The process of managing incoming and outgoing documents in the enterprise

Managing incoming and outgoing documents is a necessary activity for organizing and coordinating information within an enterprise. However, many businesses still do not have a clear and specific management process. Therefore, in the article below, 1C Vietnam will introduce the detailed incoming and outgoing document management process to help businesses understand and apply more effectively in document tracking and processing.

1. What are outgoing and incoming documents?

Outgoing and incoming documents (also known as "incoming documents") are terms commonly used in document management and communication by organizations, businesses or agencies. They refer to documents, messages or information sent and received between parties within an organization or from one organization to another.

• "Outgoing documents" generally refer to documents, letters, emails, messages or any form of information that an organization or individual sends to another party.
• "Incoming documents" include all documents, letters, emails, messages or information that an organization or individual receives from another party.

Incoming and outgoing document management helps organizations maintain effective communication, track important information, and ensure that documents are delivered to the right people and on time. Incoming and outgoing document management systems and processes are often used to optimize document management and internal communication.

Incoming and outgoing documents are important documents for businesses

2. Outgoing document management process

Besides understanding what outgoing documents are, businesses also need to understand the outgoing document management process. The outgoing document management process includes the following specific steps:

2.1 Allocation of numbers and time of issuance of documents

This is the first step in the outgoing document management process. According to Decree 30/2020/ND-CP, document issuance and issuance time should be done as follows:

• The number and time of issuance of documents follow the chronological order of issuance during the year.
• Numbers and text symbols are unique throughout the year, applicable to both paper and electronic documents:
  • Legal documents have their own numbering system.
  • Specialized documents are issued by the head of the industry/field management agency.
  • Administrative documents are issued by the head of the agency/organization.
• For paper documents, the number and time of issuance are issued after the signature of the competent person, no later than the next working day.
• With electronic documents, the number and time of issuance are determined through the system's functionality.

The first step is to issue the number and time of issuance of the document

2.2 Document registration

After issuing the number and issuance time, the next step is to register the document. This process is specifically regulated as follows:

• Departure documents need to be fully registered and have the necessary information accurate.
• There are two methods of registering documents: Registering by book and registering by system:
  • Registration by book: Documents are registered in the Document Registration Book according to the form specified in Appendix IV of Decree 30/2020/ND-CP.
  • Register by system: Documents are printed on paper with complete information according to the Document Registration Book form, then closed for management.

• Confidentiality documents must comply with the provisions of law on protection of state secrets when registered.

2.3 Stamp, digital signature of agency, organization and mark of confidentiality and urgency level

Regulations on duplication, stamping and digital signature of agencies and organizations are described in Article 17 of Decree 30/2020/ND-CP as follows:

• With paper documents:
  • Outgoing documents are duplicated according to the number determined at the destination of the document.
  • Agencies and organizations perform the stamping and affixing signs indicating the level of confidentiality and urgency level as prescribed in Appendix I of Decree 30/2020/ND-CP.
• With electronic documents: Agencies and organizations digitally sign electronic documents according to the provisions in Appendix I of Decree 30/2020/ND-CP.

The process of sending documents has regulations on copying, digital signing and stamping

2.4 Issuing and tracking document delivery

Regulations on issuing and tracking outgoing documents are stated in Article 18 of Decree 30/2020/ND-CP as follows:

• The outgoing document must complete procedures at the office and be issued on the day of signing or the next working day. Urgent documents need to be issued and sent immediately after signing.
• The release of confidential documents must ensure confidentiality according to the law and comply with the prescribed quantity, time and place of receipt.
• In case the published document contains errors in content, it must be amended or replaced with an equivalent document. If there are errors in form, presentation techniques or promulgation procedures, they must be corrected through official dispatch of the agency or organization issuing the document.
• Text recall:
  • With paper documents, the receiving party must return the received documents.
  • With electronic documents, the receiving party must cancel the revoked electronic documents on the system and notify the system to the sending party.
• When it is necessary to issue a paper document from an electronic document that has been digitally signed by an authorized person, the clerical department prints the document on paper, stamps the agency's seal to create the original paper document and distributes it. practice it.
• In cases where it is necessary to issue electronic documents from paper and clerical documents, comply with the provisions of Point C, Clause 1 of Article 25 of Decree 30/2020/ND-CP.

Document publishing is part of the incoming document management process

2.5 Save documents

Regulations on storing paper and electronic documents are stated in Article 19 of Decree 30/2020/ND-CP as follows:

• For paper documents:
  • The original copy of the document is stored in the archives, must be stamped immediately after issuance, and arranged in the registered order.
  • The original copy of the document is stored in the work file.
• For electronic documents:
  • The original of the electronic document must be stored on the system of the agency or organization that issued the document.
  • Agencies and organizations that have systems that meet the regulations in Appendix VI of this Decree and relevant legal regulations will use and store original electronic documents on the system instead of paper documents. .
  • Agencies and organizations that do not have a system that meets the regulations in Appendix VI of Decree 30/2020/ND-CP and related legal regulations, create original copies of paper documents according to the provisions of Clause 5 of Article 18 of Decree 30/2020/ND-CP for storage.

The dispatch management process requires paper documents to be stored in the office

3. Incoming document management process

Section 2 Chapter III of Decree No. 30/2020 on document management process is carried out in the following sequential steps:

3.1 Receiving documents

The receipt of documents is stated in Article 21 of Decree 30/2020/ND-CP as follows:

• For paper documents:
  • The agency's clerical office checks the quantity, condition of envelopes, seals (if any), and place of delivery; Compare the numbers and symbols written on the outside of the envelope with the numbers and symbols of the document inside the envelope.
  • If errors or unusual signs are detected, the clerk will immediately notify the person responsible for resolving them and notify the place where the document was sent.
  • All incoming paper documents, including documents with a confidentiality mark, will be sent to the registered agency or organization at the office; Incoming documents must be enveloped and stamped "ARRIVED".
  • For documents sent to special individuals or organizations, the documents are delivered to the recipient without opening the envelope.
  • If you receive a document sent to an individual related to the general work of an agency or organization, that individual must return the document to the clerk for registration.
  • The "TO" stamp sample is made according to the regulations in Appendix IV of Decree 30/2020/ND-CP.

Receive paper documents to businesses

• For electronic documents: The clerk must check the authenticity and integrity of the electronic document and receive it on the system:
  • In case the electronic document does not comply with the provisions of Point a, Clause 2 of Decree 30/2020/ND-CP or is sent to the wrong place, the agency or organization receiving the document must return it to the agency or organization. sent on the System.
  • If errors or strange signs are discovered, the clerk immediately reports them to the person responsible for resolving them and notifies the place where the document was sent.
  • The agency or organization receiving the document must notify the sending agency or organization on the same day of receipt of the document through the system's functions.

3.2 Register incoming documents

In the step of registering incoming documents, the implementer needs to comply with the following regulations:

• Registration of incoming documents must ensure completeness, clarity, and accuracy of necessary information according to the form of Incoming Document Registration Book or through incoming document management data.
• Incoming documents that are not registered at the office will not be processed by units or individuals, unless specifically prescribed by law.
• The arrival number of the document will be taken continuously according to the order and time of reception, uniform for both paper documents and electronic documents.
• Document registration method:
  • Register incoming documents by book: Records are recorded in the incoming documents registration book according to the form specified in Appendix IV.
  • Register incoming documents using the system: Clerk receives and registers documents into the system. In case of necessity, the clerk can digitize documents according to the regulations in Appendix I and update document information into the system according to regulations in Appendix VI. Incoming documents will be registered in the system and need to be printed on paper, filled in with information according to the Incoming Document Registration form and signed.
• Confidential documents are registered according to the provisions of law on protection of state secrets.

The document registration step needs to be performed strictly

3.3 Present and transfer incoming documents

Submit incoming documents

After registering the incoming document, the clerk needs to immediately present it to the head of the agency or the person assigned responsibility for review and direction for resolution. Urgent documents must be presented and delivered immediately upon receipt.

Transfer documents to

Clerical transfers documents to units or individuals for resolution based on the opinions of the competent person. Document transfer must ensure timeliness, correct recipient and content security.

The next step is to submit and deliver the incoming document

3.4 Resolve and urge the resolution of incoming documents

The handling, monitoring, and urging the resolution of incoming documents are prescribed as follows:

• The head of the agency or organization is responsible for directing the timely resolution of incoming documents and assigning the responsible person to monitor and continue processing and urge the resolution process.
• When receiving incoming documents, the unit or individual is responsible for researching and resolving the document within the time limit specified in the working regulations of the agency or organization. Incoming documents are urgent and need to be resolved immediately.

Above, 1C Vietnam has shared details about the process of managing incoming and outgoing documents. Nowadays, with the development of digital platforms, the above process becomes easier with the support of software. In particular, 1C:Document Management is digital office software that allows clear and scientific management of incoming and outgoing documents. For more detailed information about this software, please contact 1C Vietnam today.