Allowed to submit copies of documents and present original documents for comparison during administrative procedures execution in Vietnam

Allowed to submit copies of documents and present original documents for comparison during administrative procedures execution in Vietnam​ (Image from the internet)

On November 30, 2024, the Office of the Government of Vietnam issued Official Dispatch 8835/VPCP-KSTT regarding rectifying the overuse of requests for authenticated copies from originals when performing administrative procedures.

Allowed to submit copies of documents and present original documents for comparison during administrative procedures execution in Vietnam

Considering the proposal of the Ministry of Justice of Vietnam in Report No. 459/BC-BTP dated November 13, 2024, about the overuse of requests for authenticated copies from originals when performing administrative procedures, the Office of the Government of Vietnam has the following opinions:

(1) Ministries, ministerial-level agencies, People's Committees of provinces and centrally run cities:

- Instruct affiliated agencies and organizations to strictly implement the provisions of Decree 23/2015/ND-CP dated February 16, 2015, of the Government of Vietnam on issuing copies from master registers, authenticating copies from originals, authenticating signatures, and notarizing contracts and transactions, ensuring that upon receipt of administrative procedure dossiers, organizations, and individuals are allowed to choose to submit document copies and present the original for comparison (when submitting or receiving results of administrative procedures);

The receiver of the dossier is responsible for self-checking, comparing, and is accountable for the accuracy of the copied documents against the original, not requiring organizations or individuals to submit copies from master registers or certified copies.

Inspections should be carried out to promptly detect and rectify any overuse of requests for documents, materials (including certified copies) not conformable.

- Direct affiliated agencies and organizations to intensify the implementation of administrative procedures in the electronic environment according to Decree 45/2020/ND-CP dated April 8, 2020, of the Government of Vietnam on performing administrative procedures in the electronic environment, to enhance the reception and use of electronic copies in resolving administrative procedures; intensify the digitization of dossiers and results of administrative procedures; deliver administrative procedure resolution results in electronic form.

Promote communication efforts so that organizations and individuals are aware of and request the authentication of electronic copies from originals according to the provisions of Decree 45/2020/ND-CP.

(2) Ministries and ministerial-level agencies:

- Urgently develop, upgrade, and connect national databases and sectoral databases as authorized to manage with the provincial-level administrative procedure resolution information system to share and reuse data in resolving administrative procedures.

- Continuously review legal documents within the scope of management that regulate administrative procedures requiring submission or presentation of authenticated documents and materials for amendment, supplementation, or propose modification or supplementation towards: minimizing the necessity to submit or present authenticated documents and materials; the state agency is responsible for exploiting information within the national population database, national databases, specialized databases, through the national identity application, sources files, digital results of administrative procedure resolved to replace the requirement for submitting paper documents when carrying out administrative procedures.

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