What are the records management requirements? Who is responsible for records management in Vietnam?
What are the records management requirements?
According to the provisions of Article 4 of Decree No. 30/2020/ND-CP on the records management principles and requirements as follows:
Records management principles and requirements
1. Principles
Records management activities must be performed consistently in accordance with laws.
2. Requirements
a) An entity’s document must be created and issued intra vires and according to the procedure, process, design and technique prescribed by laws as follows: A legislative document must be created and issued in compliance with the Law on the Promulgation of Legal Documents; a specialized document must be created and issued under appropriate regulations that are made by the head of a body in charge of a sector or industry after consulting regulations of this Decree; an administrative document must be created and issued in accordance with Chapter II of this Decree.
b) All of an entity’s outgoing and incoming documents must be placed under the centralized custody of its records department before being received and registered, except for those documents that are registered in other manner in accordance with laws.
c) Outgoing documents or incoming documents in a day must be registered, issued or delivered within that day or on the following working day at the latest. Incoming documents classified by the levels of urgency, such as "Express", "Very Urgent" and "Urgent" (hereinafter referred to as urgent documents), must be registered, submitted and delivered as soon as they are received.
d) Documents must be tracked so that their "sent", "received" or "in process" status is known.
dd) The person assigned to perform and monitor activities of an entity has the burden of making a dossier of his/her assigned duties and sending documents and records included in that dossier to the archives department for deposit or retention purposes.
e) An entity’s seal or security key storage equipment must be used and managed under laws.
g) Records management systems must meet regulations laid down in Appendix VI herein and in other relevant laws.
Thus, the records management must meet the following requirements:
- An entity’s document must be created and issued intra vires and according to the procedure, process, design and technique prescribed by laws.
- All of an entity’s outgoing and incoming documents must be placed under the centralized custody of its records department before being received and registered, except for those documents that are registered in other manner in accordance with laws.
- Outgoing documents or incoming documents in a day must be registered, issued or delivered within that day or on the following working day at the latest. Incoming documents classified by the levels of urgency, such as "Express", "Very Urgent" and "Urgent" (hereinafter referred to as urgent documents), must be registered, submitted and delivered as soon as they are received.
- Documents must be tracked so that their "sent", "received" or "in process" status is known.
- The person assigned to perform and monitor activities of an entity has the burden of making a dossier of his/her assigned duties and sending documents and records included in that dossier to the archives department for deposit or retention purposes.
- An entity’s seal or security key storage equipment must be used and managed under laws.
- Records management systems must meet regulations laid down in Appendix VI herein and in other relevant laws.
What are the records management requirements? Who is responsible for records management in Vietnam?
Who is responsible for records management in Vietnam?
Pursuant to Article 6 of Decree No. 30/2020/ND-CP stipulating the responsibilities of entities and individuals for records management as follows:
- Heads of entities shall, within their delegated powers, direct the proper implementation of regulations on records management activities; direct the research and application of science and technology to records management activities.
- In the course of monitoring and performing business functions related to records management must strictly comply with the provisions of this Decree and other relevant laws.
- Records departments of entities must take on the following duties
+ Register and carry out the procedures for issuance, delivery and tracking of the delivery of outgoing documents.
+ Receive and register incoming documents; present and transfer incoming documents.
+ File, preserve and facilitate access to documents stored in archives.
+ Manage registration numbers of documents.
+ Manage and use seals and security key storage equipment of entities; and other seals as permitted by regulations in force.
How does the state allocate funds for records management in Vietnam?
According to the provisions of Article 36 of Decree No. 30/2020/ND-CP on this content as follows:
- Entities must allocate funds included in the annual state budget estimate for records management activities. State enterprises’ allocation of funds shall be subject to regulations of laws in force.
- Funds for records management activities shall be spent on:
+ Purchasing and upgrading technical systems, infrastructure, equipment and other consumables used for records management activities.
+ Assuring communications, delivery of documents and digitalization of documents.
+ Conducting scientific researches and transfer of technologies for records management activities.
+ Carrying out other activities supporting records management.
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