Decision No. 372/QD-BNN-VP Issuing the Regulation on Receiving, Processing, and Managing Documents and Information of the Ministry of Agriculture and Rural Development

Pursuant to …;

Issuing regulations on receiving, processing, and managing documents and information
of the Ministry of Agriculture and Rural Development

_________________

 

THE MINISTER OF AGRICULTURE AND RURAL DEVELOPMENT

Pursuant to Decree No. 01/2008/NĐ-CP dated January 3, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Agriculture and Rural Development;

Pursuant to Decree No. 110/2004/NĐ-CP dated April 8, 2004 of the Government on archival work;

The Minister of Industry and Trade promulgates the Circular amending and supplementing certain provisions on the delegation of administrative procedures in fields under the management of the Ministry of Industry and Trade."

DECISION:

Article 1. The attached Decision promulgates the regulations on receiving, processing, and managing documents and information of the Ministry of Agriculture and Rural Development.

Article 2. This Decision takes effect from the date of signature. It abolishes Decision No. 3149/QĐ-BNN-VP dated October 25, 2006 promulgating the regulations on receiving, processing, and managing documents and information of the Ministry of Agriculture and Rural Development and Decision No. 3754/QĐ-BNN-VP dated December 11, 2006 amending Article 2 of the regulations on receiving, processing, and managing documents and information of the Ministry of Agriculture and Rural Development.

Article 3. The Director of the Office, Heads of Departments, Bureaus, Inspectorate, Department of Agricultural Enterprise Reform and Management; Centers; Project Management Boards under the Ministry shall be responsible for implementing this Decision./.

 

REGULATIONS

Receiving, processing, and managing documents and information of

dated November 17, 2020;

(Attached to Decision No. 372/QĐ-BNN-VP dated January 28, 2008)

of the Minister of Agriculture and Rural Development)

________________________

 

Chapter I.

GENERAL PROVISIONS

Article 1. Scope of Regulation

These regulations specify the procedures and responsibilities of units and individuals in receiving, processing incoming documents and information; drafting, providing comments, submitting for approval, signing and issuing, managing, and archiving documents of units and the Ministry.

Article 2. Applicability

These regulations apply to Departments, Bureaus, Inspectorate, Office of the Ministry, Department of Agricultural Enterprise Reform and Management, Centers, Central Project Management Boards under the Ministry (hereinafter referred to collectively as units) and staff members of these units in performing their assigned tasks.

Article 3. Explanation of Terms

Some terms in this document are understood as follows:

1. Incoming documents are received documents, materials, applications, letters.

2. Outgoing documents are sent documents, materials, letters.

3. Information is news conveyed through fax, email, network transmission, telephone, oral communication, or carrier.

4. Work dossier is a set of related documents reflecting an event or issue arising during the performance of tasks by staff members of units from start to finish, arranged in chronological order.

Chapter II.

RECEIVING AND PROCESSING INCOMING DOCUMENTS AND INFORMATION

Article 4. Receiving and registering incoming documents and information

1. All incoming documents must go through the reception procedure at the archives office:

a) The archives office of the Ministry (the archives office at the Ministry's Office) is responsible for handling the reception procedures for all incoming documents of the Ministry, the Ministry's Office; letters and materials sent to the leadership of the Ministry and individuals within the Ministry's Office;

Documents sent to units at 2 Ngoc Ha via the Ministry's archives office will be recorded separately in a tracking book and transferred to the units;

b) The archives offices of units are responsible for handling the reception procedures for all incoming documents of the units;

c) Staff members who directly receive documents from agencies or individuals sent to the Ministry or units, or who receive documents addressed personally but related to the Ministry's or unit's work, must transfer them to the Ministry's archives office or the unit's archives office for the reception and registration procedures.

2. The Ministry's archives office returns documents with incorrect addresses, blurred writing, torn, or black photocopied copies (except for faxed documents and accompanying documents in dossiers) to the sender.

The unit's archives office returns documents with incorrect addresses, blurred writing, torn, or black photocopied copies (except for faxed documents, accompanying documents in dossiers, and documents forwarded by the Ministry) to the sender.

3. The archives office does not open envelopes marked "Top Secret" (A), envelopes addressed personally, or those marked "only the person named on the envelope may open."

4. The archives office retains envelopes together with the documents for complaints, reports, anonymous letters, or documents requiring verification and investigation.

5. For documents received outside regular working hours, the agency's duty officer is responsible for handling the reception procedures; for documents marked "urgent," "very urgent," or "urgent," the duty officer must record the document number on the envelope, the sending agency's name, and immediately report to the unit's leadership for handling. Other documents should be handed over to the archives office at the beginning of the next working day.

6. Registering incoming documents:

a) The Director of the Ministry's Office specifies the establishment of a book for registering incoming documents of the Ministry;

b) Unit heads specify the establishment of a book for registering incoming documents of the units.

7. For information received via fax, email, or network transmission, or carried by a messenger, it should be registered in a separate book and submitted to the unit head for handling.

8. For information received via telephone or oral communication related to the Ministry's or unit's directive and management work, the recipient must record the content, time of receipt, name of the informant, and immediately forward it to the unit head for handling.

Article 5. Handling incoming documents

1. Incoming documents shall be classified as follows:

a) Documents requiring a response to the sender:

- Type A: documents with a specified deadline for response;

- Type B: documents without a specified deadline for response;

b) Documents not requiring a response to the sender: Type C.

2. Responsibilities of the Ministry’s Office:

a) Responsibilities of the Ministry's Office:

- Present incoming documents to the Director of the General Office. Documents marked "urgent", "very urgent", or "urgent" must be presented immediately after registration;

- Update the handling opinions of the Director of the General Office in the document management program or in the document registration book as prescribed;

- Transfer incoming documents to units or individuals assigned to handle them;

- Store confidential documents according to regulations; store photocopies of documents upon request of the Director of the General Office or the Minister.

b) Responsibilities of the Director of the Ministry's General Office:

- Determine the type of document; record handling opinions on the "Document Handling Form" (issued together with this Regulation); for documents directly sent to units, clearly specify the required deadline for submitting the response document to the Ministry when necessary;

- Open envelopes marked "Top Secret" sent to the Ministry and handle them according to regulations;

c) The Consolidation Department:

- Update the handling opinions of the Ministry's Leaders through the common document management program of the Ministry and send daily reports to the Ministry's Leaders;

- Transfer to the Ministry's Office those documents received directly by the Leaders that are related to the Ministry's guidance and management work; transfer documents given by the Leaders to units for handling;

- Monitor and urge units to respond to Type A and B documents; compile and report at monthly coordination meetings of the Ministry.

3. Responsibilities of the Ministry's Leaders: record handling opinions on the "Document Handling Form"; specify the deadline for submitting the response document to the Ministry when necessary.

4. Responsibilities of units:

a) Responsibilities of the unit's Office:

- Present incoming documents to the unit's head;

- Update the handling opinions of the unit's head in the common document management program of the Ministry or in the document management book;

- Transfer incoming documents to organizations or individuals assigned to handle them or return them to the sender if they fall outside the jurisdiction;

- Return encrypted documents to the Ministry's Office after completion of handling;

- Update the results of handling Type A and B documents through the common document management program of the Ministry;

- Monitor the results of handling Type A and B documents;

- Weekly statistics on the results of handling incoming documents of the unit to report to the unit's head.

b) Responsibilities of the unit's head:

- Examine and handle documents on the same day as required by content and time, suitable to the assigned functions and tasks. For documents sent to the Ministry, units receiving them according to the "Recipient" section, only process them upon receipt of the formal document from the Ministry's Leaders or the Director of the General Office (documents with the "Document Handling Form"). For documents sent directly to the unit, the unit resolves them independently according to its functions, tasks, and jurisdiction and bears responsibility for their resolution;

- Transfer to the unit's Office to process returning documents not within the jurisdiction;

- Proactively coordinate with other units to handle documents involving multiple units or coordinate handling as requested by the lead unit;

- Check and urge the handling of documents, update the results of handling incoming documents as required;

- Specify procedures for receiving and handling documents received directly by the unit.

c) Units, officials, and civil servants have no responsibility to resolve documents if they are not registered at the Office.

Article 6. Time limit for responding to incoming documents

1. For documents submitted for signature by the Ministry's leadership:

a) For type A documents, the main unit shall submit the response document to the Ministry's leadership at least one working day before the deadline specified in the incoming document;

b) For type B documents, the main unit shall submit the response document to the Ministry's leadership:

- Not exceeding four working days for ordinary documents, from the date of receipt of the incoming document;

- Not exceeding eight working days for documents providing comments on programs, projects, proposals, and plans of central ministries, agencies, provinces, and centrally-administered cities, from the date of receipt of the incoming document;

- At least three working days prior to the legal deadline for reviewing and approving investment projects and finalizing project settlements.

2. For documents signed by units acting under delegation or authority; documents within the jurisdiction of units:

a) For type A documents, the main unit shall respond according to the deadline specified in the incoming document;

b) For type B documents, the main unit shall respond:

- Not exceeding five working days for ordinary documents, from the date of receipt of the incoming document;

- In accordance with the legal deadlines for reviewing and approving investment projects and finalizing project settlements.

Chapter III.

MANAGEMENT OF OUTGOING DOCUMENTS

Article 7. Form, Format, and Presentation Techniques of Documents

1. The form, format, and presentation techniques of documents shall comply with the laws governing the issuance of regulatory documents, Decree No. 110/2004/ND-CP dated April 8, 2004 on archival work, and Circular Joint No. 55/2005/TTLT-BNV-VPCP dated May 6, 2005 guiding the format and presentation techniques of documents.

The font used in documents is Times New Roman (Unicode code).

2. Abbreviations and symbols of units in the Ministry's documents shall be implemented according to the guidance of the Director of the Ministry's Office.

Article 8. Drafting Documents

1. Documents drafted by a single unit:

a) Responsibilities of the head of the drafting unit:

- Assign specific tasks to a civil servant or a group of civil servants (including one person responsible for the main task) to draft the document in accordance with the plan, content, and time frame; complete the draft and report to the Ministry's leadership. In cases involving complex and important issues, the assigned civil servant must proactively propose and seek opinions from the head of the unit, or the head of the unit may proactively seek opinions from the Ministry's leadership before drafting the document.

- Organize discussions among the unit's leadership team for documents related to policies, strategies, long-term plans, national and ministerial programs, and projects;

- Solicit opinions from relevant units for the types of documents stipulated in Clause 1 of Article 9 of this Regulation;

- Compile and explain the incorporation of received opinions;

- Propose the level of confidentiality, urgency, and circulation scope of the document;

- Be responsible before the Minister and the law for the content of the document.

b) Responsibilities of the drafter:

- Draft the document in accordance with the content requirements, format, and presentation techniques of the document;

- Propose the level of confidentiality and urgency of the document;

- Be responsible before the head of the unit for the professional content assigned, the legality, format, and presentation techniques of the document.

2. Documents drafted by a main unit coordinating with one or more units:

a) Responsibilities of the head of the main coordinating unit:

- Delegate drafting responsibilities to the coordinating units;

- Implement the provisions of Clause 1 of this Article.

b) Responsibilities of the head of the coordinating unit:

- Appoint persons with sufficient capacity to participate in drafting;

- Be responsible for the professional content contributed by the unit.

3. The drafting of regulatory documents shall be carried out in accordance with the Law on Issuing Regulatory Documents, implementing regulations of the Law, and Decision No. 90/2007/QĐ-BNN dated November 9, 2007 of the Minister promulgating the Regulation on Drafting, Issuing, Reviewing, Processing, and Systematizing Regulatory Documents of the Ministry of Agriculture and Rural Development (hereinafter referred to as Decision "90").

Article 9. Soliciting Participation Opinions

1. Types of documents that must solicit participation opinions:

a) Legal regulatory documents;

b) Proposals, projects, programs;

c) Documents requested by the Ministry's leadership;

d) Documents drafted units consider necessary.

2. Methods for soliciting opinions:

a) By document;

b) Organizing meetings.

3. Responsibilities of the head of the drafting unit:

a) Sending draft documents and clearly stating the deadline for responses (if soliciting opinions through written means) or sending at least one day in advance (if organizing meetings);

b) Compiling and adopting all participation opinions comprehensively; explaining opinions not adopted (in writing).

4. Responsibilities of the head of the unit whose opinions are solicited:

a) Participating in opinions as required by the drafting unit. For urgent documents, the head of the unit has the responsibility to respond according to the requirements stated in the document;

b) Being responsible before the Minister and the law for participation opinions within the scope of expertise managed by their unit.

c. Having the right to refuse to respond to documents with content unrelated to the functions, tasks, or expertise of their unit.

5. For documents soliciting opinions from members of the Government, the Legal Affairs Department is responsible for organizing the solicitation of opinions from related units, compiling them, and presenting them to the Minister. Units whose opinions are solicited have the responsibility to participate according to the provisions of Clause 4 of this Article.

Article 10. Submitting Documents for Signature by the Ministry's Leadership

1. Submission files for signature

a) The following types of documents require submission files for signature:

- Legal regulatory documents;

- Documents for reviewing and approving proposals, projects, programs;

- Documents related to organizational, personnel, and financial work;

- Documents requesting higher authorities to resolve specific issues of the sector;

- Documents for exchanging opinions, coordinating solutions, and responding to requests from ministries, sectors, localities, and equivalent units;

- Decisions on rewards and punishments;

- Decisions on post-audit handling.

b) Submission files include:

- A document submission form (issued together with this Regulation), used for documents primarily drafted by one unit in collaboration with one or more drafting units;

- Draft documents comprising two copies, including: one copy (copy 1) with the date, month, and signatures of the leadership of the primary drafting unit and co-submission units (if any) on the left margin of the first page, the name and signature of the drafting officer and the head of the department (for Bureaus, Inspectors General, and the Ministry's Office and departments with a Department level), except for documents directly drafted by the leadership of the unit, below the "Recipient" section; one copy for reproduction (copy 2).

All documents of the Ministry sent to countries and international organizations in the name of the Ministry must have the co-submission opinion of the International Cooperation Department.

- Any appendices accompanying the main document (if any). The head of the primary drafting unit must sign off at the end of all pages of the appendices;

- A report from the head of the primary drafting unit if deemed necessary or upon request of the Ministry's leadership;

- Reviewed, examined, and commented documents (if any);

- Other related documents.

c) Submission files for legal regulatory documents shall be in accordance with separate regulations of the Ministry.

d) For other documents submitted for signature: comprising two copies with signatures as stipulated in Point b Clause 1 of this Article; a document submission form (if any); and other related documents.

2. Responsibilities for submitting for signature

a) Heads of units assign civil servants specifically responsible for submitting for signature, receiving, and issuing documents. Units submit documents to the Ministry's leadership through the Ministry's Office, not directly to the Ministry's leadership, except in cases of urgent documents as required by the Ministry's leadership.

b) Director of the Ministry's Office:

- Assigns civil servants specifically to receive documents submitted for signature by units, including electronic files of the documents, and deliver results at the Ministry's Archives. Civil servants receiving documents for submission have the responsibility to immediately check the format, presentation techniques of the document, and submission procedures; if they are incomplete or incorrect, return them immediately to the primary drafting unit for completion. If correct and complete, submit to the Director of the Ministry's Office for submission to the Ministry's leadership.

- Return documents submitted beyond authority;

- Check the format, presentation techniques of the document, grammar, recipients, submission procedures. If conditions are met, clearly state the opinion to submit to the Minister or Deputy Minister; designate the submission of the document's electronic file; sign and date the "Document Submission Form" (if any) on the left margin of the first page of "Copy 1". If conditions are not met, clearly state the reasons, return the drafting unit for completion and resubmission for signature.

c) In case the Director of the Ministry's Office and the head of the drafting unit have different opinions, the head of the drafting unit is responsible for reporting to the Ministry's leadership for decision-making.

3. Signing for issuance

a) Documents meeting the conditions, the Ministry's leadership signs both copies.

b) In case documents do not meet the conditions, the Ministry's leadership clearly states their opinion on the "Document Submission Form" or the left margin of "Copy 1" to return the drafting unit for completion and resubmission for signature; in case the head of the drafting unit, participating units, or the Director of the Ministry's Office have opinions differing from those of the Ministry's leadership, they may participate in opinions but must comply with the Ministry's leadership's opinion.

c) In case the Minister or Deputy Minister responsible is absent:

- For documents without urgent signing requirements: wait until the Minister or Deputy Minister responsible returns to handle;

- For documents with urgent signing requirements: the Minister's secretary or deputy minister's assistant responsible has the responsibility to contact for opinions and recommendations, report to the Director of the Ministry's Office for decision-making; report to the Minister or Deputy Minister responsible on the resolution results.

Article 11. Signing by proxy or on behalf of the heads of units.

1. Authority to sign:

a) The heads of units are authorized to sign by proxy (TL) the Minister according to the decisions of the Minister assigning signing by proxy or directly assigned by the Ministry's leadership;

b) The heads of units are authorized to sign on behalf of the authority (TUQ) according to the delegation decisions of the Minister.

2. Documents:

a) Drafting proposal for documents: for documents that require a drafting proposal, apply the provisions at point b Clause 1 Article 10;

b) Draft document: two copies;

c) Other documents as prescribed by law and required by the head of the unit.

3. Documents signed for issuance include two copies: one copy (copy 1) with the date, month, signature of the Department Head on the left margin of the first page, name and signature of the civil servant drafting under "Distribution" (for Departments, Inspectors, Office and Units with Department level) or signature of the main drafter on the left margin of the first page (for Units without Department level, Enterprise Reform and Management Department); signature of the head of the unit in the designated position; one copy only with the signature of the head of the unit for duplication (copy 2).

Documents signed by proxy or on behalf of the authority must be sent to the Ministry's leadership responsible for the field one original copy.

4. The heads of units signing by proxy or on behalf of the authority are responsible before the Minister and the law regarding the content, format, and presentation technique of the document.

Article 12. Drafting and issuing documents by units

The heads of units base on this Regulation, stipulate the drafting and issuance of documents by their units in accordance with their assigned functions and tasks.

Article 13. Handling documents with errors

1. For documents already signed by the Ministry's leadership or issued, if the unit or individual discovers errors in format or content, they must promptly notify the Director of the Ministry's Office or the head of the drafting unit to report to the Minister or Deputy Minister for consideration and decision.

2. For documents already signed by the heads of units by proxy or on behalf of the authority or issued, if the unit or individual discovers errors in format or content, they must promptly notify the head of the signing unit for consideration and decision.

3. Periodically (every six months), the Legal Department will take the lead, coordinating with the Ministry's Office and the Cadre and Civil Servant Organization Department to inspect documents signed by proxy or on behalf of the authority of the units and report the results to the Ministry.

4. Correcting documents:

a) For normative legal documents requiring correction, the main drafting unit will coordinate with the Legal Department to correct them according to Decision "90";

b) For administrative documents of the Ministry, the main drafting unit will coordinate with the Ministry's Office to correct them.

Chapter IV.

ISSUANCE AND MANAGEMENT OF DOCUMENTS

Article 14. Issuance of documents

1. After being signed by the Ministry's leadership, the Ministry's Office returns the document dossier to the drafting unit to proceed with issuance procedures. The drafting unit is responsible for sending the electronic file to the Ministry's Office for those documents designated by the Director of the Office.

2. Dossier for issuing documents:

a) Drafting proposal for documents (if applicable) with all required signatures;

b) Two copies with all required signatures as stipulated in Articles 10 and 11 of this Regulation;

c) Attached materials (if applicable).

3. Stamping for document issuance

a) The person stamping checks the signatures, if correct and complete, assigns number, date, and month for duplication and stamps. If the signatures are incorrect or incomplete, return it.

b) Forms of stamping:

- Stamp over the signature of the authorized person: must cover one-third of the signature towards the left side, neatly, clearly, and correctly aligned;

- Stamp on the attached appendices (if applicable): stamp on the first page, covering part of the agency name or appendix name;

- Stamp across the edge for types of documents issued together with the Minister's decisions: decisions of the Minister approving investment projects, scientific research topics, financial settlements, and other documents as required by the Director of the Office: stamp on the right edge of the document;

- Stamp below the agency name for reports of the Ministry for meetings; letters from the Minister, Deputy Minister; diplomatic documents as prescribed; other materials as required by the leadership: stamp below the agency name;

- Stamp prominently on various cards and papers according to the regulations on issuing specific types of cards and papers;

- Stamp urgency, confidentiality, and other document stamps according to the law.

c) In case of confirming signatures, the Director of the Office confirms and stamps the Ministry's Office.

3. Issuing documents

a) For documents drafted by Departments, Inspectors, Ministry's Office, Agricultural Enterprise Reform and Management Department: the drafting unit coordinates with the Ministry's Office (Administrative Division) to duplicate and issue according to the "Distribution" noted in the document;

b) For documents drafted by Bureaus, Central Project Management Agencies under the Ministry, Centers; programs and projects with printing costs: duplication and issuance are carried out by the unit itself.

4. Registration of issued documents, handling dispatch procedures, and tracking the dispatch of documents for implementation follow the guidelines of the National Archives and Records Administration Bureau.

Article 15. Management of Issued Documents

1. The General Office of the Ministry shall be responsible for:

a) Keeping records of issued document files including:

- Submission form for documents (if any);

- Copy 1;

- Copy 2.

b) Reporting to the Minister, Deputy Ministers, and the Director of the General Office the list of documents issued by the Ministry on a daily basis.

2. The leading unit in drafting shall keep:

a) The original copy;

b) Relevant materials, legal bases, review opinions, and comments.

3. The Department of International Cooperation shall keep copies of documents issued by the Ministry and sent to other countries and international organizations in the name of the Ministry.

Article 16. Issuing Documents Online

1. All types of documents of the Ministry shall only be issued on the website www.mard.gov.vn, excluding hard copies (paper copies), except for those sent to other Ministries, sectors, Party agencies, State agencies, the National Assembly, and the Government, including:

a) Monthly, quarterly, and annual work reports of the Ministry; regular administrative reform reports; regular reports on the implementation of the Law on Anti-Corruption, the Law on Thrift and Combating Wastefulness;

b) Monthly, quarterly, and annual work programs of the Ministry;

c) Notifications of the Minister's directives at weekly and monthly meetings of the Ministry.

2. Large-scale photocopying or reproduction of legal normative documents and other administrative documents shall not be conducted to send to units, except in special cases decided by the Director of the General Office. The General Office of the Ministry shall coordinate with relevant units to upload these documents onto the website www.mard.gov.vn for units to utilize.

Chapter V.

RECORD KEEPING WORK

Article 17. Establishing Records

1. Annually, officials, civil servants, and employees in units shall be responsible for establishing work records according to the provisions of the Archive Law and Decree No. 110/2004/NĐ-CP.

2. Unit heads shall be responsible for directing the implementation of archival laws within their units and regularly urging and inspecting the establishment and submission of records for archiving.

Article 18. Archiving Records

1. The archives of Departments, the General Office, the Inspectorate, and the Enterprise Reform Board shall be responsible for:

a) Preparing an annual record list for approval by the unit head; collecting individual and unit records according to the approved list;

b) Organizing records that have reached the transfer deadline to the Ministry's archive after one year of storage at the unit.

2. The archives of Bureaus, Central Project Management Boards under the Ministry, and Centers shall be responsible for:

a) Preparing an annual record list for approval by the unit head; collecting individual and unit records according to the approved list;

b) Collecting, organizing, and storing records at the unit level, and after ten years, processing the transfer procedures to the national archive.

3. The Ministry's archive shall be responsible for:

a) Receiving the archives of Departments, the Inspectorate, the General Office, and the Enterprise Reform Board in January each year;

b) Compiling an annual record list, organizing records of the Ministry; implementing storage; and after ten years, processing the transfer procedures to the national archive.

4. Unit heads shall establish an annual evaluation committee to destroy documents that have lost value and determine records to be submitted for archiving according to regulations.

5. Annually, the Director of the General Office of the Ministry shall establish a committee to evaluate the value of the Ministry's archival documents to proceed with destruction or submission to the national archive according to regulations.

Article 19. Management and Utilization of Archival Records and Documents

The Ministry's archive and units shall be responsible for managing and serving the utilization of records and documents within their jurisdiction according to the provisions of the Ministry and the State.

Article 20. Organization of Inspection

1. Heads of units shall be responsible for organizing inspections of their unit's archival work.

2. The Director of the Ministry’s Office shall annually or at any time organize inspections and report to the Ministry on the archival work of the units.

Chapter VI.

APPLICATION OF INFORMATION TECHNOLOGY IN DOCUMENT MANAGEMENT AND RECORD STORAGE

Article 21. Application of information technology in document management

1. All incoming and outgoing documents of the Ministry shall be uniformly managed through the Ministry’s common document management program, except for documents that are recorded in separate tracking books.

2. Responsibilities of the Director of the Ministry’s Office:

a) To develop and implement the Ministry’s common document management program in all units; ensuring smooth, secure, and confidential operation during use.

b) To update the list of documents issued by the Ministry to report to the Minister and Deputy Ministers, and post the list on the website www.mard.gov.vn daily;

c) To publish the contents of documents as required on the website www.mard.gov.vn;

d) To update the database of the Ministry’s documents as prescribed.

3. Responsibilities of heads of units:

a) To apply the Ministry’s common document management program in their unit; assigning specialized staff to update fully according to the program requirements; regularly investing in and upgrading information technology equipment to ensure smooth operation;

b) To send electronic files of legal documents to the Legal Department for publication in the Official Gazette, Government website, and website www.mard.gov.vn;

c) To send electronic files of documents to the Ministry’s Office for those types of documents that require accompanying files.

Article 22. Application of information technology in archival work

1. The Director of the Ministry’s Office shall be responsible for developing information technology applications to serve archival work and transferring them to subordinate units for implementation.

2. Heads of units shall be responsible for applying information technology to serve their unit’s archival work.

Chapter VII.

IMPLEMENTATION

Article 23. Units

Heads of units shall be responsible for disseminating this Regulation to all officers and civil servants of their unit; organizing its implementation; regularly inspecting, drawing lessons, and promptly rectifying actions inconsistent with the Regulation; basing on this Regulation, establishing regulations for implementation within their unit.

Article 24. Ministry’s Office

The Director of the Ministry’s Office shall be responsible for organizing the dissemination, guidance, monitoring, and inspection of the implementation of this Regulation; receiving and summarizing suggestions for amendments and supplements, and proposing to the Minister to perfect the Regulation.

Article 25. Awards and Disciplinary Actions

Compliance with this Regulation shall be a basis for scoring competition points and award consideration under the Ministry’s Award Regulation. Units and individuals failing to comply with the Regulation must conduct self-criticism, clarify responsibilities; depending on the severity of the violation, they will be dealt with according to the law.

Article 26. Amendment and Supplement to the Regulation

During implementation, if there are difficulties, units shall promptly identify and propose, reporting to the Ministry (through the Ministry’s Office) any unsuitable points for timely amendment and supplement./.