Circular No. 05/2021/TT-BKHCN stipulates technical requirements for input data of the National Database on Science and Technology.

CIRCULAR

Regulations on technical requirements for input information data

of the National Science and Technology Database

____________________

Pursuant to the Law on Information Technology dated June 29, 2006;

Pursuant to the Law on Science and Technology dated June 18, 2013;

||| Pursuant to the Cybersecurity Law dated November 19, 2015;

Pursuant to Decree No. 11/2014/NĐ-CP dated February 18, 2014, issued by the Government on scientific and technological information activities;

Pursuant to Decree No. 95/2017/NĐ-CP dated August 16, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Science and Technology;

Pursuant to Decree No. 47/2020/NĐ-CP dated April 9, 2020 of the Government on management, connection, and sharing of digital data of state agencies;

Pursuant to Decision No. 20/2020/QĐ-TTg dated July 22, 2020 of the Prime Minister on electronic identification codes for agencies and organizations serving data connection and sharing with ministries, sectors, and localities;

At the proposal of the Director of the National Science and Technology Information Center and the Head of the Legal Department;

The Minister of Science and Technology issues this Circular stipulating technical requirements for input information data of the National Science and Technology Database.

Article 1. Scope of Regulation

Article 1. This Circular stipulates technical requirements for input information data of certain components of the National Science and Technology Database, including:

a) Information about science and technology organizations and other organizations engaged in scientific research and technological development;

b) Information about scientific researchers and technological developers;

c) Information about science and technology tasks.

Article 2. This Circular does not apply to scientific and technological information classified as state secrets.

Article 2. Applicability

Article 1. The subjects to which this Circular applies include:

a) Agencies managing the National Science and Technology Database under the Ministry of Science and Technology;

b) Specialized agencies and units in science and technology, organizations performing central information functions in science and technology under ministries, ministerial-level agencies, government-affiliated agencies, provincial People's Committees, and centrally-administered city People's Committees (hereinafter referred to as ministries, sectors, and localities);

c) Science and technology organizations and other organizations engaged in scientific research and technological development;

d) Scientific researchers and technological developers;

e) Other organizations and individuals related to the construction, management, updating, and development of the National Science and Technology Database.

Article 2. This Circular does not apply to the Ministry of National Defense and the Ministry of Public Security.

Article 3. Explanation of Terms

1. Input information data refers to data about objects specified in Clause 1, Article 1 of this Circular, selected and processed for entry into the fields of the National Science and Technology Database.

2. Organizations engaged in scientific research and technological development are organizations not covered by Article 3 of Decree No. 08/2014/NĐ-CP dated January 27, 2014 of the Government detailing and guiding certain provisions of the Law on Science and Technology but participating in scientific research and technological development activities.

3. Data structure is a collection of information fields representing the attributes of the managed information entity in the database.

4. Identification code is a unique string of characters used to identify (distinguish) agencies, organizations, individuals, and science and technology tasks managed when connecting and sharing data with information systems and databases of ministries, sectors, localities, and the National Science and Technology Database.

5. Field label is the title of an information field.

6. Information field name is a string of characters without special symbols, written continuously without Vietnamese accents, used to declare when creating fields in the database.

Article 4. Principles for designing the structure of input information data

1. Ensuring uniformity in the structure of input information data among the components of the National Database on Science and Technology.

2. Being compatible with the electronic identification codes of agencies and organizations serving data connection and sharing with ministries, sectors, and localities as stipulated in Decision No. 20/2020/QĐ-TTg dated July 22, 2020 of the Government Chairman regarding electronic identification codes of agencies and organizations serving data connection and sharing with ministries, sectors, and localities. It must also comply with technical standards for the application of information technology in state agencies as prescribed in Circular No. 39/2017/TT-BTTTT dated December 15, 2017 of the Minister of Information and Communications promulgating the List of Technical Standards for the Application of Information Technology in State Agencies.

3. Ensuring smooth data connection, sharing, and exchange between the National Database on Science and Technology and other science and technology databases of ministries, sectors, and localities.

4. Ensuring seamless connectivity and information sharing with the Single Window Electronic System, the Public Service Portal of ministries, sectors, and localities, the National Public Service Portal, and other databases serving citizens and businesses.

Article 5. Connection Principles

1. Adhering to legal regulations concerning the application of information technology in the operation of state agencies.

2. Ensuring lawful data exploitation rights as prescribed by law; not limiting the right to exploit and use the national database on science and technology of state agencies, organizations, and individuals due to technical factors.

3. Adhering to legal regulations concerning cybersecurity, and provisions ensuring system security at different levels for the National Database on Science and Technology and systems connected to it.

4. Being consistent with the Vietnam E-Government Architecture Framework, the Ministry-level E-Government Architecture, and the Provincial-level Digital Government Architecture.

Article 6. Ensuring Information Security and Data Protection

1. Ensuring network security as prescribed in the Cybersecurity Law and current regulations on information security and safety.

2. Ensuring integrity, reliability, and availability when storing, exploiting, and exchanging information and data. Applying encryption techniques, establishing passwords, using digital signatures, and having backup storage mechanisms, as well as mechanisms to prevent, control, and manage malware attacks when important information and data are stored and exchanged.

3. Ensuring confidentiality of information and data during the digital transformation process and in the storage of data components within the National Database on Science and Technology.

4. Ensuring the confidentiality of user account information and users granted unique identifiers linked to their accounts when using the database system. Users can only access information corresponding to their authority and are responsible for securing the accounts they are granted. Login passwords to the information system must be complex (at least 8 characters long, including lowercase letters, uppercase letters, numbers, or special characters such as !, @, #, $, %, etc.).

Article 7. Use of the Classification Table

1. In the process of editing and processing input information for the National Database on Science and Technology, relevant organizations and individuals shall use the Classification Table for Research Fields in Science and Technology issued together with Decision No. 12/2008/QĐ-BKHCN dated September 4, 2008, of the Minister of Science and Technology regarding the issuance of certain classification tables for statistical purposes in science and technology.

2. The research field is a keyword for statistics and analysis of information about science and technology organizations and other organizations engaged in scientific research and technological development, scientific researchers and technological developers, and science and technology tasks.

Article 8. Technical Requirements for Input Information Data

1. Technical requirements for data entry: Use the Vietnamese character set code complying with TCVN 6909:2001 (ISO/IEC 10646-1:2000), Information Technology - 16-bit Vietnamese Character Set Code to update data.

2. Technical format requirements for attached documents

a) Text format

- Plain Text format (.txt);

- Rich Text Format (.rtf);

- Microsoft Word and extended formats (.doc; .docx);

- Portable Document Format (.pdf) version 1.4 or higher;

- Open Document Text (.odt).

b) Spreadsheet format

- Microsoft Excel and extended formats (.xls; .xlsx);

- Comma-separated Variable/Delimited format (.csv);

- Open Document Spreadsheets (.ods).

c) Graphic image format

- Formats: JPEG (.jpg; .jpeg), PNG (.png), TIFF (.tif; tiff), GIF (.gif);

- Minimum resolution: 200 dpi.

d) Video format

- Formats: MOV, MP4, MKV, FLV, MPEG-4 (.mpeg, .mpg). AVI (.avi), WMV (.wmv);

- Minimum bit rate: 1500 kbps.

đ) Audio format

- Audio format: MP3 (.mp3), WMA (.wma);

- Minimum bit rate: 128 kbps.

e) Presentation format

- Microsoft PowerPoint and extended formats (.ppt; .pptx).

g) Compressed file format

- ZIP format (WinZip) (.zip);

- RAR format (WinRAR) (.rar);

- 7Z format (7-Zip) (.7z).

Article 9. Structure of Input Information Data

The structure of input information data for some components of the National Database on Science and Technology is detailed in the Appendix issued together with this Circular.

Article 10. Structure of Electronic Identification Codes

1. Electronic identification code of science and technology organizations and other organizations engaged in scientific research and technological development

a) The electronic identification code of science and technology organizations and other organizations engaged in scientific research and technological development is applied according to Decision No. 20/2020/QĐ-TTg dated July 22, 2020, of the Prime Minister on the electronic identification code of agencies and organizations serving data connection and sharing with ministries, sectors, and localities;

b) The structure of the electronic identification code of science and technology organizations and other organizations engaged in scientific research and technological development is as follows:

MX₁X₂. Y₁Re₂. Z₁Z₂. V₁V₂V₃

where:

- MX₁X₂ identifies the first-level unit (called Level 1 Code).

- Y₁Re₂ identifies the second-level unit (called Level 2 Code).

- Z₁Z₂ identifies the third-level unit (called Level 3 Code).

- V (VND/year): is the total investment capital allocated annually for the usable area of social housing for rent, ensuring the preservation of capital, calculated according to the following formula:₁V₂V₃ identifies the fourth-level unit (called Level 4 Code).

2. Electronic identification code of scientific researchers and technological developers

a) The electronic identification code of scientific researchers and technological developers is a unique code used uniformly nationwide, managed centrally in the National Database on Science and Technology;

b) The structure of the electronic identification code of scientific researchers and technological developers is as follows:

CB.aaaaaa

Where:

- CB is the default character of the code number

- aaaaaa is the serial number of the researcher's code automatically assigned by the National Database on Science and Technology of the Ministry of Science and Technology.

3. Electronic identification code of science and technology tasks

a) The electronic identification code of science and technology tasks is a unique code used to identify and distinguish science and technology tasks, used uniformly nationwide and managed centrally in the National Database on Science and Technology;

b) The structure of the electronic identification code of science and technology tasks is as follows:

NV.aa. MX₁X₂.bbbb.cccc

Where:

- NV is the default character of the code number.

- aa is the management level of the science and technology task, including: QG - National Level, CB - Ministry Level, CT - Provincial Level, CS - Institutional Level.

- MX₁X₂ is the electronic identification code of ministries, sectors, and localities according to Decision No. 20/2020/QĐ-TTg dated July 22, 2020, of the Prime Minister on the electronic identification code of agencies and organizations serving data connection and sharing with ministries, sectors, and localities.

- bbbb is the year the science and technology task begins.

- cccc is the serial number of the task automatically assigned by the National Database on Science and Technology of the Ministry of Science and Technology and does not overlap.

Article 11. Effective Date

1. This Circular takes effect from August 1, 2021.

2. In cases where the referenced documents in this Circular are amended, supplemented, or replaced, they shall be implemented according to the new regulations.

Article 12. Responsibility for Implementation

1. Ministries, ministerial-level agencies, government agencies, provincial people's committees, and related organizations and individuals are responsible for implementing this Circular.

2. The Ministry of Science and Technology assigns the National Center for Scientific and Technological Information to guide and organize the implementation of this Circular.

3. During the implementation period, if any difficulties arise, agencies and units should report to the Ministry of Science and Technology for study, amendment, and supplementation./.