The Ministry of Justice announces civil registry data to replace paper documents in handling administrative procedures.

Deputy Minister of Justice Nguyen Thanh Tinh has just signed Decision No. 3458/QD-BTP on the publication of civil registration data and guidance on connecting, exploiting, and using civil registration data to replace paper documents in resolving administrative procedures.

According to the Decision, the data in the Electronic Civil Registry Database (ECDB) that are eligible for exploitation and use as a replacement for paper documents in administrative procedures include: Birth certificate/copy of birth certificate, Birth extract; Marriage certificate/copy of marriage extract, Certificate of marital status; Death extract/Death certificate/copy of death extract. Other civil registry documents: Extract of registration of changes, corrections, and additions to civil registry records, re-determination of ethnicity; Extract of registration of paternity, maternity, and filiation; Certificate of adoption registration; Extract of guardianship registration, Extract of guardianship termination registration, Extract of guardianship supervision registration, Extract of birth registration in the Civil Registry Book, Extract of marriage annotation, Extract of divorce annotation, Extract of other civil registry entries.

The goal is to replace or reduce the number of documents required in administrative procedures by utilizing corresponding data from the e-Government database. The requirements include compliance with regulations on information security, intellectual property rights related to data, and privacy; adherence to regulations and technical guidelines on data exchange and principles and regulations on managing, connecting, and sharing digital data among agencies within the political system; and alignment with the Vietnam e-Government Architecture Framework and the Ministry of Justice's e-Government Architecture Framework.

Decision 3458 specifies that the information fields to be shared include: Information on birth registration (Surname, middle name, given name of the person being registered; Date of birth; Gender, place of birth, hometown; Ethnicity; Nationality; Personal identification number; Surname, middle name, given name, personal identification number of the mother; Surname, middle name, given name, personal identification number of the father; Birth certificate number, birth registration agency; Date of registration); Information on death registration (Surname, middle name, given name; Date of birth; Personal identification number; Gender; Ethnicity; Nationality; Place of residence; Identity documents; Place of death registration; Date of registration); Information on marriage registration (Surname, middle name, given name of the wife; surname, middle name, given name of the husband; Date of birth; Ethnicity, nationality, place of residence; Identity documents; Date of establishment of the marriage). Person; Place of marriage registration); Information on the issuance of the Certificate of Marital Status (Surname, middle name, given name of the person receiving the Certificate of Marital Status; Date of birth; Personal identification number; Gender; Ethnicity; Nationality; Place of residence; Marital status).

The data above is shared for exploitation and use according to the level of completeness of the database as stipulated in Clause 1, Article 6 of Resolution No. 66.7/2025/NQ-CP dated November 15, 2025 of the Government on reducing and simplifying administrative procedures based on data.

According to the Decision, Ministers, heads of ministerial-level agencies, and People's Committees of provinces and centrally-administered cities are responsible for reviewing and restructuring the process of resolving administrative procedures within the scope of state management of their respective sectors and fields; and administrative procedures under the authority of provincial and commune-level People's Committees, based on exploiting data in the Electronic Civil Registry Database, using it to replace paper documents in the dossier for resolving administrative procedures under their authority as stipulated in Article 7 of Resolution No. 66.7/2025/NQ-CP. Based on the Ministry of Justice's connection document, the Ministry-level and provincial-level administrative procedure resolution information systems will be adjusted to ensure appropriate connectivity for exploiting civil registry data as required by state management and in accordance with the law.

The Ministry of Justice has issued a document on connecting, exploiting, and sharing information between the Electronic Information Database and the Information System for resolving administrative procedures at the ministerial and provincial levels, along with an appendix outlining some issues to note during implementation.

In the Appendix, the Ministry of Justice notes that the data published by the Ministry of Justice can be used as a substitute for paper copies of Birth Certificates/Birth Certificate Copies, Birth Extracts; Marriage Certificates/Marriage Extract Copies, Certificates of Marital Status; Death Extracts/Death Certificates/Death Extract Copies in the process of resolving administrative procedures under the management of Ministries, ministerial-level agencies, and People's Committees of provinces and cities.

Other data included in the Electronic Civil Registry Database: data on changes, corrections, and additions to civil registration records, re-determination of ethnicity; data on registration of paternity, maternity, and filiation; data on registration of adoption; data on registration of guardianship, registration of termination of guardianship, and registration of guardianship supervision can be used to replace paper documents in resolving administrative procedures of Ministries, ministerial-level agencies, and People's Committees of provinces and cities according to the above-mentioned roadmap.

In cases where the electronic civil registration database lacks information but the citizen still possesses the original civil registration documents, or where the information in the electronic database is inconsistent with the civil registration documents provided by the citizen, the receiving agency will guide the citizen to contact the People's Committee of the commune where the civil registration was previously registered or the People's Committee of the commune where the citizen resides to update/correct the information in the electronic database in accordance with the civil registration law.

Before proceeding with data connection and sharing, Ministries, ministerial-level agencies, and People's Committees of provinces and cities are requested to exchange and agree in writing with the Ministry of Justice on the scope, form, and structure of data connection, the responsibilities of the parties in ensuring information security and protecting privacy, personal secrets, and family secrets as stipulated in Clause 4, Article 10 of Government Decree No. 87/2020/ND-CP dated July 28, 2020, on the Electronic Database of Civil Status, online civil registration, and to conduct testing before officially connecting the systems.

Source: https://sotuphap.camau.gov.vn/thoi-su-chinh-polit-va-tin-tuc/bo-tu-phap-cong-bo-cac-du-lieu-ho-tich-thay-the-giay-to-trong-giai-quyet-thu-tuc-hanh-chinh-292270