Vietnam: Eligible entities and procedures for extraction and use of archived documents of the Ministry of Transport

Vietnam: Eligible entities and procedures for extraction and use of archived documents of the Ministry of Transport (Illustrative photo)

Under Article 18 Circular 74/2014/TT-BGTVT amended by Circular 61/2018/TT-BGTVT, the eligible entities and procedures for extraction and use of archived documents of the Ministry of Transport of Vietnam are specified as follows:

1. Entities eligible for extraction and use of archived documents:

All organizations and individuals may extract and use archived documents for official duty and other legitimate personal needs.

2. Procedures for extraction and use of archived documents:

- When extracting files and documents from the agency's archive for official duty, the extractor must have the approval of the Head of the managing agency, unit, or Chief of Office.

- Agencies and units sending individuals to extract and use documents at other agencies' archives for official duty must have a written request or introduction letter from the agency or unit where they work.

- Organizations and individuals extracting and using documents for personal purposes must have a request form for using documents certified by the agency, organization where they work or study, or by the local government where they reside, along with their ID Card/Citizen ID Card or Passport.

3. Forms of document extraction:

- Reading documents on the spot.

- Certified copies of documents.

- Photocopying documents.

- Printing, and copying files for electronic archive documents.

- Borrowing documents (applicable only to personal files).

4. The agency's archive must create a Service Logbook for document extraction.

More details can be found in Circular 74/2014/TT-BGTVT issued on December 19, 2014.

Thuy Tram

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