What are regulations on duplicating, agency stamping and marking the urgency and confidentiality of documents in Vietnam?

What are regulations on duplicating, agency stamping and marking the urgency and confidentiality of documents in Vietnam?

Pursuant to Article 18 of Decision 1032/QD-BNV of 2020, regulations on duplication, agency stamps and urgent and confidential level stamps are as follows:

1. Copy, stamp the agency, organization and mark the confidentiality and urgency level for paper documents

a) The outgoing document is duplicated according to the number determined in the "Receiving place" section of the document. In case the document is sent to many places and the document does not list a complete list, the drafting unit must have The appendix to the recipient is attached as a basis for duplication for issuance.

b) The place to receive the document must be specifically identified in the document on the principle that the document is only sent to agencies, organizations and individuals with the function and authority to resolve, organize and coordinate implementation of reporting, monitoring, and inspecting related to document content; Do not send to multiple levels, do not send multiple copies to one subject, and do not send to unrelated subjects.

c) Duplicating confidential documents must comply with the provisions of law on protection of state secrets and the Regulations on protection of state secrets of the Ministry of Home Affairs.

d) The stamping of agencies, organizations and signs indicating confidentiality and urgency is carried out in accordance with the provisions in Appendix I, Decree No. 30/2020/ND-CP dated March 5, 2020 of the Government. 

2. Digital signature of agencies and organizations for electronic documents

a) Digital signatures of agencies and organizations are carried out in accordance with the provisions in Appendix I of Decree No. 30/2020/ND-CP dated March 5, 2020 of the Government.

b) For attached documents in the same file of electronic documents: The Ministry's Secretariat only digitally signs agencies and organizations on electronic documents and does not digitally sign accompanying documents contained in the electronic document (reason: the attached text has been authenticated by a digital signature);

c) For attached documents that are not in the same file as the electronic document: The Ministry's Secretariat shall digitally sign the agency or organization on the electronic document and digitally sign the attached document that is not in the same file. 

What are regulations on duplicating, agency stamping and marking the urgency and confidentiality of documents in Vietnam? (Image from the Internet)

What are regulations on issuing and tracking of document delivery in Vietnam?

According to Article 19 of Decision 1032/QD-BNV of 2020, regulations on issuing and tracking of document delivery are as follows:

1. Issuing documents at the Ministry's Archives:

a) Choose an envelope, write an envelope, put documents in an envelope, seal the envelope and stamp the level of urgency, confidentiality and other marks on the envelope (if any) when issuing paper documents.

b) Print documents that have been digitally signed by authorized persons on paper, and issue electronic documents according to regulations. Besides, stamp the agency or organization to create the original paper document and issue the paper document from the document digitally signed by the competent person (to save the document).

c) Digitize paper documents that have been assigned numbers and stamp and digitally sign documents to authenticate, attach electronic document files to the numbers issued on the Document management System when issuing electronic documents from paper documents. For outgoing documents that need to be tracked for feedback, the Ministry's Secretariat must update information about the names of units, civil servants, and public employees who monitor feedback, status and deadline for responses on the Document management System.

d) For documents whose recipient is an agency or organization that has not yet connected to the National Document Communication Axis: The unit's archives are responsible for receiving printed documents from original documents on the Border Management System at the Ministry's Archives, photocopy, take stamps and coordinate with the Ministry's Archives to issue outgoing documents of their units.

d) The release and delivery of confidential documents must comply with regulations on protecting state secrets and the Ministry's Regulations on protecting state secrets.

2. Deliver documents

a) The outgoing document must complete procedures at the Ministry's Secretariat and be released on the day the document is signed, no later than the next administrative working day. Urgent documents must be issued and sent immediately after signing the document.

b) The transfer of documents to units and individuals belonging to the Ministry or to outside agencies, units and individuals must be signed in the document transfer book.

3. Track document delivery

a) After the document is released on the Border Management System, the Ministry's Archives and document drafting specialists are responsible for monitoring and confirming the receipt and sending status of the document. In case a document is sent on the Document management System but the receiving unit does not respond to the receiving status or the transmission line is faulty, the drafting specialist is responsible for coordinating with the Ministry's Archives to get a copy and carry out procedures for releasing the document. paper copy as prescribed.

b) For outgoing documents stamped "RECOVERED DOCUMENTS", the Ministry's Secretariat must monitor and retrieve them on time; When receiving it back, it must be checked and compared to ensure that the document is not missing and is intact.

c) In case a document is discovered missing, the Ministry Secretary must immediately report to the Chief of Office for handling.

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