Responsibility for storing electronic administrative procedure records in Vietnam

Responsibility for storing electronic administrative procedure records in Vietnam (Internet image) 

Responsibility for storing electronic administrative procedure records in Vietnam

Content mentioned in Circular 13/2023/TT-BNV guiding the storage of electronic administrative procedure records issued by the Minister of Home Affairs.

Responsibility for storing electronic administrative procedure records is prescribed as follows:

- Heads of agencies and organizations, within the scope of their duties and powers, are responsible for applying measures to improve efficiency in documenting, collecting, managing, preserving, and using electronic administrative procedure records.

- The person handling electronic administrative procedure documents is responsible for preparing and submitting electronic administrative procedure documents to the agency Archives in accordance with regulations.

- The archivist is responsible for:

+ Help heads of agencies and organizations guide the submission and filing of electronic administrative procedures.

+ Collect, determine document value, make statistics, preserve, and organize the use of electronic administrative procedure records.

+ Submit electronic administrative procedure documents with permanent preservation value to the list of documents submitted to the Historical Archives.

+ Organize the destruction of invalid electronic administrative procedure records according to the provisions of the law and according to the decision of the head of the agency or organization.

Use of electronic administrative procedure records at the Agency Archives in Vietnam

Electronic administrative procedure records are used to resolve administrative procedures and serve other legitimate needs of agencies, organizations, and individuals according to the provisions of the law.

Filed electronic administrative procedure records must be used online through the Electronic Document Management System and Information System for handling administrative procedures at ministerial and provincial levels.

Archiving agencies are responsible for the exploitation and use of electronic administrative procedure records submitted in accordance with the provisions of the Law on Archives 2011 and relevant legal documents.

The electronic document management system at the Agency Archives must ensure features that allow data to be extracted from electronic administrative procedure records in the form of electronic documents according to the format prescribed in Clause 2, Article 4 of Circular 13/2023/TT-BNV, or print out paper documents to serve administrative procedures.

“Article 4. Format of electronic administrative procedure documents submitted

…

2. For administrative procedure records created electronically

a) Administrative documents: .PDF format, version 1.4 or higher; Documents issued by agencies and organizations ensure compliance with the provisions of Decree No. 30/2020/ND-CP dated March 5, 2020 of the Government on clerical work; Documents of individuals and businesses must be digitally signed in accordance with the law on electronic transactions.

b) Other documents as prescribed by specialized laws.

…”

Circular 13/2023/TT-BNV takes effect on October 15, 2023

If the legal documents cited in Circular 13/2023/TT-BNV are amended, supplemented, or replaced by other legal documents, comply with the provisions of the amended, supplemented, or replaced documents.

Ministers, Heads of ministerial-level agencies, Heads of Government agencies, Chairmen of People's Committees of provinces and centrally-run cities and agencies, organizations, businesses, and relevant individuals are responsible for implementing Circular 13/2023/TT-BNV.

During the implementation process, if there are any problems, agencies, organizations, businesses, and individuals are requested to report them to the Ministry of Home Affairs for guidance, consideration, and resolution.

Duong Chau Thanh

>> CLICK HERE TO READ THIS ARTICLE IN VIETNAMESE