Vietnam: What are the regulations on photocopying documents in the process of handling administrative procedures to convert them into electronic forms?

What are the regulations on photocopying documents in the process of handling administrative procedures to convert them into electronic forms? Question from Mr. An in Hue.

How to photocopy documents in the process of handling administrative procedures to convert them into electronic forms?

Pursuant to Article 8 of Circular No. 01/2023/TT-VPCP as follows:

Photocopying documents to convert them into electronic forms
1. The person who performs digitization shall photocopy each type of documents to convert them into electronic documents and put his/her granted personal digital signature to the electronic documents before moving to data extraction. When adding the digital signature, information including the name of the person who prepared the photocopy, photocopy time and position of the digital signature must be shown on the top left corner of the first page of the photocopy.
2. The following requirements must be satisfied when making photocopies:
a) The number of originals must be determined according to the number of photocopies to ensure that all originals must be digitized;
b) The entire document must be involved, and photocopies must be accurate, complete and sufficient when comparing to originals;
c) The number of pictures in photocopies must be equal to the number of the physical pages and arranged in the correct order;
d) For pages with notes, two photocopies shall be made, including one with a note on the document and another with note removed;
d) The data integrity must be ensured during the process of transfer;
e) Technical parameters of photocopies must satisfy standards for input data of database on archive documents in Circular No. 02/2019/TT-BNV dated January 24, 2019 of the Ministry of Domestic Affairs on standards of input data and requirements of electronic archive document preservation.

Thus, when photocopying documents in the process of handling administrative procedures to convert them into electronic forms, the following requirements must be satisfied:

- The number of originals must be determined according to the number of photocopies to ensure that all originals must be digitized;

- The entire document must be involved, and photocopies must be accurate, complete and sufficient when comparing to originals;

- The number of pictures in photocopies must be equal to the number of the physical pages and arranged in the correct order;

- For pages with notes, two photocopies shall be made, including one with a note on the document and another with note removed;

- The data integrity must be ensured during the process of transfer;

- Technical parameters of photocopies must satisfy standards for input data of database on archive documents in Circular No. 02/2019/TT-BNV dated January 24, 2019 of the Ministry of Domestic Affairs on standards of input data and requirements of electronic archive document preservation.

Vietnam: What are the regulations on photocopying documents in the process of handling administrative procedures to convert them into electronic forms?

Vietnam: What are the regulations on photocopying documents in the process of handling administrative procedures to convert them into electronic forms?

What are the documents of which photocopies used to convert into electronic forms are not required?

Pursuant to Clause 3, Article 8 of Circular No. 01/2023/TT-VPCP as follows:

Photocopying documents to convert them into electronic forms
...
3. Documents of which photocopies used to convert into electronic forms are not required:
a) Documents submitted to follow administrative procedures by electronic means;
b) Documents specified in Clause 2 Article 4 of this Circular;

Thus, documents of which photocopies used to convert into electronic forms are not required:

- Documents submitted to follow administrative procedures by electronic means;

- Results of verification and response to agencies and units participating during administrative processes, unless otherwise provided for by specialized laws.

How many steps are there in the digitization procedures?

Pursuant to Article 7 of Circular No. 01/2023/TT-VPCP stipulating as follows:

Digitization procedures
A digitization procedure includes the following steps:
1. Photocopy documents and convert them into electronic forms;
2. Extract data.
3. Issue of digitization result codes.
4. Save digitization result.

Thus, a digitization procedure consists of 4 steps, including: Photocopy documents and convert them into electronic forms; extract data; issue of digitization result codes; and save digitization result.

What documents are needed to be submitted to complete administrative procedures in Vietnam?

Pursuant to Clause 1, Article 4 of Circular No. 01/2023/TT-VPCP stipulating as follows:

Documents to be digitized
1. Documents that are needed to be submitted to complete administrative procedures, including the following types:
a) Documents which are administrative procedure results given previously;
b) Documents to be digitized as prescribed by relevant laws;
c) Documents that need digitization at the request of managers and classified in Decisions of the Minister, Heads of ministerial agencies, Governmental agencies, Presidents of the provincial People’s Committees;
d) Documents other than those prescribed in Points a, b and c of this Clause and are digitized at the request of organizations and individuals during administrative processes.
The above-mentioned documents shall be submitted as originals, certified true electronic copies extracted from the master register, certified true electronic copies of originals; electronic photocopies with originals to be compared during administrative processes.
....

Thus, documents that are needed to be submitted to complete administrative procedures in Vietnam shall comply with the above provisions.

Circular No. 01/2023/TT-VPCP takes effect from May 25, 2023.

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