From July 1, 2026: Personal identification numbers will be used as identification codes for electronic records of officials, civil servants, and public employees.

According to newly issued regulations effective from July 1, 2026, the personal identification number will be uniformly used as the identification code for electronic records of officials, civil servants, and public employees.

Officials, civil servants, and public employees have electronic resumes.

On January 19th, the Government issued Decree 27/2026/ND-CP regulating the National Database on Cadres, Civil Servants, and Public Employees.

The decree stipulates that electronic personnel files for officials, civil servants, and public employees include: electronic resumes; and other file components created from the data of officials, civil servants, and public employees.

Each official, civil servant, and public employee has an electronic file with a unique identification code (electronic file identifier) ​​for management and retrieval purposes in the electronic environment.

The use of personal identification numbers as the identification codes for electronic records of officials, civil servants, and public employees has been standardized.

The retention period for electronic records shall comply with the provisions of the law on document management and archiving; the law on cadres, civil servants, and public employees; and the law on data, ensuring the integrity, availability, and accessibility of the data.

The electronic resume is created simultaneously with the electronic file creation process and is linked to a single electronic file. The electronic resume number is used consistently with the electronic file identifier.

The structure of the electronic resume is created in accordance with the legal regulations on the management of personnel records of officials, civil servants, and public employees. The data source for creating the electronic resume is from data on officials, civil servants, and public employees.

Public officials and employees are responsible for regularly updating their personal information and data in electronic records whenever changes occur, and are legally accountable for the truthfulness and accuracy of the updated information and data.

The agency employing officials and public employees is responsible for regularly updating information and data of officials and public employees arising from personnel management operations into electronic files and synchronizing them with the National Database on Officials and Public Employees within no more than 3 working days from the date the information is generated.

For data related to officials, civil servants, and public employees generated from the personnel management information system, the data must be updated into the electronic file and synchronized with the National Database on Officials, Civil Servants, and Public Employees no later than one day after the business process is completed.

For data related to officials, civil servants, and public employees generated by the management operations of other agencies and organizations, the managing agency of the National Database on Officials, Civil Servants, and Public Employees shall coordinate with the managing agency of the database and information system containing this data to periodically synchronize data weekly to collect, compare, and update it into the electronic records of officials, civil servants, and public employees.

In cases where databases and information systems have not yet been established or do not meet connectivity requirements, officials, civil servants, or agencies employing officials, civil servants, or public employees shall update data directly into the electronic personnel files of officials, civil servants, and public employees.

Regulations on the use of electronic records by officials, civil servants, and public employees.

Electronic components of the National Database on Cadres, Civil Servants, and Public Employees are used to replace paper components in the management of cadres, civil servants, and public employees in accordance with the law and competent authorities.

In cases where the use of paper documents is required for operational purposes, the managing agency or the agency/unit employing the official or public employee shall access the electronic records of the official or public employee on the National Database of Officials and Public Employees and convert them into paper copies for use. The conversion of electronic records to paper copies shall comply with the regulations of the law on electronic transactions. Officials and public employees are not required to re-prepare the components of the records already present in the electronic files.

The agency managing and employing civil servants and public employees is not allowed to request civil servants and public employees to re-provide information or documents already available in the National Database on Civil Servants and Public Employees, except when necessary to ensure the legitimate rights and interests of individuals, agencies, and organizations. If discrepancies in information or data are discovered, the civil servant or public employee, and the agency managing and employing them, are responsible for updating the information and data within their authority in the civil servant or public employee's electronic file.

Authorized agencies, organizations, and individuals may only access and view the electronic records of officials, civil servants, and public employees in accordance with the law when they have the individual's consent via electronic message. Officials, civil servants, and public employees have the right to withdraw their consent. In cases related to personnel management, the managing agency or the agency employing the official, civil servant, or public employee may access and view the electronic records within the scope of their assigned authority and duties, and are obligated to maintain confidentiality and protect personal data in accordance with the law.

For electronic data and records of officials and public employees that fall under the category of state secrets, the managing agency of the National Database on Officials and Public Employees; and the managing agency of the information system for managing officials and public employees are responsible for implementing solutions and measures to ensure confidentiality when managing, storing, transmitting, and using them in an electronic environment in accordance with the law.

The backup, extraction, management, and use of electronic data and records classified as state secrets shall be carried out in accordance with the laws on the protection of state secrets and the laws on cryptography.

Decree 27/2026/ND-CP takes effect from July 1, 2026.

According to nhandan.vn

Source: https://baophutho.vn/tu-ngay-1-7-2026-su-dung-so-dinh-danh-ca-nhan-lam-ma-dinh-danh-ho-so-dien-tu-can-bo-cong-chuc-vien-chuc-246095.htm