Regulations on photocopying documents to convert them into electronic forms in Vietnam

Regulations on photocopying documents to convert them into electronic forms in Vietnam (Internet image) 

Regarding this matter, LawNet would like to answer as follows: 

1. Regulations on photocopying documents to convert them into electronic forms in Vietnam

According to Article 8 of Circular 01/2023/TT-VPCP, the photocopying documents to convert them into electronic forms in Vietnam is regulated as follows:

- The person who performs digitization shall photocopy each type of documents to convert them into electronic documents and put his/her granted personal digital signature to the electronic documents before moving to data extraction. When adding the digital signature, information including the name of the person who prepared the photocopy, photocopy time and position of the digital signature must be shown on the top left corner of the first page of the photocopy.

- The following requirements must be satisfied when making photocopies:

+ The number of originals must be determined according to the number of photocopies to ensure that all originals must be digitized;

+ The entire document must be involved, and photocopies must be accurate, complete and sufficient when comparing to originals;

+ The number of pictures in photocopies must be equal to the number of the physical pages and arranged in the correct order;

+ For pages with notes, two photocopies shall be made, including one with a note on the document and another with note removed;

+ The data integrity must be ensured during the process of transfer;

+ Technical parameters of photocopies must satisfy standards for input data of database on archive documents in Circular 02/2019/TT-BNV of the Ministry of Domestic Affairs on standards of input data and requirements of electronic archive document preservation.

- Documents of which photocopies used to convert into electronic forms are not required:

+ Documents submitted to follow administrative procedures by electronic means;

+ Documents specified in Clause 2 Article 4 of Circular 01/2023/TT-VPCP;

2. Documents to be digitized in Vietnam

Documents to be digitized are specified in Article 4 of Circular 01/2023/TT-VPCP as follows:

- Documents submitted by organizations and individuals submit to complete administrative procedures, including the following types:

+ Documents which are administrative procedure results given previously;

+ Documents to be digitized as prescribed by relevant laws;

+ Documents that need digitization at the request of managers and classified in Decisions of the Minister, Heads of ministerial agencies, Governmental agencies, Presidents of the provincial People’s Committees;

+ Documents other than those prescribed in Points a, b and c of Clause 1 of Article 4 of Circular 01/2023/TT-VPCP and are digitized at the request of organizations and individuals during administrative processes.

The above-mentioned documents shall be submitted as originals, certified true electronic copies extracted from the master register, certified true electronic copies of originals; electronic photocopies with originals to be compared during administrative processes.

- Results of verification and response to agencies and units participating during administrative processes, unless otherwise provided for by specialized laws.

- Administrative procedure results which are still effective as prescribed in Article 25 of Decree 45/2020/ND-CP.

- The following documents shall not be digitized:

+ Documents which have been shared in the form of data by national database, specialized database, National Public Service Portal and Ministerial and provincial administrative procedure information systems and have legal values;

+ Documents which are photocopies and certified true photocopies, except for electronic certified true copies of originals according to the regulations in Clause 1 of Article 4 of Circular 01/2023/TT-VPCP;

+ Documents that only need to be presented when submitting administrative procedure dossiers;

+ Other classified documents according to regulations of law.

Nguyen Ngoc Que Anh

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