Hanoi is building a shared database from digitized documents.

The project "Building a shared database from the centralized digitization of documents of agencies in Hanoi" was developed to digitize and reorganize documents to serve the abolition of district-level administrations and the merger of communes, in accordance with the progress outlined in Conclusion No. 127-KL/TW dated February 28, 2025, of the Politburo and the Secretariat on conducting research and proposing further reorganization of the political system's organizational structure.

The project aims to establish a shared database, including documents from Party, government, and mass organization agencies in the city, ensuring that data is centralized, interconnected, shared, and reusable.

On the other hand, the aim is to improve the efficiency and effectiveness of management and operations by eliminating paper records, integrating AI, and facilitating the easy exploitation and use of data.

In addition, it creates a solid data foundation for the formation of e-government systems and smart cities, serving citizens, businesses, and society quickly, efficiently, and transparently, aiming to reduce administrative procedures and internal administrative procedures.

The requirements for implementing the Project are that the documents to be digitized must be properly organized, classified according to the agency (Party, government, mass organizations), have a defined retention period, and be free from duplication, redundancy, and damage.

The digitization process ensures completeness, accuracy, and clarity.

Each document scanned into a PDF file is broken down into data fields, forming metadata, which allows for easy retrieval, integration, and sharing.

Shared databases must ensure information security, strict access control, and connectivity with national information systems and database platforms such as those for population, land, businesses, and officials.

Leveraging existing resources and combining them with outsourcing services will accelerate deployment while ensuring sustainability and state control.

The project is divided into two phases, with phase 1 focusing on digitizing agency documents within the city.

Specifically, priority 1 is the organization and digitization of Party and government documents at the district level; priority 2 is the organization and digitization of Party and government documents at the commune level; priority 3 is the organization and digitization of Party documents at the city level; priority 4 is the organization and digitization of government documents at the city level; and priority 5 is the organization and digitization of mass organizations at all three levels.

To address the urgency of reorganizing district and commune-level agencies in accordance with Conclusion No. 127-KL/TW, in the period before June 30, 2025, the Project will focus on implementing priorities 1 and 2.

For the remaining priorities, the city has assigned the Public Administrative Service Center to develop a detailed, centralized implementation plan. For projects currently underway according to previous city plans and directives, where the investor has already signed contracts with the construction unit, the investor will continue to implement the project and ensure completion according to the overall schedule of the Plan, meeting the standards of the Plan; all other cases will be implemented centrally according to this Plan.

Phase 2 involves building a shared city database, with some aspects being implemented in parallel with Phase 1.

This project replaces previous documents of the Hanoi People's Committee related to digitization and the construction of a shared database; ensuring implementation in accordance with relevant legal regulations.

Source: https://nhandan.vn/ha-noi-xay-dung-co-so-du-lieu-dung-chung-tu-so-hoa-tai-lieu-post873849.html