Regulations on storage of inspection documents and data in Vietnam

Regulations on storage of inspection documents and data in Vietnam (Internet image)

1. What are motor vehicle inspection documents?

According to Clauses 1 and 9, Article 3 of Circular 16/2021/TT-BGTVT, then:

- Technical safety and environmental protection inspection of motor vehicle refers to the first-time and periodic inspection and assessment of technical safety and environmental protection of motor vehicles according to regulations and standards.

- Inspection documents consist of documents recording results of each inspection.

2. Regulations on storage of inspection documents and data in Vietnam

2.1 Storage of inspection documents and data in Vietnam

The storage of inspection records and data is specified in Article 12 of Circular 16/2021/TT-BGTVT as follows:

Register authority must manage and store vehicle dossiers, inspection documents, and inspection data. Documents must be stored adequately, properly, and in a manner that allows easy monitor and examination.

* Vehicle dossiers

Vehicle dossiers are printed and arranged into separate sets based on number of vehicle dossiers.

Vehicle dossiers consist of:

- Record for vehicle dossier preparation;

- Documents under Point b Clause 1 Article 6 of Circular 16/2021/TT-BGTVT;

- Certificate of technical safety and environmental protection for renovated motor vehicles (for renovated motor vehicles);

- Photos of motor vehicle appearance according to Point d Clause 1 Article 8 of Circular 16/2021/TT-BGTVT (including cases where renovated motor vehicles alter technical specifications and/or overall appearance);

- Copies of first Certificate of inspection after producing vehicle dossiers or after altering technical specifications;

- Copies of vehicle registration documents for first-time inspection when producing vehicle dossiers or after changing vehicle registration;

- Documents relating to revision of administration information and technical specifications during use of motor vehicles (if any).

- Documents relating to verifying conformity on the basis of data on vehicle registration or vehicle registration authority for motor vehicles requiring verification as per the law.

* Inspection documents

Inspection documents of each motor vehicle shall be arranged into separate sets based on number of notice for document tracking and stored by each day together with copies of notice on daily assignment, prints of reports on daily inspection results.

Inspection documents consist of:

- Notice for document tracking, inspection records; for cases where re-inspection is conducted within the working day, inspection records shall be kept in the same inspection documents;

- Copies of: documents on vehicle registration, Certificate of inspection, seals of inspection issued anew for motor vehicles.

Cases where seals of inspection are not issued, store templates of seals of inspection;

- Documents relating to revision of vehicle dossiers for vehicle dossiers not under their management;

- Copies of inspection results of tracking devices, surveillance cameras via website;

- Copies of photographs of cargo bays; photographs of passenger compartment from the front of the vehicle and from the rear of the vehicle in case of passenger automobiles with more than 9 seats (including driver’s seat).

Inspection data shall be stored at register authority and on database of inspection management program at Vietnam Register.

2.2 Time and location of storage motor vehicle inspection in Vietnam

Clause 6, Article 12 of Circular 16/2021/TT-BGTVT stipulates the time and location of storage as follows:

- Vehicle dossiers and logs for management and issuance during preparation of vehicle dossiers: stored at register authority that produces vehicle dossiers throughout use period of motor vehicles.

Vehicles that have expired their useful life shall be disposed after 3 years (36 months) from the expiry date.

- Inspection documents and logs for management and issuance during inspection; photos of motor vehicles entering into inspection: stored at register authority that conducts inspection and disposed after 3 years (36 months) from date of inspection.

- Motor vehicles entering into inspection must be recorded throughout inspection process on inspection lines and storage period at register authority.

IP surveillance camera footage during inspection period at inspection lines must be stored at register authority using video format for at least 30 days from the date of inspection.

- Photos of motor vehicles entering into inspection according to Clause 7 Article 7 of Circular 16/2021/TT-BGTVT must be stored under .JPEG format and classified by date of inspection within 3 years (36 months) from the date of inspection.

Van Trong

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