Soon, you will no longer need to submit paper copies of birth, marriage, and death certificates when processing these documents.

hộ tịch - Ảnh 1. — Paper copies of marriage certificate and birth certificate - Photo: KHANH LINH

Deputy Minister of Justice Nguyen Thanh Tinh signed Decision No. 3458 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.

A series of civil registration documents will be replaced with paper copies using electronic data.

Accordingly, the data in the electronic civil registry database that are eligible for exploitation and use as a replacement for paper documents in administrative procedures include: birth certificates/copies of birth certificates, birth extracts; marriage certificates/copies of marriage extracts, certificates of marital status; death extracts/death certificates/copies of death extracts.

Other civil registration documents include: extracts of registration of changes, corrections, and additions to civil registration records, re-determination of ethnicity; extracts of registration of paternity, maternity, and filiation; certificates of adoption registration; extracts of guardianship registration, extracts of termination of guardianship registration, extracts of guardianship supervision registration, extracts of birth registration in the Civil Registration Book, extracts of marriage registration, extracts of divorce registration, and extracts of other civil registration records.

The goal is to replace or reduce the number of documents required in administrative procedures by leveraging or utilizing the corresponding data available in the electronic civil registry database.

The requirement is to comply with regulations on information security, intellectual property rights related to data, and privacy.

For example, when citizens go through procedures such as registering for school, medical examinations, insurance, housing, marriage, etc., the receiving agency will look up civil registry information instead of requesting paper copies.

Simultaneously comply with regulations and technical guidelines on data exchange and principles and regulations on the management, connection, and sharing of digital data among agencies within the political system...

Decision 3458 specifies that the information fields to be shared include the full name, date of birth, gender, place of origin, personal identification number, etc., of the person registering for birth, death, marriage, or marital status certificate.

The data above is shared for exploitation and use according to the level of completeness of the database as stipulated by the Government 's regulations on reducing and simplifying administrative procedures based on data.

Preparing for the nationwide connection of electronic civil registration data.

To implement this, the Ministry of Justice requires Ministers, heads of ministerial-level agencies, and People's Committees of provinces and centrally-administered cities to review and restructure the process of handling administrative procedures within the scope of state management of their respective sectors and fields.

Administrative procedures under the jurisdiction of the Provincial People's Committee and the Commune People's Committee are based on data extracted from the electronic civil registry database, using it to replace paper documents in the dossier for resolving administrative procedures under their jurisdiction as stipulated in Article 7 of Resolution 66.7/2025/NQ-CP.

Based on the Ministry of Justice's connectivity documents, the information system for handling administrative procedures at the ministerial and provincial levels will be adjusted to ensure appropriate connectivity for accessing civil registration data as required by state management and in accordance with legal regulations.

Currently, the Ministry of Justice has issued a document on connecting, exploiting, and sharing information between the electronic civil registry database and the administrative procedure resolution information system at the ministerial and provincial levels, along with an appendix outlining some issues to note during implementation.

In practice, there may be cases where the electronic civil registry database lacks information even though citizens still possess the original civil registry documents, or the information in the database is inconsistent with the documents provided by citizens.

At this point, the receiving agency will instruct citizens to contact the People's Committee of the commune where their civil registration was previously registered or the People's Committee of the commune where they reside to update or correct their information.

A series of civil registration documents will be replaced with paper copies using electronic data.

Preparing for the nationwide connection of electronic civil registration data.

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