Promulgation of regulations on clerical work of the Ministry of Education and Training in Vietnam

Promulgation of regulations on clerical work of the Ministry of Education and Training in Vietnam (Internet image) 

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

1. Promulgation of regulations on clerical work of the Ministry of Education and Training in Vietnam

On November 8, 2023, the Ministry of Education and Training issued Decision 3666/QD-BGDDT on Regulations on the clerical and archival work of the Ministry of Education and Training.

- This regulation regulates clerical and archival work during the implementation of functions and tasks of management, direction, and administration of the Ministry of Education and Training (Ministry of Education and Training).

+ Clerical work includes the following tasks: drafting, signing, and promulgating documents; managing documents and other documents formed during the operation of the Ministry of Education and Training; preparing records and submitting records and documents to archives; Management and use of seals and secret key storage devices in clerical work.

+ Archival work includes the following tasks: collecting, classifying, editing, and determining the value of documents; preservation, statistics, and use of archival documents formed during the operation of the Ministry of Education and Training; applying information technology in archival work; submitting archived documents to the Historical Archives; Destroy documents that have no value.

- This regulation applies to departments, agencies, inspectorates, the Office of Education and Training (Office), projects, schemes, and programs under the Ministry of Education and Training (hereinafter collectively referred to as units); officials, civil servants, public employees, workers of units, and relevant organizations and individuals.

2. Duties of the Ministry of Education and Training clerk in Vietnam

The duties of the Ministry of Education and Training clerk according to Decision 3666/QD-BGDDT in 2023 are as follows:

- Duties of the Agency Secretary:

+ Check, receive, and fully and promptly update the information of documents sent to the Ministry agency into the E-Office System before transferring documents.

+ Submit and request direction from a competent person or transfer the document to a unit or individual for resolution according to the regulations on submitting and transferring incoming documents in Article 26, Subsection 2, Section 3, Chapter II of this Regulation.

+ Check format, presentation techniques, and authority to sign documents before release.

+ Carry out issuance procedures and monitor the delivery of documents from the Ministry of Education and Training by post and electronic information.

+ Manage books and registration databases on the E-Office System; manage documents stored in the agency's archives.

+ Issue letters of introduction and travel documents to officials and civil servants sent on business trips after approval by competent persons.

+ Manage and use seals and secret key storage devices of the Ministry of Education and Training, the Office and other types of seals according to the provisions of law.

+ Submit documents and books to the agency archives within 01 year from the date the work ends.

+ Perform other tasks related to clerical work assigned by the Chief of Office.

- Duties of the Unit Secretary:

+ Receive, fully, and promptly update information on documents received from the agency secretariat or other organizations and individuals into the E-Office System before transmitting documents to individuals in the unit according to the direction of the unit leader.

+ Implement the process of managing incoming documents as prescribed in Subsection 2, Section 3, Chapter II of this Regulation.

+ For documents issued directly by the unit, when receiving a document with the official signature of the unit leader, the unit Clerk is responsible for checking the format, presentation technique, and authority to sign the document before releasing it; Update document-related information into the E-Office System.

+ Save, organize, and manage documents for document lookups at the unit.

+ Within 01 (one) working day, the Unit Clerk is responsible for checking, monitoring, and processing documents sent by the Unit Clerk on the E-Office System, at the same time, respond to the agency's Secretariat about missing or incomplete documents (if any).

+ For units that have their own accounts, seals, and secret key storage devices, the unit's secretariat is responsible for managing and using the seals and secret key storage devices in accordance with regulations.

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