Instruction on sealing and archiving the adoption register in Vietnam

Instruction on sealing and archiving the adoption register in Vietnam (Internet image)

Pursuant to Article 8 of Circular 12/2011/TT-BTP, the methods for sealing and storing the Adoption Register in Vietnam are prescribed as follows:

1. The registration year for adoptions starts from January 01 and ends on December 31 of that year. At the end of the registration year, a statistical summary of the total number of adoption events registered during the year must be conducted. If the Register is to be used for the subsequent year, a statistical summary of the total number of adoption events registered in that year must also be performed upon fully using the Register.

After summarizing the total number of adoption events registered as guided in Clause 1 of this Article, the executor must record the total number of registered adoption events on an adjacent blank page in the Register; the representative of the adoption registration agency must sign and affix the seal.

2. The Adoption Register must be archived and preserved for long-term use, serving the needs of the populace and State management activities.

- Adoption registration at the communal People's Committee must be registered in 02 books (dual registration), with 01 book kept at the communal People’s Committee where the adoption was registered, and 01 book transferred to the district People’s Committee.

- Adoption registration at a Vietnamese representative office abroad must be registered in 02 books (dual registration), with 01 book kept at the Vietnamese representative office abroad where the adoption was registered, and 01 book transferred to the Ministry of Foreign Affairs of Vietnam.

- For adoption registration at the provincial People’s Committee, the Department of Justice shall only register in 01 book to be kept at the Department of Justice.

3. The communal People’s Committee, Department of Justice, and Vietnamese representative office abroad are responsible for archiving, preserving, and utilizing the Adoption Register in compliance with the law on archives and the law on adoption registration and management; implementing measures to prevent floods, fires, explosions, moisture, and termites to ensure the safety of archival documents.

Officials responsible for adoption registration should thoroughly study the "Usage Instructions" section in the Adoption Register to perform dutifully, accurately, and uniformly.

More details can be found in Circular 12/2011/TT-BTP, which takes effect in Vietnam from August 15, 2011.

Thuy Tram

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