Decentralization of accounts on the document management system of the Ministry of Transport in Vietnam

Decentralization of accounts on the document management system of the Ministry of Transport in Vietnam
Trần Thanh Rin

How are accounts on the document management system of the Ministry of Transport of Vietnam decentralized? – Quynh Anh (Khanh Hoa)

Decentralization of accounts on the document management system of the Ministry of Transport in Vietnam

Decentralization of accounts on the document management system of the Ministry of Transport in Vietnam (Internet image) 

Regarding this issue, LawNet would like to answer as follows:

What is the document management system of the Ministry of Transport under the law in Vietnam?

The document management system of the Ministry of Transport is an information system (hardware, software, database, etc.) built to support the computerization of management tasks, document processing, work file management, and monitoring of the progress of work within the Ministry of Transport in a network environment.

(Clause 2 of Article 3 of the Regulations promulgated together with Decision 94/QD-BGTVT in 2024)

Decentralization of accounts on the document management system of the Ministry of Transport in Vietnam

Specifically, user accounts on the document management system of the Ministry of Transport are set up with the following main permission groups:

(1) Ministry leaders

- Process and transfer documents to individuals.

- Give comments and approve documents submitted for signature.

- Look up incoming documents and outgoing documents that have been assigned numbers from the Ministry.

- Manage personal work records.

- Update personal work schedules; check the Ministry's working schedule.

(2) Unit leaders

- Process and transfer documents to individuals.

- Give comments and approve documents submitted for signature.

- Issue numbers and issue outgoing documents for the unit (for Department Leaders).

- Look up all incoming and outgoing documents (including unreleased drafts) for the unit.

- Look up incoming documents and outgoing documents that have been assigned numbers from the Ministry according to search conditions.

- Manage personal work records.

- Update personal work schedules; check the working schedules of the Ministry and units.

(3) Chief of the Ministry Office

- Rights of unit leaders.

- Transfer documents to the Ministry that have been assigned numbers to Ministry leaders and units in the system.

(4) General Specialist of the Ministry Office

- Review documents submitted to Ministry leaders for signature.

- Transfer documents to the Ministry that have been assigned numbers to the Ministry's leaders and units in the system (in cases authorized by the Chief of the Ministry's Office).

- Look up all incoming and outgoing documents for the Ministry.

- View the Ministry's working schedule.

(5) Departmental leaders (for units with departmental levels, divisions...)

- Process and transfer documents to individuals.

- Create drafts, comment on documents for signatures.

- Look up all incoming and outgoing documents that have been assigned unit numbers.

- Look up incoming documents and outgoing documents that have been assigned numbers from the Ministry according to search conditions.

- Manage personal work records.

- View working schedules of ministries and units.

(5) Specialist

- Handling documents for individuals.

- Create drafts and comment on documents for signatures.

- Look up all incoming and outgoing documents that have been assigned unit numbers.

- Look up incoming documents and outgoing documents that have been assigned numbers from the Ministry according to search conditions.

- Manage personal work records.

- View working schedules of ministries and units.

(6) Ministry archives

- Issue numbers and transfer documents to the Ministry for processing.

- Issue numbers and issue outgoing documents for the Ministry.

- Look up all incoming and outgoing documents for the Ministry.

- View the Ministry's working schedule.

(7) Unit archives

- Issue numbers, transfer document processing to units (for units with clerical departments).

- Issue numbers and issue outgoing documents for the unit.

- Look up all incoming and outgoing documents for the unit.

- Look up incoming documents and outgoing documents that have been assigned numbers from the Ministry according to search conditions.

- View working schedules of ministries and units.

(Article 8 of the Regulations promulgated together with Decision 94/QD-BGTVT in 2024)

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