Decision No. 25/1999/QÐ-BTC on the issuance of the Regulation on the organization of construction, storage, use, and security of state budget database

Pursuant to …;

OF THE MINISTER OF FINANCE NUMBER 25/1999/QĐ-BTC
MARCH 9, 1999 ON THE ISSUANCE OF REGULATIONS
ON THE ORGANIZATION, CONSTRUCTION, STORAGE, USE AND SECURITY OF STATE BUDGET DATABASES
To ensure the management, storage, and effective and secure use of state budget data;

THE MINISTER OF FINANCE

Pursuant to the Government's Decree No. 178/CP dated October 28, 1994 on tasks, powers, and organizational structure of the Ministry of Finance;

Pursuant to Decision No. 211/TTg of the Prime Minister dated April 7, 1995 approving the national program on information technology;

Pursuant to the proposal of the Director of the State Budget Department and the Head of the Information Technology Management Board;

DECISION:

Article 1: This decision promulgates the regulations on the construction, storage, use, and security of the state budget database attached hereto.

Article 2: This Decision shall take effect from the date of signing.

Article 3: The Director of the State Budget Department, the Head of the Information Technology Management Board, the Director of the Ministry’s Office, heads of units under the Ministry shall be responsible for implementing this decision.

REGULATIONS

REGULATIONS ON THE ORGANIZATION OF CONSTRUCTION, STORAGE, USE, AND SECURITY OF STATE BUDGET DATABASE

(Annexed to Decision No. 25/1999/QĐ-BTC
dated March 9, 1999 of the Minister of Finance)

PART I
GENERAL PROVISIONS

Article 1: Establish a database at the Information Technology Management Board to implement the storage, use, and security of state budget data according to Decision No. 211/TTg of the Prime Minister dated April 7, 1995 on approving the national program on information technology.

Article 2: State budget data includes all data on revenues and expenditures of the state budget classified by sector and budget items from 1945, which shall be constructed, stored, used, and secured in accordance with these regulations.

Article 3: The state budget database, which stores state budget information of the Ministry of Finance, must be secured technologically and technically in accordance with relevant state documents.

Article 4: The State Budget Department is responsible for the content of the data; the Information Technology Management Board is responsible for the stable operation of data collection, storage devices, and the safety and security of data in the state budget database.

PART II
SPECIFIC PROVISIONS

Article 5: The source materials entered into the database include state budget estimates and final accounts approved officially by the competent authority for budget estimates and officially reviewed for final accounts.

Article 6: The scope of data collected and stored in the database includes data from 1945 to 1997 and updates for subsequent years after being officially assigned or reviewed by the competent authority. Implementation is organized in the following steps:

Step 1: For the period 1945-1990, only final account data of the state budget will be entered within the scope of total figures and figures by sector and budget items; detailed data for some key ministries, sectors, and localities (as currently applicable at the time of data generation).

Step 2: Enter final account data of the state budget from 1991 to 1997 within the scope of total final account revenue and expenditure data of the state budget; total figures and figures by sector and budget items; detailed data for some key ministries, sectors, and localities (as currently applicable at the time of data generation).

Step 3: Update final account data of the state budget from 1998 and subsequent years within the scope of comprehensive final account reports and accompanying tables approved by the National Assembly and publicly announced according to Decision No. 225/1998/QĐ-TTg dated November 20, 1998 of the Prime Minister.

Update state budget estimate data from 1999 onwards within the scope of state budget estimates approved by the National Assembly, assigned by the Prime Minister, and publicly announced according to Decision No. 225/1998/QĐ-TTg dated November 20, 1998 of the Prime Minister.

Article 7: The participants entering data are staff members of two units (State Budget Department and Information Technology Management Board) designated by the leadership of the respective units (for data from 1996 and earlier), and staff members of the State Budget Department (for data from 1997 and subsequent years) and shall be carried out in accordance with the following provisions:

- All documents from the State Budget Department and the archive (Ministry Office) transferred to the data entry department must be recorded in the tracking log and received fully. After completion, the documents must be checked and returned to the original sender.

- Data entry into the database must be conducted within the Ministry of Finance premises at designated locations and equipment, and not processed outside.

- Data entry staff must take care of the documents, refrain from altering, erasing, or damaging the original documents, and are responsible for the accuracy and completeness of the entered data while also ensuring confidentiality according to established regulations.

Article 8: The Information Technology Management Board is responsible for applying information technology to ensure the comprehensive, reliable, rapid, and accurate collection, processing, and summarization of information. At the same time, it must ensure absolute security of data storage in the database in terms of:

- Physical storage: ensuring that storage devices such as magnetic tapes, disks, etc., are not damaged.

- Logical Organization: Data must be secured according to the principles and formats of database systems, avoiding intentional damage to logical structures caused mainly by viruses or malicious elements.

- Ensuring information security on the network, preventing information leakage from the database system.

- Data must only be stored on the server, ensuring unauthorized access is prevented through the database management system and network operating system security mechanisms such as passwords.

- Data should be replicated and stored at different locations to prevent disasters such as lightning strikes or fires.

Article 9: The State Budget Department is responsible for:

- Developing forms, methods for determining indicators, and principles for organizing budget revenue and expenditure in the database.

- Preparing original documents as stipulated in Article 6 of this regulation.

- Checking and verifying the data entered into the database to ensure that the entered data matches the original documents.

- Updating final account data of the state budget from 1998 onwards and state budget estimates from 1999 onwards, in accordance with Step 3 of Article 6 of this regulation.

Article 10: Any access by individual computers of units to the state budget database must be approved by the Director of the State Budget Department and the Head of the Information Technology Management Board.

Article 11:

Providing data from the state budget database to entities inside and outside the Ministry of Finance must comply with the Prime Minister's and the Minister of Finance's regulations on state secrets in the finance sector.

- Providing state budget data to other ministries, agencies outside the Ministry of Finance, international organizations, and countries with economic and financial relations with Vietnam from the database shall be implemented according to the following regulations: The Director of the State Budget Department is responsible for coordinating with the Information Technology Management Board and related departments (Foreign Financial Department, Administrative and Public Services Department, General Taxation Department, State Treasury, etc.) to prepare the data and regularly submit it to the Minister of Finance for approval. Based on the approved data, the State Budget Department and related units under the Ministry organize the provision according to the regulations and are responsible for the provision.

- The use of the database within the Ministry of Finance: The Director of the State Budget Department shall provide state budget data to units under the Ministry in accordance with the regulations, but shall not provide such data to units outside the Ministry of Finance (provision for external provision is stipulated above).

- Strictly prohibit units within the Ministry of Finance: The State Budget Department, the Information Technology Application Management Board, the Archive Department under the Office of the Ministry, and other units under the Ministry from providing in any form (copying files, photographing original documents, printing...) data from the budget database, from the archive, or from related documents contrary to the provisions of this Article.

 CHAPTER III
IMPLEMENTATION

Article 12: The regime for personnel collecting and managing the database shall be implemented in accordance with Circular No. 111/1998/TT-BTC dated August 3, 1998 of the Ministry of Finance.

Article 13: Personnel and individuals violating these regulations shall be subject to handling in accordance with the Ordinance on Protecting State Secrets and the Ordinance on Civil Servants and Public Officials, and other relevant documents.

Article 14: The Director of the State Budget Department, the Head of the Information Technology Application Management Board, the Director of the Office of the Ministry, and the Heads of units under the Ministry shall be responsible for implementing this regulation.