Decision No. 82/2000/QĐ-BNNPTNT/VP on issuing regulations on receiving and processing incoming information and documents; drafting documents, soliciting opinions, reviewing, examining, submitting for signature, issuing, managing, and archiving documents of the Ministry of Agriculture and Rural Development.

DECISION OF THE MINISTER

MINISTRY OF AGRICULTURE AND RURAL DEVELOPMENT

Regarding the issuance of regulations on receiving and processing information and incoming documents; drafting documents,

soliciting opinions, reviewing, examining, submitting for signature, issuing, managing and archiving documents

of the Ministry of Agriculture and Rural Development.

THE MINISTER OF AGRICULTURE AND RURAL DEVELOPMENT.

Pursuant to Decree No. 73/CP dated November 1, 1995 of the Government stipulating the functions, tasks, powers and organizational structure of the Ministry of Agriculture and Rural Development;

Pursuant to the Law on Issuing Legal Normative Documents dated November 23, 1996 and Decree No. 142/CP dated September 28, 1963 of the Council of Ministers promulgating the Regulations on office work, papers and 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.Attached herewith are the regulations on receiving and processing information and incoming documents; drafting documents, soliciting opinions, reviewing, examining, submitting for signature, issuing, managing and archiving documents of the Ministry of Agriculture and Rural Development.

Article 2This Decision shall take effect fifteen days from the date of signing. This Decision replaces Decision No. 552/NN-VP/QD dated May 7, 1996 of the Minister of Agriculture and Rural Development.

Article 3The Head of the Ministry's Office, Heads of subordinate units shall be responsible for implementing this Decision./.

REGULATIONS ON RECEIVING AND PROCESSING INFORMATION AND INCOMING DOCUMENTS; DRAFTING DOCUMENTS, SOLICITING OPINIONS, REVIEWING, EXAMINING, SUBMITTING FOR SIGNATURE, ISSUING, MANAGING AND ARCHIVING DOCUMENTS OF THE MINISTRY OF AGRICULTURE AND RURAL DEVELOPMENT.

(Issued pursuant to Decision No. 82/2000/QĐ-BNN-VP dated August 8, 2000

of the Minister of Agriculture and Rural Development).

PART I

GENERAL PROVISIONS

Article 1. Object and scope of regulation

1.Regulations on responsibilities for receiving and processing information and incoming documents; drafting documents, soliciting opinions, reviewing, examining, submitting for signature, issuing, managing and archiving documents of the Ministry.

2.This regulation applies to all Departments, Bureaus, Committees, Offices, Inspectors General (hereinafter referred to as units) within the Ministry's administrative apparatus.

Article 2.In these regulations, the following terms are understood as follows:

1.Incoming documents are letters, materials, and documents received by the unit.

2.Outgoing documents are letters, materials, and documents sent out by the unit.

3.Information includes news transmitted by telephone, oral communication, fax, telex, email, computer network, letters, and documents.

4.Reviewing documents involves investigating and re-examining the contents of draft documents to ensure they are correct, accurate, and based on theoretical and practical grounds.

5.Examining documents involves researching, reviewing, and evaluating the content and form of draft documents to ensure their constitutionality, legality, consistency, and feasibility.

Article 3.Responsibilities of units.

Heads of units are responsible for supervising and urging the processing of information and documents and managing files and materials of the unit; studying, participating in opinions, reviewing the content of drafted documents related to their field of responsibility, ensuring timely completion, and bearing responsibility before the Ministry's leadership for the above contents.

Cfragrance II

RECEIVING AND PROCESSING INFORMATION AND INCOMING DOCUMENTS.

Article 4.Receiving information and incoming documents.

1.All types of incoming documents must go through the reception procedure at the Archive (belonging to the Administrative Department of the Ministry's Office).

2.The Administrative Department will return the sender any documents that do not conform to document format, administrative procedures, are torn, or difficult to read.

3.The Archive does not open envelopes containing confidential, top secret, or absolutely secret documents, and those marked "only named persons may open," documents sent to Party Cadres, complaint letters, personal letters (with the sender's and recipient's names). 4.For documents directly sent to units, the Archive of the unit must follow the reception procedures prescribed by the Government and the Ministry. For documents sent to units but delivered through the Ministry's Office, the Administrative Department of the Ministry's Office will record them separately and deliver them directly to the units.5.For other types of documents, the Archive will record them in a logbook and on a computer (document number, issuing authority, summary of content) for management and tracking of the processing process and submit them to the Office Leadership and Ministry Leadership on the same day. Complaint letters must retain the envelope to assist with necessary searches.

6.For encrypted telegrams, the Archive must immediately transfer them to the Head of the Office for submission to the Ministry's leadership or transfer them to relevant units for handling. After handling, they must be returned to the Archive to be returned to the Central Cryptographic Agency according to regulations.

7.When receiving urgent documents and other information such as telephone calls, oral communications, fax, telex, email, the recipient must report immediately to the Head of the Office or the person responsible for prompt handling.

1.Daily, the Head of the Office records processing instructions on the "Letter Transfer Form"; the Archive records it in the logbook and forwards the document to the designated address based on the Head of the Office's and Ministry Leadership's instructions.

2.Documents after being processed according to the Ministry's leadership instructions, the Comprehensive Department returns them to the Archive and is responsible for monitoring the processing process.

 Article5. 1. Every day, the Office Director records instructions on the "Letter Transfer Form"; the Secretariat records in the tracking book and transfers the incoming documents to the designated

3.When receiving documents from other places, the head of the receiving unit is responsible for:

a.Reviewing and resolving them in accordance with the requirements regarding content, time, and authority.

b.Documents not within the unit's authority should be returned to the Ministry's Office or the sending unit.

a. Consider and resolve in accordance with the content requirements, timeframes, and authority prescribed.

b. Documents not within the jurisdiction of the unit shall be returned to the Ministry's Office or the transferring unit.

Article 6. Inspection of the Implementation of Document Processing by Units.

1. The Head of the General Affairs Department under the Ministry's Office shall be responsible for monitoring and urging units to implement directives on processing documents, and reporting daily on the progress of implementation to the Director of the Ministry's Office.

2. The Legal Department of the Ministry shall be responsible for inspecting and urging the preparation of legislative regulatory documents; documents seeking opinions from members of the Government, and reporting daily on the progress of implementation to the Deputy Heads of the Ministry in charge of blocks, the Deputy Heads of the Ministry assigned to handle matters directly, and the Director of the Ministry's Office.

Article 7.For documents requiring reports or instructions from the Ministry Leadership, units shall submit only one copy to the Deputy Minister in charge of the specialized sector (hereinafter referred to as the Deputy Minister in charge). If urgent issues require instructions while the Deputy Minister in charge is absent, the Office Director shall be responsible for submitting to the on-duty Ministry Leadership for handling. Issues involving multiple units must first seek opinions from related units before presenting to the Ministry Leadership.

For documents that require reporting or seeking opinions from the Ministry's leadership, units shall only submit one copy to the Deputy Head of the Ministry in charge of the block. If urgent opinions are needed and the Deputy Head of the Ministry in charge of the block is absent, then the Director of the Ministry's Office shall be responsible for submitting to the Ministry's leadership in charge of handling the matter. Issues related to multiple units must first obtain the opinions of relevant units before submitting to the Ministry's leadership.

Chapter III

DRAFTING, SEEKING OPINIONS, REVIEWING,

APPROVING AND SUBMITTING DOCUMENTS FOR SIGNATURE.

Article 8. Drafting, Seeking Opinions, Reviewing, and Approving Documents.

1. For documents whose content pertains solely to one unit:

The head of the unit shall assign specific tasks to a civil servant or a group of civil servants (including one person primarily responsible) to draft the document according to the plan, content, and time schedule. For documents concerning policies, short-term and long-term plans, and important programs and projects, the content of the document must be discussed and approved by the collective leadership of the unit before being submitted to the Ministry's leadership.

2. For documents whose content pertains to multiple units:

a) The head of the unit entrusted by the Ministry's leadership to prepare the project or draft must organize the drafting of the document; seek the participation and review opinions of related units; compile the opinions and complete the document.

b) The heads of related units must directly study and be responsible for participating in providing opinions and reviewing the content according to the requirements of the main drafting unit. Beyond the specified deadline, if the related unit does not provide a document with its opinion and review of the content, the head of the unit will bear full responsibility before the Ministry's leadership for the content they are responsible for.

c) In cases where invited to participate in providing opinions and reviewing the content of the project or draft document with the main drafting unit, the head of the unit or the staff member designated to attend the meeting must carefully study the relevant contents and the opinions expressed during the meeting represent the unit.

d) For documents whose content pertains to various specialized fields and when necessary, the Ministry's leadership may decide to establish a Review Board to review and examine the projects or drafts of documents according to the provisions of the law.

3. For legislative regulatory documents and documents seeking opinions from members of the Government:

In addition to drafting, seeking opinions, and reviewing according to the above regulations, the Legal Department shall be responsible for examining the format and content of legislative regulatory documents before submitting them to the Ministry's leadership for signature according to the Law on Enacting Legislative Regulatory Documents, the Government Decree, and Circular No. 10/1998/TT-BNN dated November 4, 1998 issued by the Minister of Agriculture and Rural Development.

4. For documents to be explained before the National Assembly.

When the National Assembly requests, the General Affairs Department (Ministry's Office) shall be responsible for reporting to the Director of the Ministry's Office to assign relevant units to prepare the content of the response; at the same time, urge the units to implement and compile the opinions, complete the document, and submit it to the Ministry's leadership.

5. Time limit for seeking opinions and reviewing:

The time limit for returning the document shall be clearly stated in the letter requesting participation in providing opinions or reviewing the content. For urgent documents, the head of the unit shall be responsible for responding according to the requirements of the Ministry's leadership.

For legislative regulatory documents within the purview of the Minister to issue, the time limit for responding shall not exceed four days. For documents of the Government, Ministries, and sectors, the time limit for responding shall not exceed five days.

For investment and basic construction projects, the time limit for reviewing and approving shall not exceed sixty days (for Group A projects), thirty days (for Group B projects), and twenty days (for Group C projects) from the date of receiving all valid documents.

The time limit for reviewing and approving tender results shall not exceed ten days (for small-scale tenders), twenty days (for other tenders) from the date of receiving all valid documents for approval of tender results./.