Procedure for Inspection and Receipt of Land Documents

Circular 31/2013/TT-BTNMT specifically regulates the process of inspecting and receiving land documents as follows:

How is the process of inspecting and receiving land documents carried out? (Illustration)

Step 1: Preparation

- Develop a plan for receiving the documents (agreeing with the submitting unit on time, manpower, and method of delivery);- Guide the preparation of the list of documents to be submitted for archiving following State regulations.

Step 2: Inspecting the documents

- Inspect the quantity and current condition of the documents:

- Inspect paper documents, including: Quantity of documents compared to the list of submitted documents; Legal validity of the documents (approval signature, stamp, format...); Physical condition of the documents (torn, durability, ...);- Inspect digital documents, including: Quantity of disks compared to the submitted list (form, content, labels); Legal validity of the documents (authenticity, reliability, usability, appraisal reports, confirmation from the creating agency or the agency developing the document product, current regulations, specific regulations for products required to be archived such as project products, schemes...); Physical condition of the documents (disk quality and surface quality); Data quality (readability with the software that created the document, capacity, final version, technical requirements...); Content of the disk (name of the list, specifications, directory structure, number of files...); Temporarily label those disks without labels and file data directory, information on the disk.

- Prepare a handover record, submit for signing:

- Prepare the handover record, including: Draft the record; Revise and agree on the list of submitted documents.- Submit for signing and stamping, including: Submit for signing; Duplicate; Stamp.

Step 3: Storage

- Transport documents to the storage: Prepare the storage room; Prepare vehicles, materials for transporting the documents; Pack and bundle the documents; Transport documents to the storage; Arrange documents in the storage;- Register in the storage log.

For details, refer to Circular 31/2013/TT-BTNMT which is effective from December 9, 2013.

Ty Na

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