Guidance on receiving and handling paper judicial record dossiers to supplement documents in Vietnam

Guidance on receiving and handling paper judicial record dossiers to supplement documents in Vietnam (Image from the Internet)

1. Notes on Submitting Paper-Based Judicial Records in Vietnam

Pursuant to Article 21 of Circular 06/2013/TT-BTP, the regulation on the submission of paper-based judicial records in Vietnam is as follows:

- Paper-based judicial records are only stored in the judicial record database when prepared and recorded in accordance with Article 17 of Circular 06/2013/TT-BTP.

- Judiciary record personnel are responsible for handing over paper-based judicial records to the person designated with maintaining paper-based judicial records (hereinafter referred to as archive personnel). In cases of transferring multiple records, judiciary record personnel must create a list of judicial records for verification at the time of transfer. This list includes: serial number, full name of the person with the judicial record, and the judicial record identification number.

The submission and receipt of records must be confirmed with signatures from both the transferee and the recipient.

- The archive personnel are responsible for the following:

+ Receiving, checking records, verifying between the list of documents and the documents within the paper-based judicial records;

+ Entering the judicial records into the paper-based archive. The archive log includes the following information: judicial record identification number, archive reference number, full name of the person with the judicial record, and the date the file was archived in the judicial record database.

- In cases where judiciary record personnel also handle the archiving of paper-based judicial records, they must enter the judicial records into the paper-based archive in accordance with point b, clause 3, Article 21 of Circular 06/2013/TT-BTP and must have the direct supervisor's signature for verification.

2. Guidance on receiving and handling paper judicial record dossiers to supplement documents in Vietnam

According to Article 23 of Circular 06/2013/TT-BTP, the Guidance on receiving and handling paper judicial record dossiers to supplement documents in Vietnam are as follows:

- In cases where supplementary documents need to be added to a paper-based judicial record as regulated in Article 18 of Circular 06/2013/TT-BTP, judiciary record personnel shall request archive personnel to hand over the judicial record for document supplementation.

In cases where multiple records require supplementation, judiciary record personnel shall make a list of judicial records to be supplemented for verification during transfer. The list of paper-based judicial records for supplementation includes: archive reference number; judicial record identification number; full name of the person with the judicial record.

- Archive personnel are responsible for locating the judicial records needing supplementation and handing them over to the requesting party.

The submission and receipt of judicial records must be confirmed with signatures from both the transferee and the recipient, clearly noting the date of transfer and receipt.

- After completing the supplementation, judiciary record personnel must hand over the supplemented records to the archive personnel. The transfer of supplemented records must also be confirmed with signatures from both parties.

- Upon receiving the paper-based judicial records with supplemented information, archive personnel are responsible for correctly arranging the judicial records in their designated position within the storage facility.

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