A colossal volume of documents

According to statistics, the total amount of district-level documents after these units ceased operation, measured in archival industry units, exceeds 12,000 meters. This includes 8,395 boxes of documents to be preserved for less than 70 years (equivalent to over 1,000 meters) and 11,057 sacks of unprocessed documents (equivalent to over 11,000 meters). In addition, there are more than 5,000 meters of documents from regional agencies and units that have ceased operation or been merged.

This is a valuable source of information reflecting the entire process of formation, development, and operations of agencies over many decades. The large quantity, inconsistent condition, and the fact that most have not yet been organized create an urgent need for a methodical, scientific, and regulation-compliant professional handling plan.

After receiving the documents, the next step is technical processing. Specifically, file processing includes classification, arrangement, compilation of file inventories, determination of document value, and preservation in accordance with the archival industry’s technical standards. This work enables fast retrieval, convenient use, and timely service for the needs of agencies, organizations, and individuals.

Given such a massive volume, Ms. Bùi Thị Thu Hà, archivist at the provincial Historical Archives Center, said: “With such a large amount of documents, following the correct technical processing procedures with our current staff (15 officials) would take at least 5 years to complete.”

In parallel with processing, the Center is implementing a specific roadmap for digitizing archival documents in line with existing facilities and human resources.

Digitization - an effective solution for preservation and access

In reality, purely storing paper documents carries many risks, from deterioration and loss to space overload. Therefore, alongside processing, digitization has been identified as a core component of the archival modernization strategy.

Since 2019, the Department of Home Affairs has developed a project to digitize archival documents and officially began implementation in 2023. To date, about 90% of currently stored documents, equivalent to 3 million pages, have been digitized (prior to receiving documents from district-level agencies and other ceased operations).

The benefits of digitization are not limited to protecting original documents; it also allows for quick retrieval, saving both time and storage space. With just a few clicks on the software, users can access documents from decades ago without having to sift through stacks of paper.

Faced with the large volume of incoming documents, the provincial Historical Archives Center has identified the need for a well-planned, long-term digitization strategy. Ms. Hà Thị Thanh Thủy, Director of the center, stated: “We recognize that combining traditional archiving with digital technology is an inevitable trend for optimal storage. After processing, documents will be digitized, starting with those requiring permanent preservation, followed by those with a preservation period of 70 years, 50 years, and so on.”

The digitization process is meticulous and requires multiple steps, but the core work involves scanning or photographing the documents, copying the data, and uploading it to a digital repository. Digitizing more than 12,000 meters of documents will require considerable time and manpower.

“In the near future, the center will continue advising the Department of Home Affairs to propose that the provincial People’s Committee issue a comprehensive plan for digitizing archival documents across the province. The aim is to build a unified electronic archival database to better serve management, research, and socio-economic development,” added Thủy.

Digitization of documents is no longer just a trend; it has become a mandatory requirement in the comprehensive digital transformation process of the government system. Every meter of processed documents, every page digitized, is a solid step toward an advanced administration that better serves the people and society.