Requirements for changing from paper documents to data messages in Vietnam from October 23, 2024

Requirements for changing from paper documents to data messages in Vietnam from October 23, 2024

Data messages converted from paper documents must meet the following requirements in Vietnam:

- The information in the data message must be ensured to maintain integrity as in the paper document;

- The information in the data message must be accessible and usable for reference;

- There must be a specific symbol confirming that the document has been converted from a paper document to a data message, including information about the agency, organization, or individual carrying out the conversion:

+ The information on the data message converted from the paper document includes a specific symbol in text indicating that the data message has been converted from the paper document and the time of conversion; information including the full name of the agency, organization, or individual conducting the conversion.

On the data message converted from the paper document, agencies, organizations, or individuals may choose to additionally display a quick response code (QR) or other form of encoding containing the above information to facilitate the retrieval and use of information through electronic means.

The content of the specific symbol indicating the data message has been converted from the paper document shall comply with relevant legal regulations.

+ In the case of conversion for the purpose of notarization, authentication, copying, transcription, the information on the data message shall be carried out in accordance with the law on notarization, authentication, and clerical work;

+ In the case of conversion of documents as a result of administrative procedure resolution, the specific symbol confirming the conversion from a paper document to an electronic version according to the provisions of point c, clause 3, Article 25 of Decree 45/2020/ND-CP shall be implemented in accordance with those provisions.

- In the case where the paper document is a license, certificate, diploma, confirmation document, or other approval document issued by a competent agency or organization, the conversion must meet the above requirements and must have the digital signature of the agency or organization performing the conversion, unless otherwise specified by law. The information system serving the conversion must have the functionality to convert from paper documents to data messages.

More details can be found in Decree 137/2024/ND-CP, which comes into force in Vietnam from October 23, 2024.

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