Vietnam: Proposal to manage civil servants' and public employees' records using electronic software

To facilitate the management of records of officials, civil servants and public employees, on June 28, 2021, the Ministry of Home Affairs of Vietnam issued draft Circular manage electronic records of cadres, civil servants, and public employees. In particular, a new point in the draft of this circular is the regulation on making, updating, and correcting electronic records of officials, civil servants, and public employees, specifically as follows:


Vietnam: Proposal to manage civil servants' and public employees' records using electronic software (Artwork)

1. Establish new electronic records for cadres, civil servants, and government employees.

Clause 2, Article 6 of the draft Circular stipulates the preparation of a new dossier within 10 working days from the date the paper dossier is certified according to regulations.

The electronic records management unit is the agency responsible for creating and updating the information of cadres, civil servants, and public employees into the file management software as follows:

- Fill in all the information in the software's data fields and digitize the profile components to ensure the consistency of the technical format;

- Ensure compliance with the following principles: arrange in scientific order; fully and accurately reflect the information of the paper dossier; security;

- Ability to access and exploit other information fields of electronic records.

According to the current regulations in Vietnam, the agency that manages the records of civil servants and public employees is only responsible for guiding the public employees to declare, organize the verification, and verify the truthfulness of the information declared by the civil servants, and compare them with the recruitment dossiers and criminal record cards. At the same time, report to the head of the agency managing civil servants for certification, stamp and putting in the management file (Clause 1, Article 9 of Circular 11/2012/TT-BNV; Clause 1, Article 10 of Circular 07/2019/TT-BNV).

2. Maintain electronic records of cadres, civil servants, and government employees.

Below is a new point in this draft circular, in which:

The electronic records management agency shall update the information within 10 working days from the date of receipt of the document for changed information on the basis of the documents issued by the competent state agency or the competent authority of foreign countries (for example, decisions on training, retraining, appointment, transfer, rotation; salary increase, comment, evaluation, reward, discipline ...)

In addition, cadres, civil servants, and public employees are responsible for providing changed information to the electronic records management agency to update information. The update is made within 10 working days from the date the electronic records management agency receives information for information that has changed from the individual side, including:

- Curriculum vitae;

- Social relations, family relations, property.

Currently, according to regulations in Vietnam, if the dossier components are missing or the original dossier is not available, the agency managing civil servants and public employees shall request the civil servant and public employee within 30 days from the date of discovery. If it is not possible to complete the supplement, based on the original birth certificate, to complete other components of the application or make a new application.

3. Repairing officials', civil servants', and public employees' electronic records

Clause 4, Article 6 of the draft Circular stipulates the correction of electronic records of cadres, civil servants, and public employees when detecting information in electronic records that is inconsistent with paper records. Agencies managing electronic records of cadres, civil servants, and public employees have the following responsibilities:

First, we must post a warning on the Record Management Software, review, check, and not approve any updates, additions, or corrections to the paper records;

Second, within 5 working days after the information is verified and approved, the records management agency must update the application management software with the most accurate information.

Notably, the draft Circular stipulates that cadres, civil servants, and public employees agree to use the resume template attached to this draft Circular, replacing the resume templates 2c-BNV/2008 and 2c/TCTW-98 of the current text.

Thuy Trong

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