Circular No. 02/2023/TT-BTTTT stipulates the periodic reporting regime within the scope of management under the Ministry of Information and Communications.

                 Hanoi, day       month       year 2023

CIRCULAR

Regulations on periodic reporting within the scope of state management

issued by the Ministry of Information and Communications

Pursuant to Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government stipulating the reporting system of administrative agencies;

Pursuant to Decree No. 48/2022/NĐ-CP dated July 26, 2022 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Information and Communications;

Pursuant to the proposal of the Director of the Office of the Ministry of Information and Communications;

The Minister of Information and Communications promulgates this Circular stipulating the regular reporting system within the scope of state management of the Ministry of Information and Communications.

Article 1. Scope of Regulation

This Circular stipulates the regular reporting system within the scope of state management of the Ministry of Information and Communications.

This Circular does not regulate:

1. Confidential reporting systems.

2. Internal reporting systems.

3. Statistical reporting systems (implemented in accordance with Circular No. 03/2022/TT-BTTTT dated June 22, 2022 on the statistical indicator system of the Information and Communications sector; Circular No. 04/2022/TT-BTTTT dated June 22, 2022 on the Statistical Reporting System of the Information and Communications sector and other laws on statistics).

Article 2. Applicability

This Circular applies to the following entities:

1. Administrative agencies, civil servants, and officials related to the issuance and implementation of the regular reporting system within the scope of state management of the Ministry of Information and Communications.

2. Organizations and individuals related to the implementation of the regular reporting system within the scope of state management of the Ministry of Information and Communications.   

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. The regular reporting system is a reporting system prescribed in normative legal documents within the scope of state management of the Ministry of Information and Communications, including specific requirements for the implementation of reports, issued to meet the information consolidation needs of agencies and authorized persons, and implemented according to a defined cycle, repeated multiple times.

2. Organizations and individuals related to the implementation of the regular reporting system are subjects responsible for implementing regular reports as prescribed in normative legal documents within the scope of state management of the Ministry of Information and Communications that have taken effect.

Article 4. Regular Reporting System Serving State Management of the Ministry of Information and Communications

The regular reporting system serving state management of the Ministry of Information and Communications includes:

1. The regular reporting system within the scope of state management of the Ministry of Information and Communications (including: 86 reporting indicators at Appendix I and 38 reporting systems at Appendix II attached hereto).

2. The regular reporting system within the authority to issue by the Government, Prime Minister, or ministries and ministerial-level agencies issuing under their authority (regulated by the Ministry of Information and Communications or units under the Ministry to implement) shall be announced by units under the Ministry in accordance with Article 9 of this Circular.

Article 5. Content and Components of the Regular Reporting System

1. The content of the regular reporting system must include the following components:

a) Name of report;

b) Content requirements of the report;

c) Subjects implementing the report;

d) Agency receiving the report;

đ) Frequency of report submission;

e) Time to finalize report data;

g) Deadline for submitting the report;

h) Form and method of sending and receiving the report;

i) Outline template of the report.

2. In cases where necessary, the content of the regular reporting system may include additional components:

a) Report data forms;

b) Guidelines for the report implementation process.

Article 6Deadline for submitting reports in the regular reporting system

1. Deadline for relevant agencies, organizations, enterprises, and individuals to submit regular reports to the agency or unit receiving the regular report:

a) Not later than the 15th (fifteen) day of the reporting month for monthly regular reports;

b) Not later than the 6th (six) day of the last month of the quarter for quarterly regular reports;

c) Not later than the 6th (six) day of June (six) for semi-annual regular reports;

d) Not later than the 25th (twenty-five) day of November (eleven) for annual regular reports.

2. Units under the Ministry receiving regular reports from agencies, organizations, and individuals responsible for reviewing, analyzing, and consolidating and submitting reports to the Ministry of Information and Communications (Office of the Ministry):

a) Not later than the 16th (sixteen) day of the reporting month for monthly regular reports;

b) Not later than the 8th (eight) day of the last month of the quarter for quarterly regular reports;

c) Not later than the 8th (eight) day of June (six) for semi-annual regular reports;

d) Not later than the 27th (twenty-seven) day of November (eleven) for annual regular reports.

3. Departments of Information and Communications receiving regular reports from agencies, organizations, and individuals responsible for reviewing, analyzing, and consolidating and submitting them to the Ministry of Information and Communications (units under the Ministry or Office of the Ministry):

a) Not later than the 16th (sixteen) day of the reporting month for monthly regular reports;

b) Not later than the 8th (eight) day of the last month of the quarter for quarterly regular reports;

c) Not later than the 8th (eight) day of June (six) for semi-annual regular reports;

d) Not later than the 27th (twenty-seven) day of November (eleven) for annual regular reports.

4. Units under the Ministry receiving regular reports from Departments of Information and Communications responsible for reviewing, analyzing, and consolidating and submitting reports to the Ministry of Information and Communications (Office of the Ministry):

a) Not later than the 17th (seventeen) day of the reporting month for monthly regular reports;

b) Not later than the 9th (nine) day of the last month of the quarter for quarterly regular reports;

c) Not later than the 9th (nine) day of June (six) for semi-annual regular reports;

d) Not later than the 29th (twenty-nine) day of November (eleven) for annual regular reports.

5. The Office of the Ministry reviews, analyzes, and consolidates reports to report to the Ministry's leadership:

a) Not later than the 18th (eighteen) day of the reporting month for monthly regular reports;

b) Not later than the 10th (ten) day of the last month of the quarter for quarterly regular reports;

c) Not later than the 10th (ten) day of June (six) for semi-annual regular reports;

d) Not later than the 30th (thirty) day of November (eleven) for annual regular reports.

Article 7. Forms of Regular Reporting System

Regular reports shall be submitted in one of the following forms in the following order of priority:

1. Electronic report with digital signature of the authorized person of the agency, organization, or unit, and attached in Word, Excel format or other formats as prescribed in the regulatory legal document promulgating the regular reporting system.

2. Paper report with handwritten signature of the authorized person and stamp of the agency, organization, or unit as prescribed for agencies, organizations not connected to the Ministry of Information and Communications' Reporting Information System.

Article 8. Methods of Submitting Regular Reports

Reports shall be submitted to the receiving agency in one of the following methods in the following order of priority:

1. Through the Ministry of Information and Communications' Reporting Information System.

2. Through electronic mail.

3. Through fax.

4. Direct submission.

5. Other methods as prescribed by law.

Article 9. Publication of Regular Reporting Systems

The list of regular reports (regular reporting systems) within the authority to promulgate of the Government, Prime Minister, or ministries and ministerial-level agencies according to their respective authorities as prescribed by the Ministry of Information and Communications or units under their implementation and execution must be published and made public on the Ministry of Information and Communications' Official Website in accordance with the following procedures:

1. Agencies and units under the Ministry of Information and Communications have the responsibility to review and build proposals for publishing the list of regular reports as prescribed in the regulatory legal document assigned to draft.

2. Within fifteen (15) days from the date the regulatory legal document prescribing the reporting system becomes effective, the drafting agency or unit has the responsibility to send the proposal for publishing the list of prescribed reporting systems to the Ministry's Office (according to Form No. 01 attached as Appendix III of this Circular). The publication content includes:

a) Name of report;

b) Reporting entities;

c) Receiving agency;

d) Frequency of reporting;

đ) Legal document prescribing the reporting system.

3. The Ministry's Office reviews and compiles to submit to the Ministry Leadership for consideration and signing the Decision on Publishing (according to Form No. 02 in Appendix III attached to this Circular) no later than twenty (20) days from the date the regulatory legal document prescribing the regular reporting system becomes effective.

4. The Information Center is responsible for posting, updating, and maintaining the list of regular reporting systems on the Ministry's Official Website.

Article 10. Application of Information Technology in Implementing Reporting Systems

1. Agencies, units, organizations, enterprises, individuals, and related entities have the responsibility to strengthen the application of information technology in implementing regular reporting systems, moving towards electronic reporting, creating favorable conditions for information consolidation, sharing, saving time and costs for reporting entities.

2. The legal value of electronic reports and the use of electronic signatures shall be implemented in accordance with the provisions of the law.

Article 11. Reporting Information System of the Ministry of Information and Communications

The reporting information system of the Ministry of Information and Communications must fully meet the requirements and functions as prescribed in Decree No. 09/2019/NĐ-CP dated January 24, 2019 of the Government on the reporting system of administrative state agencies.

1. The reporting information system of the Ministry of Information and Communications is the system collecting, consolidating, and analyzing data from entities implementing regular reporting systems and other reporting systems to serve the work of directing and managing by the Minister of Information and Communications, administrative agencies at all levels, and providing data upon request of competent agencies and persons.

2. The reporting information system of the Ministry of Information and Communications is built and installed at the Ministry of Information and Communications to connect, interlink, and share data with the Government's Reporting Information System and relevant agencies and organizations.

3. The reporting information system of the Ministry of Information and Communications has full features to ensure relevant legal regulations.

Article 12Responsibility for Implementation

1. Agencies and units under the Ministry of Information and Communications have the responsibility:

         a) To review regular reporting systems to propose competent authorities to amend, supplement, replace, or abolish them in accordance with the provisions of this Circular;

         b) To implement the publication of regular reporting systems as prescribed in Clause 2 and 3 of Article 9 of this Circular;

         c) To promote the application of information technology in implementing reporting systems, sharing, and providing information and data of their own agencies and units when requested by other agencies and units in accordance with the law.

2. The Ministry's Office has the responsibility:

1. To coordinate with relevant agencies and units under the Ministry to guide, urge, inspect, supervise, and evaluate the implementation of this Circular;
2. To process, analyze, and consolidate information and reports of agencies and units as prescribed in this Circular;
3. To coordinate with the unit entrusted to build and operate to manage the Ministry of Information and Communications' Reporting Information System according to the roadmap and guidance of the Government Office and relevant state management agencies;
4. To manage, store, and share information reports of sectors and fields under the functional management of the Ministry of Information and Communications to serve the direction and management of the Minister of Information and Communications and People's Committees of provinces and centrally-run cities regarding the information and communication sector;

đ) To act as the focal point to coordinate with units under the Government Office and relevant state management agencies in receiving, organizing, and implementing regular reporting systems when there are amendments or supplements related to the implementation of the regular reporting system regulations of administrative state agencies under the functional management of the Ministry of Information and Communications;

e) To periodically annually or upon urgent request, provide guidance and organize training for entities as prescribed in Article 2 of this Circular.

g) Compile and report on the implementation results of the provisions of this Circular to the Minister and relevant agencies and units as required.

3. The Information Center shall be responsible for:

a) Proposing, developing, operating, and upgrading the information reporting system of the Ministry of Information and Communications, ensuring technical infrastructure and technology to ensure security, connectivity, and integration with the Government's information reporting system;

b) Ensuring timely and adequate provision and management of digital certificate services for agencies, units, organizations, and individuals within the Ministry of Information and Communications when implementing reporting systems on the Ministry of Information and Communications' information reporting system; guiding agencies and units on solutions to integrate digital signature services to ensure security, authentication, integrity of information, and connectivity with the Government's information reporting system;

c) Publishing and maintaining the list of periodic reporting regimes on the Ministry’s electronic information portal in accordance with Clause 4, Article 9 of this Circular.

Article 13. Effective date

1. This Circular takes effect from June 1, 2023.

2. Repeal the provisions on periodic reporting regimes in the articles and clauses of 19 (nineteen) Circulars issued by the Minister of Information and Communications (as listed in Appendix IV attached to this Circular) from the date this Circular takes effect.

Article 14. Implementation Organization

1. Heads of agencies and units under the Ministry: Director of the Office, Inspector General, Departments, Bureaus, and other subordinate agencies and units of the Ministry of Information and Communications shall be responsible for implementing this Circular.

2. People's Committees of provinces and centrally governed cities (Provincial Departments of Information and Communications) and related organizations and individuals shall be responsible for implementing this Circular.

3. In case of difficulties during implementation, relevant agencies, units, organizations, and individuals are requested to promptly reflect such issues in writing to the Ministry of Information and Communications (Ministry Office) so that the Ministry can make timely amendments and supplements.