How to track the delivery of outgoing documents in the secretarial work of the Vietnamese Social Insurance sector?

How to track the delivery of outgoing documents in the secretarial work of the Vietnamese Social Insurance sector?

Article 24 of the Regulations on secretarial work in the Vietnamese Social Insurance sector, issued together with Decision 3012/QD-BHXH in 2022, stipulates the following on tracking the delivery of outgoing documents in the secretarial work of the Vietnamese Social Insurance sector:

1. The tracking of the delivery of electronic documents is carried out on the Document Management System.

2. For documents issued in the form of paper documents, it is necessary to open a tracking book, sign for document transfer and delivery via postal service. In case an individual or unit outside the industry receives the document directly, the recipient must have an identity card or citizen identification card, confirmation or introduction from the agency or unit receiving the document; For confidential documents, there must be the opinion of a competent person.

3. Documents sent via postal services must be registered in the Outgoing Documents Register and signed for by the postal employee.

4. Documents that have been issued but have errors in content must be corrected or replaced with a document of the same form. Documents that have been issued but have errors in format, presentation technique, or issuance procedures must be corrected by a circular of the issuing agency or unit.

5. Revocation of documents

a) For electronic documents, if a notification of revocation is received, the recipient must return the revoked electronic document on the Hệ thống QLVB system, and inform the sender.

b) For paper documents, if a notification of revocation is received, the recipient must return the document to the sender as requested.

How to track the delivery of outgoing documents in the secretarial work of the Vietnamese Social Insurance sector? - Source: Internet

What are purposes of establishing a Document List into the agency archive in the secretarial work of the Vietnamese Social Insurance sector?

Clause 1 Article 25 of the Regulations on secretarial work in the Vietnamese Social Insurance sector, issued together with Decision 3012/QD-BHXH in 2022, stipulates the following on purposes of establishing a Document List into the agency archive in the secretarial work of the Vietnamese Social Insurance sector:

a) To manage the activities of the agency through the document system.

b) To help the agency take the initiative in organizing the establishment of documents and the management of documents and materials in a tight and scientific manner.

c) To be the basis for checking and urging the establishment of documents at the units; contributing to raising the awareness and responsibility of each individual in the agency for the establishment of documents and preparation for the submission of documents and materials to the agency archive.

d) To be the basis for selecting documents to be archived according to the specified period and for use.

What are bases for establishing a Document List into the agency archive in the secretarial work of the Vietnamese Social Insurance sector?

Clause 2 Article 25 of the Regulations on secretarial work in the Vietnamese Social Insurance sector, issued together with Decision 3012/QD-BHXH in 2022, stipulates the following on bases for establishing a Document List into the agency archive in the secretarial work of the Vietnamese Social Insurance sector:

Documents that regulate the functions, tasks, powers, organizational structure of agencies and units; the working regulations of agencies; the program and work plan of agencies and units; the document lists of previous years; the table of document retention periods of the Vietnamese Social Insurance system.

Best regards!