Tổ chức quản lý văn bản trên mạng diện rộng với văn bản điện tử, số hóa

Chuyen de Van ban dien tu, Chu ky so So 3/2011<br /> <br /> <br /> TO CHLPC QUAN Lt VAN BAN TR^N MANG DIEN RQNG<br /> V6l VAN BAN DIEN TI),S6 HOA<br /> <br /> NGUYEN LE HA THAO HA<br /> <br /> <br /> <br /> <br /> I I j n g dung cdng nghe thdng tin trong<br /> I I viee to chuc quan ly van ban di, van<br /> ^ ^ ban d i n tai eae ca quan, to chuc<br /> d i n thdi dilm hien nay khdng phai la v i n d l<br /> kho khan hay mdi la. Tuy nhien, viee td<br /> chuc quan ly, chuyin giao, XLP ly van ban va<br /> tiln tdi lap hd sa tren mdi trudng mang dien<br /> rpng lai la mpt v i n d l r i t dang quan tam,<br /> nhilu quy djnh e i n xem xet mdt each t h i u<br /> dao trudc khi triln khai d dien rdng. Chang Bao cao tw tong hop tinh hinh glal quyit van ban<br /> han, viec cdng khai hd sa cdng viee (trong<br /> hoat ddng "mot cwa dien tu^') cua qua trinh<br /> giai quylt thu tue hanh ehinh eho ca nhan vay, khi xem xet d i n nhCJ-ng hoat ddng nay<br /> va eae td ehue nham cdng khai, minh bach c i n nghien CLPU d i n phuang thCpc to chCpc<br /> hoat dpng giai quylt hd sa tai eae ea quan va van hanh eua cac chuang trinh quan ly<br /> ehue nang. Cae hd sa nay dwcfc tao lap, luu van ban. Dac biet c i n chu y d i n hinh thCpc<br /> trO va cd t h i tra cuu cdng khai tren mang van ban dinh kem trong mdi ndi dung dang<br /> dien rpng qua cong thdng tin "mdt cCra dien ky eua chuang trinh d l thyc hien viec<br /> tu" eua ca quan, td chuc giai quylt hd sa. ehuyln giao, SLP dung, XLP ly va quan ly van<br /> ban tren mang dien rpng.<br /> Hd s a luu t r u tren mang dien rdng tam<br /> gpi la hd sa dien tCr la mdt tap gdm cac van 1. Phu'O'ng phap td chupc quan ly va<br /> ban dudi dang van ban dien t u hay so hda. su> dun^ van ban trong chu'O'ng trinh<br /> Nhu vay, ngay ti> khau td chCpc quan ly van phin mem td chiec quan ly van ban di,<br /> ban di, d i n da phai t i l n hanh thyc hien tren van ban d i n tren mang dien rong.<br /> mang dien rpng. Cac chuang trinh p h i n Khae vdi phuang phap to chCpc quan ly<br /> m i m quan ly van ban hien nay da giup thyc va luan chuyin edng van giiy t d bang giiy<br /> hien ban hanh, chuyin giao van ban di, t i l p (ban CLPng), khi thyc hien tren mang dien<br /> nhan phan phdi va XLP ly van ban den hoan<br /> toan tren mang dien rdng. TCP dd, viec XLP ly ,, .W :• Ousn iy Vdii ban s.Hb Sff c o n g viec<br /> <br /> <br /> van ban va lap hd sa edng viee tren mang<br /> CO t h i thyc hien dugc, gdp phin cdng khai t*ncvce< ''**«*<br /> <br /> tiln trinh XLP ly van ban cua can bp, vien<br /> sA r*i MiiAfu VA Mft nwoMCt m/tmciCneoB<br /> chLPC tai ca quan chCpc nang dang thu ly hd n ^ oraoctf>'.jiV Mo V u « gq M f i t nch Or CP c<<br /> <br /> <br /> sa. NhCrng hoat ddng dd, trong thyc t l hien<br /> nay da bat d l u hinh thanh hoat ddng cua '<br /> cong tac van thw dien tCr, moi trwang lam '.^<br /> viec dien ft> trong mdi trudng van phdng. Vi Ludng chuyen giao van ban din<br /> Chuyen de Van ban dien tu, Chu ky so So 3/2011<br /> <br /> rdng, cac p h i n m i m quan ly van ban thyc nop luu) di thdng bao cho ca nhan, dan vj<br /> hien theo theo phuang thCre phan ludng ed hd sa va bd phan van thu, luu trCp ea<br /> phan phoi van ban va giai quyet cong viec. quan to chCre thyc hien.<br /> Nhu vay, chuang trinh td chCrc quan ly van Nhu vay, khi ban hanh (van ban di) hay<br /> ban di, van ban d i n d giai doan hien nay t i l p nhan (vdi van ban din), bd phan van<br /> phai dap Cpng dugc cae yeu c l u : thwc hien thu cua ca quan se thyc hien cae thao tac<br /> tren mang dien rong de ket noi, lien thong t i l p nhan, quan ly va chuyin giao van ban<br /> giO'a cac may tinh trong mot cac ca quan, to hoan toan tren mang dien rdng thdng qua<br /> chirc va giira cac bo phan trong mot ca mdt chuang trinh p h i n m i m . Van ban SLP<br /> quan vai cac bo phan cua ca quan khae dung trong chuang trinh nay la van ban dien<br /> trong ciing mot nganh... Muon lam dugc tw (cd chCp ky so) hoac van ban s6 hoa (van<br /> nhu t h i , viec dang ky, quan ly van ban ban da ban' hanh bang giiy, dugc scan)<br /> thdng qua eae chuang trinh Crng dung tin dugc dinh kem vao tCpng ndi dung dang ky<br /> hpc phai dap Cpng 6wac nhudng yeu c l u : quan ly.<br /> - Toan bd npi dung thdng tin quan ly van Mat khae, viee phan ludng chuyin giao<br /> ban ehl thyc hien dang ky 01 l l n (khi ban van ban cua cac chuang trinh p h i n mim<br /> hanh van ban - dang ky van ban di). T i t ca quan ly van ban di, d i n khdng chi dCrng lai<br /> nhCppg ngudi t i l p nhan sau (tilp nhan van trong pham vi td ehCre quan ly van ban eua<br /> ban d i n , nhan phan phdi van ban d l XLP ly, bd phan van thu... ma cdn quan ly d i n qua<br /> ...) se SLP dung dugc toan bd hay mdt sd trinh chuyin giao va viec lap hd sa cong<br /> nhCpng ndi dung dd ma khdng phai dang ky viec cua can bd, vien chCre phu trach viec t6<br /> lai; chCpc giai quylt hay thyc hien van ban dugc<br /> - Cd e h l dp t y ddng cap nhat va t y san giao XLP ly.<br /> sinh bao cao theo tCpng thdi dilm d l cung 2. Chu'O'ng trinh phin m i m quan ly<br /> e i p thdng tin v l thdi han XLP ly van ban, t i l n van ban di, van ban den tren mang dien<br /> dp giai quylt edng viec thdng qua van rong vdi van ban dien tif va so tioa<br /> ban,... theo nhCpng d i l u kien xae djnh lpe dCp Vdi t i t ea eae chuang trinh p h i n mim<br /> lieu da duge xae lap trudc trong khau lap quan ly van ban di d i n hien dang SLP dung<br /> trinh; tai eae ea quan, to chCpc. nhCpng yeu clu<br /> - Thyc hien dwac viee<br /> Thdng tin chinh<br /> ehuyln giao van ban bao ^} Danh so t v dlpng ]Nli«pnhi^uVB<br /> So van ban Ngay den [2-» ' :*<br /> owt ifc.-—.<br /> »<br /> Do nhQ'ng tuang ddng dd, trong khi n .-.*«..«-—•«"<br /> O .—•«(«.<br /> ^-<br /> chua cd quy djnh cu t h i , cd t h i c h i p f}.....»'*¥*•***•'• i<br /> nhan ban so hda g i n ehu' ky sd dang P Dinh kem van ban dien tw hay s6 hoa vao nol dung<br /> cd gia trj SLP dung nhu ban sao y. Cd dang ky van ban dl<br /> nhu vay, van ban SLP dung trong qua<br /> trinh XLP ly va lap ho sa tren mdi trudng<br /> mang mdi ed gia trj phap ly va hieu lye thi lap hd sa cdng viee), td ehCpc xu' ly (giai<br /> hanh nhu ban eCpng (ban goe hay ban quylt hay thyc hien) van ban tren mang<br /> chinh). dien rdng, cac van ban nay phai dugc tdn tai<br /> Tuy nhien, hien nay, h i u h i t cae website dudi dang dien tCp hay sd hda. Di tranh tinh<br /> eua ca quan nha nudc d l u dang tai van ban trang phai tao ra nhilu hinh thCpc tdn tai cua<br /> sd hda (ke ca van ban quy pham phap luat) mpt van ban (ban cCpng, ban mem) gay lang<br /> nhung khong cd cac y l u td dam bao tinh phi v l vat chit va edng lao ddng eua can<br /> xae thyc, tinh toan ven d l cd t h i SLP dung bd, nhan vien van phdng, giai phap SLP dung<br /> loai van ban nay nhu ban chinh hay ban sao chQ' ky so dang P la hieu qua nhit. Dac<br /> biet, trong tinh trang hien nay, viec triln khai<br /> y-<br /> chCp ky sd cho eae ca nhan (chQ' ky dang S -<br /> 3. De xuat SCH dung van ban dien tiF va<br /> Signer - tCpc ehCp ky cua mdt ngudi) trong<br /> sd hda trong chu-ang trinh phin m i m<br /> cae td chu'c va ca quan ehua trd nen pho<br /> quan ly van ban tren mang tin hoc dien<br /> biln, viee SLP dung loai chCp ky so cua mpt<br /> rong<br /> dan vi, mdt td chCpc dang P (Publisher tCpc<br /> Hien nay, theo Nghj djnh sd 09/2010/ND- ngudi hoac ea quan, td chCpc edng bl) la<br /> CP va cac van ban quy pham phap luat mpt giai phap da dwac tin hpe Bd Giao<br /> khae cd lien quan (edng chCpng, cdng thdng Van tai, Cdng bao cua UBND Tp. Ha<br /> bao...), van ban sau khi dugc ban hanh chi Ndi va Tp. Hd chi Minh ap dung. Day la mpt<br /> cd 03 loai: giai phap c i n dugc xem xet va ap dung dien<br /> - Ban goc va ban chinh hinh thanh ngay rdng. Co t h i ap dyng giai phap nay, ed t h i<br /> tu- l l n ban hanh d l u tien; ap dung chCr ky so dang P vdi van ban di,<br /> - Ban dang tren cdng bao ed gia trj phap van ban d i n trong nhQ-ng trudng hgp eu t h i<br /> ly nhu ban g i c ^; nhu sau.<br /> - Ban sao tCp sd gdc cd gia trj phap ly va Ddi vai van ban di • •.<br /> hieu lyc thi hanh nhu ban chinh ^ Cd 02 tinh hudng:<br /> Cac hinh thCpc tdn tai cua nhCpng van ban - Trudng hgp ca quan, td chu'c chua<br /> noi tren chi ap dung vdi ban cCpng - in tren mudn hay chua cd d i l u kien triln khai rpng<br /> giiy, da dugc ban hanh, ed chCr ky cua rai ehu' ky sd d i n td'ng ea nhan - chu' ky s6<br /> ngudi cd t h i m quyin va con d l u . Song, d l dang S (chu- ky cua ngudi cd tham quyin<br /> td chLPC quan ly van ban trong cae ea quan, duge ky va ddng d l u len chQ' ky);<br /> t l ehCpc (quan ly van ban di, van ban d i n va<br /> <br /> 10<br /> Chuyen de Van ban dien tu, Chu ky so So 3/2011<br /> <br /> - Ca quan, td chu'c v i n mudn chpn giai eung d p thdng tin theo ddi giai quylt ho sa<br /> phap ban hanh van ban dang giiy (ban tren mang dien rdng (niu cd quy djnh).<br /> eCrng) la ehinh, ehi su' dung van ban so hda N i u thyc hien nhu giai phap nay (tuy<br /> tren mang dien rdng d l tien cho viec chuyin chua phai la toi uu) nhung chac ehan khic<br /> giao, quan ly va XLP ly thi v i n ed t h i thyc phue dugc 02 v i n d l hien dang bd ngd:<br /> hien chu- ky so trong cac trudng hgp sau - Van ban dang tren cdng thdng tin dien<br /> day: tLP eua cac ca quan td ehCpc hien da phin chf<br /> + Chi SLP dung van ban dien tCp ed ky sd ed hp va ten ngudi ky hoac file dang PDF cd<br /> eho toan bp van ban dung trong hoat ddng chQ' ky va con d l u nhu van ban photo b i n g<br /> npi bp eua ea quan, td chCpc; giiy hay scan - khdng cd gia trj phap ly va<br /> + Ky sd vao ban m i m t i t ea cac van ban hieu lyc thi hanh;<br /> (ca van ban di va van ban din) khi dang - N I U mudn su' dung d l xu' ly hay to<br /> edng bao hay dua len cdng thdng tin dien tCp chCpc thyc hien phai cd ban cCpng (da ban<br /> cua ea quan; hanh) kem theo.<br /> + Ky sd vao ban sd hda (ban dwac scan) Cdn van ban dang DOC hay PDF (nen la<br /> de SLP dung trong qua trinh theo ddi giai PDF) ed ehCp ky sd P (cua van phdng ca<br /> quylt hoac td chCre thyc hien; quan ban hanh hay t i l p nhan) hoan toan cd<br /> + SLP dung van ban di (sd hda) ed ehCp ky t h i x l p vao dang van ban sao y bin chinh<br /> sd dang P d l lap h i sa edng viee - hd sa va cd gia trj phap ly, hieu lye thi hanh nhu<br /> luu trCp tren "mdt eCra dien tU'" nham cung ban sao y bing giiy. Trudng hgp nay khi SLP<br /> c i p thdng tin theo ddi giai quylt ho sa tren dung khdng d n cd ban cCpng kem theo. Vdi<br /> mang dien rpng (niu cd quy djnh), each lam nay, van ban luu trCp tren mang<br /> Doi vai van bin den dien rdng ed ehCp ky sd dang P hoan toan du<br /> Khi nhan duge van ban eua eae ea quan t u each d l xae djnh ngudn eung d p , tinh<br /> khae gCri d i n , van thu ca quan tiln hanh toan ven, tinh chdng choi bd va gia trj phap<br /> tuin ty cac thao tae: ly, hieuTyc thi hanh nhu ban sao y<br /> - Scan van ban d i n (tao ban mim); Tren day la mdt vai gdc nhin v l mdi<br /> - G i n chQ' ky s l dang P cua ca quan (do quan he giCpa eae hinh thCpc t i n tai cua van<br /> bp phan van phdng quan ly) nhu hinh thCre ban (ban cCpng) va ban m i m (van ban dien<br /> sao van y van ban; tLP va sd hda) vdi viee SLP dung chuang trinh<br /> - Dang ky quan ly van ban d i n va g i n quan ly van ban di d i n thyc hien tren mang<br /> file van ban s l hda cd chCp ky sd vao npi dien rdng. N i u chua SLP dung dugc van ban<br /> dung dang ky; dien tCp ed ehCp ky s l mdt each rdng rai, van<br /> ban sd hda gan chQ' ky sd dang P se la giai<br /> - Trinh thu trudng duyet phan phdi van<br /> phap cd t h i chip nhan khi chua cd nhQ'ng<br /> ban d i n ed ehCp ky sd mdi g i n ;<br /> quy djnh eu t h i han. D i l u nay khdng ehi gdp<br /> - Chuyin giao van ban d i n ed g i n chCp phin nang cao hieu qua hoat dpng eua<br /> ky sd cho CBNV dugc phan edng giai quylt CBVC trong cdng tac van thu, luu trCr ma<br /> van ban d i n ; cdn gdp phin nang cao hieu qua hoat ddng<br /> - CBNV duge phan cdng giai quylt van cua cdng eudc cai each hanh chinh hien<br /> ban d i n tryc t i l p XLP ly (giai quylt hay td nay./.<br /> chCpc thyc hien) van ban d i n tren ban m i m ;<br /> - Can bd, nhan vien dugc phan cdng giai<br /> quylt van ban d i n ;<br /> 1. Muc a, 1.2, I CVso 139A/TLTNN-TTTH)<br /> - SLP dung van ban d i n (ban so hda) cd 2. Muc 2, diiu 78. Luat s6 17/2008/QH12: Muc 1,<br /> chCp ky so dang P d l lap hd sa edng viec - dieu 7, ND s6 104/2004/ND-CP.<br /> ho sa luu trCp tren "mpt eCra dien tCp" nham 3 . Diiu 3, ND 79/2007/ND-CP<br /> <br /> <br /> <br /> <br /> 11<br />