Procedures of making civil servant records and updating information into the civil servant file management software under the Ministry of Education and Training of Vietnam

What are procedures of making civil servant records and updating information into the civil servant file management software under the Ministry of Education and Training of Vietnam?

Pursuant to Article 10 of the Regulation on management, exploitation, operation and use of software to manage records of civil servants, public employees and employees of units under the Ministry of Education and Training issued together with Decision 1666/QD-BGDĐT in 2020 stipulating procedures of making civil servant records and updating information into the civil servant file management software under the Ministry of Education and Training of Vietnam as follows:

1. Create a new profile

a) The Department of Organization and Personnel creates a new personal user account or a new managed user account on the software for civil servants, public employees and employees who are newly recruited, transferred, appointed and signed labor contracts (in case the unit signs a labor contract, the labor contract must be sent to the Department of Organization and Personnel to be granted an account);

b) Civil servants, public employees and employees fully and accurately update information about dossiers on the software;

c) Within 15 (fifteen) working days from the date of decision, Heads of units are responsible for directing and guiding civil servants, public employees and employees to declare according to Form 2C-BNV/2008 issued together with Decision No. 02/2008/QD-BNV dated October 6, 2008 of the Minister of Home Affairs, and at the same time update the information about the dossier into the software as prescribed at point b, clause 1 of this Article. The head of the unit approves and sends it to the Department of Organization and Personnel for approval of the application file on the software.

2. Profile needs to be updated with new information into the software

a) For changed information of individuals such as family relations, civil status; commendation, discipline (decided by units outside the Ministry)... civil servants, public employees, and employees are responsible for making periodic declarations together with the annual declaration of additional resumes or update and add information to the software at the request of the Personnel and Organization Department;

b) For information changes from state management agencies such as election, appointment, transfer, rotation, change of working position, salary increase, training and retraining; reward, discipline (decided by the Ministry) .... and other profile components prescribed in Article 9 of Circular No. 11/2012/TT-BNV dated December 17, 2012 of the Ministry of Home Affairs on regulations on statistical reporting and management of civil servant records (for civil servants), The Department of Organization and Personnel is responsible for updating and supplementing this information for civil servants, public employees and employees into the software, the latest time is 07 (seven) working days from the effective date of the document for the documents/decisions submitted and signed by the Department of Organization and Personnel or 10 (ten) working days from the date of receipt of documents issued by other units.

Heads of units are responsible for directing and updating information for personnel of centers and non-business units under the Department and Office.

What are regulations on transfer and receipt of documents on the file management software of civil servants, public employees and employees of units under the Ministry of Education and Training of Vietnam?

Pursuant to Article 11 of the Regulation on management, exploitation, operation and use of software to manage records of civil servants, public employees and employees of units under the Ministry of Education and Training issued together with Decision 1666/QD-BGDĐT in 2020 stipulating transfer and receipt of documents on the file management software of civil servants, public employees and employees of units under the Ministry of Education and Training of Vietnam as follows:

1. In case civil servants, public employees and employees are transferred or transferred to another unit in the agency of the Ministry of Education and Training, the Personnel and Organization Department is responsible for transferring the application file on the software to the new unit, within 10 (ten) working days from the effective date of the transfer and rotation.

2. In case civil servants, public employees, employees retire, quit, etc, Department of Organization and Personnel is responsible for adjusting the status of records in the software, within 10 (ten) days at the working days, from the date on which the retirement, termination, etc takes effect.

How to store records on the file management software of civil servants, officials and employees of units under the Ministry of Education and Training of Vietnam?

Pursuant to Article 12 of the Regulation on management, exploitation, operation and use of software to manage records of civil servants, public employees and employees of units under the Ministry of Education and Training issued together with Decision 1666/QD-BGDĐT in 2020 stipulating storing records on the file management software of civil servants, officials and employees of units under the Ministry of Education and Training of Vietnam as follows:

1. Records must be stored for a long time in the software to serve the management, exploitation, use and implementation of the statistics and reporting regime.

2. The record keeping must comply with information security principles according to current regulations.

3. Records of civil servants, public employees, retired, retired, etc are stored on the software and in agencies and units for management and monitoring.

Best regards!