How is the issuance and tracking of outgoing documents carried out?

In Article 18 of the Decree 30/2020/ND-CP on clerical work, provisions on the issuance and tracking of outgoing documents are as follows:

- Outgoing documents must complete procedures at the agency's clerical department and be issued on the day the document is signed, at the latest by the next working day. Urgent documents must be issued and sent immediately after the document is signed.

- The issuance of classified documents must ensure the confidentiality of the document's content in accordance with the law on state secret protection, correct in quantity, time, and place of receipt.

- Issued documents with content errors must be amended or replaced with documents of equivalent form. Issued documents with errors in format, presentation technique, or issuance procedures must be corrected by an official letter from the issuing agency or organization.

- Document retrieval

+ For paper documents, upon receiving a notification of retrieval, the recipient is responsible for returning the received document.

+ For electronic documents, upon receiving a notification of retrieval, the recipient cancels the retrieved electronic document on the System and simultaneously notifies the sender via the System.

- Issuance of paper documents from digitally signed documents of an authorized person: The agency's clerical department prints out the digitally signed documents of the authorized person on paper, stamps the agency or organization to create the original paper document, and issues the document.

- In the event of needing to issue an electronic document from a paper document: The agency's clerical department performs according to the provisions at point c, clause 1, Article 25 of this Decree.

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