Circular No. 36/2014/TT-BCA on forms to be used in registration and management of residence

CIRCULAR

Provisions on forms to be used in registration and management of residence

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Based on the Law on Residence dated July 11, 2013;

Pursuant to Decree No. 31/2014/NĐ-CP dated April 18, 2014 of the Government detailing certain provisions and implementing mechanisms of the Law on Residence;

Based on Decree No. 77/2009/NĐ-CP dated September 15, 2009 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Public Security; Decree No. 21/2014/NĐ-CP dated March 25, 2014 of the Government amending and supplementing Article 3 of Decree No. 77/2009/NĐ-CP dated September 15, 2009 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Public Security;

At the proposal of the Director General of the Administration Police Department under the Ministry of Public Security managing public order and social security;

The Minister of Public Security issues this Circular prescribing provisions on forms to be used in registration and management of residence.

PART I

GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular specifies in detail the forms, format, method of filling out, and management of forms to be used in registration and management of residence.

Article 2. Applicability

This Circular applies to:

1. Agencies and individuals engaged in registration and management of residence.

2. Agencies, organizations, households, Vietnamese citizens, and overseas Vietnamese who still hold Vietnamese nationality returning to Vietnam to reside.

Article 3. Forms used in the registration and management of residence

Forms used in registration and management of residence (hereinafter referred to as forms) are designated with the code HK, including:

1. Population Registration Form (designated as HK01) is used for citizens aged 14 years and older to declare in the following cases:

- When registering permanent residence or temporary residence;

- Already registered permanent residence or temporary residence but have not yet declared the Population Registration Form;

2. Notification of Changes to Household Registration and Population (designated as HK02) is used to notify changes in household registration and population such as: Registering permanent residence or temporary residence; adjusting changes in household registration books or temporary residence books; changing place of permanent or temporary residence registration; canceling permanent or temporary residence registration; splitting household registration books; replacing or reissuing household registration books or temporary residence books; issuing transfer certificates for household registration; confirming previous permanent residence registration; extending temporary residence. When there are changes in the information in the Population Registration Form, citizens must declare supplementary information using form HK02 and submit it to the agency responsible for registration and management of residence.

3. Verification Form for Household Registration and Population (designated as HK03) is used to verify households and populations with unclear or inconsistent information.

4. Information Change Notification for Household Registration and Population (designated as HK04) is used by agencies responsible for registration and management of residence and other units to exchange information when there are changes in household registration and population.

5. Temporary Absence Declaration Form (designated as HK05) is used by individuals required to declare temporary absence to the police station of their residential commune, ward, or town.

6. Household File Tracking Form (designated as HK06) is established by the police department of the district, city district, town, or provincial city to serve the purpose of tracking and searching household files.

7. Household Transfer Certificate (designated as HK07) is issued for cases transferring permanent residence.

8. Household Book (designated as HK08) is issued for households or individuals who have registered permanent residence.

9. Temporary Residence Book (designated as HK09A and HK09B) is issued for households or individuals who have registered temporary residence and has a maximum validity period of 24 months. Form HK09A is issued for households, and form HK09B is issued for individuals.

10. Permanent Residence Processing Record Book (designated as HK10) is used by agencies responsible for registration and management of residence to track and record information during the process of registering permanent residence, registering temporary residence, changing places of permanent or temporary residence registration, adjusting changes in household books or temporary residence books.

11. Permanent Residence Registration Book (designated as HK11) is used by agencies responsible for registration and management of residence to record results of permanent residence registration, adjustments to changes in household books, changes in places of permanent residence registration, cancellation of permanent residence registration, splitting household books, replacing household books, reissuing household books, issuing transfer certificates for household registration, confirming previous permanent residence registration. Form HK11 is established according to village, hamlet, village, ward, village, commune, street, residential community, or collective housing of agencies and organizations. When there are changes in the information of each individual in the household, the police agency must promptly adjust the changed content. Form HK11 is an original document with legal value for handling matters related to permanent residence registration and management. Form HK11 is established, stored, and utilized long-term by the police station of the commune or town under the province, the police department of the district, city district, or provincial city under the central city, district, town, or city under the province.

12. Temporary Residence Registration Book (designated as HK12) is used by the police station of the commune, ward, or town to record results of temporary residence registration; adjustments to changes in temporary residence books; cancellation of temporary residence registration; confirmation of temporary residence location; replacement or reissuance of temporary residence books, extension of temporary residence.

13. Reception and Registration Book (designated as HK13) is used by the police station of the commune, ward, or town to monitor the reception of notifications of residence registration as prescribed by the Law on Residence.

14. Household File Bag (designated as HK14) is used by the police department of the district, city district, town, or provincial city to store household files. Each household that has registered permanent residence establishes a separate household file bag.

15. Statistics on the Situation and Results of Registration and Management of Residence (designated as HK15) are used by police units and localities to statistically track household registration, population, results of registration and management of residence at the locality monthly, semi-annually, annually, and report upwards to higher-level police agencies.

Article 4. Specifications for forms

1. Forms HK01, HK02, HK03, HK04, HK07, HK10, HK11, HK12, HK13, HK15 shall be printed on paper size 210 mm x 297 mm, in black and white. Form HK05 shall be printed on paper size 205 mm x 145 mm, form HK06 on paper size 80 mm x 130 mm, form HK14 on paper size 270 mm x 350 mm, in black and white.

Form HK08 (20 pages), HK09A (12 pages), HK09B (4 pages) shall be printed on paper size 120 mm x 165 mm, in color, with patterns and security symbols.

2. Forms HK04, HK05, and HK07 shall be bound into books, consisting of two identical parts: one part issued to individuals registering temporary absence, applying for household registration transfer certificates, or transferred to competent registration and residence management authorities; the other part retained at the competent public security authority issuing the certificate.

Article 5. Printing, issuance, and management of forms

1. The Ministry of Public Security shall uniformly manage, print, and issue forms HK08, HK09A, HK09B. Provincial and centrally-administered city police forces shall manage, print, and issue forms HK01, HK02, HK03, HK04, HK05, HK06, HK07, HK10, HK11, HK12, HK13, HK14, HK15 accompanying this Circular. When printing, the content and size of the forms must not be altered.

2. The National Population Registration and Data Management Police Department shall guide local police forces in establishing record books to track the transfer of household registration files, update information, search, and utilize archival files.

3. Forms related to registration and management of residence shall be published on the Ministry of Public Security's electronic portal.

4. The printing costs specified in Clause 1 and Clause 2 of this Article shall be funded from the state budget and allocated in the annual state budget plan of the Ministry of Public Security. Local police units and departments shall be responsible for preparing budgets and settling accounts for printing costs according to the State Budget Law, Accounting Law, and implementing regulations.

Chapter II

METHODS OF RECORDING FORMS

Article 6. Requirements for filling out forms

1. Accurately and consistently fill in the contents of each form, handwriting must be clear, using the same type of ink, no abbreviations.

2. Individuals who come to register residence and do not know how to write or cannot complete the declaration themselves may ask others to declare on their behalf based on their statements. The declarant must truthfully declare, sign, clearly write their full name, and bear responsibility for the declaration made on their behalf.

3. Registers must be continuously filled out page by page in sequence, without leaving any blank spaces; all contents on the cover and pages of the register must be fully and clearly recorded.

4. Columns and items in the forms must be filled in according to the annotations and instructions in the forms (if any) and as stipulated in this Circular.

5. It is strictly prohibited to arbitrarily erase, alter, or supplement the recorded content in the forms.

Article 7. Common Information in Forms

1. Common information in various types of forms includes: personal information, residential address information, and information about the competent authority for registration and management of residence.

2. Method of recording personal information

When recording personal information, it must be based on birth certificates and other household registration documents. If such documents are unavailable, they should be recorded based on the household registration book, identity card, Vietnamese passport, or other documents issued by the competent authority.

a) Item "Name": Record in uppercase letters, with accents;

b) Item "Date of Birth": Recorded according to the Gregorian calendar, including two digits for the day, two digits for months January and February, and four digits for the year;

c) Item "ID Number" and Item "Passport Number": Record the full ID number and passport number (if both documents exist);

d) Item "Gender": Record as Male if male, Female if female;

đ) Item "Place of Birth": Record the place of birth according to the birth certificate;

e) Item "Place of Origin": Record the place of origin according to the birth certificate. If there is no birth certificate or if the birth certificate does not contain this item, record according to the origin of the paternal or maternal grandparents. If the paternal or maternal grandparents cannot be identified, record according to the origin of the father or mother. Specific administrative locality names at the commune, district, and province levels must be recorded. If the administrative locality has changed, record according to the current administrative locality name;

g) Item "Nationality": Record Vietnamese nationality, other nationalities (if applicable);

h) Item "Ethnicity" and "Religion": Record ethnicity and religion according to the birth certificate. If there is no birth certificate, record according to the household registration book, identity card, or other documents issued by the competent authority;

i) Item "Occupation, Workplace": Record the current occupation and the name of the organization, unit, institution, and workplace address.

3. Method of recording residential address information

Specifically and fully record house number, street, road; group, village, hamlet, village, ward, commune, township; district, county, town, city under province; province, centrally-administered city. For those residing abroad and registering residence, clearly record the foreign address (transliterated into Vietnamese).

4. Recording information about the competent authority for registration and management of residence

The top line records the superior public security authority, the bottom line records the name of the competent public security authority for registration and management of residence.

Article 8. Method of Recording Population Registration Forms

1. Section "Educational Level": Record the highest educational level (Doctorate, Master's, Bachelor's, College, Secondary Technical School, High School Graduation, Primary School Graduation...; if illiterate, record "illiterate").

2. Section "Professional Qualification": Record the specific field of study or vocational skill level, trade grade, other technical qualifications listed on certificates or diplomas.

3. Section "Foreign Language Proficiency": Record the name of the highest foreign language certificate or diploma obtained.

4. Section "Summary of Personal Information (from age 14 onwards to present location and occupation)": Record each period of time (from month, year to month, year) during which there have been changes in place of residence and occupation, workplace.

5. Section "Criminal Records and Offenses": Record the criminal charges, sentence according to the judgment number, date, month, year of the Court; whether the criminal record has been expunged or not, or currently under investigation, prosecution, trial; whether the sentence is being served or not; suspended sentence; additional penalties; measures preventing escape or hindering criminal proceedings or educational measures at commune, ward, township level, placement in a juvenile education center; compulsory education and compulsory drug rehabilitation. Duration of application of such measures.

Article 9. Method of Recording Change Notification Forms for Household Registration and Population

1. Section "Head of Household Name" and "Relationship with Head of Household" shall be recorded as follows:

a) In cases of registering permanent residence or temporary residence at a legal place of residence, obtaining a household registration book or temporary residence book, the section "Head of Household Name" records the name of the person registering permanent residence or temporary residence, and the section "Relationship with Head of Household" records "head of household";

b) In cases where the head of household agrees to include in the household registration book or temporary residence book, the section "Head of Household Name" records the name of the head of household who agrees to include, and the section "Relationship with Head of Household" records the actual relationship with that head of household;

c) In cases of adjusting changes in the household registration book or temporary residence book; deleting permanent residence registration, deleting temporary residence registration; splitting the household registration book; replacing or reissuing the household registration book or temporary residence book; issuing a transfer certificate or confirming previous permanent residence registration, the head of household name and relationship with the head of household shall be recorded according to the household registration book or temporary residence book.

2. Section "Content of Changes in Household Registration and Population": Summarize the content of changes in household registration and population.

3. Section "Opinion of the Head of Household": Record the opinion of the head of household agreeing to register permanent residence, temporary residence, or agree to split the household registration book; the head of household signs and records their full name, date, month, year.

4. Section "Confirmation by Police" shall be recorded as follows:

a) In cases of confirming previous permanent residence registration, the competent police authority confirms the previous permanent residence registration. The confirmation content includes: basic information of each member of the household; address of permanent residence registered; name of the head of household who registered permanent residence (if applicable); date, month, year of transfer or deletion of permanent residence registration;

b) In cases of reissuing a household registration book due to loss, the police station of the place of permanent residence of the citizen confirms the loss. The confirmation content includes: name, date of birth, address of permanent residence of the head of household requesting reissue of the household registration book.

5. In cases where the person reporting changes in household registration and population is also the person whose household registration and population have changed, the citizen only needs to declare the contents specified in Section II "Information about Individuals Whose Household Registration and Population Have Changed".

Article 10. Method of Recording Household Registration Verification Forms

1. Section "Respectfully sent to": Record the name of the agency receiving the household registration verification form and its direct superior agency. In cases where the verification form is sent to a police station of a commune, ward, town outside the administrative boundaries of a centrally governed city or province, the full administrative boundaries of that police station must be recorded (commune, district, province).

2. Part requesting verification (front side):

a) Section "Content to verify": Summarize clearly the content to be verified and information about accompanying household members (if any);

b) Section "Verification results to be sent to": Record the name of the agency issuing the verification form and its direct superior agency. In cases where a police station of a commune, ward, town issues a verification form for sending outside the provincial or municipal boundaries, the full administrative boundaries of that police station must be recorded (commune, district, province);

c) Section "Chief of Police": The Chief of Police sending the verification form must sign, record their full name, position, and stamp. For police stations at the district, county, or town level under a centrally governed city, and police stations at the town or city level under a province, the Head of the Administrative Management Police Team signs the verification form within the scope of the district, county, town, or city-level jurisdiction; outside the county-level scope, the Chief of Police of the district, county, town, or city-level jurisdiction must sign the verification form.

3. Part responding to verification (back side):

a) Section "Verification results": Provide complete responses to the verification results according to the requested contents. If there is no subject to verify or if the information about the subject is inaccurate, a response must still be provided;

b) Section "Chief of Police": The Chief of Police sending the verification response must sign, record their full name, position, and stamp.

Article 11. Method of Recording Information Change Forms for Household Registration and Population

1. Section "Respectfully sent to": Record the name of the agency registering and managing residence that receives the form and its direct superior agency. In cases of reporting permanent residency registration, it must be directly sent to the police station issuing the household transfer certificate to process the cancellation of permanent residency registration. If the police station issuing the household transfer certificate (the previous place of permanent residency) is a police station of a commune, ward, or town, the full administrative boundaries of that police station must be recorded (commune, district, province).

2. Section "Change Content": Record fully and clearly all changes regarding household registration and population. In cases of reporting permanent residency registration, the police station receiving the transfer must record the following information: Full name, date of birth, previous place of permanent residency, new place of residence, full names of accompanying household members also registering permanent residency, household transfer certificate number, issuance date.

3. Section "Recommendations, Suggestions": Record specific recommendations and suggestions (if any). In cases of reporting permanent residency registration, it must request the police station issuing the household transfer certificate to process the cancellation of permanent residency registration.

Article 12. Method of Recording Temporary Absence Declaration Forms

1. Section "Permanent Residence/Temporary Residence Location": If recording permanent residence location, strike out temporary residence location and vice versa.

2. Section "Reason for Temporary Absence": Clearly record the reason for leaving the place of residence.

3. For the part issued to citizens, the Chief of Police of the commune, ward, or town issuing the temporary absence declaration form must sign, record their full name, and stamp; for the retention part, only the Chief of Police of the commune, ward, or town and the declarant need to sign and record their full names.

Article 13. Method of recording the household registration file tracking form

1. Front side:

a) Section "Household registration file number": Record according to the number of the household registration file in the archive of household registration files;

b) Section "List of people in the household": Record fully and accurately each person in the household.

2. Back side: Continue to record the list of people in the household following the instructions on the front side (if the front side is not sufficient for recording).

Article 14. Method of recording the household transfer certificate

1. Household transfer certificate number: Record according to the sequential number issued annually by the competent police authority.

2. Section "Reason for transferring household registration": Record clearly the reason for transferring household registration.

3. Section "Head of household's name at place of departure" and "relationship with head of household": Record the surname, given name, and actual relationship with the head of household at the place of permanent residence being transferred from (the place requesting issuance of the household transfer certificate).

4. Section "People in the household transferring together": Record according to the permanent residence registration book and household registration book, providing information about people in the household transferring together.

In case the entire household is transferred, the police authority issuing the household transfer certificate must clearly record that the entire household is being transferred to notify the police authority at the place of permanent residence being transferred to. Before issuing a new household registration book, the police authority at the place of permanent residence being transferred to shall collect the old household registration book and store it in the archive of household registration files.

Article 15. Method of recording the household registration book

1. Inside cover of the front page

a) Section "Provincial/City Police": Record or print the name of the province/city directly under the central government;

b) Section "Number": Each household registration book is assigned a unique nine-digit number, including the first two digits as the code of the province/city directly under the central government as specified in the Appendix attached to this Circular. In cases of replacement or reissue of the household registration book, the number of the replaced or reissued book is the same as the number of the previously issued book;

c) Section "Household registration file number" and section "Permanent residence registration book number": Record according to the number of the household registration file and the number of the permanent residence registration book stored in the archive of household registration files.

2. Main page: Section "Reason for canceling permanent residence registration" records clearly the reason for canceling permanent residence registration as stipulated in Clause 1, Article 22 of the Law on Residence.

3. Pages of household members related to the head of household: Record according to the method of recording on the main page. The section on relationship with the head of household should be recorded clearly such as: Father, mother, husband, wife, son, daughter, brother, sister, nephew/niece. In cases where the head of household agrees to include them in the household registration book, record according to the actual relationship.

4. Pages for adjusting changes: Clearly record the content of the adjustment such as changing the head of household; changing surname, given name, middle name; date of birth; changing administrative boundaries. The competent authority for adjusting changes in the household registration book is the authority responsible for registering permanent residence.

5. Registration officers must sign and write their full name on the main page, each page of household members, and pages for adjusting changes (if any). The head of the competent authority responsible for registering permanent residence must sign, write their full name, and stamp on the inside cover of the front page, the main page, each page of household members included in the book, and pages for adjusting changes (if any).

6. Each household registration book is used for one household. In cases where the number of household members exceeds the number of pages with the section "relationship with the head of household", record on the inside cover of the front page as "Volume 01" and establish "Volume 02, Volume 03, etc." with the same number as Volume 01. The inside cover of the front page clearly states "Volume 02, Volume 03, etc." and affix a hanging stamp, the main page records similarly to Volume 01, and the remaining pages record subsequent household members.

7. In cases where the entire household transfers, before issuing a new household registration book, the registration and management authority at the place of transfer shall collect the old household registration book and stamp "Cancelled" on the inside cover of the front page at the section recording the head of household's name and place of residence, to store in the archive. In cases where only one person or some members of the household transfer, clearly record on the page for adjusting changes the information of the person(s) transferring, the date of issuance of the household transfer certificate, and the address of the place of arrival.

Article 16. Method of recording temporary residence books

1. Section "Provincial/City Police": Record or print the name of the province/city directly under the central government;

2. Section "Number": Each temporary residence book shall be assigned a unique number consisting of nine natural numbers, of which the first two digits are the code number of the province/city directly under the central government as specified in the Appendix issued together with this Circular. In case of replacement or reissue of the temporary residence book, the number of the replaced or reissued book shall be the number of the previously issued book;

3. Section "Place of Temporary Residence": Clearly record the current address of temporary residence;

4. Section "Temporary Residence Until Date": Clearly record the date, month, and year of the expiration of the temporary residence period as requested by the citizen;

5. Section "Continuously Resided from Date... to Date... at...": Clearly record the period of continuous residence (from date, month, year to date, month, year) of the citizen at one or more different places within the province/city directly under the central government where they are temporarily residing;

6. Section "Book Valid Until Date": Clearly record the date, month, and year when the temporary residence book expires. The validity period of the temporary residence book is twenty-four months, calculated from the date, month, and year of issuance of the temporary residence book;

7. Section "Temporary Residence Registration Book Number": Record according to the number of the temporary residence registration book;

8. Section "Reason for Deleting Temporary Residence Registration": Clearly record the reason for deleting the temporary residence registration as prescribed in Article 19 of Circular No. 35/2014/TT-BCA dated September 9, 2014, issued by the Minister of Public Security detailing the implementation of certain provisions of the Law on Household Registration and Decree No. 31/2014/NĐ-CP dated April 18, 2014, issued by the Government detailing certain provisions and measures to implement the Law on Household Registration;

9. Section "Adjustment Changes": Fully record the changes in information in the temporary residence book;

10. Section "Extension of Temporary Residence": Clearly record the date, month, and year of the expiration of the temporary residence period as requested by the citizen. The duration of each extension of temporary residence requested by the citizen shall not exceed the remaining validity period of the temporary residence book;

Article 17. Method of Recording the Book for Monitoring Household Registration Resolution

1. Section "Content of Request for Resolution": Summarize fully the content of the request for resolution;

2. Section "Attached Documents": Accurately record all types of documents included in the received file;

3. Section "Receipt of File": Must fully record the full name of the person receiving the file, the date, month, and year of receipt of the file, and the date, month, and year of the promised return of the file. If one person receives multiple files in one day, only the full name of the person receiving the file, the date, month, and year of receipt of the file need to be recorded in the first row in columns 6 and 7. If multiple people receive files in one day, only the date, month, and year of receipt of the file need to be recorded in the first row in column 7;

4. Section "Return Result": Record the date, month, and year and the result of the resolution (registration of permanent residence; adjustment of changes; replacement or reissue of household registration book; supplementing procedures, resubmitting the file, documents; not registering permanent residence...);

Article 18. Method of Recording Permanent Residence Registration Books

1. Part "Table of Contents": Fully record all information according to the model;

2. Content Part: Each page of the book is used to record information about one registered permanent resident household. The first line records the head of the household, and subsequent lines record the other members of the household in sequence;

a) Section "Household Registration File Number": Record according to the number of the household registration file kept in the archive of household registration files;

b) Section "Person Authorized to Register": The Head of the Administrative Management Police Unit for Social Order, the Chief of Police of the commune/township under the district of the province signs and clearly records their full name. In case of registering for multiple people at once, the authorized person only needs to sign and clearly record their full name in the last line of the household member record;

c) Section "Content of Adjustment and Change": Clearly record the content such as change of head of household, change of surname, given name, middle name, date of birth, change of administrative boundary; deletion of permanent residence registration (date, month, year of deletion of permanent residence registration, place of transfer); issuance of household transfer certificate (date, month, year of issuance of household transfer certificate, place of transfer); replacement or reissue of household registration book...;

d) Section "Sheet Number": Record according to the serial number in the table of contents.

Article 19. Method of Recording Temporary Residence Registration Book

1. Section "Place of Temporary Residence": Record clearly the house number, street, group, village, hamlet, commune, ward, village, cluster, settlement.

2. Section "Person Authorized to Register": If registering for multiple people at once, only need to record clearly the name of the registration officer in the last population entry row.

3. Section "Content of Adjustment and Change": Record the content of adjustment and change and the date, month, year of such adjustment and change. In case of extending temporary residence, specify the specific extension period.

Article 20. Method of Recording Lodging Reception Book

1. Section "Reason for Lodging": Record clearly reasons such as medical treatment, visiting relatives, tourism.

2. Section "Address of Lodging": Record clearly the house number, street, group, village, hamlet, commune, ward, village, cluster, settlement.

3. Section "Notification Form and Time": Record clearly whether it is direct notification, by telephone, or via the Internet, computer network, time, name, and phone number (if available) of the person making the lodging notification.

4. Section "Remarks": The lodging reception officer records cases with doubts, and in cases necessary for security and public order, must immediately report to the Police Station of the commune, ward, town.

Article 21. Method of Recording Household File Bag

Section "Date of Submission for Storage": Record according to the date, month, year when the household file is submitted for storage in the household file archive.

Article 22. Method of Statistical Reporting on Registration and Management of Residency

1. Part I: Households and Population Currently Residing

Section "Urban Population": Statistics the number of population currently residing in districts, wards, and towns.

2. Part II: Types of Households and Population

a) Section "Moved Out of Province": Statistics the number of households and population who have registered permanent residency but moved to another province or centrally governed city.

b) Section "Moved Out of District Within Province": Statistics the number of households and population who have registered permanent residency but moved to another district, town, city within the same province.

c) Section "Moved Out of Commune Within District": Statistics the number of households and population who have registered permanent residency but moved to another commune, town, ward within the same district.

d) Section "Arrived from Outside Province": Statistics the number of households and population from other provinces or centrally governed cities who have registered temporary residency.

đ) Section "Arrived from Outside District Within Province": Statistics the number of households and population from other districts, towns, cities within the same province who have registered temporary residency.

e) Section "Arrived from Outside Commune Within District": Statistics the number of households and population from other communes, towns, wards within the same district who have registered temporary residency.

3. Part III: Results of Registration and Management of Residency

Section "Arrived from Outside Province": Statistics the number of households and population from other provinces or centrally governed cities who have moved to register permanent residency.

4. Part V: Work on Archiving Household Files

a) Section "Received Household Files": Statistics the total number of household files received from the Public Security Departments of districts, towns, cities under centrally governed cities; districts, towns, cities under provinces.

b) Section "Transferred Household Files": Statistics the total number of household files transferred to the Public Security Departments of districts, towns, cities under centrally governed cities; districts, towns, cities under provinces.

5. Calculation of Total Number of Households and Population Currently Residing is carried out as follows:

- The total number of households currently residing is called X; the total number of population currently residing is called Y. The method of calculating the total number of female population and population aged 14 years and above currently residing is implemented as follows below for the calculation of the total number of population currently residing (Y).

a) For Provincial Public Security Agencies

- X = Total number of households registered for permanent residency - Total number of households not residing at the place where they have registered for permanent residency and moved outside the province + Total number of households registered for temporary residency arriving from outside the province.

- Y = Total number of population registered for permanent residency - Total number of population not residing at the place where they have registered for permanent residency and moved outside the province + Total number of population registered for temporary residency arriving from outside the province.

b) For District Public Security Agencies

- X = Total number of households registered for permanent residency - (Total number of households not residing at the place where they have registered for permanent residency and moved outside the province + Total number of households not residing at the place where they have registered for permanent residency and moved outside the district within the province) + (Total number of households registered for temporary residency arriving from outside the province + Total number of households registered for temporary residency arriving from outside the district within the province).

- Y = Total number of population registered for permanent residency - (Total number of population not residing at the place where they have registered for permanent residency and moved outside the province + Total number of population not residing at the place where they have registered for permanent residency and moved outside the district within the province) + (Total number of population registered for temporary residency arriving from outside the province + Total number of population registered for temporary residency arriving from outside the district within the province).

c) For Commune Public Security Agencies

- X = Total number of households registered for permanent residency - (Total number of households not residing at the place where they have registered for permanent residency and moved outside the province + Total number of households not residing at the place where they have registered for permanent residency and moved outside the district within the province + Total number of households not residing at the place where they have registered for permanent residency and moved outside the commune within the district) + (Total number of households registered for temporary residency arriving from outside the province + Total number of households registered for temporary residency arriving from outside the district within the province + Total number of households registered for temporary residency arriving from outside the commune within the district).

- Y = Total number of population registered for permanent residency - (Total number of population not residing at the place where they have registered for permanent residency and moved outside the province + Total number of population not residing at the place where they have registered for permanent residency and moved outside the district within the province + Total number of population not residing at the place where they have registered for permanent residency and moved outside the commune within the district) + (Total number of population registered for temporary residency arriving from outside the province + Total number of population registered for temporary residency arriving from outside the district within the province + Total number of population registered for temporary residency arriving from outside the commune within the district).

4. When conducting statistics, accurately and fully record all indicators of information, reporting time, statistician sign and record their full name; head of the statistical unit sign and record their full name and stamp.

Chapter III

IMPLEMENTATION

Article 23. Effectiveness of Implementation

1. This Circular takes effect from October 28, 2014 and replaces Circular No. 81/2011/TT-BCA dated December 15, 2011 of the Minister of Public Security on forms used in registration and management of residency.

2. Forms prescribed in Circular No. 81/2011/TT-BCA dated December 15, 2011 of the Minister of Public Security on forms used in registration and management of residency that have been printed continue to be used until the end.

Article 24. Responsibility for Implementation

1. The Director of the National Registration, Residency Management and National Population Data Police Department shall be responsible for directing, inspecting, and guiding the implementation of this Circular.

2. The Heads of the General Departments under the Ministry of Public Security, the Directors of Provincial and Central City Police Services, and the Directors of Provincial and Central City Fire Prevention and Fighting Services shall be responsible for implementing this Circular.

In the course of implementing this Circular, if any difficulties arise, the local police units and authorities shall report to the Ministry of Public Security (through the National Registration, Residency Management and National Population Data Police Department) for timely guidance./.