What are regulations on management of inspection records at the record-making unit in Vietnam?

What are regulations on management of inspection records at the record-making unit in Vietnam?

Pursuant to Article 21 of the Regulations on preparation, management, and use of records to supervise the resolution of civil, marriage and family, business, trade, and labor cases in the People's Procuracy sector, issued together with Decision 264/QD-VKSTC 2022 regulates management of inspection records at the filing unit as follows:

1. The Director of the District People's Procuracy, the Head of the Provincial People's Procuracy, the Director of the Professional Institute of the Higher People's Procuracy, and the Director of the Professional Department of the Supreme People's Procuracy have responsibility for understanding the situation, inspecting, urging, and correcting the management of inspection records of civil servants in their unit.

2. No later than 30 days from the date of completion of the inspection of the resolution of civil cases, the civil servant managing the records shall review, rearrange documents, and number the documents in the records according to regulations; make a list of documents in the file; Write all information on the cover of the file and manage the file closely before the file is transferred to the archives department.

3. Civil servants managing inspection files must hand over the files when changing tasks, transferring jobs, taking leave or according to the decision of the competent person.

The handover of documents must be recorded in writing. In case the deliverer and recipient belong to the same unit, the handover record must be made in at least 02 copies, certified by the Head of the unit (01 copy for records; 01 copy kept at the office department of the unit or the Office of the Procuracy if the unit does not have an office department). In case the deliverer and recipient do not belong to the same unit, the handover record must be made in at least 03 copies, with confirmation from the Head of the handing unit and the receiving unit (01 copy kept in the file; 01 copy kept at the handing unit; 01 copy kept at the Office of the Procuracy).

4. In case the unit in charge of supervising the resolution of civil cases at the Procuracy at all levels is merged or separated, the Head of the merged or separated unit shall report to the Procurator of the Procuracy at that level for decision. Organize the management and storage of inspection records.

In case of dissolution or establishment of a new Procuracy, the Chief Procurator of the dissolved or newly established Procuracy shall report to the Head of the immediate superior Procuracy to organize the management and storage of procuracy records.

5. In case records or documents in the file are lost, damaged, exposed, or leaked information, civil servants must immediately report to the Head of the unit to organize tracing, take remedial measures and consider, report on handling responsibilities according to the provisions of law and the Industry.

What are regulations on management of inspection records at the record-making unit in Vietnam? (Image from the Internet)

What are regulations on inspection record keeping in Vietnam?

According to Article 23 of the Regulations on preparation, management, and use of records to supervise the resolution of civil, marriage and family, business, trade, and labor cases in the People's Procuracy sector, issued together with Decision 264/QD-VKSTC 2022 regulates the storage of inspection records as follows:

1. The Archives Department of the Office of the Supreme People's Procuracy stores records of supervision of the resolution of civil cases prepared or received by the Supreme People's Procuracy.

Office of the High People's Procuracy, Provincial People's Procuracy; The office work section of the district-level People's Procuracy stores records of supervision of the resolution of civil cases established or received by that Procuracy.

2. The preservation, protection, security, restoration, and destruction of records of supervision of the resolution of civil cases are carried out in accordance with the provisions of law and the Industry on record keeping.

What are regulations on use of inspection records in Vietnam?

In Article 24, Regulations on preparation, management, and use of records to supervise the resolution of civil, marriage and family, business, trade, and labor cases in the People's Procuracy sector, issued together with Decision 264/QD-VKSTC 2022 regulates use of inspection records as follows:

1. Records of supervision of the resolution of civil cases before being archived can only be used to perform the duties of civil servants and persons with authority over that civil case.

After being stored, the use, copying, and extraction of procuracy records must be approved by the Director of the Procuracy where the records are stored or the person authorized by the Procuracy Director.

2. When transferring procuracy files to the superior Procuracy upon request and when receiving them back, a record must be made and certified by the Heads of the units delivering and receiving the files.

3. Users of inspection records must ensure that the records are kept in their original state after use.

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