Duties of officials in implementing the process of digitizing administrative documents and records in the social insurance sector in Vietnam

Duties of officials in implementing the process of digitizing administrative documents and records in the social insurance sector in Vietnam (Internet image)

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Duties of officials in implementing the process of digitizing administrative documents and records in the social insurance sector in Vietnam

According to Article 13 of the promulgation process attached to Decision 1333/QD-BHXH, the duties of officials in implementing the process of digitizing records and administrative paperwork under the jurisdiction of the Vietnam social insurance industry are as follows:

Step 1. Criminal liability officers receive administrative procedures documents and documents directly or via postal service.

Step 2. Check digital account information of individuals and organizations

(1) For individuals submitting applications and documents directly

- Criminal liability officer checks the existence of the individual's digital account on the system https://quantri.dichvucong.gov.vn/. In case you already have an account, notify the individual and do not create a new one; If they do not have one, the officer will guide citizens to register for a personal account or go through the process of creating an account on the National Public Service Portal if citizens need to create an account according to the instructions in Appendix I attached to Official Dispatch 1996/BHXH-VP dated July 22, 2022 of Vietnam Social Security.

- In case people do not need it, they will receive documents, scan them, digitally sign them, and transfer them to professional departments according to current regulations.

(2) For organization's records: criminal liability officers check the organization's unit code on the criminal liability software and receive the records according to the unit's code. If the unit does not have an electronic transaction account for social insurance, guide the unit to register an electronic transaction account according to regulations.

Step 3. Digitize records and documents

(1) Criminal liability officers check the file components according to the provisions of administrative procedures. If you meet the requirements, enter and compare basic information about the file on the Criminal Liability Software (including information: full name (individual), organization name, transaction account number of individual, organization, administrative procedure name...).

(2) Based on administrative procedures that individuals and organizations need to resolve; based on data sharing of relevant professional software, criminal liability officers check the accuracy of saved or integrated file components in administrative procedure files of individuals and organizations from the Data Warehouse of individuals and organizations on the Administrative Procedures Resolution Information System of the Vietnam Social Insurance sector or the National Public Service Portal.

- In case the dossier component does not have electronic data

+ Criminal liability officers receive paper documents; classify documents and papers according to the List of administrative procedure documents and papers under the jurisdiction of Vietnam Social Security that need to be digitized;

+ Scan each document and document component on the criminal liability software and convert it into a file on the information system to ensure the completeness, integrity, and accuracy of the paper copy content (each profile component is a separate file); Digitally sign each scanned document file on the Criminal Code software (sign in the top left corner of the first page of the document).

+ In case of perishable records and papers that may be at risk during the digitization process, the criminal liability officer shall coordinate with the unit's clerical officer to carry out procedures for copying the originals by copying paper records if the records are originals provided by the organization according to regulations; then scan the copied paper copy and scan the original (if possible) into the software system. Note: For important but fragile records that may be at risk during the digitization process, the report asks unit leaders for advice on not digitizing.

- In case the dossier component already has electronic data, organizations and individuals do not have to re-declare information or resubmit dossiers, papers, and documents that already have electronic data. Criminal liability officers can exploit information from the following sources:

+ Exploit from the Information System for resolving administrative procedures, information systems, and databases under the authority and management scope of Vietnam Social Insurance.

+ Exploit from information systems and databases that have bilateral connections with the Administrative Procedures Resolution Information System of the Vietnam Social Insurance industry;

+ Exploit from data shared through the National Public Service Portal.

If, during the process of criminal liability and the exploitation and discovery of information in records and papers, there is no consistency with the information, data, records, and electronic papers in the above sources, then accept physical documents. Adjustment and modification of information are carried out in accordance with specialized laws.

Step 4. Resolve administrative procedures

(1) The officer handling administrative procedures accesses the criminal liability software to receive documents; checks information and approves documents on professional software according to regulations; Perform data extraction as prescribed in Article 9 (after the software's functionality is completed).

- In case the application does not meet the requirements, notify individuals and organizations according to the regulations.

- In cases where it is necessary to verify, verify, and consult relevant agencies during the process of processing documents, the results of examination, verification, and responses from relevant agencies must be digitized by the administrative procedure resolution officer into electronic data to be saved in the criminal liability software and updated in the dossier set for submission to leadership. .

In cases where, through information checking, verification, and obtaining opinions from relevant agencies and units, the conditions for resolution are not met, return the dossier with a written notice and clearly state the reason for sending it to the organization or individual through the One-Stop Department.

(2) Results of resolving administrative procedures submitted to competent authorities are digitally signed and released according to regulations so that both paper and electronic copies can be returned to organizations and individuals, except in cases where administrative procedures only stipulate the provision of electronic settlement results or individuals or organizations only request the provision of electronic copies.

(3) Results of resolving administrative procedures are included in the database of administrative procedure records of individuals and organizations on the Administrative Procedures Resolution Information System of the Vietnam Social Insurance industry. This system is connected, integrated, and shares data on administrative procedure resolution results on the National Public Service Portal, facilitating the process of digitizing, storing, and reusing digitized results.

Step 5. Return results of the administrative procedure resolution

(1) Results of electronic administrative procedure resolution are coded according to regulations and stored on the Administrative Procedure Resolution Information System of the Vietnam Social Insurance industry.

Electronic settlement results are returned to individuals and organizations via the individual's or organization's account on the National Public Service Portal or the Service Portal of the Vietnam Social Insurance industry, except in cases where administrative procedures require organizations and individuals to receive results directly.

(2) Physical administrative procedure resolution results are returned to individuals and organizations in the registered form, except in cases where administrative procedures only stipulate providing electronic settlement results to individuals and organizations.

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