The Ministry of Home Affairs issued Official Dispatch No. 414/BNV-VTLTNN to the People's Committees of provinces and centrally-run cities on strengthening the management of document and archive work in the process of reorganizing the apparatus of the political system according to Conclusion No. 127-KL/TW of the Politburo.

Accordingly, this agency said that in order to ensure smooth and continuous document and archive work, and ensure safe management of documents before, during and after completing the reorganization of the political system according to Conclusion No. 127-KL/TW dated February 28, 2025 of the Politburo and the Secretariat on implementing research and proposing to continue reorganizing the political system and implementing the responsibility of state management of documents and archives, the Ministry of Home Affairs requested the Chairman of the People's Committee of the province or centrally-run city to urgently direct the implementation of a number of urgent tasks to strengthen the management of document and archive work in the process of reorganizing the local government apparatus.

Specifically, properly and fully comply with legal regulations on documents and archives, meeting the following requirements:

Firstly, all documents and document databases formed during the activities of agencies and organizations must be centrally, uniformly and securely managed according to each archive; documents and document databases of any agency or organization must be statistically and collectively compiled according to the archive of that agency or organization.

Second, the agency or organization shall close its archives from the date of termination of operations. The agency or organization shall not issue administrative documents under its authority from the effective date of the decision of the competent authority on the merger or termination of operations.

Third, before and during the organizational arrangement, documents and databases must continue to be preserved at the archives of the Provincial Historical Archives and the Agency Archives (or the location where they are being preserved) of the administrative unit before the arrangement.

Fourth, it is strictly forbidden to illegally seize, transfer, or destroy documents and document databases; it is not allowed to damage or lose documents and document databases during the process of organizing the apparatus.

For historical archiving at the provincial level, it is responsible for receiving and coordinating with the heads of agencies, organizations, and administrative units to continue to preserve on-site or temporarily preserve all archival documents and document databases in the province and hand over documents according to management authority to the new agencies, organizations, and administrative units after restructuring the apparatus.

The handover of documents and document databases after the organizational arrangement is carried out in accordance with the provisions of the law on archival management authority.

Strictly comply with legal regulations on management and use of seals and digital signature certificates for specialized public service; protect state secrets and ensure the security of information, documents and data when performing statistical tasks, packaging, handover, preservation and use in the process of reorganizing the apparatus.