Guidelines for Drafting, Copying, Replicating, and Printing Documents and Materials Containing State Secrets

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Circular 04/2015/TT-TTCP stipulates the drafting, copying, and printing of documents and materials containing state secrets as follows:

- The drafting, typing, printing, and duplicating of confidential documents must be carried out in a secure location defined by the Head of the unit directly managing the confidential documents. In certain special cases, the drafting must be carried out on equipment systems that have been inspected and meet safety and security conditions.

- Heads of units shall assign individuals who meet the standards stipulated in Clause 1, Article 3 of this Circular to type, print, and duplicate confidential documents; not to hire external individuals to perform these tasks.

- When drafting text containing state secrets, the drafter must propose to the direct managing Head the level of confidentiality according to current law; the reviser and signatory of the document are responsible for deciding the confidentiality level, the number of copies to be issued, and the distribution scope. For materials containing state secrets (tapes, discs, films, etc.), they must be sealed, with a document specifying the name of the stored material and marked with the appropriate confidentiality level.

- When organizing consultation to draft documents containing state secrets with relevant agencies, organizations, or individuals, the drafting unit must clearly determine the scope and subjects, and stamp the necessary confidentiality level on the draft before sending it for consultation. Agencies, units, or individuals receiving the draft must manage and use the draft document according to the confidentiality level indicated.

- Individuals responsible for typing, printing, duplicating documents and materials containing state secrets are only allowed to print and duplicate the exact number of documents, affix the confidentiality stamp, the recall stamp (if necessary), page numbers, copy numbers, printing quantity, distribution scope, and the name of the person typing, printing, reviewing, or duplicating the document. For confidential materials duplicated in the form of tapes, discs, films, or recordings, they must be sealed and stamped with the confidentiality level, and the name of the duplicator must be clearly written on the sealed cover.

After typing, printing, duplicating, it is required to check and immediately destroy drafts (if not needed for storage), damaged copies, stencils, and carbon paper used for duplicating those documents, in the presence of the recipient or a security officer (if any); if typing by computer, data must be deleted immediately after completing the document printing, except in special cases where it is only stored until the document is issued.

Details can be found in Circular 04/2015/TT-TTCP, effective from September 15, 2015

Le Hai

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