Guidance on processing document and files online in Vietnam from October 23, 2024

Guidance on processing document and files online in Vietnam from October 23, 2024 (Image from the Internet)

1. Guidance on processing document and files online in Vietnam from October 23, 2024

According to the provisions of Clause 4, Article 9 of Decree 137/2024/ND-CP, the regulations on processing document and files online in Vietnam is carried out as follows:

- State agencies prioritize the comprehensive processing document and files online in Vietnam, except for documents and dossiers containing state secret content; documents and work dossiers are not simultaneously processed in both electronic and paper form unless required by law to have a paper version;

- The process of handling document and files online in Vietnam is designed to fit the requirements, functions, duties, and organizational structure of each agency, ensuring principles for monitoring, checking, and evaluating; at the same time, all stages in the process of handling documents and work dossiers (receiving documents, transferring for processing, dossier creation, seeking coordinated opinions, submitting through various levels of authority for approval, guidance from leadership at all levels, digital signing of documents, issuing documents...) must be conducted on the Document Management and Executive System;

- Information and data regarding the handling status and results of documents, work dossiers by ministries, central authorities, and local authorities as tasked by the Government of Vietnam, the Prime Minister of Vietnam, are synchronized with information systems serving the direction and administration of the Government of Vietnam, the Prime Minister of Vietnam through the National Document Interchange Platform to facilitate review, check, and evaluation according to authority;

- Electronic documents resulting from administrative procedures as regulated by law on performing administrative procedures in an electronic environment must be synchronized from the Document Management and Executive System with the Information System for administrative procedures at the ministry and provincial levels;

- The sending and receiving of electronic documents containing state secret content is executed following legal regulations on cryptography and state secret protection.

Additionally, the implementation of reporting policies in an electronic environment is performed following the provisions of Clause 3, Article 9 of Decree 137/2024/ND-CP as follows: State agencies are responsible for reviewing and standardizing reporting policies, building and developing information systems for reports according to the Government of Vietnam's regulations on reporting policies of state administrative agencies; implementing electronic reports for internal reporting policies; gradually transitioning to automatic, data-driven, real-time reports.

2. Online activities in Internal Administration in in Vietnam

Internal administration in an electronic environment includes the following main activities:

- Solving internal administrative procedures in an electronic environment across sectors such as: planning; strategy; human resources; finance - accounting; archival office; assets; emulation - reward; administration, synthesis, and other fields as prescribed by law or as decided by the head of the agency;

- Implementing reporting policies in an electronic environment;

- Handling document and files online in Vietnam;

- Organizing remote work and meetings in an electronic environment.

(According to Clause 1, Article 9 of Decree 137/2024/ND-CP)

More details can be found in Decree 137/2024/ND-CP which comes into force in Vietnam from October 23, 2024.

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