Decision No. 20/2002/QĐ-BTS on Issuing the Regulation on Receipt, Processing, Issuance, and Storage of Documents at the Ministry of Fisheries

Pursuant to …;

Regarding the issuance of the Regulation on receiving, processing, issuing, and archiving documents at the Ministry of Fisheries

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MINISTER OF AQUATIC RESOURCES

Pursuant to the National Archives Law No. 34/2001/PL-UBTVQH10 dated April 4, 2001 of the Standing Committee of the National Assembly, Term X;

Pursuant to Decree No. 50/CP 21/6/1994 of the Government on the tasks, powers, and organizational structure of the Ministry of Fisheries;

At the proposal of the Director of the Office and the Head of the Legal Department of the Ministry of Fisheries,

 

DECIDES:

Article 1. This Decision promulgates the Regulation on receiving, processing, issuing, and archiving documents at the Ministry of Fisheries.

Article 2. This Decision takes effect fifteen days from the date of issuance and replaces Decision No. 82/QĐ-BTS dated March 24, 1995 of the Minister of Fisheries on the receipt, processing, and issuance of documents at the Ministry of Fisheries.

Article 3. The leadership of the Ministry, the Director of the Office, Heads of Departments, Inspectors General, Directors of Central Fisheries Promotion Centers, Directors of Information Science and Technology and Aquatic Economy Centers, and all officers and civil servants of the Ministry are responsible for implementing this Decision.

 

 

REGULATION ON RECEIVING, PROCESSING, ISSUING AND ARCHIVING DOCUMENTS AT THE MINISTRY OF FISHERIES

(BIssued together with Decision No. 20/2002/QĐ-BTS dated 31/12/2002 of the Minister of Aquatic Resources)

 

PART I

GENERAL PROVISIONS

Article 1.

1. This Regulation stipulates the procedures for receiving, processing, issuing, and archiving common administrative documents in Vietnamese, including those related to organization and personnel.

2. This Regulation does not apply to documents expressed in foreign languages, classified as "Confidential", "Top Secret", "Absolutely Top Secret", encrypted "Confidential" communications, documents transmitted through computer networks, and the drafting and issuance of normative legal documents.

Article 2. Documents received by the Ministry of Fisheries (hereinafter referred to as the Ministry) via postal service, fax, or direct delivery must be transferred to the Archive Department - Administrative Storage Section of the Ministry's Office for the following procedures:

1. Checking administrative procedures; registering in the logbook and stamping "Received".

2. Transferring the document to units or individuals responsible for handling and resolving.

Article 3. Documents sent to the Ministry without the "Received" stamp have no legal validity during the handling and resolution process.

Article 4. Documents issued by the Ministry must be transferred to the Archive Department - Administrative Storage Section of the Ministry's Office for the following procedures:

1. Checking administrative procedures of the document.

2. Registering in the "Outgoing" logbook, numbering, photocopying, stamping, and distributing.

Chapter II

PROCEDURE FOR RECEIVING AND PROCESSING INCOMING DOCUMENTS

Article 5. After receiving, classifying, and completing the procedures as stipulated in Article 2, the Archivist is responsible for transferring all incoming documents to the Head of the Administrative Storage Section.

Article 6. The Head of the Administrative Storage Section is responsible for handling:

1. Directly transferring documents to units or individuals for the following types of documents:

Documents clearly indicating the name of the department, bureau, unit, or individual recipient.

Meeting invitations or seminar notices specifying the name of the unit or individual recipient.

2. In cases where the document specifies the recipient but they are absent, report to the Office Director for prompt resolution.

3. Other documents are transferred to the Office Director for handling along with a transfer form (Annex 1).

Article 7. The Office Director handles incoming documents according to the principle:

1. Documents submitted to the Minister for resolution:

Documents from:

The Office of the General Secretary.

The Central Party Office.

The Office of the President.

The National Assembly Office.

The Government Office.

Documents conveying directives from the General Secretary, members of the Politburo, Central Party Secretaries, President and Vice Presidents, Chairpersons and Vice Chairpersons of the National Assembly, Prime Minister and Deputy Prime Ministers.

Documents from central agencies, departments, sectoral organizations, provincial committees, city committees, provincial people's councils, and cities about important issues affecting the Ministry that need to be resolved.

Petitions and complaints addressed to the Ministry.

Other documents within the purview of the Minister as assigned by the Ministry leadership.

2. Documents submitted to Deputy Ministers for resolution according to their assigned areas:

Documents from central agencies, localities, central enterprises, units under the Ministry, businesses, cooperatives, production organizations, and individuals. If the content of the document falls within the responsibility of a particular Deputy Minister (as assigned by the Ministry leadership), the Office Director transfers the document to that Deputy Minister for resolution. If the Deputy Minister is out of office, the Office Director transfers the document to the Minister or another Deputy Minister assigned to resolve it.

3. For documents whose content clearly falls within the jurisdiction of the department level, the Office Director directly transfers them to the relevant units for resolution.

Chapter III

DRAFTING, SUBMITTING FOR SIGNATURE, ISSUING, AND ARCHIVING DOCUMENTS

Article 8. The Office Director, Department Heads, Bureau Chiefs, Inspector General, and Center Directors (hereinafter referred to as Unit Heads) are responsible for assigning specialists to draft documents of the Ministry according to the functions and responsibilities of their units or as required by the Ministry leadership. Unit Heads must personally bear responsibility before the Minister for the content of documents drafted by their units and must require specialists to comply with regulations on the format and presentation of documents (as set forth in Annexes 3, 4, and 5 accompanying this Regulation).

Article 9.

1. Documents drafted by the Ministry's Office to handle matters within the Office's functions and responsibilities must also comply with the provisions of Article 8 of this Regulation. Documents drafted by the Office to announce conclusions of the Minister or Deputy Ministers must be reported to the Minister or the relevant Deputy Minister for review before signing and issuing.

2. Special documents arising from direct assignments by the Ministry leadership, congratulatory letters, condolence telegrams, etc., must comply with the provisions of Article 8 of this Regulation.

Article 10.

1. Documents submitted for signature by the Ministry leadership must include a submission file. The submission file includes:

a) Submission form for Ministry leadership (Annex 2).

b) Incoming document generating the work (if applicable).

c) Written opinions of collaborating or related units (if applicable).

d) Final draft with the signature of the Unit Head.

The completed file for signature is sent to the Head of the Administrative Records Department of the Ministry's Office for procedural and administrative format review of the document. After reviewing, if the procedures and formats of the document do not comply with regulations, it will be returned to the drafting unit for completion. If it complies with regulations, the Head of the Administrative Records Department will transfer it to the Director of the Office for consideration and submission to the Ministry's leadership.

2. For normative legal documents, documents sent to agencies: the Central Party Office, National Assembly, President's Office, Government, heads of units must be directly signed and submitted; the Director of the Ministry's Office is responsible for submitting to the Minister.

Article 11. For documents within the signing authority of the heads of units, before the head of the drafting unit signs, the staff member assigned to draft the document is responsible for transferring the document to the Head of the Administrative Records Department of the Ministry's Office for review on form and administrative procedures prior to issuance. In case of errors, the Head of the Administrative Records Department will return the document to the drafting unit for correction.

Article 12. For documents reporting to the Political Bureau, Secretariat, Central Committee of the Party, President, Vice Presidents, Chairperson, Vice Chairpersons of the National Assembly, Government, Prime Minister, Deputy Prime Ministers, after completing the draft, the drafting unit must transfer the document to the Director of the Office for the Minister to review directly before signing and issuing (the file for signature according to Article 10).

Article 13. The person signing the document must clearly record their position, full name. If the signer is a deputy, KT (signing in lieu) should be noted, if signing by delegation, TUQ (delegated signing) should be noted before the position of the signer. Delegated signing (TUQ) must have the consent of the delegator in writing for each specific matter and within a specified time frame. The person delegated to sign the document may not delegate this responsibility to another person.

Article 14.

1. The Administrative Records Department is responsible for numbering, duplicating, stamping, and sending the document to the address listed under the "Recipient" section of the document.

2. Documents that have completed all required administrative procedures before 15:00 daily must be issued on the same working day; documents that complete administrative procedures after 15:00 daily, the Administrative Records Department will issue at the start of the next working day.

3. For documents marked "Urgent", "Very Urgent", "Express", after completing all administrative procedures, the Head of the Administrative Records Department will immediately issue them through the following methods:

Request the Team Leader of the vehicle team to arrange a vehicle to deliver the document to agencies and units within the jurisdiction of Hanoi City.

Request the Secretary to send the document via express delivery to addresses outside the jurisdiction of Hanoi City.

Request sending by fax. After sending the document by fax, the Secretary must still send the original to the address listed on the document according to the prescribed procedures.

Article 15. All outgoing and incoming documents, after being processed by units and individuals, must be filed into work files for management and stored according to state regulations.

Article 16. Every Friday, the Head of the Administrative Records Department is responsible for compiling and submitting to the Director of the Office a report on the number of incoming and outgoing documents in the week; summarizing the basic content of important documents, the situation of handling and resolving documents, difficulties encountered, and proposed solutions for the Director of the Office to report at the weekly meeting of the Ministry.

Chapter IV

IMPLEMENTING PROVISIONS

Article 17. The Director of the Ministry's Office is responsible for guiding, monitoring, urging, and inspecting the implementation of this Regulation within the Ministry; regularly or urgently reporting to the Ministry's leadership on the implementation situation, difficulties arising during the process, and proposed solutions for the Minister's decision.

Article 18. Heads of departments, bureaus, the Inspectorate of the Ministry, and related units are responsible for coordinating with the Director of the Office to organize guidance on the implementation of this Regulation in their respective agencies and units. During the implementation process, if any issues arise, units and individuals are responsible for proposing to the Director of the Office for research and presentation to the Minister for decision./.