Digitizing electronic authentication

Electronic authentication will help citizens reduce paperwork, saving time and costs when dealing with administrative procedures. However, in reality, the traditional authentication process still has a "delay," creating an urgent need to remove "bottlenecks" to ensure smooth and effective digital transformation.

Citizens are guided when they come to handle administrative procedures at the Dinh Hoa Commune Public Administrative Service Center.

At the Public Administrative Service Center (PVHCC) in Dinh Hoa commune, Ms. Le Thi Toi from Cang Lap village, Dinh Hoa commune, said: “I still have difficulty with electronic authentication because I am not familiar with using a smartphone. Although I have been guided by the staff, I still feel confused when doing it myself, especially when going through the online application process.”

Not only are there difficulties in carrying out procedures online, but some agencies and organizations still require paper documents. The lack of uniformity in implementation makes the implementation of electronic authentication still challenging.

Ms. Do Thi Phuong, a specialist at the Public Service Center in Dinh Hoa commune, said: “Many elderly people have limited technological skills. In addition, at certain times, the internet connection and software freeze, and data exchange is not truly seamless... causing interruptions and delays in processes.”

Every day, the Tống Sơn Commune Public Service Center receives 20-30 electronic authentication applications. Ms. Lê Thị Quyên, a specialist at the center, said: “Currently, the demand for electronic authentication is increasing, especially from companies and businesses. However, the number of citizens who know how to use online public services is still low, and many citizens cannot enter the information themselves, requiring step-by-step guidance from staff. In addition, the National Public Service software is often congested, affecting the implementation of administrative procedures and the daily tasks of officials and civil servants.”

In fact, electronic document authentication offers many clear benefits for both citizens and administrative agencies.

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Created directly from the original document, the electronic copy has the same legal validity as a certified paper copy, allowing citizens to use it multiple times and submit it to various agencies without having to repeat the certification process. Submitting documents online also reduces travel time and photocopying costs, while also alleviating congestion at the "one-stop" service center.

For state management agencies, electronic authentication contributes to standardizing data, improving the efficiency of storing, searching, and processing records, and creating a foundation for data interoperability and sharing between agencies and units. This is also an important step in the roadmap for building a digital government and reforming administrative procedures towards greater transparency and convenience for citizens.

In Thanh Hoa province , according to statistics, from July 1, 2025 to December 31, 2025, communes and wards in the province received and processed 510,784 applications in the field of notarization out of a total of 827,154 administrative applications, accounting for 61.76% of the total applications received in the province. These figures show that notarization is becoming a field generating a very large workload at the "one-stop" service center.

With the goal of better serving the people, reducing the burden on administrative procedures processing departments, and promoting the application of digital technology, from March 31, 2026, Thanh Hoa province officially launched a pilot program of 10 smart kiosks at the One-Stop Service Center of the Provincial Police and 9 commune/ward-level public service centers in Hac Thanh, Ham Rong, Dong Son, Dong Quang, Dong Tien, Sam Son , Trieu Son, Hoang Hoa, and Kim Tan. These are areas with a high demand for administrative procedures, selected to evaluate the practical effectiveness of the model before studying its expansion throughout the province.

Previously, citizens had to carry numerous documents, make photocopies, get them notarized, and wait for confirmation through multiple stages. Now, with just a few taps on the smart kiosk, the system automatically identifies, checks, and verifies the information, then forwards it to the relevant officer for processing and issuing an electronic copy in a short time. This significantly reduces waiting times, minimizes manual errors, and alleviates pressure on the "one-stop" service center.

According to statistics, from March 31, 2026 to the present, the 10 pilot units have received more than 3,400 authentication applications via smart kiosks. Notably, the operation of these kiosks has contributed to reducing the number of applications processed directly at counters by approximately 48%, thereby reducing the pressure on staff at the pilot units, allowing officials more time to handle complex applications, and improving the quality of service to the public.

Beyond simply providing electronic authentication services, smart kiosks integrate numerous utilities to support citizens in carrying out administrative procedures on a single digital platform, such as online application submission, application status lookup, online payment, and many other essential public services. The system also connects with the National Public Service Portal, contributing to the gradual formation of a more synchronized, interconnected, and convenient method for resolving administrative procedures for citizens.

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Based on the initial results achieved, in the coming time, the Thanh Hoa Provincial Public Administration Service Center, the Police Department for Administrative Management of Social Order (Provincial Police), and the software development unit - Phuong Dong Technology Joint Stock Company are continuing to upgrade and improve the system, researching and proposing expansion of deployment to suitable locations, thereby contributing to building a professional and efficient administration that meets the requirements of the digital society.

Text and photos: Linh Huong

Source: https://baothanhhoa.vn/so-hoa-chung-thuc-dien-tu-291981.htm