Regulations on e-document management systems in Vietnam

Regulations on e-document management systems in Vietnam (Internet image)

1. Principles of building an e-document management system in Vietnam

According to Appendix IV issued together with Decree 30/2020/ND-CP, the principles for building an e-document management system are as follows:

- Ensure the management of documents and electronic records of agencies and organizations in accordance with regulations.

- Ensure safety and security of network information in accordance with current law.

- Ensure authorization for individuals to access the System.

- Ensure the authenticity and reliability of documents and data circulating in the System.

- Allow the verification and implementation of other professional requirements of responsible agencies, organizations, and individuals upon request.

2. General requirements when designing an e-document management system in Vietnam

According to Appendix IV issued together with Decree 30/2020/ND-CP, the general requirements when designing an e-document management system are as follows:

- Fully meet the processes and techniques of e-document management, electronic record creation and management, and specification data.

- Ability to integrate, communicate, and share information and data with other systems.

- Ability to systematize documents, records, statistics of text visits, records, and systems.

- Ensure authenticity, reliability, integrity, accessibility, and use of documents.

- Ensure that records are kept according to the preservation period.

- Ensure compliance with Vietnam's e-Government Architecture Framework.

- Ensure easy access and use.

- To allow digital signatures, check and authenticate digital signatures in accordance with the law.

3. Functional requirements of an e-document management system in Vietnam

The functional requirements of the e-document management system according to Appendix IV issued with Decree 30/2020/ND-CP are as follows:

- For document creation and tracking

+ Be allowed to create new documents and convert text formats.

+ Be allowed to attach text.

+ Be allowed to generate outgoing text identifiers.

+ Display the urgency of the text.

+ Be allowed to automatically assign numbers for outgoing documents and incoming numbers for incoming documents in the order and chronological order of the year.

+ To allow the receiver to automatically notify the sender that the text has been received.

+ To allow automatic updating of information fields 1.1, 1.2, 2, 4, 6, 10, 13.1 Section I Part II Appendix IV issued together with Decree 30/2020/ND-CP; information fields 1.1, 1.2, 2, 10, 12, 13, Section II, Part II, Appendix IV issued together with Decree 30/2020/ND-CP; Information field No. 1.1, 1.2, 9, 10, Section III, Part II, Appendix IV issued together with Decree 30/2020/ND-CP.

+ Notify the agency's secretariat when there is a duplicate of the document identifier or all three fields of information: number, symbol, and name of the agency or organization issuing the document.

+ Notification when there is new text.

+ Notify the status of receiving documents at the receiving agency or organization.

+ To allow statistics, monitoring, and urging the settlement of incoming documents.

+ To allow competent persons to distribute documents to, monitor, and urge units and individuals to settle documents on time.

+ To allow authorized persons to access, edit, and transfer draft documents.

+ To allow the sending agency or organization to know the document handling status of the receiving agency or organization.

- For connection and communication:

+ Ensure the connection and interconnection between the e-document management systems and the electronic archival document management system of the Historical Archive for agencies and organizations belonging to the depositing source.

+ Capable of operating on smart mobile devices in conditions ensuring information security.

+ Capable of connecting, interfacing, and integrating with other specialized systems being used at agencies and organizations.

- For information security:

+ Ensure information security levels as prescribed by law.

+ Ensure access rights for each file and document.

+ Warn of changes in access rights for each file and document in the System until they are confirmed by an authorized person.

- For the preparation and management of records:

+ Make sure to create a list of records in the system.

+ Make sure to generate code for each profile and automatically number the order of documents in the profile.

+ Link all documents and specification data with the same record code in the system to form a profile.

+ Ensure to link the information fields in the list of records for each profile with all documents and specification data in the dossier.

+ Make sure to link and compile all records for a particular account.

+ Be allowed to assign a document to many records created by many different accounts without duplicating.

+ Be allowed to export all documents and specification data of the profile to the formats (.pdf), (.xml) and ensure the chronological order of formation of documents and specification data of records.

- For the preservation and archiving of documents and records:

+ Save documents and information on the process of handling documents, including: instructions; distribution of documents to the competent person; draft documents of individuals assigned to draft; opinions of individuals and units concerned; direction of leaders;

Opinions for approval and responsibility for the content of the leader of the unit in charge of drafting; the authorized person's approval opinion is responsible for the format and technique of document presentation; access history and text view; and other effects on the text.

+ Allow automatic notification of dossiers that are due to be filed and stored in the agency's archive 30 days before the date of archiving, the agency notifies the list of dossiers to be submitted to the document handover unit.

+ Ensure that records are submitted to the agency archives, historical archives.

+ Ensure the integrity, reliability, and unchangingness of documents and records.

+ Ensure the ability to access and use records and documents according to the preservation period.

+ Ensure the ability to move records, documents, and specification data and change the text format when there is a change in technology.

+ Have ability to periodically and unexpectedly backup and restore data when there is a problem.

- For statistics, search, and text usage, records:

+ Be allowed statistics on the number of records, documents, and visits to each profile, text, and document.

+ Be allowed to provide statistics on the number of visits to the system at the request of managers and administrators.

Granting and controlling access to electronic records and archive specification data.

+ Be allowed to search for documents and records for all input fields of documents, records, and the contents of documents.

+ Be allowed to choose to display information fields for documents and records in search results.

+ Be allowed to save and reuse search requests.

+ Be allowed to display search results in order.

+ Be allowed to output search results to popular text file formats: (.doc), (.docx), and (.pdf).

+ Be allowed to download or print text, documents, and data specifications.

+ Be allowed to mark text, documents, and specification data printed from the System.

+ Save history of accessing and using documents.

- For the management of specification data:

+ Save specification data elements related to a specific document or record according to the preservation period.

+ Display all data specifications of a document, profile when requested by authorized users.

+ Be allowed to enter additional specification data for documents and records.

+ Save specification data of document, record, and system security control process.

+ Save and fix the association of a document with all related specification data elements.

- For the retrieval of documents:

+ Freeze outgoing documents and outgoing document specification data when there is an order to withdraw documents from agencies or organizations.

+ Cancel the incoming document and document specification data until there is an order to withdraw the document from the agency or organization issuing the document.

+ Save specification data of the text retrieval process.

Quoc Dat

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