Procedures for creating work dossiers within the Civil Judgment Execution System in Vietnam

Procedures for creating work dossiers within the Civil Judgment Execution System in Vietnam (Image from the internet)

On July 30, 2024, the Director General of the General Department of Civil Judgment Execution issued Decision 935/QD-TCTHADS on the Procedure for creating work dossiers within the Civil Judgment Execution System.

Procedures for creating work dossiers within the Civil Judgment Execution System in Vietnam

The making and management of work dossiers are carried out according to the following steps:

Step 1: Perform the opening of the work dossier

- Time to open the work dossier: The person assigned the task of resolving the work is responsible for opening the work dossier immediately after being assigned.

- Method of opening a paper dossier:

+ Display form: Use the work dossier cover designed and printed according to current standards announced by the competent authority.

+ Content on the dossier cover:

++ Dossier code;

++ Dossier title (brief, clear, summarizing the work content);

++ Start time of the dossier;

++ Dossier storage period.

- Method of opening an electronic dossier

+ Based on the agency's dossier list, the agency's Office or the person assigned the office work updates the dossier list for each unit’s and individual’s account on the document and administration system.

During the task execution process, individuals self-update and add other generated dossiers on the document and administration system.

+ The electronic dossier must be created synchronously during the management and administration process of the agency, organization on the document and administration system. The data input standards for the electronic dossier database comply with the legal regulations on clerical and archival work.

Step 2: Collect and update documents, materials into the dossier

- Time to collect and update documents, materials: After opening the dossier, the individual is responsible for collecting and updating all documents and materials formed during the process of monitoring and resolving the work into the dossier.

- Method and requirements for collecting and updating documents into the dossier:

+ Documents added to the dossier must be formed during the work resolution process, having contents suitable to the assigned tasks;

+ Documents in the dossier are arranged according to the timeline of the work implementation and must ensure the objective relationship between the documents;

+ Documents in the dossier must be originals, main copies; in case the originals, main copies are no longer available, they can be replaced with legal copies.

- For electronic dossiers, the individual assigned the task of resolving work updates the dossier on the document and administration system and adds documents, materials into the dossier according to data input standards.

In case the electronic dossier generates paper documents, the person creating the dossier is responsible for digitizing the paper documents and collecting, supplementing them into the electronic dossier. The paper documents are formed into a dossier according to the provisions in Clause 2, Article 5 of this Procedure. The content displayed on the paper dossier cover in this case must match the data input fields of the electronic dossier.

Step 3: Conclude the dossier

- Time to conclude the work dossier: The dossier concludes when the work has been resolved.

- Procedures for concluding a paper dossier:

The person creating the dossier is responsible for performing the following tasks:

+ Review and check the completeness of the documents in the dossier; continue to collect and supplement any missing documents into the dossier;

+ Complete and amend the dossier title to be appropriate (if necessary);

+ Number the pages with a pencil in the top right corner of each document page (in order from top to bottom) continuously from the first document to the last document for dossiers with a storage period of 05 years or more;

+ Write the document list for dossiers with a permanent storage period;

+ Write the conclusion certificate for all dossiers, including information: number of document pages in the dossier, number of document list pages in the dossier, status of documents in the dossier, date of dossier creation, name of the person creating the dossier.

- Procedures for concluding an electronic dossier:

The person creating the dossier is responsible for performing the following tasks:

+ Review all documents in the dossier and complete the dossier;

+ Number the pages, write the document list, and the conclusion certificate of the dossier using the functions of the document and administration system;

+ Export data of outgoing and incoming document management, document list in the dossier into PDF format and save the dossier.

Step 4: Submit the dossier to the Agency Archives

- Components of the dossier, documents submitted to the Agency Archives:

Components of the dossier, documents submitted to the Agency Archives include all dossiers and documents determined with a storage period of 05 years or more, except for the following types of dossiers and documents:

+ Principle dossiers used as a basis for monitoring, resolving work under each individual’s responsibility, kept by the individual and can be self-destroyed when the document expires;

+ Dossiers on unresolved work.

- Dossier submission period: Within 01 year from the end of the work, the person creating the work dossier must submit the dossier to the Agency Archives.

- Submission procedures

+ For paper dossiers

++ When submitting documents, 02 “List of Submitted Dossiers, Documents” and 02 “Dossier, Document Transfer Records” must be prepared. The unit/individual submitting the documents and the Agency Archives each keep 01 copy of each type.

++ Upon receiving the dossier, the Agency Archives checks and compares the actual documents with the dossier list and the dossier contents list; if any dossiers are missing or incomplete, the unit/individual is requested to continue supplementing and completing them.

+ For electronic dossiers

++ The individual, after concluding the dossier, must submit the electronic dossier to the Agency Archives on the document and administration system.

++ The Agency Archives is responsible for checking and receiving the dossier according to the list; correctly linking descriptive data with the dossiers; receiving and putting the dossiers into the electronic archival management systems; and performing backup data measures.

++ In case the electronic dossier has paper documents, documents on other media, and electronic documents, all are submitted to the Agency Archives.

More details can be found in Decision 935/QD-TCTHADS, which comes into force in Vietnam from July 30, 2024.

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