What is the sample register of outgoing documents in Vietnam? What are the regulations on monitoring the delivery of outgoing documents?
What are the steps in management of outgoing documents in Vietnam?
According to the provisions of Article 14 of Decree 30/2020/ND-CP, the steps in management of outgoing documents are prescribed as follows:
- Issue the number and time of issue of an outgoing document.
- Register an outgoing document.
- Replicate and put the entity's seal, mark indicating the classification or urgency level on a paper document; put the entity’s digital signature on an electronic document.
- Issue and monitor the delivery of an outgoing document.
- File and archive a copy of an outgoing document.
In which:
- The number and time of issuance of a document must accord with the chronological order and sequence of documents to be issued in the year (consecutively starting from No. 01 assigned to the document issued on January 1 and ending on December 31 each year). The sole number and code shall be assigned to a document issued by an entity in a year. If a document has both paper and electronic versions, the numbers and codes thereof must be consistent.
- According to regulations on numbering of legislative documents, each of them must be assigned a serial number.
- The numbering of specialized documents shall be subject to regulations imposed by heads of sectoral authorities.
- The numbering of administrative documents shall be subject to regulations imposed by heads of entities.
What is the sample register of outgoing documents in Vietnam? What are the regulations on monitoring the delivery of outgoing documents?
What are the regulations on registering outgoing documents in Vietnam?
According to the provisions of Article 16 of Decree 30/2020/ND-CP on registration of outgoing documents with the following contents:
Registering outgoing documents
1. The registration of outgoing documents must comprehensively include required accurate information.
2. Registering a document
Each document must be registered in the register or on the System.
a) Registering a document in the register
The records department may register documents in the register of outgoing documents. The sample register of outgoing documents is given in the Appendix IV hereto.
b) Registering a document on the System
Documents registered on the System must contain all data fields of the sample register of outgoing documents that are printed out and must be bound in a registry book for custodial purposes.
3. Classified documents shall be registered under laws on protection of state secrets.
Thus, the sample register of outgoing documents is given in Appendix IV issued together with Decree 30/2020/ND-CP.
Download the sample register of outgoing documents here.
What are the regulations on monitoring the delivery of outgoing documents in Vietnam?
Pursuant to the provisions in Article 18 of Decree 30/2020/ND-CP on the management of issuing and monitoring the delivery of outgoing documents as follows:
Issuing and monitoring the delivery of outgoing documents
1. Outgoing documents need to completely go through all required procedures of the records department and must be issued within the following working day at the latest. Urgent documents must be issued and delivered immediately after signing.
2. When issuing outgoing classified documents, regulations on their confidentiality, the number of copies issued, the time and place of receipt as set out in laws on protection of state secrets must be observed.
3. Any document that has already been issued, but contains any error, must be revised or replaced by the one existing in the equivalent form. Documents that have already been issued, but contain errors arising from their formatting structure or technique or issuance procedures, must be rectified by official letters sent by issuing entities.
4. Withdrawing documents
a) Upon receipt of notices of withdrawal of paper documents, recipients must return received documents.
b) Upon receipt of notices of withdrawal of electronic documents, recipients must abort these documents on the System and notify recipients of such abortion.
5. Issuing paper documents derived from documents bearing competent persons’ digital signatures: The records department prints out the document digitally signed by the competent person, marks the printed document with the entity's seal to make it become the primary document before issuing it.
6. Where the records department needs to issue electronic documents derived from paper documents, regulations laid down in point c of clause 1 of Article 25 hereof must be observed.
Thus, outgoing documents need to completely go through all required procedures of the records department and must be issued within the following working day at the latest. Urgent documents must be issued and delivered immediately after signing.
When issuing outgoing classified documents, regulations on their confidentiality, the number of copies issued, the time and place of receipt as set out in laws on protection of state secrets must be observed.
In addition, any document that has already been issued, but contains any error, must be revised or replaced by the one existing in the equivalent form. Documents that have already been issued, but contain errors arising from their formatting structure or technique or issuance procedures, must be rectified by official letters sent by issuing entities.
At the same time, for issuing paper documents derived from documents bearing competent persons’ digital signatures: The records department prints out the document digitally signed by the competent person, marks the printed document with the entity's seal to make it become the primary document before issuing it.
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