Document Digitization 2026: Standard Document Digitization Process for Enterprises, Circular No. 05/2025/TT-BNV
The digitization of documents in businesses has entered a new phase with the issuance of Circular 05/2025/TT-BNV by the Ministry of Interior. This circular provides comprehensive regulations on digital document archiving, changing the approach to managing, preserving, and utilizing documents within organizations.
This article by 1C Vietnam will clarify the process of digitizing archival documents according to the standards of Circular 05/2025/TT-BNV, thereby providing a basis for businesses to implement the procedures correctly in accordance with current regulations.
What is document digitization?
Document digitization is the process of converting unstructured documents and data such as paper documents, image files, audio files, and digital documents into structured digital data, which is collected and standardized with master data (metadata), legally controlled, and securely preserved within a digital archival document management system.
The main purposes of digitizing archival documents include:
- Protecting and extending the lifespan of original documents.
- Increase the accessibility and speed of information retrieval.
- Saves physical storage space.
- Creating a foundation for comprehensive digital transformation in businesses.
- Ensure compliance with legal regulations regarding archiving.
New points regarding the digitization of archival documents from Circular 05/2025/TT-BNV
Circular No. 05/2025/TT-BNV issued by the Ministry of Interior on May 14, 2025, regulates the digitization of archival documents and digital document archiving operations, and takes effect from July 1, 2025. This document concretizes the provisions of the 2024 Archives Law and replaces outdated content in Circular 02/2019/TT-BNV.
The circular applies to state agencies, state-owned enterprises, and extends to public service units and organizations and individuals involved in the digitization, preservation, and exploitation of digital archival documents.
Compared to Circular 02/2019/TT-BNV, the new Circular brings about 7 important changes:
| Content | Circular 02/2013/TT-BNV | Circular 05/2025/TT-BNV |
|---|---|---|
| Scope of regulation | It only specifies the standards for input data and information and the requirements for preserving electronic archive documents. | Expand the scope to encompass all aspects of digital document archiving and digitization processes, from surveying, preparation, digitization, verification, digital signing, packaging, acceptance, to destruction. |
| Standardize digitization formats | No specific regulations have been established yet. | It is mandatory to use PDF/A, TIFF, MPEG-4, MP3 formats, etc., along with clear technical specifications, when digitizing documents. |
| Digital signature and authentication | Optional | Digital signatures are mandatory on archived documents, specifying the presentation format and identifying information, and a specific timeframe. |
| Data storage standards | The OAIS model has not yet been implemented. | Applying a data structure based on the internationally standardized OAIS model (SIP/AIP/DIP) and clearly defining business steps throughout the digital document lifecycle. |
| Information security | General regulations | Two-factor authentication, requirement for regular backups, and incident recovery procedures. |
| Submit documents | Mostly handcrafted. (Submit in person, send file, manually upload to the system) | Systematize online and offline payment collection processes, managing them through software. |
| Use the document. | For internal use only. No specific instructions or regulations. | The regulations clearly define the methods for searching, reading, and receiving copies of digital archival documents through the Digital Document Management System. |
In short, the aforementioned changes demonstrate that Circular 05/2025/TT-BNV focuses on standardizing the digitization process of archival documents using a comprehensive approach throughout the document lifecycle. To implement the regulations correctly and ensure legal validity, organizations need to clearly understand each step in the digitization process to meet new practical requirements.
Document digitization process according to Circular 05/2025/TT-BNV
According to Article 9 of Circular 05/2025/TT-BNV, the process of digitizing paper archival documents is carried out in 7 steps:
Step 1: Conduct a comprehensive survey and assessment, and hand over documents for digitization.
Businesses need to survey and compile a complete list of all paper archives that need to be digitized, clearly identifying the archival styles, data volume, physical condition, and current storage location of each document group.
Based on that, develop and submit a plan for digitizing archival documents , clearly stating the list of documents, the scope of work, the digitization methods, and the method for extracting and standardizing the master data (metadata).
After the plan is approved, documents are transferred from the archives to the digitization area following a counting and handover record process, ensuring the safety and preventing loss of documents.
Step 2: Clean up archived documents
Preliminary cleaning of paper documents to be archived should be done using a suitable brush to remove dust and impurities that could affect the quality of digitized images. During the cleaning process, the original arrangement of the files in the archiving structure must not be disturbed .
For documents that are stuck together, torn, or have faded text, they need to be separated for processing before digitizing the archive, helping to avoid interruptions and ensure output quality.
Step 3: Normalize and transform the data (if necessary)
This step ensures that input data is consistent and compatible with the system. Businesses need to develop standardized guidelines, in which file formats and metadata must be standardized according to regulations on archival document digitization , ensuring consistency and centralized management capabilities.
If necessary, businesses should convert character encoding and master data structures according to prescribed standards to ensure accurate data display and system compatibility.
Step 4: Digitize archival documents
Before scanning, documents must be separated, flattened, and checked against the existing file catalog and master data (if any), ensuring that 100% of the documents within the approved scope are fully digitized and in the correct order.
The organization feeds the document into a scanner, imaging device, or other suitable device, and sets the output specifications such as file format, resolution, compression mode, presentation style, storage location, and file naming rules.
Some technical standards and regulations on digitizing archival documents according to Circular 05/2025/TT-BNV that businesses need to be aware of:
Additionally, file names are formatted according to the following rule: [ File Code]_[Document Number in File].[extension]
For example, the second document in the file, with HS code HS01, digitized as a PDF, would have the filename: HS01_002.pdf
After digitizing the documents, 100% of the scanned images must be checked and compared directly with the original documents. If the requirements are not met, the configuration must be adjusted and the documents digitized again.
For documents that do not yet have master data (metadata), the organization creates and connects the master data to the digitized document, and then verifies the link.
Once completed, the original documents are counted, documented, and transported back to storage, where they are arranged in their original positions.
Step 5: Check product quality
The organization develops and disseminates product inspection guidelines that specify scan errors, cataloging errors, and common errors that need to be controlled.
The inspection is carried out according to instructions, a report of the results is prepared, and all errors are fully corrected before moving on to the next step.
Step 6: Digitally sign the digitized archived documents.
Digitized documents that meet the requirements must be digitally signed by the authorized entity managing the original archived documents. The digital signature information is displayed in the upper right corner of the file and includes: the name of the signing agency/individual and the signing time (ISO 8601 format). The digital signature must comply with legal regulations on digital signatures and electronic transactions.
Step 7: Package, transfer to the system, and conduct acceptance testing.
Digitized documents and master data are packaged in an OAIS structure, including SIP, AIP, and DIP packets, before being transferred to the Digital Archival Document Management System.
Organizations must implement backups of at least two sets of data on independent storage devices, complying with requirements for information security, safety, and confidentiality.
Finally, the digitized product is checked for quantity, quality, and data structure for acceptance and handover according to the handover report.
1C:Document Management - A solution for digitizing archival documents in accordance with Circular 05/2025/TT-BNV.
In the context of Circular 05/2025/TT-BNV, which focuses on... To standardize the process of digitizing archived documents , businesses need a system capable of controlling quality and ensuring long-term compliance.
1C:Document Management document digitization solution It is implemented as a business support system that integrates all administrative and office tasks, carrying out key steps in The process for digitizing archival documents according to the Circular's standards:
- Rapid digitization of all text formats: Integrated OCR technology automatically recognizes and extracts information, allowing users to scan or capture simultaneously directly onto the system, minimizing manual errors in the process of digitizing archived documents.
- Declare detailed text information: Declaration Based on name, document type, content, validity, contract value, original file location, and the master data link to each file, following the correct business process flow.
- Convenient digital signature : Sign directly from your desktop, mobile phone, or iPad, ensuring the authenticity and integrity of digitally archived documents in accordance with regulations on digital signatures and electronic transactions.
- Comprehensive document lifecycle management: Manages documents from creation, registration, drafting, editing, authorization, circulation, signing, to archiving and destruction directly within the software, without the need to transfer through multiple systems.
- Detailed log entries: Automatically track content, time, and editor, making it easy to compare and trace changes across versions, supporting auditing and regulatory compliance.
- Unlimited scalability: The system supports unlimited scalability in terms of data volume, number of users, and processes, meeting the long-term growth needs of the business.
Conclude
Circular 05/2025/TT-BNV is not only a requirement for legal compliance but also an opportunity for businesses to upgrade their document management systems, increase operational efficiency, and create a solid foundation for digital transformation. With a clear 7-step document digitization process and stringent information security requirements, businesses need thorough preparation in terms of technology, human resources, and implementation plans.
With successful implementation experience in numerous multi-branch businesses across manufacturing, trading, construction, and finance sectors, 1C Vietnam is committed to partnering with businesses from surveying and standardization to training and long-term operational support.
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