Utilizing civil registry data as a replacement for paper documents in handling administrative procedures.

The Ministry of Justice has just issued 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. This is an important legal basis to promote digital transformation in the field of civil registration, helping to reduce paperwork, simplify processes, and improve the efficiency of services for citizens.

Officials at the Tan Lap Ward Public Administrative Service Center ( Dak Lak ) guide residents through administrative procedures. Photo: Nguyen Dung/TTXVN

According to the Decision, the data in the electronic civil registry database are eligible for exploitation and use as a replacement for paper documents in administrative procedures, including: 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 registration documents: Extracts of registration of changes, corrections, and additions to civil registration records, re-determination of ethnicity; Extracts of registration of acknowledgment of paternity, maternity, and filiation; Certificate 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 Registry, Extracts of marriage registration, Extracts of divorce registration, Extracts of other civil registration records.

The exploitation or use of corresponding data contained in the electronic civil registry database must comply with regulations on: information security, intellectual property rights related to data, privacy; data exchange and principles and regulations on the management, connection and sharing of digital data between agencies within the political system. In particular, it must be consistent with the Vietnam e-Government Architecture Framework and the Ministry of Justice's e-Government Architecture Framework.

The information fields shared under Decision No. 3458 include: information on birth registration; information on death registration; information on marriage registration; and information on the issuance of certificates of marital status. This data 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.

Decision No. 3458 clearly states that 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 handling 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 handling administrative procedures under their authority as stipulated in Article 7 of Resolution No. 66.7/2025/NQ-CP.

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.

Other data contained in the Electronic Civil Registry Database include: data on changes, corrections, and additions to civil registration records; data on the registration of paternity, maternity, and filiation; data on the registration of adoption; data on guardianship registration, data on the termination of guardianship, and data on guardianship supervision registration. This data can be used to replace paper documents in the handling of administrative procedures by ministries, ministerial-level agencies, and provincial/city People's Committees.

The Ministry of Justice requests that, before connecting and sharing data, ministries, ministerial-level agencies, and People's Committees of provinces and cities exchange written agreements with the Ministry of Justice regarding 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 prescribed, and conduct testing before officially connecting the systems.

Source: https://baotintuc.vn/thoi-su/khai-thac-su-dung-du-lieu-ho-tich-thay-the-giay-to-trong-giai-quyet-thu-tuc-hanh-chinh-20251211200434328.htm