“Archiving is important work of the social security sector. In the past time, sector leaders always regard and direct archiving work,” said Dao Viet Anh, Deputy General Director of the Vietnam Social Security (VSS), at the Online Conference on Archives 2018 and the launch of electronic archiving software version 1.0 recently held by the VSS.
According to Deputy General Director Anh, in the context of e-government development and operation and the Industrial Revolution 4.0, managing electronic records is one of the key tasks of the social security sector as it eases record management and use, and facilitates the reform of administrative procedures concerning the settlement of social insurance benefits for beneficiaries. Directed by sector leaders, the storage of social insurance claims has been shifted from conventional form to digital form to timely approach the Industrial Revolution 4.0.
Reporting to the conference, Director of the VSS Archives Centre Nguyen Thi Ha highlighted archiving results in the first 9 months of 2018. For the time being, records and documents stored by social security agencies are categorised into two groups: Social insurance claims, and professional records and documents. By the end of September 2018, social insurance claims numbered 4,636,753, equivalent to 2,864 metres of records.
Electronic monthly social insurance claims and electronic data are shared with social insurance agencies in Hanoi, Ho Chi Minh City, Dong Nai, Nghe An, Hung Yen, Vinh Long and Binh Duong provinces, and will be shared with all 63 provinces and cities after the conference. This is a great step forward in documenting social insurance records.
At present, the storage of social insurance claims has been shifted from conventional form to digital form, thus easing record management and utilisation and facilitating the reform of administrative procedures concerning the settlement of social insurance benefits for beneficiaries
Highlighting advantages of electronic records, Director of the VSS Archives Centre Nguyen Thi Ha said that working with electronic data in the internet-based environment has completely replaced manual work. Instead of having to go directly to storerooms to find and withdraw records, archivers just open the software to search and print them, hence reducing the amount of time spent from hours or days to minutes.
She said, on the August 24, 2018, the Vietnam Social Security issued Decision 1030/QD-BHXH on the launch of electronic record storage software version 1.0 for the social security industry. The software will provide a user-friendly document management and search tool.
Up to now, the work of editing archived documents has been implemented and completed in 36 provincial social security bodies. When documents were not edited, we did not know how many documents were being kept or accurately classify documents into permanent, 70-year, 50-year, 20-year or 10-year keeping categories, as well as into types of document. After the editing and categorisation, document searching is much easier and quicker.
In the time to come, the Vietnam Social Security will continue to organise electronic social insurance claims and strive to digitalise 100 per cent of records statutorily kept from 20 years onward by 2025. The agency will ensure technical infrastructure and systems to create, transfer, collect, distribute, use, preserve, archive or destroy (when expired) electronic documents.
PV
Vietnamese
