Circular No. 25/2014/TT-BTTTT on the implementation of information systems with scale and scope from central to local levels

 

CIRCULAR

Regulations on the implementation of information systems

with scale and scope from central to local levels

________________-

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

Based on Decree No. 132/2013/ND-CP dated October 16, 2013 of the Government on the functions, tasks, powers, and organizational structure of the Ministry of Information and Communications;

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

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

The Minister of Information and Communications issues this Circular regulating the implementation of information systems with scale and scope from central to local levels.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

This Circular regulates the implementation of information systems with scale and scope from central to local levels using state budget funds managed by agencies and organizations at central and local levels.

Article 2. Interpretation of Terms

Within the scope of this Circular, information systems with scale and scope from central to local levels refer to a system comprising a set of hardware, software, and databases established to serve the purpose of creating, providing, transmitting, collecting, processing, storing, and exchanging information among agencies and organizations from central to local levels within the same field (hereinafter referred to as the information system).

Article 3. Principles of Implementation

1. Publicize policies, plans for implementation; contents, scale, investment capital, and coordinating agencies for implementing information systems.

2. Coordinate synchronously all aspects of investment, scale, and time of implementation between information systems to avoid duplicate investments.

3. Adhere to technical standards and regulations ensuring compatibility, smoothness, and security during data sharing and exchange between information systems.

Chapter II
REGULATIONS ON THE IMPLEMENTATION OF INFORMATION SYSTEMS

Article 4. Survey and Evaluation of Current Investment Status

1. The project investor shall organize surveys of the current status of information systems in the same field in various localities to serve the work of establishing IT application projects according to current regulations.

2. The content and volume of actual survey work in the Survey Result Report must reflect the current investment status of information systems in the same field in various localities and propose information systems that will be connected to the information system to be implemented.

Article 5. Project Development

1. The investor is responsible for organizing the preparation of a feasibility study report, a feasibility research report, or an investment report to submit to the competent authority for approval according to current regulations on IT application investment management.

2. The content of the feasibility study report, feasibility research report, or investment report shall comply with current regulations on IT application investment management. In the technical and technological solution section of the preliminary design, there should be proposals for technical solutions to connect to the proposed information systems under Clause 2 of Article 4.

Article 6. Project Appraisal

1. When appraising the preliminary design, appraisal agencies and units shall review the technical solutions proposed under Clause 2 of Article 5 and comply with current regulations on preliminary design appraisal.

2. The Ministry of Information and Communications, within its authority or upon request from central and local agencies and organizations, shall be responsible for appraising the preliminary design or providing opinions on technical solutions to connect information systems of the project proposed under Clause 2 of Article 5.

Article 7. Establishment of Technical Regulations on Data

1. The framework of technical regulations on data of the information system is stipulated in the Appendix attached to this Circular.

2. Within six months from the date the information system is accepted and put into operation, central agencies managing information systems shall be responsible for issuing technical regulations on data of the information system according to the framework stipulated in Clause 1 of this Article.

3. For information systems that have been implemented and put into use before the issuance of this Circular, within six months from the effective date of this Circular, central agencies managing information systems shall be responsible for issuing technical regulations on data of the information system according to the framework stipulated in Clause 1 of this Article.

Article 8. Connection and Sharing of Data

1. When connecting and sharing data between information systems, appropriate measures must be applied to ensure information security and safety.

2. After an information system has been completed and put into operation, the management agency of the information system shall have the responsibility to issue regulations on sharing digital information in accordance with Article 7 of Decree No. 64/2007/ND-CP dated April 10, 2007, of the Government on the application of information technology in state administrative activities.

3. Data classified as state secrets when shared must comply with the provisions of the law on protecting state secrets.

Article 9. Compatibility Between Local Information Systems and Central Agencies' Information Systems

1. For the Five-Year Plan on the application of information technology as stipulated in Clause 2 of Article 25 of Decree No. 64/2007/ND-CP dated April 10, 2007, of the Government on the application of information technology in state administrative activities, the Ministry of Information and Communications shall be responsible for reviewing and providing opinions on the compatibility of the deployment direction of local proposed information systems with the deployment direction of central agencies' information systems.

2. For annual planning, programs, projects on the application of information technology, the Ministry of Information and Communications, within its authority or upon request from central agencies and localities, shall be responsible for providing opinions on the compatibility of the deployment direction of local proposed information systems with the deployment direction of central agencies' information systems.

Article 10. Publicizing Information

Central agencies shall be responsible for publishing on their electronic information portals and sending to the Ministry of Information and Communications for consolidation the following documents:

1. Five-year plans, annual plans on the application of information technology or investment policies for information systems not included in five-year or annual plans on the application of information technology that have been approved.

2. Decisions approving investment projects for information systems after being reviewed according to Article 6 of this Circular.

3. Implementation plans for information systems.

4. Technical regulations on data of information systems as prescribed in Article 7 of this Circular.

Chapter III
IMPLEMENTATION

Article 11. Responsibilities of Agencies and Units under the Ministry of Information and Communications

1. Responsibilities of the Directorate for E-Government

a) Popularize and guide the implementation of the contents of this Circular;

b) Serve as the focal point for implementing the contents as prescribed in Clause 2 of Article 6 and Article 9 of this Circular;

c) Consolidate information on information systems with scale and scope from central to local levels to publish on the Ministry of Information and Communications' electronic portal and the e-information portal of the Directorate of Information Technology;

d) Organize inspections of compliance with the provisions of this Circular.

2. Responsibilities of the Department of Science and Technology

Consolidate, update, and publicize technical regulations on data of information systems already issued on the Ministry of Information and Communications' electronic portal.

Article 12. Effective Date

This Circular takes effect from February 13, 2015.

Article 13. Implementation Organization

1. The Director of the Office, Heads of the Department of Science and Technology, the Directorate of Information Technology, Heads of agencies and units under the Ministry of Information and Communications, and related organizations and individuals are responsible for implementing this Circular.

2. During the implementation process, if any issues arise or difficulties occur, agencies, organizations, and individuals should promptly report them to the Ministry of Information and Communications for review and guidance./.

 

 

ANNEX

FRAMEWORK FOR TECHNICAL REGULATIONS ON DATA
(Annexed to Circular No. 25/2014/TT-BTTTT dated December 30, 2014, of the Minister of Information and Communications on the implementation of information systems with scale and scope from central to local levels) the This framework is for ministries and sectors to refer to when drafting and issuing technical regulations on data of information systems.

Contents include:

Name: TECHNICAL REGULATIONS ON DATA [

name of information systemname of information system]

Part 1. General Provisions
- Scope of Application

- Subjects of Application

- Definitions of Terms

Part 2. Technical Provisions on Data
This section specifies the content, structure, and type of information of data. The content of the data system to be implemented must be fully described and considered for classification, with specific technical provisions for each group and component of data to ensure effective organization and management of data.

Specifically, it includes the following main contents:

I. Data Content

This section stipulates specific data components or data groups within all data components of the information system to facilitate management. Data components sharing common characteristics form a Data Group. Each Data Group may be divided into levels according to different degrees of detail of the data.

Example of Data Group Classification:

Information describing the Data Group must specify the following minimum information:

- Name of Data Group: The name of the Data Group expressed in language.

- Level of Data Group: Each Data Group is divided into levels according to different degrees of detail of the data (highest level 1, followed by level 2, 3...).

- Information Code: Determined for each Data Group, consisting of components placed consecutively separated by a period (.). For example, the Information Code follows the principle of SymbolGroup.Level.OrderNumber. In this case, the Data Group on Person can have the code NG1.1, where the first component "NG" is an abbreviation for Data Group, the second component is the level of the Data Group, and the third component is the order number of the Information Code at the same level.

- Object of Information: The name of the object being described, such as individual, organization, property, document, etc.

- Data Components of the Group (specified in Section II).

- Characteristics: Common features for all data components of the group.

II. Technical Provisions for Data Components

A data component is the smallest unit of information of the object in the Data Group. In this content, data components must be specifically and detailedly defined regarding technical characteristics, including the following basic characteristics:

- Field (Component) Name: The field name expressed in language.

- Field Symbol

- Data Type: A set of values characterized by data attributes and operations on those values.

- Value Range: A set of valid values for one or more data components, used to check the validity of data. The value range can be listed or descriptive values.

- Data Length (for string field types).

- Description: Describing the meaning of the data field.

Example:

III. Descriptive Data - Data for Defining and Describing Other Data

- Descriptive data is established during the construction of the database of the information system and updated when there are changes in the content of the data (database).

- The content of descriptive data may include groups of information describing:

+ Descriptive data of data including general information such as the unit creating the descriptive data, the creation date of the descriptive data.

+ Detailed descriptive data about the data.

+ Data quality including information about the source of the data, scope, results of data quality checks, etc.

+ Methods of data exchange and sharing including information about methods, means, formats for exchanging and sharing data.

- Provisions on the content, structure, and type of descriptive data.

Part 3. Technical Provisions on Data of Other Sectors
This section updates the technical provisions on data of other related information systems that have been issued and must clearly state the guidelines and basis.

Part 4. Implementation Organization
Provisions on the responsibilities for implementation of the relevant parties.

Part 5. Appendices - Column (7): Land area in land allocation decisions, lease decisions, or documents of the competent authority or actual land area managed and used (applicable to assets that are buildings and land).