What are procedures for issuing, transferring, and tracking the transfer of outgoing documents in Vietnam?
According to regulations on office work in the People's Court system in Vietnam, what are procedures for issuing, transferring, and tracking the transfer of outgoing documents?
Procedures for issuing documents in the People's Court system in Vietnam
According to Clause 1 Article 22 of the Regulation on office work in the People's Court system issued together with Decision 01/QD-TANDTC in 2022, the following procedures must be followed when issuing documents in the judicial system:
- Selecting, preparing, and addressing envelopes: Envelopes must be made of durable, water-resistant paper that is at least 80 grams per square meter. Envelopes for classified documents must comply with the provisions of Point b, Clause 1, Article 4 of Decree No. 26/2020/NĐ-CP dated February 28, 2020 detailing some articles of the Law on State Secrets Protection.
- Folding and sealing documents: When folding documents, care must be taken to ensure that the text is on the inside. The glue must be strong enough to prevent the envelope from being opened, and it must be applied evenly. The envelope must be sealed securely. The glue must not come into contact with the document.
- Applying stamps of urgency, confidentiality, and other stamps to envelopes: The urgency stamp on the envelope must be the same as the urgency stamp on the document inside. The application of the "Only the person named may open this envelope" stamp and other confidentiality stamps on envelopes for classified documents must comply with the provisions of Decree No. 26/2020/NĐ-CP dated February 28, 2020 detailing some articles of the Law on State Secrets Protection.
What are procedures for issuing, transferring, and tracking the transfer of outgoing documents in Vietnam? - Source: Internet
Transferring issued documents in the People's Court system in Vietnam
According to Clause 2 Article 22 of the Decision 01/QD-TANDTC in 2022, the following procedures must be followed when transferring issued documents in the judicial system:
- Issued documents must be completed and sent out on the day they are signed, or at the latest, on the next working day. For legislative documents, they may be issued after 3 days from the date of signature.
- "Appointment time", "Urgent", "Priority", and "Top Priority" documents must be issued immediately after all administrative procedures have been completed.
- Issued documents sent by post must be registered in the Register of Documents Sent by Post. When delivering an envelope containing a document, the sender must request that the postal worker inspect, sign, and stamp the envelope.
- The direct transfer of documents to units, individuals within the organization or to other organizations, units, and individuals outside the organization must be signed for in the document transfer register.
- Transferring issued documents by fax or over the internet
In cases where quick delivery is required, issued documents may be transferred to the recipient by fax or over the internet, but the original must be sent later for documents with archival value.
- The transfer of classified documents must comply with the provisions of Decree No. 26/2020/NĐ-CP dated February 28, 2020 detailing some articles of the Law on State Secrets Protection and Decision No. 970/QĐ-TTg of the Prime Minister dated July 7, 2020 promulgating the List of State Secrets of the People's Court.
Tracking the transfer of issued documents in the People's Court system in Vietnam
According to Clause 3 Article 22 of the Decision 01/QD-TANDTC in 2022, the following procedures must be followed to track the transfer of issued documents in the judicial system:
- Office staff are responsible for tracking the transfer of issued documents.
- They must create a dispatch slip to track the transfer of issued documents at the request of the person signing the document. The determination of which issued documents require a dispatch slip is proposed by the unit or individual drafting the document and approved by the person signing the document.
- For issued documents with the "Returnable Document" stamp, they must be tracked and returned on time. When received, they must be checked and compared to ensure that the document is not missing or lost.
- Envelopes containing documents sent out that are returned by the post office for any reason must be returned to the unit that issued the document. The Register of Documents Sent by Post must also be annotated to allow for verification as needed.
- If a document is lost or has no recipient, it must be reported to the Chief of Staff, Head of the Legal Affairs Office, or the person responsible for assisting the head of the organization in managing office work for handling.
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