Circular No. 13/2017/TT-BTTTT stipulates technical requirements for connecting information systems and databases to the national database.

CIRCULAR

Regulations on technical requirements for connecting information systems and databases to the national database

pursuant to Decree No. 64/2007/NĐ-CP dated April 10, 2007 of the Government on the application of information technology in the operation of state agencies;

On the basis of Article 1. Amending and supplementing Level 1 Codes of agencies and organizations prescribed in Decision No. 20/2020/QĐ-TTg dated July 22, 2020 of the Prime Minister on electronic identification codes for agencies and organizations to facilitate data connection and sharing with ministries, sectors, and localities

On the basis of Decree No. 165/2018/NĐ-CP dated December 24, 2018 of the Government stipulating electronic transactions in financial activities;

On the basis of Law on Cybersecurity dated November 19, 2015;

Decree No. Decree No. 85/2016/NĐ-CP dated July 1, 2016 of the Government on ensuring the security of information systems according to levels;

Decree No. Decree No. 17/2017/NĐ-CP dated February 17, 2017 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Information and Communications;

Decree No. Decision No. 714/QĐ-TTg dated May 22, 2015 of the Prime Minister promulgating the List of National Databases to be Prioritized for Implementation to Serve the Development of the E-Government Platform;

Implementing Decision No. The Minister of Information and Communications issues this Circular stipulating technical requirements for connecting information systems and databases to the national database.

At the request of the Director of the Information Technology Agency,

This Circular stipulates technical requirements for connecting information systems and databases to the national database (hereinafter referred to as "connection"), including: principles, technical requirements, technical documentation, data exchange structure serving connection; responsibilities of related parties implementing the connection.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular applies to the management bodies of the national database, management bodies of information systems connected to the national database; specialized units on information technology of Ministries, agencies at the level of Ministries, and government agencies; Departments of Information and Communications of provinces and centrally governed cities.

Article 2. Applicability

In this Circular, the following terms and abbreviations shall be understood as follows:

Article 3. Explanation of Terms

1. Information system as defined in this Circular includes information systems and databases connected to the national database in accordance with the provisions of the law.

2. Exploitation connection: is the connection between the information system and the national database to query and receive data within the national database.

3. Update connection: is the connection between the information system and the national database to exploit data from the national database and supplement, update data into the national database.

4 Data exchange structure: is the structure of data messages exchanged between the national database and information systems connected to the national database.

5 Entity (entity): is a specific or abstract object that has existed, exists, and will exist in reality, including all links between these objects.

6 Data element (data element): is a unit describing data consisting of a set of attributes and representing entities and their sets of attributes.

7 Data model (data model): is a technical design using symbols and languages to represent the structure and content of data.

8 Conceptual data model: is a high-level data model representing basic data elements and their relationships.

9 Logical data model: is a detailed representation of the conceptual data model, describing the full content of the data to be reflected and independent of the technology used.

10 Physical data model: is a detailed model of the logical data model implemented based on selected technical standards and technologies.

11 XML schema: is a form of representation of the physical data model using the XML technology platform.

12 LGSP: is an integration and sharing platform at the ministry and provincial levels containing common services to share data among information systems of agencies and units under the jurisdiction of a ministry, sector, or locality, and serves as an intermediary for connecting internal information systems within a ministry, sector, or locality with external systems; the connection model of LGSP follows the e-government architecture of the managing ministry or the local government's e-government architecture in accordance with the Vietnam e-Government Architecture Framework.

13 NGSP: is a system connecting and interlinking central and local information systems; it serves as an intermediary for connecting large-scale information systems (national information systems; national databases; information systems with scope and scale from central to local levels), information systems of different ministries or provinces, or LGSPs; the connection model of NGSP follows the Vietnam e-Government Architecture Framework.

14 XML, UML, TCP, IP, WSDL, SOAP, UTF8, HTTP, HTTPS: are technical standards belonging to the list of technical standards for the application of information technology in state agencies issued by the Ministry of Information and Communications.

1. Compliance with the provisions of Article 7 and Article 13 of Decree No. 64/2007/NĐ-CP dated April 10, 2007 of the Government on the application of information technology in the activities of state agencies.

Article 4. Principles of Connection

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

3. Compliance with laws on information network security and regulations on ensuring the security of information systems according to levels for the national database and information systems connected to the national database.

1. For exploitation connections

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

Article 5. Conditions for Connection

a) The information system and the national database must comply with the technical requirements stipulated in this Circular;

b) Technical documentation serving the connection of the national database must meet the provisions of Clause 6 and Clause 7 of this Circular; the information system must comply with the technical documentation serving the connection of the national database already issued.

2. For update connections

a) Meeting the conditions for exploitation connections as stipulated in Clause 1 of this Article;

b) Updated data include: identification information of the data element and the information to be updated of that data element; descriptive data of the data to be updated (if necessary);

c) The process of connecting and updating data from information systems to the national database must be consistent with relevant business processes according to the corresponding regulations on updating data with the national database.

c) The process of connecting and updating data from information systems to the national database must be consistent with the relevant business procedures according to the regulations on updating data to the corresponding national database.

Article 6. Technical Documents for Connecting to the National Database

1. The managing agency of the national database shall be responsible for developing and promulgating technical documents for connecting and exploiting data from the national database.

2. Technical documents for connecting to the national database shall be promulgated in one of the following forms:

a) National technical standards;

b) Technical regulations.

3. Technical documents for connecting to the national database shall be promulgated before the national database construction project is accepted and put into operation. For national databases that have been operational prior to the effective date of this Circular, the managing agency of the national database shall be responsible for developing and promulgating technical documents for connecting within twelve months from the date this Circular becomes effective.

4. Publication of Documents

a) The documents specified in Point a, Clause 1, Article 7 of this Circular and other documents related to connection parameters shall be provided to the managing agency of the information system at the time of accepting the connection request;

b) The documents specified in Article 7 of this Circular must be sent to the Ministry of Information and Communications for unified management;

c) The documents specified in Article 7 of this Circular, except those specified in Point a of this Clause, must be posted on the electronic portal of the managing agency of the national database after promulgation.

Article 7. Content of Technical Documents for Connecting to the National Database

1. Technical documents for connecting and exploiting data include:

a) Description of technical parameters regarding address, interface connection; data provision services; communication functions between systems; encryption, security, and other technological techniques;

b) Description of the ability to meet connection requirements, minimum data provision capabilities for exploitation information systems as required under Article 21 of this Circular; description of the technical procedures for receiving and connecting;

c) Data exchange structure detailed in Chapter II of this Circular;

d) Metadata: reflecting information describing the exchanged dataset such as collection time, unit of collection; approval time, unit of approval; scope of data and other descriptive information of the collected or updated data;

đ) Data collection information: reflecting methods and situations when collecting data from reality to ensure that the data uniformly conveys the meaning of the information;

e) Data quality and accuracy (if applicable): reflecting the degree of accuracy when data is collected with measurement characteristics or dependent on the accuracy of measuring equipment;

g) Data presentation information (if applicable): reflecting methods and requirements for presenting data on computers, printed materials, or other devices and means to ensure that the data accurately reflects the collected information in cases where data presentation is required.

2. Technical documents for updating connections include:

a) Contents as prescribed in Clause 1 of this Article;

b) Regulations on data maintenance conditions including changes and deletion of data; sharing of digital information among state agencies.

3. Other necessary technical contents specific to each national database (if applicable) and other contents according to the guidance of the Ministry of Information and Communications.

Chapter II
DATA EXCHANGE STRUCTURE

Article 8. General requirements for data structure exchange

1. Requirements for consistency between national databases

a) An entity shall only be defined by a unified data element in the data structures serving the exchange of national databases;

b) The data structure containing common data elements in national databases must comply with the regulations of the managing agency of the national database that contains the original data of such common data elements.

2. Requirements for responsiveness

a) The data structure for exchange must have the ability to describe data messages in situations where the information content cannot determine the value or is determined but not complete;

b) The data structure for exchange must have the ability to describe data messages in the following exchange scenarios: information content has data; information content does not have data and information content has data but is not allowed to be exchanged according to authority;

c) The data structure for exchange must be flexible in describing data messages; there must be diversity in the number of components of the information content being exchanged depending on the delegation of authority, query requirements, and data exploitation.

Article 9. General requirements for data models in data structure exchange

Data models in data structure exchanges must meet the following requirements:

1. Only define data elements that describe necessary entities to serve state management operations and need to be exchanged between information systems and national databases.

2. Describe data independently from the technology used for storage, processing, and exchange used in information systems except for technologies specified in this Circular.

Article 10. Components of data models

1. Diagram: displayed in graphic form, drawings of data elements, attributes, relationships between data elements.

2. Data element.

3. Attribute (data field): characteristics, properties of data elements expressed by values.

4. Relationship between two data elements based on constraints in business processes.

5. List of data elements, attributes, and other descriptive, data binding information with detailed explanations provided.

Article 11. Levels of detail in data models

Data models in data structures must include the following levels of detail:

1. Conceptual data model.

2. Logical data model.

3. Physical data model.

Article 12. Requirements for conceptual data models

Conceptual data models must meet the following requirements:

1. Provide general information about the scope of all data exchanged between information systems and national databases; create a basis for defining the roles and responsibilities of state agencies in building, providing, maintaining, managing, and establishing content sharing rights in databases.

2. Include a finite number of the most important data elements representing the main content of the exchanged data; information contents directly stipulated in regulatory legal documents (if any); data elements only include basic attributes, representative, reflecting primary characteristics.

3. Description format: using UML language (class diagram without methods) and accompanying descriptions; conforming to the national standard TCVN 7789:2007 (ISO/IEC 11179) metadata registry.

Article 13. Requirements for the Logical Data Model

The logical data model must meet the following requirements:

1. Provide comprehensive information about the content of data messages exchanged between information systems and the national database.

2. Expand and detail the conceptual data model; include all data elements, attributes of data elements with information including: name, description, data type, value range, identifying attribute of the data element.

3. Description format: using UML language (class diagram without methods) and accompanying descriptions; conforming to the national standard TCVN 7789:2007 (ISO/IEC 11179) metadata registry.

Article 14. Requirements for the Physical Data Model

The physical data model must meet the following requirements:

1. Description format: use XML language, comply with standard XML schema; complete, clear, and well-defined syntax.

2. Fully represent the data structure of the logical data model.

3. Specify the namespace of the XML data schema.

4. Include the source code of the XML schema.

5. Meet the conditions necessary for direct use to serve data extraction from the national database to data exchange messages or analysis of data exchange messages received from the national databases of information systems.

Article 15. Use of Catalogue Tables and Codes in Exchange Data Structure

1. The exchange data structure must use common catalogue tables and codes according to the following requirements:

a) Attributes of data elements describing information from catalogue tables and codes issued by competent state agencies shall use corresponding values in those catalogue tables and codes;

b) In cases where multiple catalogue tables and codes are issued, prioritize the use of catalogue tables and codes widely used by current information systems;

c) The catalogue tables and codes used must be clearly specified in the documentation published for relevant agencies and units to use.

2. The Directorate for Informationization - Ministry of Information and Communications will compile common catalogue tables and codes; guide the application of catalogue tables and codes in the exchange data structure.

Chapter III
CONNECTION MODEL AND TECHNICAL REQUIREMENTS FOR CONNECTION

MINIMUM TECHNICAL REQUIREMENTS FOR CONNECTION

Article 16. Connection Model

1. The connection model between information systems and the national database is implemented in the following cases:

a) Connecting through LGSP and NGSP;

b) Connecting through NGSP when LGSP is not yet ready;

c) Connecting through LGSP when NGSP is not yet ready;

d) Directly connecting to national databases in cases where both NGSP and LGSP are not yet ready.

2. In cases where NGSP or LGSP is ready but does not meet the requirements for serving connections, the system manager must report and propose a connection plan to the superior management agency for consideration and decision.

Article 17. Functions of NGSP and LGSP

The functions of NGSP and LGSP in connecting information systems to the national database include:

1. Receiving and forwarding data requests and data from information systems to the national database and vice versa.

2. Supporting technical conversion to ensure protocol compatibility, data format, and other technical factors.

3. Other necessary functions as directed by the Directorate for Informationization - Ministry of Information and Communications based on actual needs.

Article 18. Data Format

The data format must meet the following requirements:

1. The language for describing data in data files and exchanged data messages shall be XML. Data described in XML shall use the UTF8 character encoding system.

2. The content of the data must be well-defined and syntactically correct; it must comply with and reference the XML data schema through namespace.

3. Information and data within specialized fields shall use extended description languages from XML that are appropriate.

Article 19. Use of Technical Standards for Connection Protocols

Requirements for using technical standards for protocols in connections include:

1. Using the TCP/IP network protocol suite to exchange data in a network environment.

2. Using the HTTP or HTTPS protocol (required in cases involving data security) to access data-providing services.

3. Using web services (Web service) as a method for connecting between information systems and the national database.

4. Using the WSDL language in web service descriptions.

5. Using the SOAP protocol to package requests and data for exchange between information systems.

Article 20. Data Extraction Interface

1. The XML data schema must be constructed and assigned a namespace matching the official website address or electronic portal address of the managing agency of the national database and can be downloaded from that address.

2. Data-providing services shall be implemented together with data descriptions in the WSDL language.

Article 21. Functions and Characteristics of the National Database

The national database must have basic functions and characteristics serving the connection with information systems as follows:

1. Providing data according to scope

a) Providing individual data for direct use by information systems;

b) Providing packaged data for information systems for storage and use.

2. Providing data according to update time

a) Providing complete data according to request regardless of the data update time;

b) Providing changed data from the specified time until the data provision request time.

3. Providing data according to historical data characteristics

a) Providing data valid at the request time (default, when the data time characteristic is not specified);

b) Providing data valid at the specified time (in cases where the national database stores historical data).

4. Providing active/passive data

a) Providing passive data upon extraction request from information systems;

b) Actively notifying or providing data to information systems based on prior registration.

5. Frequency of data provision by the national database to connected information systems

a) Providing online data immediately after request;

b) Providing periodic data in cases of large data volumes and non-availability.

Chapter IV
IMPLEMENTATION

Article 22. Handling Technical Connection Issues

1. In cases of technical issues in connecting information systems to the national database, the managing agency of the information system shall take the lead in coordinating with relevant parties to resolve the issues.

2. In cases where a resolution cannot be agreed upon with relevant parties, the managing agency of the information system has the responsibility to submit a written request to the Ministry of Information and Communications for resolution according to the form attached to this Circular.

3. The Ministry of Information and Communications shall take the lead and coordinate with relevant parties to resolve technical issues in the connection process.

Article 23. Responsibilities of the Managing Authorities of National Databases

1. Implement technical requirements for connection as stipulated in this Circular and relevant laws.

2. Take the lead in coordinating with the Directorate of Information Technology under the Ministry of Information and Communications and related agencies to develop and issue technical documents serving the connection of national databases; seek the consent of the Ministry of Information and Communications before issuance.

3. Adhere to issued technical documents when building and operating national databases; implement measures to ensure information security for national databases during data exchange with information systems.

4. Take the lead in coordinating with the Ministry of Information and Communications (Directorate of Information Technology) to guide, support, and coordinate with managing authorities of information systems to implement connections; clarify contents related to national database documents upon request; update documents and notify relevant parties when there are changes to connection parameters.

5. For national databases that have been operational prior to the effective date of this Circular, the managing authority of the national database shall be responsible for:

a) Reviewing the current status of the operational national database to meet connection capabilities and comply with provisions of this Circular;

b) Developing technical documents specified in this Circular to ensure connectivity with information systems;

c) Based on developed documents and technical regulations, organize modifications to components responsible for receiving connections from information systems if they do not meet requirements.

6. Summarize the situation regarding connections and data updates of national databases; report compliance with provisions of this Circular to the Ministry of Information and Communications by December 15 each year.

Article 24. Responsibilities of Managing Authorities of Information Systems

1. Implement connection regulations as stipulated in this Circular and relevant laws.

2. Adhere to technical documents of national databases when building information systems and implementing connections.

3. Report and reflect on the situation of connections and utilization of national databases to the managing authority of the national database and the specialized unit for information technology within their respective ministries, sectors, or localities.

Article 25. Responsibilities of Specialized Units for Information Technology of Ministries, Ministries Equivalent to Ministries, Agencies Under the Government; Provincial Departments of Information and Communications

1. Organize guidance, dissemination, and supervision of subordinate agencies and units to implement provisions of this Circular.

2. Take the lead in coordinating with competent state agencies to implement connections or guide state agencies under their respective ministries, sectors, or localities to connect to national databases or connect through LGSP to national databases.

3. Implement LGSP connections with NGSP or LGSP connections to national databases as stipulated in this Circular, in accordance with the Vietnam e-Government Architecture Framework.

4. Summarize implementation of provisions of this Circular and results of connections to national databases by state agencies under their respective ministries, sectors, or localities; report to the Ministry of Information and Communications by December 15 each year.

Article 26. Responsibilities of agencies and units under the Ministry of Information and Communications

1. Responsibilities of the Directorate for E-Government

a) Popularizing and guiding the implementation of the contents of this Circular; advising the Ministry of Information and Communications on handling issues arising during the implementation of this Circular;

b) Organizing inspections to ensure compliance with the provisions of this Circular;

c) Serving as the point of contact for receiving and resolving technical difficulties during the process of connecting systems;

d) Urging, monitoring, and compiling information on the connection of information systems with national databases;

đ) Building, managing, and operating the National Government Service Portal (NGSP) to ensure that information systems connect to national databases in accordance with the provisions of this Circular and the Vietnam Electronic Government Architecture Framework.

2. Responsibilities of the Directorate for Information Security

a) Guiding agencies and organizations to implement measures and solutions to ensure information security during the connection and data exchange with national databases.

b) Urging and inspecting, within their authority, the work of ensuring information system security and safe connection plans between information systems and national databases.

Article 27. Effectiveness and Responsibility for Implementation

1. This Circular takes effect from August 10, 2017.

2. The Director of the Office, Heads of agencies and units under the Ministry of Information and Communications, and related agencies, organizations, and individuals shall be responsible for implementing this Circular.

3. During the implementation period, if there are any difficulties, agencies, organizations, and individuals are requested to promptly report them to the Ministry of Information and Communications for consideration and resolution./.

 

ANNEX

TECHNICAL CONNECTION OBSTACLE RESOLUTION FORM
(Annexed to Circular No. 13/2017/TT-BTTTT dated June 23, 2017 issued by the Minister of Information and Communications)

…, day … month … year ….

Respected: Ministry of Information and Communications

- Based on the Law on Information Technology dated June 29, 2006;

- Based on …;

- Based on Circular No. …/2017/TT-BTTTT dated … month … year … of the Minister of Information and Communications stipulating technical requirements for connecting information systems and databases to the national database;

(Name of agency)

requests resolution of technical obstacles in connecting information systems to the national database as follows: Part A: General Information

1. Name of unit requiring connection …

Contact person: …

Phone … email …

2. Name of information system requiring connection …

3. National database requiring connection …

4. Purpose of connection: …

Part B: Technical Obstacle Details

1. Description of technical obstacle encountered during connection …

2. Contact has been made with the management agency of the national database but the obstacle has not been resolved. The contact point that received and processed the obstacle of the management agency of the national database: (unit, name of contact point, phone number and email address)     

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3. Results of resolving technical obstacles by the management agency of the national database:

4. Remaining issues:

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4. Existing issues:

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Part C: Request
Request the Ministry of Information and Communications to resolve the following issues:

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Part D: Attached Documents
Documents sent to the managing agency of the national database; responses from relevant agencies; technical problem-related documentation (if any).

requests resolution of technical obstacles in connecting information systems to the national database as follows: provide supplementary materials to clarify the issues and cooperate with the Ministry of Information and Communications to resolve the problems./.