Instructions for creating and updating personal electronic civil status data records in Vietnam

Instructions for creating and updating personal electronic civil status data records in Vietnam (Internet image)

Regarding this issue, LawNet would like to answer as follows:

1. Instructions for creating and updating personal electronic civil status data records in Vietnam

Instructions for creating and updating personal electronic civil status data records according to Article 11 of Circular 01/2022/TT-BTP are as follows:

- Each individual has a unified and unique electronic record of civil status data on the electronic civil status database, corresponding to their personal identification number; All civil status information of individuals registered, changed, or adjusted is updated and recorded in the electronic civil status data record.

- In the event that the personal electronic civil status data record is established through the new birth registration on the shared electronic civil status registration and management software, the personal electronic civil status data record is automatically updated.

In case of setting up a personal electronic civil status data record through registration of other civil status affairs not required for birth registration or through digitization of civil status books as prescribed in Article 10 of Circular 01/2022/TT-BTP, then:

Civil status officials who are responsible for using utility functions on the shared electronic civil status management and registration software to exploit information from the National Population Database through personal identification numbers, shall update citizens' information into personal electronic civil status data records.

In cases where there is no personal identification number, based on the basic information of the individual, such as identity card number, surname, middle name, first name, gender, day, month, year of birth, last name, middle name, names, and birth years of parents, personal identification numbers are determined, ensuring that records of personal electronic civil status data are not duplicated.

- After updating the personal electronic civil status data record as prescribed in Clause 2 of Article 11 of Circular 01/2022/TT-BTP and receiving the personal identification number, the civil status registration agency shall, based on the electronic civil status database, additionally record the personal identification number in the personal identification number entry in the birth registration book.

In case the previous birth registration book does not have an entry for personal identification number, write it in the Notes column in the birth registration book, clearly stating the grounds: "adding personal identification numbers from the electronic civil status database" and signing and stamping; attach a copy of the respective birth registration book page with additional information to the individual's electronic civil status data record on the electronic civil status database.

- In case the citizen's original birth certificate is issued after January 1, 2016 but does not have a personal identification number, the citizen may request additional information, which the civil status registration agency shall base on the electronic civil status database, the citizen's identity card, or a written notice of the validly granted personal identification number to supplement civil status information as prescribed.

2. Instruction on adjusting information in the electronic civil status database in Vietnam

According to Article 12 of Circular 01/2022/TT-BTP, the way to adjust information in the electronic civil status database is as follows:

- Civil status information of an individual that has been officially registered and stored in the electronic civil status database of an individual's electronic civil status data record may only be adjusted in the following cases:

+ Individuals who are permitted by the competent civil status registration agency to change or correct civil status, supplement civil status information, and redefine ethnicity; record in the civil status book that the civil status of Vietnamese citizens has been settled at a competent foreign agency; record in the civil status book the civil status change according to the judgment or decision of the competent state agency.

+ In the event that an individual's information in the electronic civil status database is found to be inconsistent with the civil status registration dossier, the civil status registration agency shall report it to the superior electronic civil status database management agency through the utility function on the shared electronic civil status management and registration software, which can only be adjusted when the superior electronic civil status database management agency allows.

- The head of the agency managing the electronic civil status database or the authorized individual is responsible for checking information and records before making a decision and taking responsibility for allowing adjustments to information in the electronic civil status database.

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