Regulations on mamagement of land document in paper form in Vietnam

Regulations on mamagement of land document in paper form in Vietnam (Illustrative Image)

Circular 31/2013/TT-BTNMT stipulates the process for managing paper land documents. Specifically, as follows:

Step 1: Preparation Work

- Develop a plan for document adjustment;- Receive and transport documents to the adjustment location; perform preliminary cleaning of documents;- Draft operational manuals for document adjustment (implementation plan; history of the unit creating the document set, document set history; guidelines for determining document value; classification and file creation guidelines).

Step 2: Conduct Document Adjustment

- Classify documents according to the file creation classification guidelines;

- Create or edit and finalize files, combining with value determination, including:

- Create files for loose documents;- Edit and finalize files for documents that have preliminary files but do not meet the requirements.

- Index information sheets (for specific documents such as land allocation files, land lease files, land recovery files, registration for land use right certificates, home ownership certificates, and other property attached to the land; registration of changes in land use when indexing information sheets, in addition to the fields specified by archives, must include the following fields: user's full name, plot number, map sheet number, area, land type, certificate number, decision number, issuance date, file type);

- Inspect and edit file creation and information sheet indexing;

- Systematize the information sheets according to the classification plan and systematize the documents according to the information sheets;

- File indexing, including:

- Arrange files following guidelines;- Number the pages for documents preserved for 20 years or more;- Enter the document contents into the index;- Print the index, attach it to the file cover;- Write the file cover and closing certificate.

- Inspect and edit file indexing (if it does not meet the requirements, revise and finalize);

- Clean, remove clips, flatten documents, place them in file covers, and officially number the file covers;

- Arrange files into boxes (folders) and write and label the boxes;

- Transport files to the archive, place them on shelves, and hand over and receive documents into the archive;

- Enter the information sheets into the database and check the data entry of the information sheets;

- Create the file index, including:

- Write the introduction;- Compile the file index table;- Print the index, replicate (print from the database, 03 copies);- Bind the index book (03 copies).

Step 3: Finalize Adjustment

- Finalize and hand over the document set files;- Write the summary report.

Details can be found at Circular 31/2013/TT-BTNMT, effective from December 9, 2013.

Ty Na

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