Circular No. 23/2012/TT-BTTTT detailing and guiding certain contents regarding postal stamps

CIRCULAR

Detailed regulations and guidance on postal stamps

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Pursuant to the Law on Postal Services dated June 17, 2010;

Pursuant to Decree No. 47/2011/NĐ-CP dated June 17, 2011 of the Government detailing implementation of certain provisions of the Law on Posts;

Pursuant to Decree No. 187/2007/NĐ-CP dated December 25, 2007 of the Government stipulating functions, tasks, powers, and organizational structure of the Ministry of Information and Communications, and Decree No. 50/2011/NĐ-CP dated June 24, 2011 of the Government amending Decree No. 187/2007/NĐ-CP dated December 25, 2007 of the Government;

Pursuant to Decision No. 1746/QĐ-TTg dated November 16, 2012 of the Prime Minister regarding the transfer of the State's ownership representative rights at Vietnam Post Corporation from Vietnam Post and Telecommunications Group to the Ministry of Information and Communications;

Considering the proposal of the Director of the Postal Department;

The Minister of Information and Communications issues this Circular detailing and guiding certain contents related to postal stamps,

Chapter I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular details and guides certain contents related to postal stamps and printed matter with postal stamps (hereinafter referred to collectively as postal stamps).

Article 2. Applicability

This Circular applies to organizations and individuals implementing or participating in implementing certain contents related to postal stamps in Vietnam.

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. includes one or more stamp designs, block/stamp sheet (if any) of a theme. consisting of one or more designs of postal stamps of a single topic.

2. Block of postal stamps/postal stamp sheet (hereinafter referred to collectively as block of postal stamps) consisting of one or more designs of postal stamps printed on the same sheet of paper, the surrounding area around the design of the postal stamp is printed with letters, decorative images, or left blank.

3. Overprinted postal stamp is a postal stamp that has been issued and then printed with additional titles, images, emblems, symbols, or prices on the surface of the stamp. These additional printings do not belong to the original design.

4. Design of postal stamp is a drawing representing the content, images, and technical specifications of the postal stamp topic used for printing postal stamps.

5. Official postage stamp design samples Approved design of postal stamp

6. are the measurements of the sides of the postal stamp horizontally first, vertically next (including the teeth of the stamp) and measured in millimeters (mm). is the measurement of the sides of the content and images of the postal stamp design, measured in millimeters, excluding the margin. The dimensions of the postal stamp are recorded with the width first, followed by the height (for square or rectangular stamps). In cases where the postal stamp overflows the margin, the dimensions of the postal stamp are calculated from the tip of the teeth of one edge to the tip of the teeth of the opposite edge.

7. Zinc plate is the stamp printing mold made of zinc used in offset printing.

8. is the cessation of printing postal stamps when errors or suspected errors are discovered in the currently printed stamp design. Suspension of printing

9. is the cessation of printing when errors or suspected errors are discovered in the stamp design being printed. Suspension of circulation

Article 4. Exchange of postal stamps for business purposes

1. The Ministry of Information and Communications decides on the exchange, sending, receiving, utilization, storage, and preservation of business-related postal stamps exchanged with member countries of the Universal Postal Union (hereinafter referred to as UPU) and other international organizations.

2. The sending, receiving, utilization of business-related postal stamps exchanged with member countries of UPU and other international organizations shall be carried out in accordance with the regulations of UPU, relevant international organizations, and the Ministry of Information and Communications.

Article 5. Vietnamese Postal Stamp Code

1. The Vietnamese Postal Stamp Code consists of a set of characters to identify postal stamp models, postal stamp blocks, or postal stamp sets as prescribed by the Ministry of Information and Communications.

2. The Vietnamese Postal Stamp Code must ensure the following principles:

a) Ensuring scientificity, continuity, stability, and non-repetition.

b) Compliance with guidelines of the Universal Postal Union and international practices.

3. Encouraging organizations and individuals participating in postal stamp activities to use the Vietnamese Postal Stamp Code.

Chapter II

PROGRAM FOR THE ISSUE AND PLANNING OF POSTAL STAMP TOPICS VIETNAMESE POSTAL SERVICE

Article 6. Program for the Issue of Postal Stamps

1. The program for the issue of postal stamps includes the contents listed below (Annex 1):

a) Name of the postal stamp set;

b) Classification of postal stamps;

c) Number of models in the postal stamp set, postal stamp block (if applicable);

d) Date of issuance;

đ) Duration of supply on the public postal network;

e) Form of issuance;

g) Other related contents.

2. Time of issuance of the annual program for the issue of postal stamps.

a) The Ministry of Information and Communications issues the annual program for the issue of postal stamps at least 18 months before the first issuance date of the first postal stamp set in the issuance program;

b) Any amendment or supplementation to the annual program for the issue of postal stamps by the Ministry of Information and Communications must be decided at least six months prior to the first issuance date of the amended or supplemented postal stamp set, except in special cases determined by the Ministry of Information and Communications.

In such special cases, the Ministry of Information and Communications will provide specific guidance on the organizational procedures to ensure quality and issuance time.

Article 7. Planning of Postal Stamp Topics

1. The Ministry of Information and Communications issues planning for postal stamp topics for a phase or for a theme to be issued over several consecutive years or at a certain frequency.

2. The planning of postal stamp topics must ensure the following principles:

a) Adhering closely to the Party's and State's policies and guidelines regarding historical, economic, political, cultural, scientific, and social fields;

b) Highlighting historical, cultural, artistic, and ethical values.

3. The planning of postal stamp topics includes the contents stipulated in points a, b, c, d, Clause 1, Article 6 of this Circular.

Article 8. Proposal for Postal Stamp Issuance Topics

1. Organizations and individuals have the right to propose postal stamp issuance topics in accordance with the laws on postal services.

2. Vietnam Post Corporation actively proposes postal stamp issuance topics to meet the demand for postal stamp supply on the public postal network and to promote philatelic collecting activities.

3. Proposals for postal stamp issuance topics must be presented in writing, clearly stating the topic name; number of postal stamp models, postal stamp blocks (if applicable); issuance time, purpose, significance, content of the topic; materials and related proposals.

4. Written proposals for postal stamp issuance topics from agencies and organizations must bear the signature of the authorized person and the seal of the agency or organization; if the proposal is from an individual, it must include full name, phone number, and contact address.

5. Proposals for postal stamp issuance topics must be submitted to the Ministry of Information and Communications at least 24 months before the first issuance date of the proposed postal stamp set (based on the postmark).

Chapter III

DESIGN, SUBMISSION, AND APPROVAL OF VIETNAMESE POSTAL STAMP DESIGNS

Section I

POSTAL STAMP DESIGN MODEL

Article 9. General provisions on the design template for postal stamps

1. The Vietnam Post Corporation shall be responsible for organizing the design of the postal stamp template for each set of postal stamps under the Postal Stamp Issuance Program issued by the Ministry of Information and Communications.

2. The design template for postal stamps must reflect the content, theme, and creative idea of the set of postal stamps.

3. Each set of postal stamps must have at least three different design templates with distinct content and presentation styles from at least two authors.

Article 10. Detailed provisions on the design template for postal stamps

The design template for postal stamps must include the following contents (Annex 2):

1. The design template for postal stamps must be presented on drawing paper with a weight of 170 g/m2 or more.

2. The design template for postal stamps must occupy a maximum of 3/4 of the drawing paper area, with the remaining part reserved for presentation and approval.

3. The frame of the design template for postal stamps must be at least four times the size of the issued postal stamp frame; the frame of the design template for a block of postal stamps must be at least 2.5 times the size of the issued block of postal stamps frame, in cases where the issued block of postal stamps contains multiple postal stamps and has a larger frame (with a smaller side greater than twice the larger side of the postal stamp within the block), then the frame of the design template for the block of postal stamps must be equal to the frame of the issued block of postal stamps; the frame of the design template for printed matter containing postal stamps must be equal to the frame of the issued printed matter containing postal stamps.

4. Information about the frame of the design template for postal stamps, the frame of the postal stamp, the frame of the block of postal stamps, the reduction ratio, and color instructions must be recorded in the upper left corner of the drawing paper presenting the design template for postal stamps.

5. The reduced design template for postal stamps must be equal to the frame of the issued postal stamp.

Article 11. Design competition for postal stamp templates

1. The Ministry of Information and Communications decides to organize a national design competition for postal stamp templates.

2. The Vietnam Post Corporation shall proactively organize a design competition for postal stamp templates to select design templates for printing postal stamps, except for the national competition stipulated in Clause 1 of this Article.

3. The Vietnam Post Corporation shall be responsible for completing the design template for postal stamps and the approval dossier for the design template of each set of postal stamps selected by the Ministry of Information and Communications through competitions to submit for approval.

Article 12. Revision of the official postal stamp design template

1. When there is a need to revise the official postal stamp design template, the Vietnam Post Corporation must submit a report in writing to the Ministry of Information and Communications regarding the contents that need revision and provide explanations for the reasons.

2. After obtaining permission from the Ministry of Information and Communications, the Vietnam Post Corporation will proceed with revisions and submit the revised design template for postal stamps for re-examination and approval by the Ministry of Information and Communications.

Article 13. Handover of the official postal stamp design template

1. The Ministry of Information and Communications shall hand over the official postal stamp design template to the Vietnam Post Corporation for organizing the printing of postal stamps.

2. The design template for postal stamps must be placed in appropriate packaging to ensure that the contents cannot be seen and sealed with a tamper-evident label.

3. The handover of the official postal stamp design template must be confirmed by signatures of authorized representatives of both the handing-over party and the receiving party (Annex 3).

Article 14. Responsibilities of organizations and individuals in designing postal stamp models

1. Organizations and individuals designing postal stamp models shall not use or copy part or all of the content, images, or ideas of works of other domestic and foreign organizations and individuals without written permission. Organizations and individuals designing postal stamp models are responsible for the legality of copyright of the design models.

2. Vietnam Post Corporation shall be responsible for the legality of copyright of all postal stamp design models when submitting them to the Ministry of Information and Communications for approval.

3. Vietnam Post Corporation shall be responsible for the accuracy, scientific nature, and ideological content of the themes, images, and creative ideas expressed on postal stamp design models.

PART II

SUBMISSION AND APPROVAL OF POSTAL STAMP DESIGN MODELS AND COMPLETED POSTAL STAMP DESIGN MODELS

Article 15. Submission of postal stamp design models and completed postal stamp design models.

1. Vietnam Post Corporation shall submit postal stamp design models to the Ministry of Information and Communications for approval in March and September each year.

2. Vietnam Post Corporation shall be responsible for completing postal stamp design models selected by the National Advisory Council on Postal Stamps and implementing new designs for those requiring redesign to submit completed design models.

3. Completed postal stamp design models must be submitted at least five months before the first issue date for domestically printed stamp sets and eight months for internationally printed stamp sets, except in urgent cases decided by the Ministry of Information and Communications. Vietnam Post Corporation must report to the Ministry of Information and Communications if it fails to meet the above deadlines.

Article 16. Approval of postal stamp design models and completed postal stamp design models.

1. The Ministry of Information and Communications shall organize the approval of postal stamp design models in April and October each year through the National Advisory Council on Postal Stamps.

2. The Ministry of Information and Communications shall issue a notification of the approval conclusion within fifteen working days from the end of the National Advisory Council on Postal Stamps meeting.

3. The Ministry of Information and Communications shall review and approve completed design models within fifteen working days from the date of receiving the submission dossier that meets the requirements set out in Article 18 of this Circular. In cases requiring amendments or supplements, the Ministry of Information and Communications shall provide comments in writing (Annex 4) within five working days from the date of receiving the submission dossier.

Section III

DOSSIER FOR SUBMISSION AND APPROVAL OF POSTAL STAMP DESIGN MODELS

Article 17. Dossier for submission and approval of postal stamp design models.

The dossier includes:

1. A request letter from Vietnam Post Corporation;

2. Postal stamp design model;

3. Materials, documents, and images used for designing the postal stamp model;

4. A description of the creative concept;

5. Written agreements from authorized domestic and foreign organizations and individuals regarding permission to use materials, documents, images, and emblems displayed on the postal stamps.

Article 18. Documents for Reviewing Completed Postal Stamp Design Samples

The documents for reviewing completed postal stamp design samples shall include the following contents:

1. A request letter from Vietnam Post Corporation;

2. Materials, documents, and images used for designing the postal stamp sample;

3. A description of the creative concept;

4. Written agreements from domestic and foreign organizations and individuals with authority regarding permission to use materials, documents, images, and emblems displayed on the postal stamps;

5. The postal stamp design sample selected by the Ministry of Information and Communications for completion;

6. The completed postal stamp design sample;

7. A description of the revised and supplemented contents;

8. Official confirmation documents from relevant specialized authorities regarding the contents displayed on the postal stamp design sample;

9. Technical requirements for printing postal stamps;

10. Special seal samples (for special issue postal stamp sets).

Chapter IV

PRINTING AND ISSUANCE OF VIETNAM POSTAL STAMPS

Article 19. General Provisions on Printing Postal Stamps

1. The Ministry of Information and Communications issues a decision on printing postal stamps (Annex 5) based on the annual stamp issuance program and the documents for reviewing completed postal stamp design samples.

2. Vietnam Post Corporation decides on the unit responsible for printing postal stamps to ensure compliance with the "National Technical Standards for Postal Stamps" and relevant laws on printing and confidentiality.

3. The printing of postal stamps must be completed at least 45 days before the first day of issuance of the stamp set, except in exceptional cases decided by the Ministry of Information and Communications.

4. Vietnam Post Corporation decides on the printing method for postal stamps suitable for business conditions and market demand.

5. After printing, Vietnam Post Corporation submits the printed postal stamp samples to the Ministry of Information and Communications for review at least 30 days before the first day of issuance of the stamp set.

6. In cases of printing abroad, cooperative printing, or joint issuance with foreign postal authorities, Vietnam Post Corporation must develop a project to submit to the Ministry of Information and Communications for approval, including: purpose, methods, partners, implementation plans, and other related contents.

7. Vietnam Post Corporation proactively develops production volume plans and supplies of postal stamps and is responsible for ensuring that the quantity of printed postal stamps meets the pre-payment service fee requirements and philatelic collection needs.

8. Vietnam Post Corporation reports to the Ministry of Information and Communications on the print quantity of each postal stamp set (quantity of each sample, including specimen stamps) along with the printed postal stamp samples for review as stipulated in Clause 5 of this Article.

Article 20. Principles of Printing Postal Stamps

1. The entire quantity of postal stamps specified in the printing decision must be printed in one go.

2. The entire printing process of postal stamps must be strictly monitored and inspected to ensure absolute security and safety.

Article 21. Delivery and Receipt of Finished Postal Stamps

1. Finished stamps must be packaged and sealed when delivered and received to prevent loss during transportation.

2. The inspection, delivery, and receipt of finished stamps must be carried out in accordance with state regulations on accounting work.

Article 22. Issuance and Special Issuance of Postal Stamps

1. The Ministry of Information and Communications shall issue a decision on the issuance of postal stamps (Annex 6) based on the printing decision related to postal stamps and the results of the examination of printed postal stamps.

2. Vietnam Post Corporation shall organize publicity and announcement of the issuance of postal stamps through mass media after receiving the issuance decision from the Ministry of Information and Communications.

3. The Ministry of Information and Communications shall decide on the organization of special issuance ceremonies for postal stamps. Special issuance ceremonies for postal stamps shall be carried out in accordance with Circular No. 25/2011/TT-BTTTT dated September 26, 2011, issued by the Ministry of Information and Communications detailing and guiding activities related to organizing special issuance ceremonies for Vietnamese postal stamps.

Chapter V

SUPPLY, TRADING AND COLLECTING POSTAL STAMPS

Article 23. Supply of Postal Stamps

1. The Ministry of Information and Communications shall decide the supply period of postal stamps on the public postal network and record it in the issuance decision of postal stamps:

a) Ordinary postal stamps shall be supplied without time limit on the public postal network;

b) Special postal stamps shall be supplied on the public postal network for a maximum period not exceeding twenty-four months.

2. Vietnam Post Corporation shall organize the supply of postal stamps on the public postal network for prepaid postal service charges and for stamp collecting needs.

3. Commemorative postal stamps must be supplied at all provincial/postal city central post offices on the first day of issuance of the stamp set.

Article 24. Trading in Postal Stamps

1. The Ministry of Information and Communications shall decide the printing price on the face of postal stamps based on the proposal of Vietnam Post Corporation.

2. Vietnam Post Corporation shall separately account for postal stamps intended for prepaid postal service charges and for stamp collecting purposes.

3. When there is a need to retain postal stamps beyond their supply period on the public postal network for trading purposes, Vietnam Post Corporation must purchase them according to the printing price on the face of the stamps.

4. Vietnam Post Corporation must arrange sales points for postal stamps serving stamp collecting purposes at all provincial/postal city central post offices.

5. Vietnam Post Corporation must sell postal stamps at the printing price on their face during the supply period, except for stamps that have been canceled.

Article 25. Collecting Postal Stamps

1. The Ministry of Information and Communications encourages organizations and individuals to collect and exchange various types of postal stamps, except those specified in Clause 3, Article 37 of the Postal Law.

2. The Ministry of Information and Communications and Vietnam Post Corporation shall guide, coordinate, and create conditions for the Vietnam Stamp Association to implement activities related to stamp collecting to build and develop the movement.

Chapter VI

SUSPENSION, TERMINATION, RECALL, HANDLING AND CANCELLATION OF POSTAL STAMPS

Article 26. Suspension and Termination of Postal Stamps

1. The Ministry of Information and Communications shall decide to suspend the printing and supply of postal stamps when errors or suspected errors are found in the stamp design.

2. The Ministry of Information and Communications shall decide to continue printing the stamp set that has been suspended if no errors or only minor errors are discovered.

3. The Ministry of Information and Communications shall decide to reissue the stamp set that has been suspended if no errors or only minor errors are discovered.

Article 27. Responsibilities of Vietnam Post Corporation in the recovery and handling of discontinued, suspended, or expired postal stamps

1. Vietnam Post Corporation shall be responsible for temporarily halting the printing of postal stamp sets that have been discontinued or ceasing to supply postal stamp sets that have been suspended; conducting the recovery, inventory, sealing, and reporting of all quantities of postal stamps and related products, and proposing solutions for handling which shall be submitted to the Ministry of Information and Communications for decision.

2. For special postal stamps, upon expiration of their supply period, Vietnam Post Corporation shall organize the recovery, inventory, sealing of all quantities of postal stamps, propose solutions for handling, and submit them to the Ministry of Information and Communications no later than 60 days from the date of expiration of the supply period.

Article 28. Destruction of Postal Stamps and Printing Plates

1. The Ministry of Information and Communications shall issue a decision to destroy postal stamps that have been discontinued due to serious errors, postal stamps that have been suspended, and postal stamps that have exceeded their supply period based on the remaining quantity of postal stamps reported by Vietnam Post Corporation.

2. Vietnam Post Corporation shall organize the destruction of discontinued, suspended postal stamps, and postal stamps that have exceeded their supply period, which have been decided to be destroyed by the Ministry of Information and Communications, based on the establishment of the Postal Stamp Destruction Committee as stipulated in Point a, Clause 1, Article 29, and report to the Ministry of Information and Communications the results of each destruction phase no later than 30 days from the end of the destruction process.

3. Vietnam Post Corporation shall direct the unit responsible for printing postal stamps to organize the destruction of defective postal stamps, excess postal stamps compared to the decision, printing plates, and films used in the printing process of postal stamp sets, based on the establishment of the Postal Stamp Destruction Committee as stipulated in Point b, Clause 1, Article 29 within 12 months from the first issuance date of the postal stamp set, and report to the Ministry of Information and Communications the results of each destruction phase no later than 30 days from the end of the destruction process.

Article 29. Postal Stamp Destruction Committee

1. Composition of the Postal Stamp Destruction Committee

a) For postal stamps that have exceeded their supply period, discontinued postal stamps, suspended postal stamps, and other types of postal stamps: The Postal Stamp Destruction Committee shall consist of representatives from Vietnam Post Corporation (chairing), representatives from the Police Authority, and representatives from the Ministry of Information and Communications;

b) For defective postal stamps, excess postal stamps, printing plates, and films used in the printing process of postal stamp sets: The Postal Stamp Destruction Committee shall consist of representatives from Vietnam Post Corporation (chairing), representatives from the Police Authority, and the unit responsible for printing postal stamps.

2. The Postal Stamp Destruction Committee shall be responsible for inspecting and supervising to ensure that the destruction of postal stamps is carried out according to the Ministry of Information and Communications' decisions and guarantee absolute safety and confidentiality.

Chapter VII

OTHER PROVISIONS

Article 30. Use of Official Postal Stamp Design Models

The Ministry of Information and Communications is the copyright owner of the official postal stamp design models. The use or copying of any part or the entirety of the content, images, or ideas of official postal stamp design models must be approved in writing by the Ministry of Information and Communications.

Article 31. Philatelic Exhibitions

1. The Ministry of Information and Communications decides on organizing philatelic exhibitions, fairs, and displays at the national and international levels held in Vietnam, and dispatches specialized units to represent at international philatelic exhibitions held in Vietnam and abroad.

2. Vietnamese organizations and individuals, as well as foreign organizations and individuals, engaged in organizing national and international philatelic exhibitions in Vietnam must obtain permission from the Ministry of Information and Communications and comply with other state regulations governing exhibition activities.

3. The organization of provincial and municipal-level philatelic exhibitions throughout the country must comply with state regulations and those of the Ministry of Culture, Sports and Tourism regarding exhibition activities and report to the Ministry of Information and Communications at least 30 working days before the opening date.

Article 32. Authentication of Vietnamese Philatelic Items

1. The Ministry of Information and Communications decides on the matters requiring authentication and publishes the results of the authentication of Vietnamese philatelic items.

2. The Ministry of Information and Communications decides on delegating the authority for authentication of Vietnamese philatelic items to competent agencies or entrusting an independent specialized agency to carry out such authentication.

Article 33. State Management Budget for Philatelic Items

The budget for state management activities related to philatelic items is allocated from the annual operational budget of the Ministry of Information and Communications and other sources of funding (if any).

Chapter VIII

IMPLEMENTATION

Article 34. Implementation Organization

1. Vietnam Post Corporation issues procedures for managing and operating philatelic services and guidelines for subordinate units to implement this Circular.

2. During implementation, if any issues arise, organizations and individuals shall reflect them in writing to the Ministry of Information and Communications for consideration and resolution.

Article 35. Inspection, Supervision, and Handling of Violations

The Inspectorate of the Ministry of Information and Communications collaborates with relevant authorized agencies to conduct inspections, supervision, and handle violations of this Circular.

Article 36. Effective Date

1. This Circular takes effect from February 3, 2013.

2. From the effective date, this Circular replaces Decision 16/2005/QĐ-BBCVT dated April 29, 2005 of the Ministry of Posts and Telecommunications on issuing regulations for managing philatelic items./.