Training courses on sending and receiving documents with digital signatures by VAST-OFFICE Management and Operating System throughout VAST

Implementing Prime Minister's Decision 28/2018 / QD-TTg on Jul.12, 2018, on electronic document sending and receiving among agencies in the state administrative system, the Vietnam Academy of Science and Technology (VAST) has actively implemented synchronously and unified activities.

On May 4, 2019, VAST issued Decision 759/ QD-VHL promulgating the Regulation on receiving, processing, issuing and managing electronic documents. On July 22, 2019 at the second quarter meeting of the Steering Committee for the development of E-Government, Prof. Acad. Chau Van Minh, President of VAST, directed to build a plan on promoting IT application in VAST management and administration in the 2019-2020 period and orientation to 2025.

Accordingly, the Center for Informatics and Computing is assigned to directly carry out activities such as monitoring, checking and evaluating information security for document communication axes; ensuring smooth transmission of specialized data networks; planning training for units; and receiving registration, management, checking the announcement of management and administration document system to meet requirements of e-Government step by step.

The VAST-Office system was developed by the Center for Informatics and Computing in 2010. It has been a platform for administration electronic doucment exchange at VAST for many years. It has been applied in professional operational management activities at a number of units under VAST such as the Office, the Department of Planning and Finance, as well as at the Center for Informatics and Computing. It helps the management of electronic documents be easy, fast, timely and accurate. The Center for Informatics and Computing has also cooperated with the Government Cipher Committee to issue digital signatures to 55 collectives and 428 individuals throughout VAST, and provide training to use digital signatures on electronic documents since 2018.

Carrying out the assigned task, the Center for Informatics and Computing quickly upgraded the VAST-Office software system to send and receive electronic documents on the e-government communication axis, integrating digital signatures on the documents and directives/ comments/ approval in the online system. Thus,  VAST-Office system has become a modern electronic administrative management system which has capable of serving business operations conveniently in units under VAST, as well as connecting with agencies and ministries of the Government in accordance with State regulations and standards.

So far, VAST-Office system has met the process of operating smoothly and coherently. The information flow is logically transferred, ensuring correctness, accuracy and quick operation. At present, even on long trips, leaders of VAST can handle, sign and issue documents, convey management information to units, functional departments and each staff and vice versa. This helps improve information sharing and work coordination among functional departments and units under VAST.

Assoc. Prof. Dr. Pham Hong Quang, Director of the Center for Informatics and Computing, made a speech at the opening ceremony

The center organized training courses on deploying digital signatures, sending and receiving electronic documents on the VAST-Office system for over 200 leaders, IT staff and archives staff. The training course on August 21 – 22, 2019 is for staff from units under VAST in southern Vietnam and the one on August 28 – 29, 2019 is for staffs from units under VAST in northern Vietnam.

The training course aimed to give an overview of digital signatures, electronic documents, details of the rotation process of electronic documents and electronic documents processing on the VAST-Office system for each specific role as expert, departmental leader, institute leader and archives staff.

Expert from the Center for Informatics and Computing gave an overview on VAST-Office system

At the conference, experts from the Center for Informatics and Computing instructed participants to practice useful features of VAST-Office such as sending/receiving documents with digital signatures; reporting work; managing internal affairs in their unit such as assigning tasks, scheduling meeting invitations, taking notes, contacting and document libraries on the system.

Participants were directly instructed on how to send/ receive electronic documents with digital signatures at the training course

With the universal implementation of the VAST-Office Management and Operating System, the VAST Steering Committee for the development of e-government of expected the training course would help units under VAST understand and master how to use the system in order to send and receive electronic documents, and ensure the regulations on electronic document transfer to/ from in accordance with Government regulations. In addition, the computerization of operational management will make VAST one of the leading units in implementing the Prime Minister's e-government development policy. This will help save time and money for processing documents within the academy, as well as improving the quality of document management, promoting scientific research and technological development throughout the academy.

Translated by Tuyet Nhung
Link to Vietnamese Version

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