What requirements need to be met when registering and issuing documents in clerical work for the Vietnamese Fatherland Front agency?

What requirements need to be met when registering and issuing documents in clerical work for the Vietnamese Fatherland Front agency?

Pursuant to the provisions of subsection 1, Section III of Guidance 14-HD/VPTW in 2022, regulations on document registration go as follows:

a) Officially promulgated documents, the letter of the agency performing the work giving the document number, date, month and year of the document issuance; the number of outgoing documents is recorded continuously from number 01 for each type of document in a term of each agency or organization; number of paper documents must be consistent with electronic documents.

b) The document registration must be complete and accurate with the necessary information of the document.

c) The document to be registered on the system must be printed on paper ensuring all information according to the form of the Register of outgoing documents.

(Appendix 1 - Registration form for outgoing documents)

According to this Article, the official documents promulgated, the letter of the agency performing the work for the number of documents, date, month and year of the document promulgation; the number of outgoing documents is recorded continuously from number 01 for each type of document in a term of each agency or organization; number of paper documents must be consistent with electronic documents. At the same time, the document registration ensures the completeness and accuracy of the necessary information of the document in Vietnam.

What is documents release in Vietnam?

Pursuant to the provisions of subsection 2, Section III of Guidance 14-HD/VPTW in 2022, regulations on the issuance of documents in clerical work are as follows:

Release the documents 

a) After being signed by a competent person, the agency's document must complete the procedures and issue it on the day such document is signed, at the latest in the next working day; duplicating in the right quantity, and distributing exactly according to the place of receipt of documents. Documents with indications of urgency must be carried out the issuance procedures immediately after the competent person signs the document.

- Issuing an electronic document (with digital signature of the competent person): The letter of the agency checks the validity of the digital signature of the competent person by certifying the digital signature; perform digital signatures of agencies and organizations on electronic documents; update input fields of outgoing document management data, digitally signed electronic documents into the system; forward digitally signed electronic documents to the address of the recipient. Types of electronic documents that are digitally signed for release on the system are electronic documents with non-confidential content. Leaders of agencies and organizations shall specify types of digitally signed electronic documents of agencies and organizations.

- In case of issuing a paper document from a digitally signed electronic document of an authorized person: The agency's letter shall check the validity of the digital signature by certifying the digital signature; print the entire document on paper, seal the agency or organization to create the original of the paper document and distribute the document.

- In case of issuing electronic documents from the issued paper documents: The agency's letter digitizes the paper document (with the hand signature of the competent person and the seal of the agency or organization) into a document; digital signature of the agency or organization in the top right corner of the first page of an electronic document file digitized from a paper document; update input fields of outgoing document management data and digitized electronic documents into the system; send electronic documents to their destination over a computer network.

b) The online publication of documents must comply with current regulations.

Thus, for the issuance of documents to go in the clerical work of the Vietnamese Fatherland Front agency, it is necessary to ensure the requirements and conditions as specified above.

What are regulations on saving documents in clerical work in Vietnam? 

Pursuant to the provisions of subsection 3, Section III of Guidance 14-HD/VPTW in 2022, regulations on saving documents in clerical work are as follows:

a) For paper documents: The original documents are kept at the agency's office and stamped immediately after issuance, arranged in the order of registration of each type of document. The original document, the leadership's instructions and documents accompanying the draft are kept in the work file.

b) For electronic documents: Electronic documents are stored on the system. If you need to save a paper copy from an electronic document, do the following:

- In case the electronic document has not been digitally signed by the competent person: The letter of inspection and completion of the document format; print and submit a paper copy directly to an authorized person; stamped by the agency or organization and saved according to regulations.

- In case of digitally signed electronic documents of the competent person: The document checks the validity of the digital signature by certifying the digital signature; print digitally signed electronic documents of authorized persons on paper; stamped by the agency or organization and saved according to regulations.

- In case an electronic document has been digitally signed by an authorized person and digitally signed by an agency or organization: The letter will print the original electronic document on paper and make a copy of the document to save according to regulations.

- For documents that are translated into foreign languages ​​or ethnic minority languages, when saving documents, agency documents must save the translation into foreign languages ​​or ethnic minority languages ​​together with the original Vietnamese.

Thus, for the work of saving documents, it is necessary to rely on the form of documents, which are paper documents or electronic documents, which is appropriate.

Best regards!