Create an electronic profile

Creating electronic files using document and work file management software helps Ha Tinh improve administrative management and promote the process of building an e-government.

Historically, paper documents authenticated by the signatures and seals of competent authorities have been considered legally valid and used for the operation, direction, and transactions of state administrative agencies. The Department of Internal Affairs has also advised the Provincial People's Committee to issue numerous directives and guidelines on the management and creation of paper files.

However, the implementation of traditional document preservation and archiving procedures in some agencies and units still does not comply with current regulations, such as: documents are not fully filed, remain unprocessed, and have not been collected, organized, or assessed for their value... Based on this reality, in 2021, Ha Tinh province piloted the initiative of creating electronic files using document and work file management software.

Creating electronic records - the foundation for building a digital government.

Creating electronic records will facilitate the work of officials and civil servants in handling administrative procedures.

According to Mai Truong Sinh, Deputy Director of the Department of Internal Affairs and the author of the initiative: “Creating electronic files and storing electronic documents is a new type of system with many differences compared to traditional paper-based file creation. Documents are created on electronic devices or digitized from documents on other storage media. Digital documents can be automatically created into files in a network environment thanks to the file creation function integrated into the document management system.”

According to assessments, Ha Tinh is one of the leading localities in implementing the creation of electronic records and digitizing electronic documents; organizing the exploitation of documents to effectively implement online public services, both partially and fully.

Creating electronic records - the foundation for building a digital government.

The records are created online with a seamless process, saving on paper storage.

In 2021, Ha Tinh province piloted the system in 6 provincial-level units (the Provincial People's Committee Office, the Department of Internal Affairs, the Department of Finance, the Department of Information and Communications, the Department of Science and Technology, and the Department of Justice) and 3 district-level units (the People's Committee of Ha Tinh City, Cam Xuyen District, and Thach Ha District), resulting in the creation of 3,231 electronic files.

By 2022, the creation of electronic files on the work file software had been implemented in all provincial departments and agencies, as well as the People's Committees of districts, cities, and towns. The total number of files created in these units and localities was over 51,600, of which over 13,000 were completed. In 2023, Ha Tinh continued to strongly implement the creation of electronic files on the work file software, aiming to ensure that 90% of work files at the provincial level, 80% at the district level, and 30% at the commune level (excluding files classified as state secrets or containing complex documents) are created.

In practice, the creation of electronic records has proven to offer numerous benefits to state management, promoting administrative reform and improving the efficiency of document management and archiving.

Creating electronic records - the foundation for building a digital government.

Creating electronic records will help speed up the process of searching and processing documents.

Ms. Ho Thi Niem, a specialist in the Administrative Reform and Document Archiving Department (Department of Internal Affairs), shared: “Since implementing the creation of electronic files on the work management software, the first benefit is a significant reduction in the amount of paper-based file storage used previously. Furthermore, when files are created online, the process of searching and processing information and documents is faster and more convenient. Editing documents also becomes simpler and quicker, as there is no longer the time wasted repeatedly printing paper documents to get feedback from various departments. In addition, electronic files also reduce the risk of document loss, which is more likely to occur with paper files.”

Another benefit of creating electronic records on the work record software is that when electronic documents are circulated, all civil servants and officials can participate in the processing and resolution of documents within the same system. This ensures smooth and consistent document processing. On the other hand, it helps leaders of agencies and units manage the advisory and work-handling process of each civil servant and official when assigned to lead a task.

Creating electronic records - the foundation for building a digital government.

The Department is implementing the creation of electronic files on the document and work file management software for all 216 communes, wards, and towns in the province through a hands-on training approach. The unit has also issued a document guiding the process of creating electronic files on the work file management software, with key contents including: the process of drafting and signing electronic documents; the process of entering the agency's file catalog into the document and work file management software; and the process of creating electronic files on the document and work file management software. It can be said that creating electronic files is quite complex, but in the process of building e-government and digital government, this is an essential requirement.
Mr. Mai Truong Sinh
Deputy Director of the Department of Internal Affairs

Phuc Quang - Mai Hoang

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