Managing documents and work records containing state secrets on the network environment

Photo caption — Staff of the Public Administration Center of Tan Tru district, Long An province, process administrative procedures for people. Illustrative photo: Minh Hung/VNA

The purpose of the Plan is to deploy a Document and Work File Management System containing state secret content with integrated security solutions and digital signatures of the Government Cipher Committee for shared use by agencies from the central to commune levels in the state administrative system (Government Confidential Document Management System) to manage documents and work files containing state secret content (Secret and Top Secret levels) on the network environment to improve work processing efficiency, connect with agencies in the political system, and save costs.

The contents of the Plan include:

Survey and synthesize the needs for sending, receiving, and processing documents and work files containing state secrets (Confidential, Top Secret) from the central to commune levels to serve the construction of the Government's Confidential Document Management System. The Government Office presides over and coordinates with the Ministry of Science and Technology and the Government Cipher Committee to conduct surveys, collect information, synthesize the needs and current status of sending, receiving, processing, issuing, and storing documents and work files containing state secrets (Confidential, Top Secret) of administrative agencies from the central to commune levels; evaluate existing technical infrastructure, human resources, business processes, and security requirements; as a basis for building models, business processes, and configurations of the Government's Confidential Document Management System throughout the state administrative system.

Adjust and configure the Government's Confidential Document Management System in accordance with business processes and security and cryptography regulations. The Government Office presides over and coordinates with the Central Party Office, the Government Cipher Committee, and the Military Industry - Telecommunications Group ( Viettel Group) to unify business processes and configure integrated security for the cryptographic sector to ensure compliance with the business processes of sending, receiving, processing, issuing, and managing documents and work records from the Central to the commune level of agencies in the state administrative system; integrate the cryptographic sector codes of Party agencies to be consistent with the process of processing Confidential and Top Secret documents of agencies in the state administrative system (including document processing processes at: the Government Office; ministries, ministerial-level agencies, agencies under the Government; provinces and cities).

Deploying the upgrade of private cloud computing infrastructure and data center technical infrastructure to serve the establishment of the Government 's Confidential Document Management System at the Government Office Data Center. The Government Office will deploy the upgrade of private cloud computing infrastructure and data center technical infrastructure to ensure security, safety, and confidentiality for storing, processing, and operating the Government's Confidential Document Management System at the Government Office Data Center; deploying synchronous technical conditions for servers, storage, networks, security, backup, network security monitoring, and backup to ensure the ability to connect, expand, operate stably, safely, and interconnect with state administrative agencies from the central to commune levels.

Initialize data, decentralize administration, and exploit the Government's Confidential Document Management System. The Government Office presides over and coordinates with Viettel Group and ministries, ministerial-level agencies, government agencies, and provincial and municipal People's Committees to collect, standardize, and create user data in the entire state administrative system (from central to communal level), including identification information of agencies, units, and officials authorized to process confidential documents; establish a user administration structure, decentralize access, digital signature, send, receive, store, and update documents in accordance with the provisions of law and internal regulations of each agency; synchronize identification data between levels, ensuring accuracy, security, and interoperability on the Government's Confidential Document Management System.

Deploying a dedicated data transmission network and securing channels to serve Party and State agencies from the central to communal levels. The Ministry of Science and Technology presides over and coordinates with the Government Cipher Committee, the Government Office, ministries, branches and localities to deploy, expand and complete a dedicated data transmission network to serve Party and State agencies from the central to communal levels according to a unified plan (Decision No. 33/2025/QD-TTg dated September 15, 2025 of the Prime Minister), ensuring safe, stable and high-speed connections to serve sending, receiving and processing documents and work files containing state secrets. Configure, set up, test and integrate cryptographic security solutions, encrypt transmission lines, authenticate access and monitor network security to ensure the integrity, confidentiality and readiness for connection for the Government's Confidential Document Management System.

Deploy terminals (computers, printers, operating systems and application software, internal network infrastructure for processing confidential documents) to connect, exploit and use the Government's Confidential Document Management System on the specialized data transmission network secured by the cryptographic industry. Relevant ministries, branches and localities organize the deployment, installation and synchronous configuration of terminal systems (including computers, printers, internal network equipment, specialized application software) to serve the processing of documents and work files containing state secrets at state administrative agencies from the central to commune levels; ensure that the equipment is connected to the specialized data transmission network, fully apply the cryptographic industry security mechanism and technical standards for protecting state secrets; test the ability to access, exploit, send and receive confidential documents via the Government's Confidential Document Management System, ensuring safety, stability, compliance with legal regulations and security regulations of each agency.

Training and education on system usage. The Government Office presides over and coordinates with the Central Party Office, the Ministry of Science and Technology and the Government Cipher Committee to organize training programs, in-depth training and practical guidance for cadres, civil servants, public employees and workers assigned to use, manage and operate the Government's Confidential Document Management System; equipping knowledge on electronic business processes in handling confidential documents, using digital signatures, cryptographic security, network information security, account management and access authorization; at the same time, propagating and raising awareness and skills on protecting state secrets, complying with legal regulations in the digital environment, ensuring the safe, effective and proper exploitation and use of the system.

Management, administration, operation and network security assurance. The Government Office presides over and coordinates with the Ministry of Public Security , the Ministry of Science and Technology, the Government Cipher Committee and ministries, branches and localities to organize a centralized management and operation model of the Government's Confidential Document Management System at the Government Office Data Center; develop a process for monitoring, operating, backing up, restoring and responding to incidents to ensure the system operates stably, continuously and safely.

Implement measures to ensure network security according to the 4-layer protection model. Deploy solutions: Protect physical infrastructure, network systems, applications and data; monitor and control centralized network security, detect, warn, and prevent early risks of network attacks; prevent loss and leakage of information and data, manage peripheral devices, control printing; deploy key security solutions, access authentication, user authorization and data encryption...

Develop regulations and rules on management, operation, exploitation and use. Competent agencies develop and submit to the Prime Minister for promulgation a Decision regulating the sending and receiving of electronic documents containing state secrets between agencies in the state administrative system; which unifies the scope of regulation, subjects of application, principles, processes, technical requirements, infrastructure, security and responsibilities of agencies and units in connecting, communicating, processing, storing and managing electronic documents in the network environment.

Ministries, ministerial-level agencies, government agencies, and provincial and municipal People's Committees shall develop and promulgate regulations on receiving, processing, issuing, and managing electronic documents containing state secrets within their scope of management; ensuring compliance with legal provisions on protecting state secrets, cryptography and information security, and network security, in accordance with the specific characteristics of the organization, technical infrastructure, and confidentiality of state secrets.

Connecting and interoperating the Government's Confidential Document Management System with other Confidential Document Management and Operation Systems. The Government Office presides over and coordinates with the Government Cipher Committee and relevant agencies and organizations to deploy solutions for connecting and interoperating the Government's Confidential Document Management System with the Confidential Document Management and Operation Systems of Party, State, and Fatherland Front agencies, ensuring the sending, receiving, processing, encoding, and decoding of documents between systems smoothly, stably, with network security and data security.

Roadmap for implementing the Government's Confidential Document Management System. In November 2025, complete the implementation of the Government's Confidential Document Management System at the Government Office.

By December 2025, complete the deployment of the Government's Confidential Document Management System to focal points of ministries, ministerial-level agencies, government agencies, provinces and cities (provincial People's Committees; departments and branches under provinces and cities; commune-level People's Committees).

In the first quarter of 2026, complete the deployment of the Government's Confidential Document Management System for all users participating in processing Confidential and Top Secret documents at the Government Office, ministries, ministerial-level agencies, agencies under the Government, provinces and cities (Provincial People's Committees; departments and branches under provinces and cities; Commune-level People's Committees). For the Ministry of National Defense and the Ministry of Public Security, deployment will be based on the needs of the ministry.