents"

This is a forum for discussion between scientists and representatives of agencies, organizations, and businesses regarding research, understanding, and proposing solutions for the management and use of specialized and technical documents in Vietnam.

Associate Professor Pham Quang Minh, Vice Rector of the University, delivered the opening remarks at the workshop.

Attending the workshop were Assoc. Prof. Dr. Pham Quang Minh, Vice Rector of the University of Social Sciences and Humanities, Vietnam National University, Hanoi; Dr. Dao Duc Thuan, Head of the Faculty of Law, History and Public Administration; Assoc. Prof. Dr. Vu Thi Phung, Chairperson of the Scientific Council of the Faculty of Law, History and Public Administration; along with representatives from agencies of the Ministry of Foreign Affairs, the Ministry of Public Security, the State Bank of Vietnam, the State Archives Department, the Police Professional Records Department, the Security Professional Records Department; the Oil and Gas Archives Center, etc., as well as lecturers, postgraduate students and doctoral candidates of the Faculty of Law, History and Public Administration.

In his opening remarks at the workshop, Assoc. Prof. Dr. Pham Quang Minh, Vice Rector of the University of Social Sciences and Humanities, Vietnam National University, Hanoi, shared that the workshop's theme addresses a very important issue that closely affects the teaching and research work of the Faculty of Law, Theology and Public Administration.

As a history researcher, to support my research, I personally have to go through a phase of searching for and accessing specialized archival documents. During that search, not only I but researchers in general face many difficulties and challenges due to regulations on the management and use of these documents," said Associate Professor Pham Quang Minh.

To help society and managers better understand this issue, lecturers and researchers in the Faculty of Information Technology and Office Management need to be pioneers in raising awareness about the importance of managing and using specialized, technical, and professional documents. Without these documents, it will be difficult to produce valuable research in the future, emphasized Associate Professor Pham Quang Minh.

Dr. Nguyen Lien Huong (Faculty of Law, Information Technology & Office Administration) delivered the opening remarks at the workshop.

It can be said that document management and archiving are indispensable activities in the operation of all agencies and organizations, ensuring that written information is readily available to support leadership, management, and operational activities, and directly impacting the quality and efficiency of each agency and organization's operations.

In the current context, the theoretical and legal foundations ensuring the management of administrative documents and records in agencies and organizations in general have been gradually improved; the archiving of this body of documents has become relatively systematic.

However, with the development of a scientific and technological society, the number of specialized and technical documents created is increasing, making the practical management of this specific type of document more complex and requiring relevant individuals and organizations to research, develop, and implement appropriate archiving regulations.

This reality has presented scientists and managers with research questions aimed at clarifying theoretical issues regarding the management and archiving of specialized, technical, and unique types of documents, and their application to the current practical conditions in our country.

Dr. Dao Duc Thuan (Head of the Faculty of Law, Administration and Planning) is leading the first session of the workshop.

With nearly 20 reports submitted to the conference, the three main issues addressed were: the current state of management of specialized, technical, and specific documents in agencies and organizations, from controlling the document creation process to collecting documents into archives; the issue of surveying and evaluating the needs and results of using specialized, technical, and specific documents, an activity that has not yet received sufficient attention; and the urgent issue of document management and use, and proposed measures for the scientific management and effective use of specialized, technical, and specific documents.

In the morning, the workshop listened to and discussed reports on: Management and use of specialized technical documents specific to the Meteorology and Hydrology sector; Introduction to environmental document archiving; Document archiving at specialized agencies in Finance and Banking and some issues raised; Medical records – a type of specialized document in hospitals...

Ms. Vu Thi Thuy (Environmental Information and Documentation Center) is presenting her paper at the workshop.

The results of the workshop will serve as valuable reference material for further research on specialized, technical, and specific documents, as well as the archiving of this specialized body of documents; support undergraduate and postgraduate training in specialized document archiving at the University of Social Sciences and Humanities, VNU Hanoi; and provide units with useful solutions to improve the capacity and efficiency of managing and utilizing specialized documents in practice.

This also presents an opportunity to expand cooperative relationships with agencies, organizations, businesses, and individuals operating in the fields of training, management, and the use of specialized technical and professional materials throughout the country.

Scientists, researchers, and managers pose for a commemorative photo at the workshop.