Circular 01 2019 TT-BNV specified process storage/processing electronic documents

Circular 01 2019 TT-BNV is one of the legal documents important due to the Ministry of the Interior issued regulations on management and use of electronic documents in state agencies. With the goal of increasing transparency in the management of material, circular 01/2019/TT-BNV plays an essential role in the modernization process work, in accordance with the trend of conversion of in public administration today. Let's Lac Viet Computing learn in depth under article later!

REGULATION EXCHANGE PROCESS, STORAGE, PROCESSING ELECTRONIC DOCUMENTS IN CLERICAL WORK, THE BASIC FUNCTIONS OF THE MANAGEMENT SYSTEM, ELECTRONIC DOCUMENT IN THE PROCESS OF HANDLING THE WORK OF THE AGENCIES AND ORGANIZATIONS

Pursuant to the Law archive April 11, July 11, 2011;

Pursuant to the Law on electronic transactions, 29 September 11, 2005;

Decree no. 34/2017/ND-CP dated 03 January 4, 2017 of The government defining the functions, tasks, powers and organizational structure of the Ministry of Internal affairs;

Decree no. 64/2007/ND-CP dated 10 January 4, 2007 of The government on the application of information technology in the activities of state agencies;

Decree no. 01/2013/ND-CP dated 03 October 01, 2013 of The government detailing the implementation of some articles of the Law on archives;

Decree no. 130/2018/ND-CP dated October 27, November 9, 2018 of The government detailing the implementation of the Law on electronic Trading on the digital signature and authentication service digital signature;

Pursuant to the Decision no. 28/2018/QD-TTg dated 12 July 7 2018 by The Prime minister on the send and receive electronic documents between the bodies in the system of state administration;

According to the proposal of the director of the national archives and the state archives;

The minister of Interior issued a circular process, exchange, storage, processing electronic documents in clerical work, the basic functions of the management System, electronic document in the process of handling the work of the agency, the organization.

Chapter I: GENERAL PROVISIONS

Article 1. Adjustment range

1. Circular 01 2019 TT-BNV specified the following contents:
2. a) process the exchange, storage, processing electronic documents in the archives include: management of electronic documents to the management of electronic documents to go, set up and pay your records in electronic storage agencies;
3. b) basic Functions of the management System electronic document.
4. This circular is not specified management text with content of state secrets as prescribed by law.

Article 2. Applicable objects

1. Circular 01 2019 TT-BNV apply to the state agency, state enterprise under the provisions of the Enterprise Act, 2014 (hereinafter referred to as agencies, organizations).
2. Encourage the agencies, organizations and not under Clause 1 of this Article and personal application of the provisions in this circular.

Article 3. Interpretation of terms

In this circular, the terms below are construed as follows:

1. Management system electronic document management System is writing and executive function management of electronic records in the process and the work of the agency or organization (hereinafter referred to as the System).
2. The digital signature of the organization's digital signature is created by the secret key corresponding to the certificate number of levels for agencies and organizations under the provisions of the law on electronic transactions.
3. Signature of the competent person's digital signature is created by the secret key corresponding to the digital certificate issued to people who have the authority under the provisions of the law on electronic transactions.
4. Management text and electronic record is the control of every effect to text, electronic records throughout the life cycle of documents and electronic records, including: creation, transfer and settlement, preservation, storage, use, type, clean text and electronic records.
5. Specification data of the text, the record is information that describes the content, format, context, structure, structural elements of the text records; the relationship of a text record with the text, other records; and information about the digital signature on the text; the history of the formation, use and other characteristics in order to serve process management, search and archive text records.
6. Move records, electronic documents is the process of transferring records, documents, electronic data, the specification of records and documents from this system to another system, guaranteed authenticity, integrity, reliability and usability of records and documents.
7. The System administrator is the monitoring, maintenance activities, ensuring safety, security and process control operating System.
8. Update the data is to enter new, additional, modification, complete the information fields according to the requirements of the System.
9. Digitized text from paper documents as electronic text is created from the digitized completeness, accuracy content, the text paper and signed number of agencies and organizations to implement digitization.

Chương II: QUẢN LÝ VĂN BẢN ĐẾN

Điều 4. Nguyên tắc và yêu cầu quản lý văn bản đến

1. All text to the agency, the organization must be registered in the System.
2. The number of to of a text to be unique in the system management text to the agency, the organization.
3. Confirmation text to the correct address.
4. Properly define the functions, duties and jurisdiction to resolve the text to your agency or organization receiving text.
5. Solved text to timely, properly specified time limit.

Điều 5. Tiếp nhận văn bản điện tử đến

1. Check the digital signature according to the specified use of digital signatures for electronic documents in state agencies in circular no. 41/2017/TT-BTTTT 19 January 12 2017 by The minister of information and Communications.
2. Notification received text

Agencies and organizations get the text have the responsibility to inform day by electronic means for agencies, organizations and send back the received text.

Điều 6. Đăng ký, số hóa văn bản đến

1. Registration of electronic documents to
2. a) in case the sending or the receiving Party has not fully meet the requirements of connect, contact information in the send and receive electronic documents through Shaft contact information text national office agency check, update to the System information School number 4, 5, 6, 7, 8, 9, 10, 12, 13, 14,15, 16 appendix IV circular 01 2019 TT-BNV;
3. b) the structure and format of the information fields according to the technical regulations, national structural code identifier and data format packet service connect the system management text and operating circular no. 10/2016/TT-BTTTT on 01 October 4, 2016 by The minister of information and Communication and Decision no. 28/2018/QD-TTg dated 12 July 7 2018 by The Prime minister of the sending, get e-documents across agencies in the system of state administration;
4. c) The time of arrival to be hosted in the System.
5. Digitized text to text from paper
6. a) clerical authority to carry digitized text to paper format, the number of institutions as defined in Point c of this Clause; the number of documents sent with the text formatted paper based on The list of documents to digitize and demand management practices of agencies, organizations and regulations;
7. b) standard number of documents:

– The Portable Document Format (.pdf) version 1.4 and above;

– Color image;

– Minimum resolution: 200 dpi;

– The ratio of the number of goods: 100%.

1. c) form the digital signature of the organization to perform digitized on digitized text to handle the work in the System:

– Location: upper right, the first page of text;

– Photo: Mark of the agency, organization digitized text, color red, size the actual size of stamp format, Portable Network Graphics (.png);

– Information: Name of agency organization, time signing (day, month, year; hours, minutes, seconds; the time zone in Vietnam according to ISO 8601).

Điều 7. Trình, chuyển giao văn bản đến trong Hệ thống

1. Clerical authority responsible for the transfer of text to the head of the agency, organization or person is of agencies and organizations assigned responsibility for distribution, steering solve text (hereinafter referred to as the competent person).
2. Competent person for comments distribution, steering solving writing to; update to the System information School number 17, 18, 19 annex IV circular 01 2019 TT-BNV. For text to related to many individual units, the competent person should clearly identify the unit or individual, home maintenance, unit, or individual coordinate term solved the text and the content addressed.

Điều 8. Giải quyết văn bản đến trong Hệ thống

1. When get text to in the System, individual units are assigned to preside over and be responsible for organizing solved.
2. Individuals are tasked with solving the text responsible for determining the numbers and signs records for the text to follow profiles directory of agencies and organizations; update to the System the information of 2.3 appendix IV of this circular.
3. Flow chart management text to rules detailed in appendix I of the circular 01 2019 TT-BNV.

Chương III: QUẢN LÝ VĂN BẢN ĐI

Điều 9. Nguyên tắc và yêu cầu quản lý văn bản đi

1. All text go of agencies, organizations must be registered in the System.
2. Number of a walking text is unique in the system management text go of agencies and organizations.
3. Confirm text going to be sent to the email address of the agency, organization or individual has the function and jurisdiction.
4. Ensure text is transferred integrity, safety in the network environment.
5. The technical and presentation of electronic documents made as prescribed in Decree no. 34/2016/ND-CP dated 14 February 5, 2016 of The government detailing a number of articles and enforcement of the Law on promulgation of legal normative documents and circular no. 01/2011/TT-BNV 19 October 01, 2011 by The minister of Internal affairs of the instructions and technical presentation of administrative documents, minus elements can form about the number of people who have the authority and the number of agencies and organizations specified in Article 12, Article 13 circular 01 2019 TT-BNV.

Điều 10. Soạn thảo, kiểm tra nội dung, thể thức, kỹ thuật trình bày văn bản

1. Individuals assigned the task of drafting the text:
2. a) draft text; take the draft text to the System; the expected level of “emergency” (if any); request for comments; and finalize the draft, the leadership review unit;
3. b) Updates to the System information School number 4, 9, 10, 12, 15, 17 appendix V of this circular.
4. The unit leader responsible for the drafting, text look, commenting and responsible about the content of the draft, move the draft to the person assigned responsibility to check and techniques presented in the text.
5. The person assigned responsibility to check and techniques presented in the text for the opinion and responsible for the test content, move the draft for letter writing agency to the person authorized to sign the issued text.
6. Letter writing agency receiving the draft, check back forms and techniques presented in the text; if errors are detected shall be reported to the responsible person for consideration and settlement; moving the draft of the format .pdf (from version 1.4 or later) before the person authorized to sign the issued text. The update number of the text; the day, month and year text; the names of agencies and organizations issued the document; the number of pages of text; the identifier agencies, organizations receive text into the information School number 5, 7, 8, 11, 14.1 appendix V circular 01 2019 TT-BNV is done by the function of the System.
7. Flow chart editor, check out the techniques presented in the text specified in detail in appendix II of this circular.

Điều 11. Ban hành và phát hành văn bản

1. Issued electronic text
2. a) a Person authorized to sign issued, text the number on electronic documents as defined in Article 12 of this circular, transfer, letter writing agency to release documents.
3. b) clerical agency: grant number, days, months, years into the draft text with the functionality of the System; in and seal of agencies and organizations to save at office 01, and the number of paper must be released to the objects specified in Clause 3 of this Article; the number of agencies and organizations in accordance with Article 13 of this circular and released electronic documents.
4. c) clerical agency updates the System information School number 6, 13, 14.2, 16 appendix V of this circular.
5. Released digitized text from the text paper

The case of agencies, organizations and issued the document, paper, letter writing agency made digitize paper documents as prescribed in Point b Clause 2 Article 6 circular 01 2019 TT-BNV, sign a number of agencies, organizations and prescribed at Point c, Clause 2, Article 6 of this circular and released the text of goods.

3. Objects receive text paper
4. a) agencies, organizations, individuals do not meet the conditions and technical infrastructure technology to receive electronic documents;
5. b) agencies, organizations and individuals must use the writing paper to perform other transactions in accordance with the law.
6. Save electronic documents in the System.
7. Flow chart of issue, registration and issuance of documents specified in detail in annex III to circular 01 2019 TT-BNV.

Điều 12. Hình thức chữ ký số của người có thẩm quyền ký ban hành văn bản

1. Location: at location of person authorized to sign issued text on text paper.
2. Image: signature of authorized person on the text paper, blue format (.png).

Điều 13. Hình thức chữ ký số của cơ quan, tổ chức ban hành văn bản

1. Location: hooded up about 1/3 of the signature of the competent person on the left side;
2. Image: seal of the agency, the organization issued text, color red, size the actual size of stamp format (.png);
3. Information: Name of agency organization, time signing (day, month, year; hours, minutes, seconds; the time zone in Vietnam according to ISO 8601).

Điều 14. Quản lý và sử dụng thiết bị lưu khóa bí mật và chứng thư số của cơ quan, tổ chức trong công tác văn thư

1. Managing and using the secret key and certificate number of agencies and organizations in clerical work is done as prescribed in circular no. 41/2017/TT-BTTTT 19 January 12 2017 by The minister of information and Communications regulation using digital signatures for electronic documents in state agencies.
2. Equipment save secret key and the digital certificate of the agency, the organization must be delivered in writing to the office management agency and direct use.
3. Letter writing agency responsible
4. a) Non-delivery device secret key and the digital certificate of the agency, the organization for other people permission in writing of the competent person;
5. b) To direct the number of agencies and organizations on the text of agency, the organization issued;
6. c) Only the number of agencies and organizations on the text of agency, organization, issued the following when there have been digital signature of the authorized and the text of agency or organization directly digitized.

Chương IV: LẬP VÀ NỘP LƯU HỒ SƠ ĐIỆN TỬ VÀO LƯU TRỮ CƠ QUAN

Điều 15. Yêu cầu tạo lập hồ sơ điện tử

1. Ensure general requirements of the establishment and management of records.
2. Guaranteed the authenticity of the documents in the record.
3. Is to ensure safety in the System.

Điều 16. Tạo lập hồ sơ điện tử

1. Based on The category records, individuals are tasked with solving the identifying numbers and symbols record for walking text, text to, and the other relevant documentation such as: comments directed, comments or suggestions, reports, explanations and other content related in the process of resolving the work; updates to the System the information of 2.3 annex IV and the information of 2.3 appendix V circular 01 2019 TT-BNV. The case of profile is not included in The item record was issued, individuals are tasked with solving job updates additional profile to the profiles directory in the System after it is approved.
2. The individual is tasked with establishment profile are responsible for updating the System information School number 1.3, 2, 3, 4, 5, 6, 7 appendix VI of this circular.
3. Profile code consists of:
4. a) the identifier of agencies and organizations catalog record

The identifier of the agency or organization specified in circular no. 10/2016/TT-BTTTT on 01 October 4, 2016 by The minister of information and Communications issued technical regulations, national structural code identifier and data format packet service connect the system management text and the executive. The identifier of the agency, the organization is default in the System.

1. b) Years of record
2. c) Number and sign records

Years of record, numbers and symbols profile is determined according to The catalog record. The components of the profile code is delimited by dots.

Example 1: 000.06.16.G09.2010.01.TH is record number 01 group of Synthetic, 2010 of informatics center, national archives and state archives, the Ministry of the Interior.

In which: 000.06.16.G09 is the identifier of the center for Information technology, national archives and state archives, the Ministry of Internal affairs; 2010 is the year of record; 01.NOW is the sign records.

4. When the work is completed, individuals are tasked with solving work have responsibility for reviewing the entire text documents in the record, finishing, end profile and update to the System information School number 8, 11 appendix VI circular 01 2019 TT-BNV.
5. The code updates the list of agencies, organizations and establishment record, years of record, the total number of documents in the record, the total page number of the record in the fields of digital information 1.1, 1.2, 9, 10 annex VI circular 01 2019 TT-BNV is done by the function of the System.

Điều 17. Nộp lưu và quản lý hồ sơ điện tử tại Lưu trữ cơ quan

1. The filing hosted, managing electronic records in storage organs and cancel electronic document of value is carried out in accordance tạiChương II Decree no. 01/2013/TT-CPngày 03 October 01, 2013 of The government detailing the implementation of some articles of the Law archive.
2. Individuals are tasked with solving work based on The category record of the agency, shall submit to save your documents electronic documents and other formats, if any, into the storage organs.
3. Host agency is responsible for checking, receiving record, put record on the management mode profile “electronic storage” in the System.

Chương V: CHỨC NĂNG CƠ BẢN CỦA HỆ THỐNG

Điều 18. Nguyên tắc xây dựng Hệ thống

1. Ensure management of documents and electronic records of agencies, organizations and regulations.
2. Ensure safety and security of network information according to the provisions of the current legislation.
3. Secured distribution rights for the individual access to the System.
4. Guarantees the authenticity, reliability of the materials, the data circulating in the System.

Điều 19. Yêu cầu chung khi thiết kế Hệ thống

1. Meet the full range of processes and techniques of managing documents, electronic records and data specification.
2. Ability to integrate, contact information, share information and data with other systems.
3. Have the ability to systematize text, records, stats, counter, text, profile, system.
4. Ensure easy access and use.
5. Guarantees the authenticity, reliability, integrity and the ability to access, use text and documents.
6. Secured storage profile in term preservation.
7. Guaranteed fit the Frame architecture e-government in Vietnam.
8. Allows to sign digital check digital signatures as specified in circular no. 41/2017/TT-BTTTT 19 January 12 2017 by The minister of information and Communications regulation using digital signatures for electronic documents in state agencies.
9. Case management System, text and operator is used not fully meet professional requirements management, electronic records, the agencies and organizations are responsible for upgrade, additional functions as prescribed in circular 01 2019 TT-BNV.

Điều 20. Yêu cầu chức năng của Hệ thống

1. For the creation and tracking text
2. a) allow attach files;
3. b) allow To create the identifier text away;
4. c) allow the generated code for profile and order number text in the record;
5. d) Show the degree of emergency of the text;

e) allows automatic level number, date, month and year for the text that comes after the text has been authorized person to sign and numbers to day and month and year to for the text to follow the order and sequence duration in years;

1. e) allow the receiver to automatically notify the sending party received text;
2. g) allow the automatic update of the information School number 1, 2.1, 2.2, 3, 11, 13, 14 appendix IV, Case number information 1, 2.1, 2.2, 3, 5, 7, 11, 14.1 appendix V, the information of 1.1, 1.2, 9, 10 annex VI circular 01 2019 TT-BNV;
3. h) notify in writing the agency when there is a duplicate identifier text;
4. i) enables statistics tracking, urging solving writing to;
5. k) allow the authorized distributor text to follow, urging individual units solved documents within the time limit;
6. l) allows the competent access, edit, move back the draft document;
7. m) allow notifications when you have new text;
8. n) allows agencies and organizations send text to know the status of receive texts at the agency, organization, get text.
9. With respect to the connection contact information
10. a) secured connection or communication between the management System electronic document and management System materials of electronic storage, the storage history of that agency or organization is the source of the deposit;
11. b) Have the ability to operate on mobile devices, smart in terms of ensuring information security;
12. c) Have the ability to connect, contact information, and integration with dedicated systems that are being used at the organization.
13. For information security
14. a) the access rights for each record, text;
15. b) Warning the change access rights for each record, the text in the System until there is confirmation of authoritative people.
16. For the preservation and storage of text records
17. a) Save the text and the information about the settlement process work included: comments directed, distribution, text to competent people; the draft text of the servants assigned to draft; comments of the individual units involved; that the direction of the leader; comments approved, responsible for the content of the unit leader drafting; opinion approved responsible for the technical presentation text of the competent person; visit history and see the text; the other effects in text;
18. b) link the text document has the same profile code in the System to create the record;
19. c) To enable automatic record messages to the application hosted on the storage organs ago 30 days from the date of storage, the agency notified the category profile filed hosted for the submission of documents;
20. d) ensure the implementation of submission of records to the storage organs;

e) ensure the transfer of documents into the System, document management, electronic storage of archive history;

1. e) allows assigning a text document for more records without the need for cloning;
2. g) ensure the integrity, reliability, no change of text, record;
3. h) ensure the ability to access and use records, texts, according to the term preservation;
4. i) ensure the ability to move records, documents, data, specification, and change the text format when there is a change in technology;
5. k) ability to backup periodically, unscheduled and data recovery incident.
6. For documents of value
7. a) allow For automatic notification record expiration of the preservation ago 30 days;
8. b) allow For the assessment of value of the profile to be notified of the expiration of preservation; redefining the term preservation or destruction of documents of value;
9. c) When cancelling the order material of value: the System required to enter the reason for the cancellation documents; notice the document is scheduled for destruction are assigned to the other record has not expired preserved (if available) and allows you to text that has been assigned to the profile related yet preservation period; confirm the command cancel; destroy documents after confirmation;
10. d) Save the data specification of the cancellation process documentation;

e) the information notice about material in any format other under record is clean.

6. With respect to statistics, search and use texts, profile
7. a) allow statistics, the number of records, documents; the number of hits on each record, document;
8. b) enable statistics on the number of visitors on the System at the request of the management;
9. c) The right to control access to records stored electronically and the data specification of the record store;
10. d) allows searching For text, record for all the school information input of the text, the profile and content of documents;

e) allow the selection to display the field information of the text records in the search results;

1. e) allows To save and reuse the search request;
2. g) allow the display order of search results;
3. h) allow the output results search out the format text file downloads: (.doc), (.docx), (.pdf);
4. i) For the permission to download or print text, documents, data specification;
5. k) allows mark to text, document, specification data are printed out from the System;
6. l) Save history to access and use text and documents.
7. For managing the data specification
8. a) Save the data elements specification related to a text, profile-specific term preservation;
9. b) Display the entire data specification of a text, record upon request of the user is granted the right;
10. c) allows data entry specification supplement for text records;
11. d) Save data specification of process control security documents, records, systems;

e) Save and fixed the alignment of a text record with all the data elements specification related.

Điều 21. Yêu cầu về quản trị Hệ thống

1. The system allows the assigned System administrators perform the following tasks:
2. a) Create team documents and records according to levels of various information;
3. b) authorization for the use according to the regulations of the agencies and organizations;
4. c) Access to records and data specification of the profile according to the regulations of the agencies and organizations;
5. d) change the access rights for the record, the text when there is a change to the rules of the organization;

e) change the access rights of the individual accounts when there are changes in the position of that individual;

1. e) recovery information, spec data in case of system errors and notifications recovery results;
2. g) Lock or freeze the case (text, record group material) to prevent the ability to move, delete or modify as required by the competent person.
3. Warning conflict occurs in the system.
4. Establish connection related information.

Điều 22. Thông tin đầu ra của Hệ thống

Information form the output of the System specified in annex VII circular 01 2019 TT-BNV, including:

1. Register text to.
2. Report the situation to solve the text to.
3. Register text away.
4. Report text away.
5. Table of contents text in the record.
6. Catalog record.

Chương VI: ĐIỀU KHOẢN THI HÀNH

Điều 23. Hiệu lực thi hành

Circular 01 2019 TT-BNV have effect from 10 January 3 2019.

Điều 24. Tổ chức thực hiện

1. Ministers, heads of ministerial-level agencies, heads of governmental agencies, the chairman of people's Committee of provinces and cities directly under the Central government and agencies, relevant organizations responsible for implementation of circular 01 2019 TT-BNV.
2. In the process of implementation, if there are concerns suggest the agencies, organizations and individuals to reflect on the Ministry of the Interior to study, modify and supplement accordingly./.

PHỤ LỤC I: LƯU ĐỒ QUẢN LÝ VĂN BẢN ĐẾN

(Circular no. 01/2019/TT-BNV 24 January 01 2019 of The minister of Internal affairs)

PHỤ LỤC II: LƯU ĐỒ SOẠN THẢO KIỂM TRA THỂ THỨC, KỸ THUẬT TRÌNH BÀY VĂN BẢN

(Circular no. 01/2019/TT-BNV 24 January 01 2019 of The minister of Internal affairs)

PHỤ LỤC III: LƯU ĐỒ KÝ BAN HÀNH, ĐĂNG KÝ, PHÁT HÀNH VĂN BẢN

(Circular no. 01/2019/TT-BNV 24 January 01 2019 of The minister of Internal affairs)

PHỤ LỤC IV: THÔNG TIN ĐẦU VÀO CỦA DỮ LIỆU QUẢN LÝ VĂN BẢN ĐẾN*

(Circular no. 01/2019/TT-BNV 24 January 01 2019 of The minister of Internal affairs)

PHỤ LỤC V: THÔNG TIN ĐẦU VÀO CỦA DỮ LIỆU QUẢN LÝ VĂN BẢN ĐI*

(Circular no. 01/2019/TT-BNV 24 January 01 2019 of The minister of Internal affairs)

PHỤ LỤC VI: THÔNG TIN ĐẦU VÀO CỦA DỮ LIỆU QUẢN LÝ HỒ SƠ*

(Circular no. 01/2019/TT-BNV 24 January 01 2019 of The minister of Internal affairs)

PHỤ LỤC VII: THÔNG TIN ĐẦU RA CỦA HỆ THỐNG QUẢN LÝ VĂN BẢN VÀ HỒ SƠ ĐIỆN TỬ

(Circular no. 01/2019/TT-BNV 24 January 01 2019 of The minister of Internal affairs)

1. Register text to

2. Report the situation to solve the text to

From date....year.... to date.... months....year....

The total number of text:

The amount of text was processed:

The amount of text hasn handle:

3. Register text away

4. Report text away

From date .......months....year.... to date..... months....year...

The total number of text:

5. Table of contents text in the profile

6. Catalog record

Text File invite download here thong-tu-01-2019-tt-bnv-quy-dinh-quy-trinh-trao-doi-luu-tru-xu-ly-tai-lieu-dien-tu.doc

Circular 01 2019 TT-BNV the main tool is a legal matter for the state agency document management efficiency, promotes the transition of administrative. Properly apply the provisions of the circular will help the agency quickly modernized sustainable business in the future.

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