What are regulations on statistics, storage and preservation of documents and containers of state secrets in Ho Chi Minh City?

What are regulations on statistics, storage and preservation of documents and containers of state secrets in Ho Chi Minh City?

Pursuant to Article 11 of the Regulation on protection of state secrets in Ho Chi Minh City issued together with Decision 22/2022/QD-UBND of Ho Chi Minh City stipulating regulations on statistics, storage and preservation of documents and containers of state secrets in Ho Chi Minh City as follows:

1. Documents and containers containing state secrets, upon receipt and release, must be listed in order of time and confidentiality.

For documents and containers containing state secrets that are in the process of handling or settlement, after the end of the working day, officials, civil servants and public employees must keep them in a file and store them in cabinets, boxes or iron safes with a lock, not to be taken out of the office without the permission of an authorized person.

2. Documents and containers containing state secrets must be kept and strictly preserved in a safe place and used for the right purposes.

Places for storing and preserving documents and containers of state secrets must be built solidly; entrance and exit doors must have security locks; equipped with means of preventing and combating fire, explosion, breaking-in and stealing state secrets and have a protection plan.

3. Any case when detecting documents and containers containing state secrets that are revealed, lost, exchanged or damaged must be immediately reported to the heads of agencies, units or localities for notification to competent agencies and take measures to resolve, handle and remedy in a timely manner.

What are regulations on transport, delivery and receipt of documents and containers of state secrets in Ho Chi Minh City?

Pursuant to Article 12 of the Regulation on protection of state secrets in Ho Chi Minh City issued together with Decision 22/2022/QD-UBND of Ho Chi Minh City stipulating regulations on transport, delivery and receipt of documents and containers of state secrets in Ho Chi Minh City as follows:

1. Transporting, delivering and receiving documents and containers containing state secrets by persons working on state secrets, persons in charge of communication or correspondence of agencies, units or localities.

2. Officials working directly related to state secrets shall only transport, deliver and receive documents and containers containing state secrets when directed by heads of agencies, units or localities.

3. The delivery of documents and containers containing state secrets shall be carried out as follows:

a) Before handing over documents and objects containing state secrets, they must be registered in the "Registrar of State secrets". For documents and containers containing state secrets of "Top Secret" level, only weak comments are recorded when the person competent to determine state secrets agrees;

b) Documents and containers containing state secrets must be wrapped or packed separately. Packaging paper must use tough, durable, difficult to absorb water, not see through; glue must be sticky, difficult to peel off;

In the case of documents and containers containing state secrets of the "Top Secret" level, they must be protected by two layers of envelopes: the inner envelope with the number, the document's symbol, the state secret container, the recipient's name, and the seal. seal "Confidential" and sealed with the seal of the agency, unit or locality on the outside; In case of sending the name of the person responsible for settlement, the stamp "Only the person with the name can be unpacked". The outer envelope is written as a normal document and stamped with the letter "A";

Documents and containers containing state secrets of "Top Secret" and "Confidential" are protected by an envelope, the outer envelope is stamped with the letter "B" and the letter "C" corresponding to the confidentiality of the document or container of state secrets;

c) The handover of documents and containers containing state secrets must be managed by the "Book of transfer of state secrets".

4. The receipt of state secret documents and containers shall be carried out as follows:

a) After receiving, documents and containers containing state secrets must be registered in the “Registration of incoming state secrets”;

b) In the case of documents or containers containing state secrets, the envelopes marked "Only persons with names can be unwrapped", the recipients must enter the books according to the symbols on the outer envelopes and must not open the envelopes and must be delivered immediately to the person named on the envelope. If the person named on the envelope is absent and the envelope has the mark "EXPECTED" or "URGENT", then forward it to the leader of the agency, unit or locality or the person authorized by the leader of the agency, unit or locality to deal with;

c) Where documents and containers containing state secrets are sent without strictly complying with regulations on protection of state secrets, forward it to the leader of the agency, unit or locality receiving documents or containers containing state secrets or the person named on the envelope (for the case of sending by name) for settlement, and at the same time must notify the sender to take remedial measures. If detecting documents and containers of state secrets sent to them with signs of peeling, unpacking or being exchanged, lost or damaged, the recipient must immediately report to the head of the agency, unit or locality for handling measures.

5. The place of sending and receiving of documents and containers of state secrets must compare in quantity and check the packing and packing of documents and containers of state secrets. In case of detecting a lack of quantity or errors in packing or packing, the receiving place shall request the sender to supplement and handle it before entering the monitoring book and signing for receipt.

6. In case documents and containers containing state secrets are stamped "Recovered documents", organizations or individuals that have received documents and containers of state secrets must return them within the time limit stated in the document. The clerical department must monitor, withdraw or return to the correct place of delivery. When receiving as well as when returning, it is necessary to check, compare and record in the monitoring book to preserve documents not to be lost.

7. All cases of handing over or receiving documents and containers containing state secrets between persons: drafters, creators, persons responsible for handling, correspondence, communication, retainers, preservers... All entries must be recorded in the "State secret transfer book", in which all contents of columns and entries in the book must be shown and signed by the recipient (specify full name).

8. Transport, delivery and receipt of documents and containers containing state secrets must comply with the principle of keeping secret and sealing. During the transportation of documents and containers containing state secrets, measures must be taken to preserve and ensure safety; In case of necessity, a security force is required.

Transport of documents and containers containing state secrets through the postal service must comply with postal legislation.

9. The transmission and receipt of electronic documents containing state secret contents on the Internet, computer networks and telecommunications networks shall comply with the law on ciphers.

10. The transportation, delivery and receipt of cryptographic products comply with the law on ciphers.

11. In case documents or containers containing state secrets are registered with a management database on a computer, they must be printed out upon transfer to be signed for receipt and closed for management. Computers used for registration of documents and objects containing state secrets must not be connected to the Internet, computer networks and telecommunications networks, except for cases where it is complied with the provisions of the law on ciphers.

How to bring documents and containers of state secrets out of storage in Ho Chi Minh City?

Pursuant to Article 13 of the Regulation on protection of state secrets in Ho Chi Minh City issued together with Decision 22/2022/QD-UBND of Ho Chi Minh City stipulating regulations on bringing documents and containers of state secrets out of storage in Ho Chi Minh City as follows:

1. The removal of documents and containers containing state secrets out of the place of storage to serve domestic work must be carried out by the head of the State secretariat or authorized deputy heads of agencies, units or localities directly managing authorized state secrets.

2. The removal of documents and containers containing state secrets out of the place of storage in service of working overseas must be carried out by the competent person specified in Clause 2, Article 10 of this Regulation or authorized deputy level for permission and must report to the Head of the mission.

The People's Public Security Force and the People's Army in the city carry out the removal of documents and containers containing state secrets out of the place of storage to serve domestic and foreign work according to the regulations of the Minister of Public Security and the Minister of National Defense.

3. Documents and containers of state secrets taken out of the storage place must be stored, contained and transported by means and equipment to ensure safety prescribed by the head of the agency, unit or locality directly managing state secrets and must be protected during the time they are brought out of the place of storage.

In the process of bringing documents and containers containing state secrets out of the place of storage, measures must be taken to preserve and ensure safety. If it is discovered that a state secret is leaked or lost, the person carrying documents or containers containing state secrets must immediately report it to the head of the agency, unit or locality directly managing it and the head of the working delegation to take remedial and remedial measures.

4. Persons who bring documents and containers of state secrets out of the place of storage in service of domestic or foreign work must obtain written permission from a competent person as prescribed in Clauses 1 and 2 of this Article and must report to the Head of the Working Group. At the end of the task, they must report to the competent person for permission to bring documents and containers of state secrets out of the place of storage about the management and use of state secrets and return them to agencies, units and localities.

A written request for permission to bring documents and containers of state secrets out of the place of storage in service of domestic or foreign work must clearly state full name, position, and working unit; the name of the type, the content of the abstract, the confidentiality of the document or container containing state secrets; uses; working time and place; measures to protect state secrets.

Best regards!