Circular No. 06/2023/TT-BNV Issuing the Regulation on Updating, Using, and Exploiting Data and Information of the National Database on Cadres, Civil Servants, and Public Officials in State Agencies

 

CIRCULAR

promulgating the Regulation on updating, using, and exploiting data and information of the National Database on cadres, civil servants, and public officials in state agencies

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

On the basis of Decree No. 63/2022/NĐ-CP dated September 12, 2022 of the Government stipulating functions, tasks, powers, and organizational structure of the Ministry of Home Affairs;

At the request of the Director of the Civil Servant and Public Official Department;

The Minister of Home Affairs issues this Circular promulgating the Regulation on updating, using, and exploiting data and information of the National Database on cadres, civil servants, and public officials in state agencies.

Article 1. Along with this Circular, the Regulation on updating, using, and exploiting data and information of the National Database on cadres, civil servants, and public officials in state agencies is issued.

Article 2. Effectiveness

This Circular takes effect from May 5, 2023.

Article 3. Responsibility for Implementation

1. Ministers, Heads of ministerial-level agencies, Heads of government-affiliated agencies, Chairpersons of provincial People's Committees under central cities, relevant agencies, units, and individuals shall be responsible for implementing this Circular.

2. In the course of implementation, if there are difficulties, please reflect them to the Ministry of Home Affairs for consideration, resolution, or adjustment and supplementation to suit practical conditions./.

 

 

REGULATIONS

REGULATION ON UPDATING, USING, AND EXPLOITING DATA AND INFORMATION OF THE NATIONAL DATABASE ON CADRES, CIVIL SERVANTS, AND PUBLIC OFFICIALS IN STATE AGENCIES
(Issued together with Circular No. 06/2023/TT-BNV dated May 4, 2023 of the Minister of Home Affairs)

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

This Regulation stipulates principles and methods for updating, using, and exploiting data and information of the National Database on cadres, civil servants, and public officials in state agencies at all levels starting from commune level.

Article 2. Applicability

This Regulation applies to cadres, civil servants, public officials; workers under labor contracts in administrative agencies and public service organizations (hereinafter referred to as workers); ministries, ministerial-level agencies, government-affiliated agencies (except the Ministry of Public Security and the Ministry of Defense); People's Courts at all levels; People's Procuratorates at all levels; Office of the President; Office of the National Assembly; State Audit Agency; organizations established by the Government and the Prime Minister; People's Councils and People's Committees at all levels (hereinafter referred to as ministries, sectors, and localities).

Article 3. Explanation of Terms

1. The National Database on cadres, civil servants, and public officials in state agencies (hereinafter referred to as the National Database) is an information system collecting, integrating, and sharing data on cadres, civil servants, public officials, workers, organizational structures, staffing, and job positions to aggregate and analyze data serving the guidance and management work of the Government, the Prime Minister, and state agencies at all levels.

The National Database is formed from data on cadres, civil servants, public officials, and workers in state agencies as stipulated in Article 2 of this Regulation; it is centrally managed and stored at the Ministry of Home Affairs, built, managed, and operated by the Ministry of Home Affairs to serve macro-management work.

2. Information System/National Database Management of Cadres, Civil Servants, Public Officials, and Workers of Each Ministry, Sector, and Locality (hereinafter referred to as the Database of Ministries, Sectors, and Localities) is built, managed, and operated by ministries, sectors, and localities to store information fields on cadres, civil servants, public officials, workers, and organizational structures according to Clause 1, Article 6 of this Regulation and consistent with the cadre management hierarchy of each ministry, sector, and locality.

3. Database Management refers to the administration, operation, and verification of electronic data; building, updating, modifying content, changing status, and exploiting the database of cadres, civil servants, public officials, and workers.

4. Database Management Authority of Ministries, Sectors, and Localities (hereinafter referred to as the Database Management Authority) is the agency authorized to manage cadres, civil servants, public officials, and workers or according to the management hierarchy, which is responsible for establishing databases, managing user accounts, confirming, approving modifications to content, changing status, and exploiting databases within the scope of its management.

5. Organizational Account includes login name and password provided to the head of the organization to log into the National Database to serve the organization's guidance and management work.

6. Individual Account of Cadres, Civil Servants, Public Officials, and Workers includes username, personal identification number, and password for cadres, civil servants, public officials, and workers to log into the Database of Ministries, Sectors, and Localities. A unified personal identification number as prescribed in the Law on Identity Cards shall be used as the personal identification number for cadres, civil servants, public officials, and workers.

7. User Account Management refers to the establishment of organizational and individual accounts of cadres, civil servants, public officials, and workers; granting, restricting, expanding, or revoking access rights to the National Database or the Database of Ministries, Sectors, and Localities.

8. Data Entry refers to the work of entering personal information into the Database of Ministries, Sectors, and Localities by cadres, civil servants, public officials, and workers.

9. Database Exploitation refers to performing functions such as searching, viewing information, compiling statistical indicators, reports, exporting, and printing results on the National Database or the Database of Ministries, Sectors, and Localities.

10. Data Approval refers to verifying information and data through digital signatures on the Database of Ministries, Sectors, and Localities.

Article 4. Principles of Implementation

1. The construction and management of the National Database, the Database of ministries, sectors, and localities is the responsibility of the Ministry of Home Affairs, ministries, sectors, localities, civil servants, public officials, and employees; it shall be carried out uniformly, consistently, scientifically, fully, accurately, and promptly reflecting information of each civil servant, public official, employee from the time of recruitment and signing of labor contracts until they no longer work at state agencies; ensuring consistency in guidance and management; concentrating maximum resources to shorten the time for collecting, correcting, and updating information of civil servants, public officials, employees in state agencies.

2. The National Database, the Database of ministries, sectors, and localities shall be stored, secured, and ensure information security according to the provisions of the law. Construction, management, use, and exploitation must comply with the regulations of the Party, relevant laws, and be consistent with the Vietnam Government Digital Architecture Framework; regulations on the management, connection, and sharing of digital data of state agencies; regulations on protecting private life, personal secrets, family secrets, and other related legal provisions.

3. Data of civil servants, public officials, and employees must ensure timeliness and accuracy according to the provisions of the law. Data of civil servants, public officials, and employees shall be managed based on access restrictions, encrypting certain fields of information to ensure confidentiality and information security in personnel work. Determination of access restrictions for data shall be carried out according to the regulations of the Party and laws on civil servants and public officials.

4. Only individuals who have been approved in writing by the competent authority managing civil servants, public officials, and employees may access, study, use, and exploit data on the National Database, the Database of ministries, sectors, and localities according to the provisions of the law, except for their own personal information or where otherwise provided by law.

5. Information shall not be provided in written form if it has already been accessed through the connection and sharing of data between information systems. Re-reporting of information and data that already exist in the National Database or in the Database of ministries, sectors, and localities shall not be required, except for purposes of updating or using for verification and auditing of data.

Article 5. Prohibited Actions

In accordance with Article 8 of Decree No. 47/2020/NĐ-CP dated April 9, 2020 of the Government on the management, connection, and sharing of digital data of state agencies, other actions as prescribed by relevant laws.

Chapter II
MANAGEMENT OF DATABASES, UPDATING AND EXPLOITATION OF DATA AND INFORMATION IN THE DATABASE ON CIVIL SERVANTS, PUBLIC OFFICIALS, AND EMPLOYEES IN STATE AGENCIES

Article 6. Creation and Updating of Data

1. Standardizing input information, managing information and data of the National Database, the Database of ministries, sectors, and localities

a) For civil servants, public officials, and employees: Uniformly use the model of brief resumes attached to this Circular to standardize input information, manage information and data of the National Database, the Database of ministries, sectors, and localities.

b) For employees: Uniformly use the model of labor contracts (Annex II) issued together with Circular No. 05/2023/TT-BNV dated May 3, 2023, of the Minister of Home Affairs guiding models of service contracts and labor contracts for certain types of work in administrative agencies and public institutions to standardize input information, manage information and data of the National Database, the Database of ministries, sectors, and localities. The creation and updating of data for employees shall be implemented starting from January 1, 2024.

2. The agency managing the Database of ministries, sectors, and localities shall be responsible for creating individual accounts for civil servants, public officials, employees so that civil servants, public officials, employees can enter data into the Database of ministries, sectors, and localities.

Individual civil servants, public officials, employees shall be responsible for accessing the individual account assigned to them to enter their own information into the Database of ministries, sectors, and localities; the information must be complete, uniformly formatted technically, fully and accurately reflecting the brief resume/labor contract model confirmed by the competent authority.

3. Where there is a change or correction in the information and data of civil servants, public officials, employees, the individual shall be responsible for updating the information and data into the Database of ministries, sectors, and localities accompanied by a digital copy of the document confirmed by the competent authority.

4. The head of ministries, sectors, and localities shall be responsible for organizing the implementation of updating the data of civil servants, public officials, employees under their jurisdiction from the Database of ministries, sectors, and localities to the National Database through the connection and sharing of data as stipulated in Clause 2, Article 12 of this Regulation; approving or authorizing approval by electronic signature of the updated data as stipulated in Clause 1, Article 7 of this Regulation.

Article 7. Approval of data

1. Within the last five days of each month, the authorized person of the ministry, sector, or locality shall be responsible for approving the data by digital signature in the database of the ministry, sector, or locality.

2. For the database of the ministry, sector, or locality, the head of the ministry, sector, or locality shall be responsible for establishing regulations on data approval to ensure compliance with this Regulation and the hierarchical management of civil servants, public officials, employees, and staff.

Article 8. Exploitation of databases

1. The Ministry of Home Affairs uses data from the National Database to compile and analyze the cadre, civil servant, public official, employee, organizational structure, staffing, job positions, and other contents within its administrative supervision domain, serving the leadership, direction, and management of the Government and Prime Minister; connecting and sharing data from the National Database with other information systems to serve state agencies and civil servants, public officials, employees, and staff in exploiting information according to this Regulation.

2. Ministries, sectors, and localities may exploit and use general compiled and analyzed data, data about cadres, civil servants, public officials, and employees in their own databases within the National Database; these data are shared by default from the National Database to their own databases to serve their guidance and management functions.

3. Civil servants, public officials, employees, and staff may access and exploit their own data; they may access, study, use, and exploit data on the National Database and the database of ministries, sectors, and localities when the competent authority managing civil servants, public officials, employees, and staff agrees in writing according to the law.

4. Data on cadres, civil servants, public officials, and employees in the National Database and the database of ministries, sectors, and localities, when exported in electronic document format, signed digitally by the authorized person and the state agency according to the law, shall have the same legal value as the original paper document.

Article 9. Methods of Exploiting and Using Data

Ministries, sectors, and localities exploit and use data from the National Database through accounts provided by the Ministry of Home Affairs and access via the Portal of the National Cadre, Civil Servant, Public Official Database at the address https://ccvc-portal.moha.gov.vn (using the dedicated data transmission network of Party and State agencies) or using data sharing services while ensuring information security and personal data protection.

Article 10. Storage of Databases

1. Data on cadres, civil servants, public officials, and employees are stored in the National Database and the database of ministries, sectors, and localities according to the hierarchical management system and are regularly backed up monthly, at least every three months, on specialized storage media to prevent risks.

2. The storage and backup must comply with the regulations of the Party and laws on archiving, protecting state secrets, confidential communications, personal data privacy, information security, and information safety.

Article 11. Transfer and Reception of Data

1. In cases where civil servants, public officials, and employees are transferred, appointed, rotated, or reassigned to other state agencies that do not fall under the data management authority of their current agency (collectively referred to as job change), along with the transfer of files as prescribed, the relevant agencies and individuals shall perform the following:

a) The agency currently managing civil servants, public officials, and employees shall be responsible for implementing the revocation of access rights to its database for those civil servants, public officials, and employees;

b) Within ten working days from the date of file transfer, the receiving agency shall establish personal accounts for the received civil servants, public officials, and employees; synchronize the data of those civil servants, public officials, and employees from the National Database to its own database to serve management activities within its jurisdiction;

c) Civil servants, public officials, and employees shall be responsible for accessing their personal accounts on the database of the receiving agency to check information and data, update information and data according to Article 6 of this Regulation and as required by the managing agency if necessary.

2. In cases where civil servants, public officials, and employees undergo job changes as stipulated in Clause 1 of this Article; transfer out of state agencies; retire; resign; or pass away, their data must still be stored in a separate directory in the National Database, the specialized database, and the database of ministries, sectors, and localities.

Article 12. Connection and Sharing of Data

1. The Ministry of Home Affairs establishes and publishes data sharing services within the scope of the National Database; issues related documents concerning technical regulations on data structure, format, message packages, connection, and data sharing with the National Database.

2. The connection and sharing of data between information systems, other national databases, specialized databases, and the databases of ministries, sectors, and localities with the National Database on civil servants, public officials, and employees in state agencies through the National Data Integration and Sharing Platform (using dedicated data transmission networks of Party and State agencies) must comply with the provisions of Decree No. 47/2020/NĐ-CP dated April 9, 2020 of the Government on the management, connection, and sharing of digital data of state agencies, and the Vietnam e-Government Architecture Framework.

3. The Ministry of Home Affairs provides the managing agency of the databases of ministries, sectors, and localities with key pairs to connect and share data between the databases of ministries, sectors, and localities and the National Database.

4. The managing agency of the databases of ministries, sectors, and localities shall sign off on the approval of data before synchronizing the data of ministries, sectors, and localities with the National Database through the National Data Integration and Sharing Platform.

Chapter III
IMPLEMENTATION

Article 13. Responsibilities of Civil Servants, Public Officials, Employees, and Workers

1. Adhere to the provisions of this Regulation and the regulations of the Party, laws, and rules of the agency or unit regarding the management, exploitation, and use of the databases of ministries, sectors, and localities.

2. Bear responsibility for updating their personal data accurately, completely, promptly, and ensuring authenticity before the law and competent state authorities. Timely update data and notify the database management agency when there are changes or errors in the provided data.

Article 14. Responsibilities of officials, civil servants, and employees assigned to implement management tasks for the database of ministries, sectors, and localities

1. Comply with the provisions set out in Article 5 of this Regulation.

2. Through technical operations, organize the preservation and storage of the agency's database; connect and share data between the agency’s database and the national database in accordance with the law.

3. Provide accurate and timely data on officials, civil servants, employees, and workers as required by the competent authority.

4. Study and identify unclear or contradictory issues within the database of officials, civil servants, and employees, as well as issues arising during the management process, report to the competent authority managing the database for consideration and resolution.

5. Urge the completion of all information fields in the data on officials, civil servants, employees, and workers under the management authority of their agencies and units.

6. Engage in training and upgrading professional knowledge and skills to serve the management of the database of officials, civil servants, and employees according to job requirements.

7. Be responsible for ensuring confidentiality and security of information in the database of ministries, sectors, and localities. Do not disclose or provide account information of agencies and units and user accounts without written consent from the competent authority. Bear legal responsibility before the law and the competent authority regarding violations of confidentiality and security regulations.

8. In case of violation of the provisions of this Regulation, depending on the nature and degree of violation, they will be subject to examination and handling in accordance with the law.

Article 15. Responsibilities of agencies and units employing officials, civil servants, and employees

1. Manage accounts at the delegated level; grant, limit, expand, or revoke access rights to the database according to the delegated management level.

2. Organize the implementation of data management for officials, civil servants, employees, and workers in accordance with this Regulation and the regulations of the competent authority. Comply with directives, inspections, and guidance on data management work for officials, civil servants, and employees from higher-level agencies.

3. Urge and inspect the implementation of data management regulations for officials, civil servants, employees, and workers within the scope of management. Advise on considering and handling violations by agencies, units, and individuals who fail to update data, make errors in updating data, and manage the database according to the delegated management level.

4. Perform the tasks specified in Clause 1 of Article 7 of this Regulation according to the delegated management level.

Article 16. Responsibilities of ministries, sectors, and localities

1. Build and upgrade databases; update, connect, share, and exploit data in the ministry, sector, and locality databases, and the national database in accordance with Decree No. 47/2020/ND-CP dated April 9, 2020 of the Government on the management, connection, and sharing of digital data of state agencies for state management activities according to functions and authorities.

2. Use electronic identification codes of agencies and organizations under their management according to Decision No. 20/2020/QĐ-TTg dated July 22, 2020 of the Prime Minister on electronic identification codes of agencies and organizations for connecting and sharing data with ministries, sectors, and localities.

3. Specify detailed contents of management, use, and exploitation of the ministry, sector, and locality databases according to the delegated management authority over officials, civil servants, employees, and workers.

4. Direct the organization to update and standardize information and data in the ministry, sector, and locality databases to serve updates, connections, and sharing with the national database.

5. Ensure stable and smooth infrastructure for data connection and sharing, meeting technical conditions, safety standards for information as prescribed to connect and share data between the ministry, sector, and locality databases and the national database.

6. Manage or delegate management of user accounts, grant, limit, expand, or revoke access rights to the ministry, sector, and locality databases within the scope of management based on written requests from authorized management agencies.

7. Ensure strict compliance with regulations on security, safety, and confidentiality of information and data of officials, civil servants, employees, and workers, and meet requirements for reforming and strengthening the management of officials, civil servants, employees, and workers as stipulated by the Party and State.

8. Be responsible for storing, backing up, and approving changes to information and data of officials, civil servants, employees, and workers under their management according to the law.

9. Organize training and skill development for civil servants and employees engaged in managing and operating the ministry, sector, and locality databases.

10. Guide, urge, inspect, and supervise the implementation of laws on managing the ministry, sector, and locality databases; consider and handle violations by agencies, units, and individuals who do not comply with this Regulation.

11. Annually, no later than January 31 of the following year, report the situation of managing the database of officials, civil servants, and employees of the previous year to the Ministry of Home Affairs for guidance and resolution (including: total number of officials, civil servants, employees, and workers currently divided by civil service ranks, vocational titles of employees, job positions; promptly reflect any difficulties arising during the implementation of this Regulation).

12. Implement the tasks specified in Article 7 of this Regulation.

 

ANNEX

SAMPLE SUMMARY CURRICULUM VITAE
(Issued together with Circular No. 06/2023/TT-BNV dated May 4, 2023 of the Minister of Home Affairs)

Official Management Agency: …

Agencies and Units Employing Officials and Civil Servants: …

Code Number: …

Identification Number: …

6) Ethnicity: …

7) Religion: …

8) ID Card Number: …Date of Issue: …/…/…… Contact Number: …

9) Social Insurance Number: …Health Insurance Card Number: …

10) Current Address: …

11) Family Origin: …

12) Previous Occupation Before Recruitment: …

13) Date of First Recruitment: …/…/…… Recruiting Agency, Organization, Unit: …..

14) Date of entry into the current place of work: ...

15) Date of joining the Communist Party of Vietnam: .../.../...... Official date: .../.../......

16) Date of joining the first political-social organization (date of joining the Youth Union, Trade Union, Association): ………………………………………………………………………………………

17) Date of enlistment: .../.../...... Date of discharge: .../.../...... Highest rank: ...

18) Policy beneficiary: ...

19) General education level (graduated from which grade/belonging to which system): ……………………

20) Highest professional qualification: ...

21) Academic title: ...

22) State honorary title conferred: ...

23) Current position: ...

Appointment/promulgation date:.../.../... Reappointment/promulgation for next term:.../.../…

24) Position planned for: ...

25) Concurrent position: ...

26) Current Party position: ...

27) Concurrent Party position: ...

Main assigned tasks: ...

Specialties in work: ... Longest job held: ...

30) Salary

30.1) Rank/professional title: …Code number: …

Appointment date for rank/professional title: …/…/……

Pay grade: …Coefficient: …Effective date: …/…/……

Percentage received:…%; Over-quota seniority allowance:...%; Effective date for over-quota seniority allowance: .../.../...

30.2) Position allowance: …Concurrent position allowance …Other allowances …

30.3) Job position: …Code number: …

Pay grade …Salary according to amount: …VND. Effective date: …/…/……

Percentage received:...%; Over-quota seniority allowance:..%; Effective date for over-quota seniority allowance: …/…/…

31) Health status: …

Height: …cm, Weight: …kg, Blood type: …

32) EDUCATION AND TRAINING PROCESS

32.1- Professional (from intermediate level and above both domestic and foreign)

32.2- Political theory

32.3- Public administration training/professional title/vocational specialty

32.4- National defense and security knowledge training

32.5- Information technology

32.6- Foreign language/dialect

33) SUMMARY OF WORK HISTORY

34) PERSONAL HISTORICAL CHARACTERISTICS

34.1- Clearly state: arrested, imprisoned (from which date to which date, where?), reported to whom, what issues?: …

34.2- Worked for the old regime

34.3- Participated or had relations with political, economic, social organizations abroad

35) AWARDS AND DISCIPLINARY ACTIONS

35.1- Merit awards

35.2- Party/administrative disciplinary actions

36) FAMILY RELATIONSHIPS

36.1- Regarding oneself: Father, Mother, Spouse (or husband/wife), children, siblings

36.2- Father, Mother, siblings (from spouse's side)

37) FAMILY ECONOMIC SITUATION

37.1- Personal salary history

37.2- Other types of allowances

37.3- Annual main sources of family income

- Salary: …

- Other sources: …

- Residential buildings:

+ Provided, rented (type of house): …, total usable area: …m².

Ownership certificate: …

+ Self-purchased, self-built (type of house): …, total usable area: …m².

Ownership certificate: …

- Land for residential purposes:

+ Allocated land: …m².

Land use right certificate: …

+ Purchased land: …m².

Land use right certificate: …

- Land for production and business: …

………………………………………………………………………………………………………...

………………………………………………………………………………………………………...

38) ASSESSMENTS AND EVALUATIONS BY THE AGENCY, ORGANIZATION, UNIT

………………………………………………………………………………………………………...

………………………………………………………………………………………………………...

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