Management of Seals and Secret Key Storage Devices in the Clerical Work of the Ministry of Home Affairs

Based on Article 30 of the Regulation on clerical work and archives of the Ministry of Home Affairs issued with Decision 1032/QD-BNV in 2020, which stipulates the management of seals and secret key storage devices as follows:

- The Chief of the Office of the Ministry is responsible to the Minister for managing and using the agency's seal and secret key storage devices.

- The agency's seal and secret key storage devices are assigned to the Ministry's clerical officials for management and use. Clerical officials assigned such duties are responsible before the Chief of the Office of the Ministry and before the law for the management and use of the corresponding seals and secret key storage devices and have the duty to implement the following regulations:

+ Safely store and use the agency's seals and secret key storage devices at the Ministry's clerical office within the Ministry's premises. In cases where it is necessary to take the agency's seal and secret key storage devices out of the premises, written consent from the Chief of the Office is required, and responsibility for their safekeeping and use must be taken. The agency's seals and secret key storage devices must be safely preserved during and outside working hours.

+ Only hand over the agency's seal and secret key storage devices to others for safekeeping with written consent from the Chief of the Office of the Ministry. The handover of the agency's seal and secret key storage devices must be documented in writing.

+ Directly affix seals to documents and copies of documents; take charge of and coordinate electronic signatures on documents within the document management system.

+ Affix the agency or organization's seal and signature only to documents signed by authorized personnel and to copies directly executed by the agency or organization.

+ Do not affix seals to blank papers, affix seals before signing, pre-affix seals on blank papers, or affix seals to documents signed by unauthorized personnel.

- Individuals are responsible for securely keeping personal secret key storage devices and secret keys.

- When the seal is worn or deformed, the Ministry's clerical officials must report to the Chief of the Office of the Ministry to proceed with seal replacement procedures. In cases where the seal is lost, the incident must be reported to the Chief of the Office and the local police station, promptly documented in writing.

- Upon the Ministry’s decision on division, separation, or merger, the old seals must be submitted and procedures for requesting new seals must be conducted according to legal regulations.

Sincerely!