Use of seals of the Fatherland Front and socio-political organizations in Vietnam

Use of seals of the Fatherland Front and socio-political organizations in Vietnam (Internet image)

On December 13, 2022, the Office of the Central Executive Committee issued the Instructions 14-HD/VPTW in 2022 on clerical work in agencies of the Vietnam Fatherland Front and socio-political organizations.

1. Seal management of the Fatherland Front and socio-political organizations in Vietnam

- Heads of agencies or organizations shall manage and inspect the management and use of seals and secret key storage devices, promulgate regulations, and assign the agency's secretariat to preserve and use the seal and device to store the secret key of the agency or organization according to the regulations.

- The chief of the office reports to the agency's head for organizing the management and use of the seal and secret key storage device, as well as inspecting the preservation and use of seals and devices for storing secret keys of agencies and organizations on a regular basis.

- The head of the unit is responsible for managing and inspecting the preservation and use of his or her unit's seal and secret key storage device (if any); and periodically checking the preservation and use of seals and secret key storage devices in the unit.

- Responsible agency's letter:

+ Safely preserving and using seals and devices to store secret keys at the offices of agencies or organizations

+ The handover of seals and devices for storing secret keys of agencies or organizations to other persons shall be done only with the written consent of competent persons, and a handover record must be made. The minutes must be fully signed by the deliverer, recipient, and authorized person.

- Individuals are responsible for the safe preservation of the device storing the private secret key.

In cases of job transfer, retirement, etc., the individual is responsible for notifying the direct management agency or organization one month in advance to withdraw the device and store the secret key as prescribed.

2. Use of seals of the Fatherland Front and socio-political organizations in Vietnam

- Prior to stamping, the agency's document must check the format, signing authority, and number of copies of the document, as well as compare the signature in the document to the registered sample signature.

- The official letter of the agency directly stamps the document issued by the agency or organization and a copy of the document; only stamp the document signed by the authorized person.

- The stamp must be neat, clear, and correct; use the proper red ink according to regulations; and cover approximately one-third of the authorized person's signature to the left.

- The hanging stamp, border seal, and embossed seal on the document shall be prescribed by the head of the agency or organization. The stamping on documents attached to the main document or appendix is decided by the person signing the document. A hanging stamp is affixed to the first page, partially covering the name of the agency, organization, or title of the appendix. The border seal is stamped in the middle of the right edge of the document or the document's appendix, covering a part of the sheets of paper; each stamp can seal up to 5 sheets of text.

3. Forms of copying documents in the Fatherland Front and socio-political organizations in Vietnam

(1) Certified true copy include:

- Copying from paper documents to paper documents is done by capturing from the original or the original of the paper to paper document.

- Copying from electronic documents to paper documents is done by printing from the original electronic documents to paper.

- Copying from paper documents to electronic documents is done by digitizing paper documents and signing them digitally for agencies and organizations.

(2) Exemplified copy includes:

- Copying includes: Copying from a paper document to another paper document, copying from a paper document to an electronic document, and copying from an electronic document to a paper document.

- Copying is done by printing, taking from duplicate copies.

(3) Extract:

- Star quotes include:
Extract copies from paper documents to paper documents; extract copies from paper documents to electronic documents; extract copies from electronic documents to electronic documents; and extract copies from electronic documents to paper documents.

- Copying is done by recreating the full format and content of the text to be copied.

Diem My

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