Commune-level judicial and civil status civil servants process hundreds of records/day
According to the Department of Justice of Dong Nai province, after the merger, at the People's Committees at the commune level, the field of document certification increased dramatically, while the arrangement of civil servants to perform certification tasks was still lacking and the regulations on certification authority have not changed in a timely manner, causing great pressure on the local civil servant team.
Judicial and civil status civil servants at the commune level must receive and process hundreds of records every day, including certification of copies of the original documents; certification of signatures; certification of contracts and civil transactions... In particular, the volume of records has increased rapidly, especially on weekends or early months.
According to the Department of Justice of Dong Nai province, the increase in the number of certification work at many commune-level People's Committees is partly due to the reason why many agencies and units still require people and businesses to submit certified copies, even in cases where the law is not mandatory. This goes against the spirit of administrative reform, arising additional procedures, time and costs for people and businesses.
Therefore, the Dong Nai Department of Justice has advised the Provincial People's Committee to issue a document to rectify the above situation, requiring agencies and organizations in Dong Nai province to strictly implement regulations, accept unlicensed copies with originals for comparison when handling documents; Organize inspections and strictly handle cases of arbitrarily requesting to provide certified copies that are not in accordance with regulations...
Completing the legal framework to reduce workload for commune-level People's Committees
To fundamentally solve the work pressure at the grassroots level, the Department of Justice has synchronously advised on institutional solutions, proposed that the Provincial People's Council and People's Committee issue important regulations to facilitate the legal framework for organizing and performing certification tasks at the Commune People's Committee, reduce workload and improve service quality for people and businesses.
Accordingly, the Department of Justice advised the Provincial People's Committee to submit to the Provincial People's Council for approval a Resolution regulating the authorization of commune-level civil servants to perform a number of certification tasks such as copies, signatures, signatures of translators... in the form of "official authorization" signatures of the Chairman of the Commune People's Committee. On October 16, 2025, the Chairman of the Provincial People's Committee issued a Decision to implement it in the whole province.
According to the Department of Justice, this creates an authorization mechanism, helping commune-level People's Committee leaders reduce regular work to focus on leadership and direction.
In addition, the Department of Justice also advised the Provincial People's Committee to issue a Decision to transfer the task of certifying contracts and transactions from 42 Commune People's Committees to notary organizations that have been operating stably for 2 years or more.
42 communes and wards that are transferred are localities with socio-economic development, the large workload needs to apply the transfer plan to reduce pressure, improve the quality of work for grassroots authorities...
We identify certification as not only an administrative procedure, but also an essential legal service associated with the rights of people and businesses. Therefore, every improvement, no matter how small, will greatly contribute to improving the quality and efficiency of work at the grassroots level and the administrative reform of the whole province - Director of the Provincial Department of Justice Pham Thi Bich Thuy emphasized.
