What are content of making the dossier in Vietnam? Who is responsible for making records and submitting records and documents to the agency's archives in Vietnam?

Who is responsible for making records and submitting records and documents to the agency's archives in Vietnam?

Pursuant to the provisions of Subsection 1, Section VI of Guidance 14-HD/VPTW in 2022 stipulating the responsibility for making and submitting dossiers and documents to the agency's archives as follows:

Responsibility for making dossiers and submitting dossiers and documents to the agency's archives

a) Heads of agencies or organizations are responsible for directing and inspecting the preparation of dossiers and submission of dossiers and documents to the agency's archives.

b) The chief of the office is responsible for advising the head of the agency or organization to deploy, guide and inspect the implementation; organize the making of dossiers and submit and save dossiers and documents to the agency's archives.

c) The head of the unit is responsible to the head of the agency or organization and is responsible for organizing the making, preservation and submission of dossiers and documents of the unit to the archives of the agency.

d) The person assigned to handle and monitor the work is responsible for making a dossier of the assigned work and submitting it to the archives of the agency; Before retiring, resigning or changing jobs, they must hand over all dossiers and documents as prescribed.

e) The archiving agency is responsible for assisting the chief of the office in guiding the preparation of records and submission of records and documents to the archives of the agency; planning and receiving dossiers and documents to be deposited; make minutes of receipt of dossiers and documents; preserve and organize the use of archives and documents.

As regulations above, the head of the agency or organization is responsible for directing and inspecting the preparation of dossiers and submission of dossiers and documents to the agency's archives. In addition, the Chief of Staff and other individuals must be responsible for complying with the above provisions.

What are content of making the dossier in Vietnam?

Pursuant to the provisions of subsection 2, Section VI of Guidance 14-HD/VPTW in 2022 stipulating content of making the dossier in Vietnam as follows:

Content of making the dossier

a) For paper documents, the contents of dossier preparation include: Opening the dossier; collect, update documents, include documents in the file and organize the documents in the file; closing and cataloging the file.

b) For electronic documents: The making of electronic records in agencies and organizations is carried out in parallel with paper documents and ensures the same accuracy as paper documents.

c) Contents of preparation and handover of dossiers comply with the guidance of competent agencies.

As regulations above, the content of the dossier preparation will depend on whether it is a paper document or an electronic document. In addition, the content of making and submitting the dossier shall comply with the guidance of the competent authority.

What is the time limit for filing and storing documents into the agency's archives in Vietnam?

Pursuant to the provisions of subsection 3, Section VI of Guidance 14-HD/VPTW in 2022 stipulating time limit for filing and storing documents into the agency's archives in Vietnam as follows:

Submit files and documents to the agency's archives

a) Records and documents of archival value submitted to the archives of the agency must be complete and have the correct composition; the handover is done on time, according to the prescribed order and procedures.

- The individual assigned to handle the work of making electronic records, ensuring the correct connection of the data specified in the profile; By the prescribed time limit, carry out the procedures for submitting electronic records to the agency's archive on the system.

- Other types of documents (photographs, audio recordings, video recordings, scientific and technical documents, electronic documents...) shall be submitted and stored together with the paper files and documents.

b) Time limit for submission of records and documents to the agency's archives

- Within 1 year from the end of work for administrative records.

- Within 3 months from the date the work is settled for the capital construction dossier.

c) In case the unit or individual wishes to keep the dossiers and documents that are due to be submitted for storage in service of work, they must be agreed in writing by the head of the agency or organization and must make a list of the dossiers and documents that are due to be submitted for storage, documents are retained and sent to the archival agency. The time limit for retaining dossiers and documents of units and individuals shall not exceed 2 years from the due date of submission.

d) Procedures for handing and receiving dossiers and documents into the agency's archives

- Units and individuals are responsible for completing completed work dossiers, making a list of records, handing over dossiers and documents to the agency's archives (attached to the table of contents of dossiers and documents).

- Archive agency receiving dossiers and documents of units and individuals submitting and storing, compare the actual dossiers with the index of dossiers and documents submitted and stored and make a record of delivery and receipt in two copies; the handing over party keeps one copy, the archival agency keeps one copy. The minutes must have the signatures of the deliverer, the receiver and the head of the unit delivering and receiving the dossier.

Thus, the deadline for submission of records and documents to the agency's archives will be:

- Within 1 year from the end of work for administrative records.

- Within 3 months from the date the work is settled for the capital construction dossier.

Best regards!