Regulations on shredding

1. Based on records for extracting defective money, leaders of Team 3 shall receive money from Team 1 and Team 2 in form of piles (bags) with whole seal as specified in Clause 2 and Clause 4 Article 16 of this Circular.

2. Shred the amount money received with specialized destruction machines to turn money into scraps; collect and preserve the scraps in the right place as per the law.

3. During break time and mid-day break, amount of money that is not yet shredded shall be arranged separately and neatly. Doors to shredding rooms must be locked and sealed with signatures of leaders of Team 3 and supervisory officials of the Supervision council.

4. At the end of each working day, leaders of Team 3 shall produce records confirming results of total money destroyed with confirming signatures of leaders of Team for supervising money shredding; the amount of money that is not shredded within the day (if any) shall be placed in bags (boxes), sealed or placed in trolleys with locks and seal of leaders of Team for supervising money shredding by leaders of Team 3 and send to defective money vault.

5. Director General of Department of Issuance and Treasury shall provide guidelines for destroying notes and metal money with specialized destruction machine.

Article 18. Regulations on ensuring security and safety to defective money vault, areas for assigning, receiving, tallying and shredding money

1. Areas for assigning, receiving, tallying and shredding money must have separate doors with sturdy locks; during break time or mid-day break, officials and workers must not stay at workplaces, leaders shall be the last persons to leave, lock and seal the doors with their signatures and signatures of supervisory officials. During working hours, employees who destroy money that enter and exit areas above must sign for confirmation in the records for supervision.

2. Employees who shred money in Team 1, 2 or 3 shall be responsible for guaranteeing safety for assets within their management.

3. When entering defective money vault, areas for assigning, receiving, tallying and destroying money employees who is involved in destroying money and relevant individuals must put on name tags, wear uniforms provided by Council for destroying money and Supervision council; do not use means of communications, recording devices, bags, suitcases, cash, flammable or explosive material.

For cases of individuals not tasked with destroying money, entering and exiting defective money vault, areas for assigning, receiving, tallying and destroying money require written permission of Vice Chairperson in charge of the destroying bodies.

4. Director General of Department of Issuance and Treasury shall provide requirements for equipment and doors to ensure safety for areas specified in Clause 1 of this Article.

5. Vice Chairperson in charge of destroying bodies shall assign management and use of daily keys , preserve spare keys to doors for assigning, receiving, tallying, destroying and other internal doors within the areas for destroying money (if any); keys to money storing devices (safes, containers, trolleys) in writing for relevant individuals.

Chapter IV

DEALING WITH SURPLUS AND DEFICIT OF DEFECTIVE MONEY, INVENTORY, ACCOUNTING, CONSOLIDATION AND REPORT

Article 19. Dealing with surplus and deficit of defective money

1. During assignment and receipt of defective money, in case of discovering bags (boxes) with extra or less piles (bags), mixed with piles (bags) of other value or bags (boxes) are improperly packed, both parties shall promptly produce records under supervision of supervisory officials and deal with any surplus, deficit and mix (if any) according to applicable regulations and law of State Bank of Vietnam.

In case discovering a pile (bag) contains inadequate amount of stacks or bears inadequate seal, both parties shall promptly produce records under supervision of supervisory officials and transfer to Team 2 to tally notes (pieces) and deal with any surplus, deficit and mix (if any) according to applicable regulations and law of State Bank of Vietnam.

2. On a monthly basis, based on records of tallying, schedules of total surplus and deficit of each province and central-affiliated city and State Bank of Vietnam’s Operation Office, Council for destroying money shall send schedules and records of surplus and deficit together with sealed packs (bags) with surplus or deficit money to State Bank of Vietnam of each province and central-affiliated city; send schedules of total surplus and deficit to Department of Finance – Accounting, determine amount differences in surplus or deficit to inform State Bank of Vietnam and State Bank of Vietnam’s Operation Offices of provinces and central-affiliated cities “Có” (suffice) or “Nợ” (debt).

3. Dealing with surpluses and deficits in State Bank of Vietnam in provinces and central-affiliated cities, SBV’s Operation Offices, credit institutions and foreign banks’ branches with for each individual whose name is on the seal of piles (bags), packs (boxes) shall comply with applicable regulations and law of State Bank of Vietnam.