Instructions for using AI chatbot to support officials and civil servants in their work

Illustration photo. (Source: Ministry of Science and Technology )

Performing the function of state management of scientific research, technology development and innovation activities, meeting practical requirements in the application of Artificial Intelligence (AI) technology in state agencies, the Ministry of Science and Technology has issued guidelines on a number of general principles for civil servants, public employees and employees in state agencies using large language models (AI chatbots) for work.

The guidance document aims to provide general, easy-to-understand principles for civil servants, public employees and workers in state agencies to use large language models (AI chatbots) to support their work effectively and safely.

Agencies and units that need to apply AI chatbots in their work are encouraged to proactively learn and use this document to deploy and disseminate it in their organizations in a way that is suitable for reality. The document helps ensure that AI applications are safe and bring practical benefits.

Director General Mai Xuan Thanh, Vice Chairman of Hanoi People's Committee Ha Minh Hai and Deputy Director General Vu Manh Cuong, Chairwoman of Vietnam Tax Consulting Association Nguyen Thi Cuc, Deputy Director of Hanoi Tax Department Phan Tien Hoa performed the button-pressing ceremony to launch the application "Virtual assistant to support taxpayers"

The Ministry of Science and Technology stated that the principle in providing data and using AI chatbots is: Do not share any data or documents on AI chatbots that are classified as State secrets, as well as sensitive information such as personal information, internal documents or data that may affect security or the organization. Ensure that the data or information provided to AI chatbots does not go against the historical, cultural, ethical, geographical, political, territorial sovereignty, or customs of Vietnam. At the same time, do not use content that violates copyright, intellectual property rights or other related rights.

When using AI chatbots, avoid creating accounts with names or passwords that are the same as official accounts (office email accounts, internal systems, etc.) to ensure information security. Use AI chatbots carefully, effectively and responsibly. At the same time, carefully check and evaluate the results provided by AI chatbots before using them. Ensure that the information is accurate, appropriate to the work context and does not cause misunderstandings or errors when applied. Do not rely entirely on AI chatbots, but combine them with personal knowledge and experience to make decisions.

For agencies and units, it is necessary to propagate, disseminate, and guide cadres, civil servants, public employees, and workers to use AI chatbots in accordance with the functions, tasks, powers, and characteristics of the agency or unit. In particular, focusing on ensuring network safety and security.

The responsibility for using AI chatbots belongs to the head of the agency or organization. They are responsible for managing and securing the accounts using AI chatbots; in case the agency or unit account loses control or is tampered with, the agency or unit must notify the unit deploying the AI chatbot for timely handling.

Management and access authorization in AI chatbot must be consistent with the functions, tasks, and powers of the participants using AI chatbot.

When an officer, civil servant or public employee has left or changed jobs, the agency or unit must revoke the security key (if any) or cancel the AI chatbot user account to ensure security and strict management.

Gradually form your own knowledge database, from which you can set up specialized chatbots to serve the activities of your agency or unit.

Regularly monitor and promptly grasp the situation of using AI chatbots by cadres, civil servants, public employees, and workers under the scope of management. The unit implementing AI chatbots is responsible for providing detailed instructions and regular technical support to ensure the usage process is smooth and safe.

For cadres, civil servants, public employees, and workers, it is necessary to self-manage and take responsibility for protecting personal information declared on the platforms and information systems of agencies and units; not to disclose login accounts or make unauthorized connections to platforms and information systems of agencies and units to AI chatbots.

When exploiting and using chatbots in general and AI chatbots in particular at public Internet access points, absolutely do not enable password storage mode during use. Do not provide personal data, identity information and other sensitive information of yourself or others to AI chatbots. Do not use chatbots in general and AI chatbots in particular for illegal purposes, violating public morality, or acts such as hacking, creating deep-fakes, and fraud.

During the implementation process, if there are any difficulties, problems, or major problems discovered when using AI chatbots, agencies and units need to contact the National Digital Transformation Department, Ministry of Science and Technology for support.

It is known that the Ministry of Science and Technology is building a National AI Transformation Program to apply AI in all fields; building a shared AI computing infrastructure.

The national AI transformation program must demonstrate the spirit of "all people" and "comprehensiveness". Aim for each citizen and civil servant to have a virtual assistant.

Accordingly, the deadline for submitting the National AI Transformation Program to the Prime Minister is May 2025 and by November 2025, there must be a virtual assistant for people.