04 things you should know about the electronic civil status database in Vietnam

04 things you should know about the electronic civil status database in Vietnam (Internet image)

1. What is electronic civil status database?

According to Clause 1, Article 2 of Decree 87/2020/ND-CP, electronic civil status database is database formed on the basis of computerized civil registration in order to store civil information of registered individuals as per the law by digital devices, in cyber environment via common electronic civil registration and management software.

2. Information in electronic civil status database

Specifically, in Clause 1, Article 3 of Decree 87/2020/ND-CP, the information in electronic civil status database consists of:

(i) Civil status information of an individual established during his/her birth registration includes:

+ Full name;

+ Date of birth;

+ Gender;

+ Place of birth, ethnic group, nationality, hometown, residence, personal identification number, personal identification document(s) of his/her parent(s);

+ Full name, personal identification number and personal identification document(s) of person(s) performing civil registration and relationship with the individual;

+ Registration number, book number, date of registration, name of birth registration agencies;

+ Full name and title of person signing birth certificate;

(ii) Civil status information of an individual who is a Vietnamese national whose birth registration has been adopted by a competent oversea agency established when he/she is registered in civil registers includes:

+ Full name;

+ Date of birth;

+ Gender;

+ Place of birth;

+ Ethnic group, nationality, hometown, personal identification number, personal identification document of the individual;

+ Full name, date of birth, ethnic group, nationality, hometown, personal identification number and personal identification document(s) of his/her parent(s);

+ Type of document, document number, date of issue, name of agency and country that issue civil status documents which serve as the basis for birth registration overseas;

+ Information on person performing birth registration;

+ Full name, personal identification number and personal identification document of applicant for birth registration;

+ Registration number, book number, date of registration, name of overseas agency performing birth registration;

+ Full name and title of person signing extract and specifying birth registration in civil registers;

(iii) Other civil status information of an individual updated in his/her civil status information which is established as specified under Item (i), (ii) consists of:

+ Information on marriage registration;

+ Issuance of marital status verification;

+ Guardian(s);

+ Acknowledging parent(s) and child/children;

+ Adopting child/children;

+ Revision of civil status information, re-verification of ethnic group;

+ Declaration of death;

+ Recording revision of civil status according to judgments and decisions of competent authorities in civil registers;

+ Recording processed civil status affairs of a Vietnamese national by an oversea competent agency in civil registers;

(iv) Scanned or photo of page(s) of civil registers that contain information that is digitalized and standardized according to Item (iii)

3. Information sources of Electronic civil status database in Vietnam

Information in electronic civil status database shall be formed from following sources:

- Civil status information of individuals registered via common electronic civil status registration and management system;

- Civil status information digitalized and standardized from civil registers;

- Information connected and shared from national population databases;

- Civil status information shared, converted and standardized from previously established electronic civil status software and databases.

(Clause 2, Article 3 of Decree 87/2020/ND-CP)

4. Principles for developing, updating, managing, extracting and using electronic civil status database and registering civil status online in Vietnam

According to Article 4 of Decree 87/2020/ND-CP, the principles for developing, updating, managing, extracting and using electronic civil status database and registering civil status online in Vietnam are as follows:

- Electronic civil status database shall be developed and managed in a concentrated manner from central to local governments.

- Electronic civil status database shall be updated promptly, adequately and accurately and maintained in terms of operation continuously, stably and throughout to satisfy extraction and use demands of agencies, organizations and individuals as per the law.

- Electronic civil status database shall be stored and secured to satisfy information safety.

- Development, update, management, extraction and use of electronic civil status database and online civil registration must comply with Law on Civil Status 2014 and applicable elaborating documents; regulations and law on structure of Vietnam e-Government; regulations on management, connection and sharing digital data of regulatory authorities; regulations on protecting private life, personal secrets, family secrets and other relevant law provisions.

Thanh Rin

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