The seal is the component to confirm, ensure the accuracy and legal validity of documents. Therefore, the law stipulates that agencies and organizations in Vietnam are responsible for managing and using seals in documentary work in accordance with regulations.
Article table of contents
03 points to note on management and use of seals in records management in Vietnam (Illustration)
The management and use of seals in records management in Vietnam should take into account the following issues:
1. Governing law
In the past, the management and use of seals in clerical work in Vietnam was carried out in accordance with the law on management and use of seals and the provisions of Decree 110/2004/ND-CP. However, this Decree has been replaced by Decree 30/2020/ND-CP of the Government guiding the work of records management, effective from March 5, 2020.
At the same time, the management and use of seals in clerical work are also specified in this Decree.
2. Responsibility for seal management in Vietnam
According to the provisions of Article 32 of the Decree 30/2020/ND-CP, the head of an agency or organization shall assign the secretary of the agency to manage and use the seal of the agency or organization as prescribed. Therefore, the secretary of the agency shall be responsible for:
- Safekeeping and use of seals and equipment storing secret keys of agencies and organizations at their head offices in Vietnam;
- Only hand over the seals, equipment storing the secret keys of other agencies or organizations to other persons with the written permission of the competent persons.
- The handover of seals, equipment storing secret keys of agencies and organizations must be recorded in minutes;
- Must directly seal and digitally sign the documents issued by agencies and organizations in Vietnam and copies of the documents;
- Only the seal and digital signature of an agency or organization may be affixed to documents signed by competent persons and copies of such documents shall be made directly by the agency or organization.
3. The use of seals in Vietnam
The use of seals of agencies and organizations must meet the following specifications:
- The seal must be clear, short and true to direction and use the red ink as prescribed;
- When stamping on the signature, the seal must cover about 1/3 of the signature on the left side;
- Documents issued together with the main document or appendix: The seal is affixed on the front page, covering part of the name of the agency or organization in Vietnam or the appendix title;
- The affixing of the hanging seal, the affixing of the border seal, the affixing of the embossed seal on the paper document shall be prescribed by the head of the agency or organization in Vietnam;
- The hybrids are affixed to the middle of the right edge of the document or the appendix of the document, covering a part of the sheets of paper; each seal affixes up to 05 sheets of text.
- The agency documents should take note of the above provisions to promptly update the changes in the legal regulations on records management.
- Ensure the good implementation of the management and use of seals in clerical work at their agencies and organizations.
- Key word:
- Decree 30/2020/ND-CP of Vietnam
