Steps to Implement Administrative Procedures in the Electronic Environment Applied from May 22, 2020

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Decree 45/2020/ND-CP stipulates that from May 22, 2020, steps for implementing administrative procedures in an electronic environment will apply. To be specific:

1. Account Registration

Registering an account to perform administrative procedures in an electronic environment is done at the National Public Service Portal, ministry- or provincial-level Public Service Portals, or by using electronic identities provided by identification organizations that are connected and integrated with the Electronic Identity Exchange Platform on the National Public Service Portal.

2. Sign In to the Account

Organizations or individuals access the National Public Service Portal or the ministry- or provincial-level Public Service Portals, sign in to their account, and perform user electronic authentication.

3. Prepare and Submit Electronic Administrative Procedure Documents

Organizations or individuals prepare electronic documents, declare electronic forms, and electronic declarations according to the requirements of the online public service system.

4. Request for Issuance of Legally Valid Electronic Copies

For documents and materials that have not been digitized, stored, connected, or shared with the National Public Service Portal, Public Service Portals, or the ministry- or provincial-level One-Stop Information Systems, based on need, organizations or individuals request that competent state agencies issue electronic copies by two methods: Request an electronic copy from the original book; or request authentication of electronic copies from original paper documents.

5. Procedure Reception and Resolution Process in an Electronic Environment

The National Public Service Portal or the ministry- or provincial-level Public Service Portals receive requests and conduct automatic technical checks. If the dossier is complete and technically adequate, an automatic confirmation is sent to the organization or individual, notifying them of the successful submission and the official receipt time of the dossier.

6. Modify or Supplement Electronic Procedure Documents

Organizations or individuals modify, add components to the dossier on the National Public Service Portal, or ministry- or provincial-level Public Service Portals as required by the competent agency.

7. Online Payment of Financial Obligations in Administrative Procedure Resolution

Organizations or individuals pay fees, charges, taxes, and other financial obligations (if any) in the resolution of administrative procedures through the online payment function on the National Public Service Portal, or ministry- or provincial-level Public Service Portals or by other methods prescribed by law.

8. Administrative Procedure Resolution Results

Competent authorities return the results of administrative procedure resolutions to organizations or individuals according to the provisions of the specialized legal documents, while simultaneously returning electronic versions of the procedure resolution results to organizations or individuals in the Data Management Repositories of the organizations or individuals. In cases where administrative procedures are carried out by proxy, the electronic record retention is carried out according to the proxy agreement.

9. Canceling the Validity of Electronic Administrative Procedure Results

When the results of the administrative procedures lose validity, the competent authority must mark and record the time, cancel the validity of the electronic administrative procedure results in the databases, information systems, and Data Management Repositories of the organizations or individuals, and notify the relevant agencies.

10. Data Management Repositories of Organizations or Individuals

Organizations or individuals having accounts for transactions on the National Public Service Portal, or the ministry- or provincial-level Public Service Portals are provided with a Data Management Repository at these portals.

11. Storage of Administrative Procedure Electronic Records and Results

The administrative procedure electronic records and results are stored according to the provisions of the specialized legal documents, suitable to the electronic storage environment and conditions and related laws on storage. The storage of electronic records and results has the same value as the storage of paper records and results.

12. Converting Electronic Administrative Procedure Records and Results to Paper Forms

Organizations or individuals can print electronic records and results generated by themselves and resolved by the competent administrative agencies. Competent authorities can also print electronic records and results managed by themselves from the information system for storage, comparison, or presenting to competent authorities for information verification or providing to organizations or individuals seeking information within the scope prescribed by law.

For details, see Decree 45/2020/ND-CP, effective from May 22, 2020.

Le Hai

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