Circular No. 05/2014/TT-BCA stipulates the forms to be used in the issuance, management of identity cards

CIRCULAR

Article 24stipulates the forms to be used in the issuance and management of identification cards.

Management of identification cards

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Pursuant to Decree No. 05/1999/NĐ-CP dated February 3, 1999 on Identification Cards, amended and supplemented by Decree No. 170/2007/NĐ-CP dated November 19, 2007 and Decree No. 106/2013/NĐ-CP dated September 17, 2013;

Pursuant to Decree No. 77/2009/NĐ-CP dated September 15, 2009 on the functions, tasks, powers, and organizational structure of the Ministry of Public Security;

At the proposal of the Director General of the Administration Police Department under the Ministry of Public Security managing public order and social security;

The Minister of Public Security issues this Circular stipulating the forms to be used in the issuance and management of Identification Cards.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular specifically stipulates the forms, methods of filling out the forms, printing costs, and management of the forms used in the issuance and management of Identification Cards according to Decree No. 05/1999/NĐ-CP dated February 3, 1999 on Identification Cards, which has been amended and supplemented by Decree No. 170/2007/NĐ-CP dated November 19, 2007 and Decree No. 106/2013/NĐ-CP dated September 17, 2013.

Article 2. Applicability

1. Citizens who apply for the issuance, replacement, or reissuance of Identification Cards.

2. Public security units and localities.

3. Police officers directly implementing the issuance and management of Identification Cards in accordance with the provisions of the law.

Article 3. Forms used in the issuance and management of Identification Cards

The forms used in the issuance and management of Identification Cards (hereinafter referred to as forms) are designated as CMND, including:

1. Application form for the issuance, replacement, or reissuance of Identification Cards (designated as CMND01).

2. Declaration form for Identification Cards (designated as CMND02).

3. Receipt for the result of the application for the issuance, replacement, or reissuance of Identification Cards (designated as CMND03).

4. List of proposed approval of applications for the issuance, replacement, or reissuance of Identification Cards (designated as CMND04).

5. Receipt for the submission of applications for the issuance, replacement, or reissuance of Identification Cards requiring verification (designated as CMND05).

6. Proposal for the approval of applications for the issuance, replacement, or reissuance of Identification Cards (designated as CMND06).

7. Confirmation of Identification Card number (designated as CMND07).

8. Report on the issuance and management of Identification Cards (designated as CMND08).

Article 4. Management of forms

1. Local public security units organize the printing, distribution, and management of forms CMND01 and CMND08. When printing, local public security units must not change the content of the forms; they are responsible for managing the printing and distribution of the forms and maintaining records.

2. Forms CMND02, CMND03, CMND04, CMND05, CMND06, and CMND07 are printed directly from computers when processing applications for the issuance, replacement, or reissuance of Identification Cards. The printed forms include information extracted and statistically compiled from the database on Identification Cards within the scope of each unit's storage.

3. Forms CMND01, CMND02, CMND04, CMND05, CMND06, and CMND08 are printed on A4 paper (210 mm x 297 mm); forms CMND03 and CMND07 are printed on A5 paper (148 mm x 210 mm). Forms CMND01 and CMND08 are printed on both sides.

4. The forms are printed in black ink on white paper.

Article 5. Funding for printing and distributing forms

The cost of printing and distributing the forms is taken from the revenue of fees for Identification Cards retained for local public security units in accordance with Circular No. 155/2012/TT-BTC dated September 20, 2012 of the Minister of Finance on the levels of collection, payment, management, and use of fees for new Identification Cards and the regulations of the Minister of Public Security.

Chapter II

METHODS OF RECORDING FORMS

Article 6. Requirements for filling out forms

1. All contents in each form must be fully, accurately, and clearly filled out, and all writings must be in the same ink type.

2. If a person applying for the procedures cannot read or write and cannot fill out the forms themselves, they may have someone else fill them out based on their statements. The person filling out the forms must write "Filled Out By," truthfully fill out the forms, sign, and clearly state their full name and bear responsibility for the filled-out forms.

3. Columns and items in the forms must be filled out in accordance with the instructions provided in the forms (if any) and the provisions of this Circular. In cases where the information in the columns or items of the forms is too long, it can be abbreviated but must ensure that the basic information is clear.

4. The ink color for filling out forms, signatures of authorized persons, and other contents in the forms can only be blue, dark purple, or black ink.

5. It is strictly prohibited to arbitrarily erase or alter the contents already recorded in the forms.

Article 7. Application for Issuance, Replacement, Reissuance of Identity Card (IDC01)

1. The IDC01 form is used by citizens to declare their personal information when applying for issuance, replacement, or reissuance of an Identity Card.

2. Method of recording information:

a) Item "Respected": Record the name of the agency receiving the application for issuance, replacement, or reissuance of the Identity Card.

b) Item "Date of Birth": Record the date of birth of the applicant for issuance, replacement, or reissuance of the Identity Card. The day of birth should be recorded with two digits; the year of birth should be recorded with four digits. For months from March to September, record one digit; for other months, record two digits.

c) Item "Gender": If male, record "Male"; if female, record "Female".

d) Item "Ethnicity": Record the ethnicity of the applicant for issuance, replacement, or reissuance of the Identity Card as stated in the Birth Registration Certificate. Item "Religion": Record the religion that the citizen follows and has been recognized by the State.

đ) Item "Place of Birth Registration": Record fully the administrative address at the commune, district, and province level where the Birth Registration Certificate was issued to the citizen.

e) Item "Native Place": Record fully the administrative address at the commune, district, and province level according to the household registration book; if there is no household registration book, record according to the Birth Registration Certificate. In case of changes in administrative addresses, record the new administrative address as prescribed by law.

g) Place of Permanent Residence: Record accurately according to the household registration book. In cases where citizens apply for issuance, replacement, or reissuance of the Identity Card within the official establishment of the People's Army or the People's Public Security, record according to the introduction letter issued by the competent authority as prescribed.

h) Item "Occupation": Record clearly the current occupation. Item "Educational Level": Record clearly the highest educational level (doctorate, master’s degree, bachelor’s degree, college, intermediate college, high school graduate, primary school graduate...).

i) Item "Household Registration Book Number:...", "Permanent Registration Book Number:...", "Sheet Number ...": Record according to the household registration book. In cases where citizens apply for issuance, replacement, or reissuance of the Identity Card within the official establishment of the People's Army or the People's Public Security with an introduction letter from the competent authority, leave blank.

k) Item "Phone Number": Record the phone number of the citizen applying for issuance, replacement, or reissuance of the Identity Card.

m) Item "Day...Month...Year...": Clearly record the day, month, and year of submitting the application for issuance, replacement, or reissuance of the Identity Card.

3. Passport Photo: A photo of the citizen taken within six months prior to the time of applying for issuance, replacement, or reissuance of the Identity Card; size 3cm x 4cm. In cases of reissuance of the Identity Card, the photo must have a stamp affixed by the Police Station of the commune, ward, or town.

4. Item "Verification Result": For cases where the application for issuance, replacement, or reissuance of the Identity Card requires verification through the Citizen Identification File, the unit directly receiving the application shall reply with the result of comparison and verification with the original file to the Citizen Identification File Team under the Administrative Management Department of Social Order.

Article 8. Declaration Form for Identity Card (IDC02)

1. The IDC02 form is established by the police agency receiving the application for issuance, replacement, or reissuance of the Identity Card for the citizen to check and sign on the declaration form.

2. Barcode: Each application for issuance, replacement, or reissuance of the Identity Card is assigned a unique barcode for management and printed on the Identity Card declaration form.

3. From Item 1 to Item 16: Record the citizen's information according to the guidance provided in Clause 2 of Article 7 of this Circular.

4. Item 17: The citizen's passport photo with dimensions 4cm x 6cm, white background.

5. Item 18: Record the distinguishing features of the citizen as prescribed.

6. Item 19: Record only one of the cases of issuance, replacement, or reissuance.

7. Item 20: Record the number of times the Identity Card has been issued to the citizen (including the current issuance).

8. Item 21: Record the name of the police agency establishing the Identity Card declaration form.

9. Item 22: The officer checking the Identity Card declaration form signs and records his full name after ensuring that the information is complete and correct as prescribed.

10. Item 23: The citizen records the date, month, and year of the procedure for issuance, replacement, or reissuance of the Identity Card, signs and records his full name. In cases where the person coming to handle the procedure does not know how to write or cannot fill out the declaration themselves, follow the provisions of Clause 2 of Article 6 of this Circular.

Article 9. Appointment Notice for Issuing Results of Issuance, Replacement, and Reissuance of Identity Card (ID Card Form 03)

1. ID Card Form 03 is established by the Public Security agency upon receiving the application dossier for issuance, replacement, and reissuance of Identity Cards from citizens, to inform citizens of the date to collect the results of the issuance, replacement, and reissuance of Identity Cards.

2. Information on the Appointment Notice for Issuing Results of Issuance, Replacement, and Reissuance of Identity Cards is printed directly from the printer after collecting personal information of citizens applying for issuance, replacement, and reissuance of Identity Cards in accordance with regulations.

Article 10. List of Recommendations for Approval of Application Dossiers for Issuance, Replacement, and Reissuance of Identity Cards (ID Card Form 04)

1. ID Card Form 04 is established by the Public Security agency upon receiving the application dossier for issuance, replacement, and reissuance of Identity Cards from citizens, to recommend the unit commander to approve the application dossiers for issuance, replacement, and reissuance of Identity Cards of citizens.

2. Item (1): Record the name of the direct superior agency of the recommending agency for approval of application dossiers for issuance, replacement, and reissuance of Identity Cards.

3. Item (2): Record the name of the recommending agency for approval of application dossiers for issuance, replacement, and reissuance of Identity Cards.

4. Item (3): Record the title of the person authorized to approve the application dossiers for issuance, replacement, and reissuance of Identity Cards.

5. The "No.:.... /....." item: Record the number of the list of recommendations for approval of application dossiers for issuance, replacement, and reissuance of Identity Cards.

6. The "List Code" item: Is the common code for all dossiers in the list of recommendations for approval of application dossiers for issuance, replacement, and reissuance of Identity Cards.

7. The "Serial Number (STT)" column: Record the serial number of each dossier in the list of recommendations for approval of application dossiers for issuance, replacement, and reissuance of Identity Cards.

8. The "Identity Card Application Form Code" column: Record the code on the Identity Card application form of the citizen.

9. The "Date of Birth", "Gender", "Name at Birth", "Type of Issue", "Issued Identity Card Number" columns: Record the corresponding information on the Identity Card application form.

10. The "Opinion of the Authorized Approver" item: The person authorized to approve the application dossiers for issuance, replacement, and reissuance of Identity Cards must clearly record their opinion as either "agree" or "disagree", specifying the cases if they disagree.

Article 11. Handover Receipt for Application Dossiers for Issuance, Replacement, and Reissuance of Identity Cards for Verification (ID Card Form 05)

1. ID Card Form 05 is established by the unit receiving the application dossiers for issuance, replacement, and reissuance of Identity Cards, to recommend the unit commander to decide on transferring the application dossiers for issuance, replacement, and reissuance of Identity Cards for verification through the Citizen Identity Database.

2. Item (1): Record the name of the direct superior agency of the agency handing over the application dossiers for issuance, replacement, and reissuance of Identity Cards for verification.

3. Item (2): Record the name of the agency handing over the application dossiers for issuance, replacement, and reissuance of Identity Cards for verification.

4. The "Serial Number (STT)" column: Record the serial number of each application dossier for issuance, replacement, and reissuance of Identity Cards in the list being sent for verification through the Citizen Identity Database.

5. The "Identity Card Application Form Code" column: Record the code on the Identity Card application form of the citizen.

6. The "Name at Birth", "Gender", "Date of Birth" columns: Record the information of the citizen according to the application dossier for issuance, replacement, and reissuance of Identity Cards that needs to be verified.

7. The "Total Number of Dossiers" item: Record the total number of application dossiers for issuance, replacement, and reissuance of Identity Cards handed over for verification.

8. The "Staff Preparing the Receipt" item: The staff preparing the recommendation for verification of application dossiers for issuance, replacement, and reissuance of Identity Cards signs and records their full name for reporting to the commander for approval.

9. The "Unit Leader" item: The unit leader approves, signs, and records their full name.

Article 12. Proposal for Approval of Application Files for Issuance, Replacement, and Reissuance of Identity Cards (ID Card Model 06)

1. The ID Card Model 06 shall be established by the National Identity Card Center to propose the leadership of the National Registration, Residency Management, and National Population Data Police Department to approve application files for issuance, replacement, and reissuance of identity cards submitted by citizens. This model is established based on the list of application files for issuance, replacement, and reissuance of identity cards sent by the police forces of provinces and centrally-administered cities.

2. Column “No.:.../.....”: Record the number of the proposal document for approval of application files for issuance, replacement, and reissuance of identity cards.

3. Column “Serial No.”: Record the serial number of each list code in the proposal for approval of application files for issuance, replacement, and reissuance of identity cards.

4. Column “List Code”: Record the code of each list proposed for approval of application files for issuance, replacement, and reissuance of identity cards.

5. Column “Establishing Unit”: Record the name of the unit receiving application files for issuance, replacement, and reissuance of identity cards from citizens.

6. Column “Type of List”: Record issuance, replacement, and reissuance corresponding to the type of issuance in the list proposed for approval of application files for issuance, replacement, and reissuance of identity cards.

7. Column “Application Files”: Record the total number of application files in the list with the corresponding list code in the column “Total Number,” including the number of valid application files meeting the conditions for issuance, replacement, and reissuance of identity cards in the column “Valid” and the number of invalid application files not meeting the conditions for issuance, replacement, and reissuance of identity cards in the column “Invalid.”

8. Column “Date of Receipt of List”: Record the date of receipt of the list with the corresponding list code.

9. Column “Total Number”: Record the total number of each type of application file in the column “Application Files.”

Article 13. Certificate of Identity Card Number (ID Card Model 07)

1. The ID Card Model 07 shall be established by the police agency receiving application files for replacement and reissuance of identity cards for citizens to confirm the identity card number (9 digits) most recently issued when citizens request to replace or reissue a new identity card (12 digits).

2. The head of the unit receiving application files for replacement and reissuance of identity cards shall sign the certificate of the citizen's identity card number.

Article 14. Report on Issuance and Management of Identity Cards (ID Card Model 08)

1. The ID Card Model 08 shall be used by provincial police forces to compile and report periodically every quarter, six months, and annually on the work of issuance and management of identity cards to the Administrative Management of Public Order and Social Safety Bureau (through the National Registration, Residency Management, and National Population Data Police Department).

2. The data and contents in the report must be accurate, clear, and complete.

Chapter III

IMPLEMENTATION

Article 15. Effectiveness of enforcement and transitional provisions

1. This Circular takes effect from March 10, 2014.

2. In places where conditions for issuing, replacing, and reissuing identity cards according to Decree No. 05/1999/ND-CP dated February 3, 1999 on Identity Cards, which has been amended and supplemented by Decrees No. 170/2007/ND-CP dated November 19, 2007 and No. 106/2013/ND-CP dated September 17, 2013, have not yet been met, they shall continue to use the application forms for issuance and management of identity cards according to Decision No. 998/2001/QĐ-BCA (Form C11) dated October 10, 2001 of the Minister of Public Security on the promulgation of forms used in administrative management of public order to issue, replace, and reissue identity cards.

Article 16. Responsibility for Implementation

1. The Director of the Administrative Management of Public Order and Social Safety Bureau shall be responsible for guiding and inspecting the implementation of this Circular.

2. The Directors of the bureaus under the Ministry, heads of units directly under the Ministry, Directors of provincial and centrally-administered city police forces, Directors of provincial Fire Prevention and Control Departments, and related organizations and individuals shall be responsible for implementing this Circular.

During the implementation process, if there are difficulties or obstacles, local police units shall report to the Ministry (through the Administrative Management of Public Order and Social Safety Bureau) for timely guidance.