Circular No. 15/2022/TT-BTTTT detailing and guiding the implementation of certain provisions of Decision No. 37/2021/QĐ-TTg dated December 18, 2021 of the Prime Minister on the Postal Network serving Party and State agencies.

Chapter II

b) KT1 Service by Confidentiality Level (A, B, C): a Post Network KT1 service with requirements for Top Secret, Very Secret, Secret levels, and high security and safety guarantees.

c) KT1 Service by Urgency Level (Express, Scheduled):

- KT1 Express Service: a Post Network KT1 service with requirements for rapid processing speed;

- KT1 Scheduled Service: a Post Network KT1 service with requirements for delivery to the recipient address according to the agreed time between the sender and the service provider.

d) KT1 Service by Confidentiality Level (A, B, C) and Urgency Level (Express, Scheduled):

- KT1 Service by Confidentiality Level and Express: a KT1 service by confidentiality level with requirements for rapid processing speed;

- KT1 Service by Confidentiality Level and Scheduled: a KT1 service by confidentiality level with requirements for delivery to the recipient address according to the agreed time between the sender and the service provider.

Article 4. Quality of Post Network KT1 Services

1. Safety of mail: 100% of mail items are delivered to the recipient address in good condition without damage affecting the contents of the mail item, except in cases of force majeure as provided by law.

2. Service hours: Post Network KT1 services are provided continuously 24 hours a day, seven days a week, including holidays and Tet.

3. Delivery frequency: KT1 mail items are delivered at least twice a day, and in rural areas, at least once a day. The delivery frequency in areas with special geographical conditions as specified in Appendix I attached to this Circular.

4. Transit Time:

a) The transit time for Post Network KT1 services is the period from when the mail item is accepted until it is first delivered to the recipient address indicated on the mail item.

If the mail item uses multiple Post Network KT1 services simultaneously, the transit time is calculated based on the service with the shortest transit time.

b) The transit time for Post Network KT1 services is determined by the formula J+n (where J is the acceptance date, shown by the date stamp on the mail item, and n is the number of working days).

c) Within the province, the maximum transit time is:

- KT1 Service and KT1 Service by Confidentiality Level: J+1.5;

- KT1 Express Service: J+1.

d) Between provinces, the maximum transit time is:

- KT1 Service and KT1 Service by Confidentiality Level: J+3.5;

- KT1 Express Service: J+2.5.

đ) KT1 Scheduled Service is delivered according to the requested time by the sender before or at the agreed time on the mail item.

e) For areas listed in the special geographical conditions category under Clause 3 of this Article, the transit time is increased by up to 2.5 days compared to the transit time specified in Points c and d of Clause 4 of this Article, except in cases of force majeure as provided by law.

g) Provisions on the delivery of KT1 mail items:

- During working hours: KT1 mail items are delivered to the recipient address indicated on the mail item;

- Outside working hours, Saturdays, Sundays, and holidays: KT1 urgent mail items are delivered to the designated point by the user according to Clause 4 of Article 17 of this Circular.

5. Statute of limitations for complaints: six months from the end of the transit time of the KT1 mail item.

6. Deadline for complaint resolution: not exceeding ten working days from the date of receipt of the complaint.

SECURITY AND SAFETY IN SERVICE PROVISION

- During working hours: KT1 mail items shall be delivered at the address indicated on the mail item; 

- Outside working hours, Saturdays, Sundays, and public holidays: urgent KT1 mail items shall be delivered to the designated point by the service user as specified in Clause 4, Article 17 of this Circular.

5. The period for handling complaints: six months, starting from the date when the full delivery time of the KT1 mail item ends.

6. The deadline for handling complaints: not exceeding ten working days from the date of receipt of the complaint.

Chapter III

SECURITY AND SAFETY IN SERVICE PROVISION

Article 5. Ensuring Safety and Security

The ensuring of safety and security in the provision of KT1 postal services shall be carried out in accordance with the provisions of Article 6 of Decision No. 37/2021/QĐ-TTg and the following requirements:

1. The KT1 postal network directly operated by the Central Post Office shall be equipped with dedicated equipment and transportation means; dedicated forces shall be assigned to ensure safety and security in the provision of services.2. When providing KT1 postal services, the public postal network must meet the following requirements:

a) At the provincial level: a post office for operating KT1 postal services must be established.

b) At the district and commune levels: a separate area for operating KT1 postal services must be arranged.

In cases where communes cannot arrange a separate area for operating KT1 postal services, Vietnam Post Corporation shall proactively arrange locations that meet service provision requirements and ensure safety and security.

c) Designate employees responsible for the operation of KT1 postal service provision.

d) Prioritize the provision of KT1 postal services over all other types of postal services.

3. Service provision bases for KT1 postal services must have equipment to monitor service provision activities.

4. Red bags containing KT1 mail shall be made from durable, fire-resistant, waterproof material. Containers for KT1 mail shall be made from fire-resistant, waterproof, and break-resistant materials, with locking mechanisms for sealing and protection; they must be strictly managed and monitored throughout the service provision process.

5. Top Secret KT1 mail shall be transported and delivered immediately by motor vehicle after acceptance and processing.

6. Dedicated transportation means for KT1 mail shall be designed for transporting and delivering KT1 mail; these shall have fire-resistant, waterproof, and break-resistant containers with locking mechanisms and must be strictly monitored throughout the transportation process.

7. In necessary cases when transporting and delivering KT1 mail containing state secrets, service providers shall proactively arrange security personnel or cooperate with police agencies to secure dedicated protective forces.

8. In cases where there is a request for inspection of KT1 mail containing state secrets during transportation, the driver or escort must promptly report to the direct supervisor before cooperating with the competent authority and comply with the relevant legal regulations.

Article 6. Ensuring Safety and Data Security of Computer Network Systems and Application Software

1. Computer network systems and application software serving the provision of KT1 postal services shall be designed according to network zones and functions suitable for corresponding information systems, implemented to ensure safety at levels meeting the requirements stipulated in Article 19 of Government Decree No. 85/2016/NĐ-CP dated July 1, 2016 on ensuring the safety of information systems at different levels.

2. Synchronization of data related to the management and operation of KT1 mail on the public postal network to the KT1 postal server managed by the Central Post Office must be conducted through a dedicated channel, applying authentication and encryption measures to meet safety and security standards.

2. Data synchronization related to the management and operation of KT1 mail items on the public postal network to the KT1 postal server managed by the Central Post Office must be conducted through a dedicated connection, with authentication and encryption measures applied to ensure safety and security standards.

Article 7. Handling Violations and Compensation for Damages

1. All violations concerning KT1 mail containing state secrets must be investigated thoroughly; depending on the nature, severity, and consequences of the violation, disciplinary measures, administrative violations, or criminal responsibility will be pursued accordingly.

2. The compensation for damages related to KT1 mail shall be carried out in accordance with the laws on postal services.

Chapter IV

NETWORK CONNECTION

Article 8. General Provisions on Network Connection

1. The Central Post Office Directorate and Vietnam Post Corporation must implement network connection and provide KT1 postal services that meet the requirements for ensuring state secrecy; safety and security; uniformity in organizational management, operation, and exploitation; compliance with regulations on equipment, specialized transportation means; operational procedures and standards for workers directly involved in service provision.

2. The connection shall be implemented according to the Network Connection Contract between both parties as stipulated in this Circular and relevant laws; ensuring the principles of timeliness, transparency, and clarity.

Article 9. Network Connection Contract

1. Main contents of the Network Connection Contract

a) General information about the entity (name, headquarters address, telephone number) and the legal representative of the entity (full name; position; contact telephone number; email address and other necessary information).

b) Information related to the implementation of the connection:

- Connection location; information about the contact points of both parties (full name; position; contact telephone number; email address and other necessary information) and written notification when there is a change in contact point information; conditions for workers directly involved in the provision of KT1 postal services.

- Service quality; connection costs; reconciliation of mail volume and confirmation of service quality; deduction of payment value when there is a breach of obligation; cooperation in handling complaints about service quality or security incidents during service provision; database and data sharing in service provision.

- Other rights and obligations of the parties.

2. Signing the Network Connection Contract

a) The Central Post Office Directorate and Vietnam Post Corporation agree on the contents of the Network Connection Contract. After reaching an agreement, both parties sign the Network Connection Contract.

b) The Central Post Office Directorate is responsible for notifying the Ministry of Information and Communications after signing the contract and whenever there are amendments or supplements to the Network Connection Contract.

Chapter V

INSPECTION, AND SUPERVISION SYSTEM

Article 10. Inspection and Supervision of Service Provision

1. Regular Inspection

a) Annually, the Ministry of Information and Communications (Central Post Office Directorate) conducts inspections and supervision according to the plan for KT1 postal service provision activities across the entire network. Provincial Departments of Information and Communications under centrally governed cities, Department of Culture, Sports, Tourism and Information of Bac Lieu Province (collectively referred to as Provincial Departments of Information and Communications) conduct inspections and supervision of KT1 postal service provision activities through the public postal network at the local level.

b) The contents of inspection and supervision include: compliance with regulations on service provision, service quality, network connection, safety, security, and other related matters in KT1 postal service provision activities.

2. Spot Inspections

a) The Ministry of Information and Communications (Central Post Office Directorate) decides to conduct spot inspections of KT1 postal service provision activities across the entire network when necessary. Provincial Departments of Information and Communications under centrally governed cities decide to conduct spot inspections of KT1 postal service provision activities through the public postal network within their jurisdiction when necessary.

b) When conducting spot inspections, the inspecting authority must notify the inspected entity of the time and content of the inspection at least one (1) working day before the inspection date.

Article 11. Inspection and supervision costs

Inspection and supervision costs are funded from the state budget and allocated in the operating budget of the inspection and supervision agency.

Chapter VI

REPORTING AND RECORD KEEPING

Article 12. Reporting System

1. Regular reporting system

a) Report name: KT1 Postal Service Provision Activity Report.

b) Reporting requirements:

- KT1 postal service provision activities;

- Proposals and recommendations to ensure the provision of KT1 postal services in the subsequent period.

c) Reporting entities:

- Central Post Office;

- Vietnam Post Corporation and provincial/postal city postal administrations;

- Provincial/Municipal Departments of Information and Communications.

d) Receiving authority and submission deadlines:

- The Central Post Office shall report to the Ministry of Information and Communications before July 20 for the first six months' report, and before January 20 of the following year for the annual report.

- Vietnam Post Corporation and provincial/municipal Departments of Information and Communications shall report to the Central Post Office; provincial/postal city postal administrations shall report to their local Department of Information and Communications before July 10 for the first six months' report and before January 10 of the following year for the annual report.

đ) Reports shall be submitted in paper form or electronic format with the digital signature of the representative of the entity preparing the report through the electronic document system.

e) Frequency of reporting: every six months and annually.

g) Data closing period for reports:

- The first six months' report covers from January 1 to June 30;

- The annual report covers from January 1 to December 31 of the year.

h) Reporting entities shall follow the forms prescribed in Appendix II attached to this Circular.

2. Ad hoc reporting system

a) Ad hoc reporting is implemented to help state management units aggregate information outside the regular reporting system stipulated in Clause 1 of this Article.

b) Ad hoc reports shall be prepared according to administrative requests.

c) The structure, content, methods, data closing periods, deadlines for ad hoc reports, receiving authorities, and other related matters shall be carried out according to the request document.

Article 13. Record Keeping

1. Paper documents on KT1 mail are documents created in the form of written records during the process of providing KT1 postal services.

2. Electronic documents on KT1 mail are documents created in the form of data messages during the process of providing KT1 postal services. Electronic storage documents shall be preserved and utilized according to specialized and professional methods.

3. The minimum retention period is two years for paper documents and five years for electronic documents from the date KT1 mail is accepted.

Chapter VII

IMPLEMENTATION

Article 14. Responsibilities of the Central Post Office

1. Lead the inspection and supervision of KT1 postal service provision at the local level as stipulated in Article 10 of this Circular; assess the safety, security, and quality of services across the network; implement measures to prevent and promptly address incidents when they occur in KT1 postal service provision.

2. Implement measures to protect the safety of infrastructure for KT1 postal service provision managed, operated, and exploited by the Central Post Office; promptly detect and prevent cases where KT1 postal service provision is exploited to engage in activities that infringe upon national security and social order and safety.

3. Specify detailed delivery times for all KT1 postal services (down to commune level) to ensure compliance with safety, security, and service quality requirements.

4. Lead and coordinate with relevant units to train and provide instruction to enhance the professional skills and awareness of safety and security for staff directly involved in the provision of KT1 postal services.

5. Comply with regulations on employee selection, professional standards, and service provision procedures for KT1 postal services.

6. Ensure the confidentiality of information related to KT1 postal service users as prescribed by law.

7. Notify the competent authority when discovering or suspecting non-compliance with safety and security; or when state secrets are exposed or lost in the provision of KT1 postal services.

8. Report to the Ministry of Information and Communications on KT1 postal service provision activities as stipulated in Article 12 of this Circular or when incidents concerning safety and security occur.

Article 15. Responsibilities of Provincial Departments of Information and Communications

1. Inspect and supervise the provision of KT1 postal services within their jurisdiction and report the results to the Ministry of Information and Communications (Central Post Office Directorate).

2. Report to the Ministry of Information and Communications (Central Post Office Directorate) on the provision of KT1 postal services in accordance with Article 12 of this Circular.

3. Advise and assist the People's Committee of provinces and centrally governed cities to fulfill their management responsibilities for the provision and use of KT1 postal services within their jurisdictions in accordance with laws on postal services and related laws.

Article 16. Responsibilities of Vietnam Post Corporation

1. Assess the level of safety and security in providing KT1 postal services at local levels; implement preventive measures and promptly address incidents when they occur during the provision of KT1 postal services at local levels.

2. Take the lead in implementing measures to protect the infrastructure for providing KT1 postal services managed by Vietnam Post Corporation; promptly detect and prevent cases where KT1 postal services are exploited to serve entities that engage in activities infringing upon national security and public order and social safety at local levels.

3. Coordinate with the Central Post Office Directorate to specify detailed delivery times for KT1 postal services (to commune level) ensuring compliance with requirements for safety, security, and service quality.

4. Lead and coordinate with the Central Post Office Directorate to train and instruct staff directly involved in the provision of KT1 postal services to enhance their professional skills and awareness regarding safety and security.

5. Comply with regulations on employee selection, professional standards, and service provision procedures for KT1 postal services.

6. Ensure the confidentiality of information related to KT1 postal service users as prescribed by law.

7. Ensure that data during the provision of KT1 postal services is automatically updated in real-time to the Central Post Office Directorate's KT1 postal server accurately and completely.

8. Notify competent authorities when discovering or suspecting a lack of safety and security; or when state secrets are exposed or lost during the provision of KT1 postal services.

9. Report to the Central Post Office Directorate and instruct provincial post offices under centrally governed cities to report to the Department of Information and Communications in their respective localities on the provision of KT1 postal services in accordance with Article 12 of this Circular.

10. Report immediately to the Central Post Office Directorate when incidents concerning safety and security occur during the provision of KT1 postal services.

Article 17. Responsibilities of Service Users

1. Package or seal documents containing state secrets using KT1 postal services in accordance with laws on protecting state secrets and laws on postal services.

2. Provide information about mail when requested.

3. Accurately, fully, and clearly record the name (full name) and address of the sending and receiving organizations or individuals when using KT1 postal services.

4. Designate and provide contact points for receiving KT1 mail outside regular working hours, Saturdays, Sundays, and holidays to ensure timely delivery of mail according to regulations.h.

Article 18. Responsibilities of Organizations Related to the Transport of KT1 Mail

1. Prioritize the receipt, transportation, and swift, accurate, and timely delivery of bags and boxes containing KT1 mail over other types of mail and goods.ough, accurate promptly separate bags or boxes containing KT1 mail items from other types of mail items and goods.

2. Locations storing KT1 mail must be secured with locks and surveillance equipment; specifically, KT1 mail containing state secrets must be stored in secure locations with protective measures.

Article 19. Effective Date

This Circular takes effect from January 1, 2023, and replaces Circular No. 16/2017/TT-BTTTT dated June 23, 2017, issued by the Minister of Information and Communications detailing certain contents and measures to implement Decision No. 55/2016/QĐ-TTg dated December 26, 2016, of the Prime Minister on the Postal Network Serving Party and State Agencies.

2. The Head of the Office; Director of the Central Post Office Directorate; General Director of Vietnam Post Corporation; Heads of agencies and units under the Ministry of Information and Communications; Directors of Provincial Departments of Information and Communications under centrally governed cities and relevant agencies and organizations are responsible for implementing this Circular.

3. During implementation, if there are issues, relevant agencies and organizations should promptly reflect them to the Ministry of Information and Communications (Central Post Office Directorate) for review, supplementation, and amendment./.