Consular Department, Ho Chi Minh City Department of Foreign Affairs: What consular documents are prepared and stored?

To be specific, in Clause 1, Article 14 of Circular 02/2020/TT-BNG, it is stipulated that the Consular Department, the Department of Foreign Affairs of Ho Chi Minh City, and the Representative Agency must establish and store the following two (02) types of files:

Illustrative image (source: internet)

First, principle files: include regulatory documents, related international treaties, files and documents related to the establishment of consular agencies of Vietnam and foreign countries (for foreign consular agencies in Vietnam), official dispatches, telegrams, guiding documents, instructions and management of consular work by the Ministry of Foreign Affairs and the Consular Department. Officers directly involved in consular work are allowed to study and apply the regulations in these documents to their consular work implementation.

Second, consular document issuance files: are stored according to each type of work, procedure, and the chronology of resolution.

The composition of the stored files includes the files submitted by the petitioner or photocopies after the consular officer has compared and returned the originals, documents serving as a basis for issuance according to the regulations of each procedure, and other documents related to file resolution; In cases of passport renewal, the files must clearly state the old passport number or include a copy of the old passport.

The Consular Department, the Department of Foreign Affairs of Ho Chi Minh City, the Representative Agency appoint staff to store and preserve consular files, various types of records for each type of consular work; manage, archive, and backup electronic data from software used in issuing consular documents with permanent retention.

For more related regulations, refer to Circular 02/2020/TT-BNG, effective from April 1, 2020.

Thu Ba

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