Hanoi-Vietnam: Forms of copies of administrative documents of the Ministry of Education and Training

Hanoi-Vietnam: Forms of copies of administrative documents of the Ministry of Education and Training (Image from the Internet)

On November 08, 2023, the Vietnam Ministry of Education and Training issued Decision 3666/QD-BGDDT on the Regulation of archives and clerical work of the Ministry of Education and Training.

1. Forms of copies of administrative documents of the Ministry of Education and Training

(1) Certified Truep Coy includes Certified true copy from physical document to physical document, Certified true copy from electronic document to physical document, and Certified true copy from physical document to electronic document.

- Certified true copy from physical document to physical document is done by copying from the original or main physical document to paper.

- Certified true copy from electronic document to physical document is done by printing from the original electronic document to paper.

- Certified true copy from physical document to electronic document is done by digitizing the physical document and applying the digital signature of the agency, or organization.

(2) Extract Copy

- Extract Copy includes: Extract from physical document to physical document, extract from physical document to electronic document, extract from electronic document to physical document.

- Extract Copy is done by printing or copying from the certified true copy.

(3) Excerpt Copy

- Excerpt Copy includes Excerpt from physical document to physical document, excerpt from physical document to electronic document, excerpt from electronic document to electronic document, excerpt from electronic document to physical document.

- The Excerpt Copy is done by re-establishing the full format and content of the document to be excerpted.

(4) The format and technical presentation of a certified true copy, extract copy and excerpt copy shall be implemented according to Appendix I of Decision 3666/QD-BGDDT in 2023.

(Article 33 of the Regulation issued with Decision 3666/QD-BGDDT in 2023)

2. Legal validity of copies of administrative documents of the Ministry of Education and Training

Certified true copies, extract copies, and excerpt copies implemented according to the Regulation issued with Decision 3666/QD-BGDDT in 2023 have the same legal validity as the originals.

(Article 34 of the Regulation issued with Decision 3666/QD-BGDDT in 2023)

3. Authority for copying administrative documents of the Ministry of Education and Training

- The Chief of Office decides the copying of documents issued by the Ministry of Education and Training, documents from other agencies and organizations, and signs the copies of documents.

- The heads of units under point b, clause 1, Article 3 decide the copying of documents issued by their units.

- The copying and photographing of documents and items containing state secrets shall be conducted according to the regulations on the protection of state secrets.

(Article 35 of the Regulation issued with Decision 3666/QD-BGDDT in 2023)

4. Format and technical presentation of copies of administrative documents of the Ministry of Education and Training

4.1 Electronic copy

- Type of copy

"certified true copy" or "Extract Copy" or "Excerpt Copy".

- Standards for digitized documents

+ Portable Document Format (.pdf), version 1.4 or higher.

+ Color image.

+ Minimum resolution: 200 dpi.

+ Digitization ratio: 100%.

- Form of digital signature of the Ministry of Education and Training on electronic format copies

+ Position: Top right corner, first page of the document, presented in box number 14, section IV, part I of this appendix.

+ Image of the digital signature of the Ministry of Education and Training: Not displayed.

+ Information: Type of copy, name of the Ministry of Education and Training, signing time (date/month/year; hour/minute/second; Vietnam time zone according to ISO 8601) presented in Times New Roman font, lowercase, upright style, font size 10, black color.

4.2 Physical copy

- Format of physical copy

+ Type of copy: "certified true copy" or "Extract Copy" or "Excerpt Copy".

+ Name of the Ministry of Education and Training.

+ Number, registration number of the copy including registration order number (jointly numbered for all types of copies done by the Ministry of Education and Training) and abbreviation of the type of copy according to the abbreviation table and presentation sample of documents, copies of documents in section I of appendix III of Decision 3666/QD-BGDDT in 2023. The number is recorded using Arabic numerals, starting from number 01 on January 1 and ending on December 31 every year.

+ Location and time of copying the document.

+ Position, full name, and signature of the authorized person to copy the document.

+ Seal of the Ministry of Education and Training, copying unit.

+ Recipient.

- Technical presentation of a physical copy

+ The form elements of the copy are presented on the same sheet of paper (A4 size), immediately after the last part of the document to be copied under a continuous line extending the full width of the document presentation area.

+ Phrases "certified true copy", "Extract Copy", and "Excerpt Copy" are presented in all caps, font size 14, upright, bold.

+ Font size, font style of the name of the Ministry of Education and Training, copying unit; number, registration number of the copy; location and time of copying the document; position, full name, and signature of the authorized person; seal of the Ministry of Education and Training, copying unit and recipient presented according to the guidance of the form elements of the document at clauses 2, 3, 4, 7, 8, 9 section II part I of appendix I of Decision 3666/QD-BGDDT in 2023.

+ Sample presentation of physical copy illustrated in appendix III of Decision 3666/QD-BGDDT in 2023.

- Layout of the form elements of a physical copy

+ Presentation positions of the form elements:

+ Diagram

(Section II Appendix I of the Regulation issued with Decision 3666/QD-BGDDT

More details can be found in Decision 3666/QD-BGDDT which took effect from the date of signing and replaced Decision 1414/QD-BGDDT in 2020; Decision 888/QD-BGDDT in 2022; Decision 388/QD-BGDDT in 2019.

Ho Quoc Tuan

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