Joint Circular No. 43/2015/TTLT-BNNPTNT-BKHĐT guiding the statistics and assessment of losses caused by natural disasters

JOINT CIRCULAR

Guidelines for Statistics and Assessment of Damage Caused by Natural Disasters

Pursuant to the Law on Natural Disaster Prevention and Control No. 33/2013/QH13 dated June 19, 2013;

Pursuant to the Law on Statistics No. 04/2003/QH11 dated June 26, 2003;

Pursuant to the Decree No. 66/2014/NĐ-CP dated July 4, 2014 of the Government detailing and guiding the implementation of certain Articles of the Law on Prevention and Control of Natural Disasters;

Pursuant to the Decree No. 40/2004/NĐ-CP dated February 13, 2004 of the Government detailing and guiding the implementation of certain provisions of the Law on Statistics;

Pursuant to Decree No. 199/2013/NĐ-CP dated November 26, 2013 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Agriculture and Rural Development;

Pursuant to Decree No. 116/2008/ND-CP dated November 14, 2008 of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Planning and Investment;

Pursuant to Decision No. 43/2010/QĐ-TTg dated June 2, 2010 of the Prime Minister promulgating the National Statistical Indicators System;

Pursuant to Decision No. 15/2014/QĐ-TTg dated February 17, 2014 of the Prime Minister promulgating the Reporting System for Comprehensive Statistics applicable to Ministries and Sectors;

The Ministers of Agriculture and Rural Development and Planning and Investment hereby issue this Joint Circular on guidelines for statistics and assessment of damage caused by natural disasters.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation and Applicability

a) This Circular stipulates the indicators, forms, contents, methods, procedures, and responsibilities for conducting statistics and assessing damage caused by natural disasters by Ministries and Sectors; provinces/cities directly under the Central Government (hereinafter referred to collectively as provincial level); districts, towns, cities under provinces (hereinafter referred to collectively as district level); communes, wards, towns (hereinafter referred to collectively as commune level).

b) The types of natural disasters subject to statistics and assessment of damage under this Circular are defined in Clause 1, Article 3 of the Law on Prevention and Control of Natural Disasters and other types of natural disasters as prescribed in legal documents on prevention and control of natural disasters.

Thông tư này áp dụng đối với tổ chức, cá nhân có liên quan đến hoạt động kinh doanh đối tượng thủy sản nuôi chủ lực trên lãnh thổ Việt Nam.

This Circular applies to organizations and individuals involved in activities related to statistics and assessment of damage caused by natural disasters within the territory of Vietnam.

Article 2. Interpretation of Terms

In this Circular, the following terms are understood as follows:

1. Damage caused by natural disasters refers to the impacts of various types of natural disasters affecting people and livestock at different levels; causing destruction or damage to material assets, environment, living conditions, and economic and social activities occurring during or immediately after the occurrence of natural disasters.

2. Human damage includes deaths, missing persons, and injuries. Death means those who died directly due to natural disasters, excluding those who died from other causes during the period of natural disasters in the locality. Missing persons refer to those who cannot be found after natural disasters occur, possibly dead but without bodies or information, and are considered dead after one year; Injured persons are those physically injured directly by natural disasters, affecting their normal daily life.

3. Livestock damage includes deaths and losses of domestic animals such as cattle and poultry.

4. Material damage includes houses, infrastructure, and related facilities; crops, ships, fish farming cages and rafts, and other materials as specified in the statistical forms accompanying this Circular.

5. Solid house is a house with all three main structures (columns, roof, walls) made of durable materials.

6. Semi-solid house is a house with two out of the three main structures made of durable materials.

7. Weakly solid house is a house with only one of the three main structures made of durable materials.

8. Simple house is a house with all three main structures made of non-durable materials.

9. Durable materials include reinforced concrete, bricks, stones, iron, steel, and sturdy wood.

10. School/Institution is the physical facility of a school where teachers, students, and learners come to teach and study.

11. Classroom, functional public room, dormitory, boarding house is the physical facility of a school where teachers and students regularly come to sit in classes to listen to lectures, conduct experiments, and exchange learning.

12. Number of healthcare facilities refers to hospitals, health centers, and medical stations of both state and private sectors located within the administrative unit reporting.

13. Cultural works are constructions created to serve cultural, information, and propaganda activities.

14. Perennial crops are crops that take more than one year from planting to harvest.

15. Annual crops are crops that take less than one year from planting to harvest.

16. Concentrated new planted forest area is the area of newly planted forestry trees meeting technical standards and having an area of 0.5 hectares or more.

17. Food grains are clean dried products of rice, corn, potatoes, cassava harvested in the year.

Article 3. Level of Damage

The level of material damage is defined as follows:

1. Total damage: refers to materials that are completely lost or destroyed, damaged over 70%, and cannot be restored.

2. Severe damage: refers to materials whose productivity has decreased or been destroyed, damaged between 50-70%.

3. Moderate damage: refers to materials whose productivity has decreased or been destroyed, damaged between 30-50%.

4. Partial damage: refers to materials whose productivity has decreased or been damaged under 30%.

Article 4. Principles for Statistics and Assessment of Damage

1. Statistics and assessment of damage must be carried out in accordance with reality, meeting the guidance and management requirements for responding to natural disasters. The establishment of reports on damage statistics must be conducted within the appropriate authority.

2. Ensuring objectivity, transparency, and reflecting accurately the extent of damage caused by natural disasters.

3. Ensuring close coordination among agencies and units related to the activities of statistics and assessment of damage.

4. Meeting the requirements for statistical and assessment work of damage.

Chapter II
STATISTICAL AND ASSESSMENT INDICATORS AND FORMS FOR DAMAGE

Article 5. Indicators for Statistics and Assessment of Damage

1. Indicators for statistics and assessment of damage caused by natural disasters include:

a) Regarding people: including deaths, missing persons, injuries, and the number of households and individuals directly affected.

b) Regarding housing: including solid, semi-solid, insufficiently solid, and simple houses.

c) Regarding education: including school facilities and educational equipment.

d) Regarding healthcare: including medical facilities, medicines, medical supplies, and medical equipment.

đ) Regarding culture: including cultural works, historical and cultural relics, scenic spots, cultural assets, and equipment.

e) Regarding agriculture, forestry, and salt industry: including agricultural planting areas, concentrated forest planting areas in forestry, salt-making areas, salt production, harvested food crops, scattered crops, and urban greenery.

g) Regarding animal husbandry: including livestock, poultry, other animals; animal husbandry sheds, equipment, and supplies.

h) Regarding water conservancy: including embankments, revetments, sluices, flood protection embankments, levees, canals, pumping stations, reservoirs, hydropower dams, and other water conservancy projects.

i) Regarding transportation: including infrastructure, road transport vehicles, inland waterway transport, railway, maritime, and air transport means.

k) Regarding aquaculture: including aquaculture areas and products in rivers, lakes, ponds, cages, and rafts; aquaculture and fishing equipment and fishing boats.

l) Regarding telecommunications: including antenna towers, cable suspension poles, and telecommunications equipment and supplies.

m) Regarding industry: including industrial facilities and oil and gas industry facilities.

n) Regarding construction: including ongoing construction projects; construction equipment, machinery, and supplies.

o) Other projects

2. Detailed lists of these indicator groups are specified in the consolidated forms for damage statistics of various types of natural disasters in Appendix I; explanations of concepts and methods for determining statistical and assessment indicators are detailed in Appendix II of this Circular.

Article 6. Forms for Statistics and Assessment of Damage

1. Forms for statistics and assessment of damage are categorized according to the types of natural disasters by region as follows:

a) Form 01/TKTH - Summary of Rapid Damage Caused by Various Types of Natural Disasters: typhoons, tropical depressions, strong winds at sea, heavy rain, floods, flash floods, flooding, landslides due to rain or runoff, land subsidence due to rain or runoff, tidal surges, tsunamis.

b) Form 02/TKTH - Summary of Rapid Damage Caused by Certain Types of Natural Disasters: tornadoes, lightning, hail.

c) Form 03/TKTH - Summary of Rapid Damage Caused by Certain Types of Natural Disasters: frost, fog, cold damage.

d) Form 04/TKTH - Summary of Rapid Damage Caused by Certain Types of Natural Disasters: saline intrusion, drought, heatwaves.

đ) Form 05/TKTH - Summary of Rapid Damage Caused by Earthquakes.

e) Form 06/TKTH - Statistics on Causes of Deaths and Missing Persons.

g) Form 07/TKTH - Summary of Damage Caused by Natural Disasters in the First Six Months and Annual Summary.

h) Form 08/TKTH - Summary of Main Indicators of Damage Caused by Natural Disasters Periodically and Annually.

i) For other types of natural disasters that may be supplemented in laws and regulations on disaster prevention and response: Based on the type of disaster, scope of impact, degree of damage, and time of occurrence, they can be integrated into one of the forms from 01/TKTH to 06/TKTH to compile statistics and assess damage for that type of disaster.

2. Codes for these Forms at Each Level Are As Follows:

a) Commune level: /TKTH-X.

b) District level: /TKTH-H.

c) Provincial/City level: /TKTH-T.

d) Ministries and sectors: /TKTH-Name of Ministry or Sector.

Chapter III
CONTENTS, REPORTING REGULATIONS, AND VERIFICATION OF STATISTICAL AND ASSESSMENT DAMAGE REPORT DATA

Article 7. Types of statistical reports and damage assessments

1. Rapid disaster situation and damage report (Rapid Report): Prepared immediately after a disaster occurs. The reporting time must be completed within 24 hours from the occurrence of the disaster and reported daily until the end of the disaster period.

2. Comprehensive disaster report: Conducted when the statistics and assessment of damages are concluded, and the disaster period ends, applicable to types of disasters that occur over multiple days or cause significant damage requiring long-term statistics and assessment.

3. Periodic disaster prevention and response report (six-month interim report, annual summary report): Conducted at the end of the first six months and annually regarding disaster prevention and response work.

4. Ad hoc report: In cases where statistical reports are required for state management tasks, the requesting agency must provide a document clearly stating the purpose, timeframe, and contents to be reported.

5. Besides written reports, the各级防灾减灾和救援指挥部及各部、局必须在紧急情况发生时通过电话持续提供信息和报告。

Article 8. Content of Reports

1. Rapid Report

Depending on the development of various types of disasters, their severity and scope of impact, the main contents covered in the report include:

a) Disaster situation: type of disaster; time of occurrence; development, intensity, and scope of impact; isolated areas; depth of flooding (if applicable); ending time (in case the disaster has ended at the time of reporting).

b) Command and response operations: clearly describe the command and implementation of disaster response measures. Results achieved up to the reporting time, including the number of people evacuated, the number of vessels warned and moving out of dangerous areas, those moored at ports, and activities in other sea areas (if applicable).

c) Damage statistics and assessment:

- Presentation section: Based on the type of disaster and damage situation, damage statistics and assessment are conducted. If a full assessment cannot be made, initial damage is noted. Key indicators include: human casualties; housing; education; healthcare; agriculture; water conservancy; transportation; other indicators specified in Forms 01 to 06/TKTH - Appendix I (if applicable). For damage to specific structures such as levees, dams, landslides, storm shelters, and transportation infrastructure, detailed descriptions of the type of damage (incident), location, time of occurrence, scale, and incident development up to the reporting time should be provided. Estimated value of damage if possible.

- Form section: Statistics of damage indicators according to Forms 01/TKTH to 06/TKTH - Appendix I, estimated value of damage if possible.

d) Post-disaster recovery efforts: Clearly describe the results of post-disaster recovery efforts up to the reporting time, including:

- Search and rescue operations for people and property;

- Repair and restoration of infrastructure. For disaster prevention and response infrastructure and transportation infrastructure, specify the handling methods, results achieved up to the reporting time, and expected completion time;

- Assistance for human casualties, housing, essential supplies, and other recovery support (if applicable).

đ) Recommendations and Suggestions

Clearly state recommendations for responding to and recovering from disasters beyond the local capacity.

2. Comprehensive Disaster Report

a) Disaster situation: Summarize the disaster situation and development from its onset to its conclusion.

b) Command and response operations: Summarize the command and response operations of all levels and sectors during the disaster period.

c) Results of command and response operations:

Summarize the implemented results (if any) including evacuation, relocation of residents; calling back vessels; mobilizing forces, equipment, materials, and other deployment results (if any).

d) Damage statistics and assessment:

- Presentation section: Statistics and assessment of damage through key indicators including: human casualties; housing; education; healthcare; agriculture; water conservancy; transportation; other indicators specified in Forms 01 to 06/TKTH - Appendix I (if applicable). Estimated value of damage caused by the disaster.

- Form section: Statistics of damage indicators according to Forms 01/TKTH to 06/TKTH - Appendix I and estimated value of damage caused by the disaster.

đ) Post-disaster recovery efforts:

Summarize the results of recovery efforts including search and rescue for people and property; repair of damaged infrastructure; assistance for human casualties, housing, essential supplies, and other recovery support (if applicable).

e) Existing Issues and Suggestions

- Remaining issues needing lessons learned by all levels and sectors in disaster prevention, response, and recovery through disaster prevention and response efforts;

- Suggestions for matters exceeding local capabilities;

For short-duration, narrow-scope disasters, if the Rapid Report fully and accurately covers the above information, it can be considered as the Comprehensive Disaster Report.

3. Periodic Disaster Prevention and Response Report (Six-Month Interim Report, Annual Summary Report)

a) Summarize the disaster situation that occurred in the area, specifying the number of disaster occurrences and the frequency of each type of disaster.

b) Command and response operations: Clearly describe the command and implementation of preventive, response, and recovery measures; results achieved.

c) Damage statistics and assessment:

- Presentation section: Statistics and assessment of key damage indicators during the periodic reporting period: human casualties; housing; education; healthcare; agriculture; water conservancy; transportation; other indicators (if any) and estimated total value of damage.

- Form section: Statistics according to Form 07/TKTH and 08/TKTH - Appendix I and estimated monetary value of damage for monetized indicators.

d) Evaluation of disaster prevention and response work.

- Achievements made.

- Remaining issues.

- Lessons learned.

đ) Work on implementing tasks in the upcoming period: Specify the main tasks to be carried out during the next phase (the last six months of the year, the following year from the reporting period).

e) Recommendations and suggestions.

Article 9. Reporting System and Implementing Agencies

a) The commune-level Steering Committee for Natural Disaster Prevention and Control shall establish and submit a quick report to the People's Committee at the commune level and the district-level Steering Committee for Natural Disaster Prevention and Control before 17:00 every day.

b) The district-level Steering Committee for Natural Disaster Prevention and Control shall establish and submit a quick report on natural disaster situations and losses to the People's Committee at the district level and the provincial-level Steering Committee for Natural Disaster Prevention and Control before 18:00 every day.

c) The provincial-level Steering Committee for Natural Disaster Prevention and Control shall compile and establish a quick report on natural disaster situations and losses to be submitted to the People's Committee at the provincial level and the Central Steering Committee for Natural Disaster Prevention and Control before 19:00 every day.

d) The Steering Committees for Natural Disaster Prevention and Control under ministries and ministerial-level agencies shall establish a quick report on natural disaster situations and losses (if any) within their management scope and submit it to the Central Steering Committee for Natural Disaster Prevention and Control before 19:00 every day.

đ) In addition, the agencies responsible for the reporting system may exchange information via telephone, SMS, or email to update and monitor natural disaster situations and losses caused by natural disasters. In cases of urgent natural disaster situations, the People's Committee, the provincial-level Steering Committee for Natural Disaster Prevention and Control, and the Ministry will provide supplementary reports.

2. Summary Report on Losses from Natural Disasters

a) People's Committees at all levels shall establish a summary report on natural disasters and submit it to the higher-level People's Committee, the provincial-level People's Committee for verification and compilation, and report to the Prime Minister, while also sending it to the Ministry of Agriculture and Rural Development for consolidation, no later than 15 days after the end of the natural disaster.

b) Ministries, ministerial-level agencies, and government agencies shall establish a summary report on natural disasters within their management scope and report to the Prime Minister, while also sending it to the Ministry of Agriculture and Rural Development for consolidation, no later than 15 days after the end of the natural disaster period.

3. Periodic Reports on Natural Disaster Prevention and Mitigation

a) People's Committees at all levels shall establish periodic reports on natural disaster prevention and control and submit them to the higher-level People's Committee, which will consolidate and report to the Prime Minister, while also sending them to the Ministry of Agriculture and Rural Development for consolidation.

b) Ministries, ministerial-level agencies, and government agencies shall establish periodic reports on natural disaster prevention and control within their management scope and report to the Prime Minister, while also sending them to the Ministry of Agriculture and Rural Development for consolidation.

c) Time for submitting reports:

- Mid-year report: From January 1st to June 30th each year. The report must be submitted before July 15th each year;

- Annual report: From January 1st to December 31st each year. The report must be submitted before January 31st of the following year.

Article 10. Methods of Submitting Reports

Statistical and evaluation reports on losses caused by natural disasters established by authorized agencies must bear the signature and seal of confirmation from the head of the agency and be sent to the receiving agency through the following methods:

1. For Quick Reports: Sent via fax, email, or by the fastest means possible.

2. For Summary Reports of the Period, Periodic Reports, and other reports: Sent via postal service, fax, or email.

Article 11. Inspection of statistical results and damage assessment

1. Content of Inspection

a) Implementation of legal provisions on statistics.

b) Implementation of reporting systems and responsibilities for statistical reports and damage assessments.

c) Other contents related to statistics and damage assessment including:

- Accuracy in compiling data in statistical tables;

- Consistency of data between different statistical tables and damage assessment tables at each level; between the statistical table and the report on statistical results and damage assessment;

- Completeness of contents; suitability with actual conditions regarding damage figures and estimated monetary losses.

2. Inspection Responsibilities

a) Units and individuals directly responsible for statistics and damage assessment shall self-inspect the results throughout the implementation process.

b) The Steering Committee for Flood and Storm Control and Search and Rescue at all levels shall inspect the statistical results and damage assessment before reporting to higher-level disaster prevention and control agencies and the People's Committees at the same level.

c) People's Committees at all levels shall be responsible for organizing inspections of statistical results and damage assessments before reporting to higher-level People's Committees and provincial People's Committees shall organize inspections of statistical results and damage assessments before reporting to the Prime Minister and the Ministry of Agriculture and Rural Development.

d) Ministries, ministerial-level agencies, and government agencies shall organize inspections of statistical results and damage assessments within their management scope before reporting to the Prime Minister.

Chapter IV
CONTENTS, METHODS, PROCEDURES AND RESPONSIBILITIES

OF THE AGENCIES IMPLEMENTING STATISTICS AND DAMAGE ASSESSMENTS

Article 12. Contents of Statistics and Damage Assessment Implementation

1. Investigate and collect files, documents, and data related to loss indicators specified in the Forms or disaster damage statistics caused by natural disasters.

2. Check, compile data, and prepare statistical damage tables at various levels as prescribed.

3. Analyze causes, estimate losses, propose solutions to support and mitigate the aftermath of natural disasters.

4. Prepare statistical and damage assessment reports.

Article 13. Methods of Implementing Statistics and Damage Assessments

1. Statistics and collection of information on losses caused by natural disasters to serve the compilation and assessment of damage statistics are carried out as follows:

a) On-site investigation and observation at the location where the natural disaster occurred, counting and compiling losses according to the indicators specified in the Forms, recording the results in the statistical forms.

b) Collecting data through surveys in residential areas, reports from grassroots authorities, and working groups at the site.

2. Compilation and Reporting

Data on losses caused by natural disasters must be compiled and reported promptly within 24 hours from the start of the natural disaster and reported daily until the end of the disaster period, specifically:

a) During the disaster: Losses are assessed and compiled according to the principle of cumulative, supplementary, or modified damage levels (if applicable) up to the reporting time, recorded in the statistical forms for each type of natural disaster as stipulated in Article 6 of this Circular.

b) After the disaster: Full results of statistical data and damage assessments caused by natural disasters are reported through the statistical forms for each type of natural disaster as stipulated in Article 6 of this Circular based on the consolidation, supplementation, and adjustment (if applicable) of daily rapid reports.

3. Estimating the Value of Losses

Provincial People's Committees are responsible for issuing unit prices to serve the work of compiling and consolidating losses caused by natural disasters in the province as a basis for determining the value of losses.

Article 14. Procedures for conducting damage assessment statistics

1. Preparations before natural disasters

a) Collecting demographic and economic information within the management scope of the agency or unit.

b) Preparing all statistical forms as prescribed.

2. Organizing the implementation of damage statistics and assessment when natural disasters occur

a) During natural disasters

- Collecting and summarizing data on damage in affected areas;

- Preparing a quick report on the situation and damage according to Clause 1, Article 8 of this Circular.

b) After the end of natural disasters

- Continuing to collect, summarize, and analyze statistical indicators and damage assessments. During this process, detailed figures of previously reported daily indicators may be supplemented or adjusted to fit actual conditions;

- Preparing a comprehensive report on the disaster event.

Article 15. Responsibilities of agencies implementing damage statistics and assessment reports

1. Organizing investigations, collecting information, summarizing, analyzing, and assessing damage according to the contents, methods, and procedures for conducting damage statistics and assessment as prescribed in this Circular. Preparing and submitting reports to relevant agencies at the specified time and method.

2. Checking and reviewing the results of damage statistics and assessment from received reports according to their authority. In cases where the content of the report is unclear or the statistical and damage assessment information is incomplete, they must promptly request the agencies implementing the reports to adjust and supplement; if necessary, coordinating with related agencies and organizations to verify to ensure the accuracy and objectivity of the statistical and damage assessment reports. Summarizing the results and reporting them to higher-level agencies as required.

Chapter V
ANNOUNCEMENT AND STORAGE OF STATISTICAL DATA, DAMAGE ASSESSMENT RESULTS

EVALUATION OF DAMAGE

Article 16. Announcing statistical data and damage assessment results

1. The Chairman of the People's Committee of provinces/cities directly under the Central Government announces damage data under their jurisdiction as prescribed by law.

2. The Minister, head of a ministry-equivalent agency, or government-affiliated agency announces damage data within their management scope as prescribed by law.

3. The Minister of Agriculture and Rural Development announces damage data caused by natural disasters nationwide as prescribed by law and this Circular through the following forms: Statistical Yearbook; press conferences; Annual Summary Report on Natural Disaster Prevention and Control Work; statistical products in electronic form published on the Ministry of Agriculture and Rural Development’s website and the Central Steering Committee for Natural Disaster Prevention and Control Office.

4. Announcement Time: Damage data caused by natural disasters in a year is announced once annually. The latest announcement date is March 31 of the following year.

Article 17. Storage of statistical data and damage assessment results

1. Statistical and damage assessment materials at all levels and sectors and nationwide must be managed and stored long-term in printed form and digital files.

2. Statistical and damage assessment materials at all levels are stored at the People's Committee and the Steering Committee for Natural Disaster Prevention and Rescue at the same level.

3. Statistical and damage assessment materials of ministries and sectors are stored at the Steering Committee for Natural Disaster Prevention and Rescue of ministries or units under General Departments, Bureaus, or other affiliated entities.

4. National statistical and damage assessment materials are stored at the Ministry of Agriculture and Rural Development and the Central Steering Committee for Natural Disaster Prevention and Control.

5. Data management for statistical and damage assessment is carried out in accordance with laws on storage and implementing guidelines.

Article 18. Management and use of statistical data and damage assessment

1. Statistical figures and damage assessments published by authorized persons are public assets. All organizations and individuals are entitled to equal access, exploitation, and utilization.

2. Any citation or use of published statistical data and damage assessments must be truthful and clearly indicate the source of the information.

Chapter VI
IMPLEMENTATION

Article 19. Responsibilities of various levels and sectors

1. The Ministry of Agriculture and Rural Development shall take the lead and coordinate with the Ministry of Planning and Investment to direct and inspect the implementation of this Circular throughout the country.

2. Ministries, ministerial-level agencies, government agencies; People's Committees at all levels shall have the responsibility to direct relevant agencies to implement this Circular.

Article 20. Effective Date

1. This Circular takes effect from December 30, 2015.

2. During the implementation process, in case of any difficulties arising, they should be promptly reported to the Ministry of Agriculture and Rural Development and the Ministry of Planning and Investment for research and resolution./.