Department of Natural Resources and Environment (DONRE) is an adviser of State’s management of natural resources and environment for Provincial People’s Committee regarding various fields related to management of water, mineral, and environmental resources.
Data storehouse of DONRE has satisfied the demands for socio-economic development of the province
In mass storage and documentation, data of natural resources and environment is valuable for researches, history, and disputes of land-use, representing the legal land-use of organizations and individuals. Aiming for concentrated nd unified management and effective use of data of natural resources and environment, DONRE has helped to effectively make use of the data for socio-economic development.
Accordingly, the consultancy for document issuing and administrative reforms has been refined regarding the document issuing to refine legal foundation for storage management while applying ISO 9001:2008 into document archiving management. The disclosure of data of natural resources and environment has been in accordance with administrative procedures, ensuring on-schedule paper work.
As a result, the Department has collected over 2,000m of document shelf, of which, 1,449.5m have been adjusted and arranged equivalent to 76,578 archiving units and over 40,000 maps of all scales mainly those of cadastre, measurement, and maps, natural resources, minerals, climate, and environment of great value. Annually, the Department supplies over 1,000 requesting notes for organizations and individuals visting for researches and use of documents with over 40,000 pages photocopied.
To meet the demands for document archiving for the time of industrialization and modernization as well as supplying and sharing information rapidly and accurately while prolonging life of original documents, DONRE has applied IT in constructing archiving database.
Accordingly, DONRE has planned for digitalizing the archiving documents while integrating web-based application software which is usable for websites and online systems. The software offers full functions of signing up, authorizing, and uses to meet the demands of users at the soonest.
Despite the achievements, the implementation has been up to various drawbacks and limitation. The facilities and investments failed to meet the demands, leaving non-standard storehouses with uncategorized documents. Filing documentation has not duly implemented by organizations and departments regarding the submission time and contents which have troubled the information supply. Quality and quantity of documents have not complied with current regulations. Many have been stored as photocopied with insufficient documents, especially, document dossiers of cadastre, inspection, environment standard registration before 2003.
Realizing the drawbacks, leaders of Department of Natural Resources and Environment has proposed measures of boosted propaganda and education to implement legal documents and guidance on document archiving so that the cadres are more aware of the role and significance of document archiving as legally implemented.Those legal documents and guidance also rule on the responsibility of official and cadres reagarding the documentation of work and archiving filing as one of the criteria for annual emulation.
As for the Center of Natural Resources and Environment Archiving IT, consultancy will be regularly made to detail legal documents about local policies and procedures related to archiving acitivities with more care for investments into facilities and equipment necessary for maintenance of documents and lifespan improvement as well as concentration on prevention of fires, explosion, floods, storms, molds, and fungi. Emulation programs should be organized regarding the IT application in document archiving and continual digitalizing of document archives to meet the demands of development.
Reported by Van Hien – Translated by Vi Bao
