Regulations on Conversion of electronic administrative procedure applications and results into physical documents in Vietnam

Regulations on Conversion of electronic administrative procedure applications and results into physical documents in Vietnam (Internet image)

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

1. Regulations on Conversion of electronic administrative procedure applications and results into physical documents in Vietnam

Regulations on conversion of electronic administrative procedure applications and results into physical documents according to Article 18 of Decree 45/2020/ND-CP are as follows:

- Organizations and individuals may print their electronic administrative procedure applications and results and competent authorities may print electronic administrative procedure applications and results of organizations and individuals under their management from information systems to retain or compare information, present them for inspection of administrative procedure applications/results or provide them for organizations and individuals that wish to browse or verify information in accordance with the law.

- Requirements for physical documents converted from electronic administrative procedure applications and results:

+ The physical documents fully reflect the contents of the electronic administrative procedure application and result; 

+ The physical documents contain the application for and result of the administrative procedure that has been handled on the information system and name of the information system or the information system’s management unit;

+ The physical documents contain the identifying numbers of the electronic administrative procedure application and result for browsing and verification purposes or name and signature of the applicant for the conversion;

+ The physical documents bear the seal of the authority or organization carrying out the conversion if the conversion is required by law or an agreement between transacting parties;

+ The physical documents can be browsed at any time during normal operation of the information system.

- The electronic administrative procedure application and result and the physical documents converted from such application and result are equally valid unless otherwise provided for by specialized laws.

- An information system supporting production and handling of electronic administrative procedure applications and results must be capable of converting such applications and results into physical documents.

2. Procedures for receipt and handling of administrative procedures by electronic means in Vietnam

Procedures for receipt and handling of administrative procedures by electronic means in Vietnam according to Article 11 of Decree 45/2020/ND-CP is as follows:

- The national public service portal or ministerial-level or provincial public service portal shall automatically inspect the application in terms of the technical aspect upon receipt. If the application meets all component and technical requirements, the applicant shall be automatically notified of the application’s successful submission and the time of official receipt of the application.

- An official or public employee shall access the ministerial-level or provincial single-window information system and inspect the submitted application. Such inspection includes:

+ Inspection of accuracy of information written in forms via information and data in information systems and databases readily connected and shared with the national public service portal, ministerial-level or provincial public service portal and ministerial-level or provincial electronic single-window information system;

+ Inspection of the digital signature to ensure authentication, validity, accuracy and integrity of each component of the application submitted or cited and components submitted per electronic authentication requirements; the digital signature shall be inspected as prescribed by the Law on E-Transactions.

- After the inspection, if the application is adequate, the official or public employee shall receive and assign an identifying number to the application and process it following the procedure stated in Chapter III of Degree 61/2018/ND-CP and relevant regulations of laws.

If the application is inadequate or fails to meet any requirement, the official or public employee shall inform the applicant via the applicant's account on the national public service portal, ministerial-level or provincial public service portal or another contact channel registered by the applicant and provide instructions on how to amend the application according to requirements once for the applicant.

- The official or public employee shall notify the applicant of official receipt of the application or request the applicant to amend the application within 08 working hours from the time of receipt on the system.

- With the applicant’s permission, the information and components of the application mentioned in Clause 2 of Article 11 of Decree 45/2020/ND-CP shall be retained in the applicant’s electronic data store after the competent authority receives and verifies such information and components.

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