1. Electronic dossiers of officials and civil servants are used to replace paper dossiers
According to Clause 1 and Clause 2, Article 20 of Decree 27/2026/ND-CP, electronic dossier components stored in the National Database on cadres, civil servants, and public employees have the value of replacing paper dossiers in the management of cadres, civil servants, and public employees in accordance with the law and the authority of relevant agencies.
In case of arising professional requirements requiring the use of paper records, management agencies or agencies and units using officials, civil servants, and public employees are allowed to exploit electronic records from the National Database to convert to paper records for work.
The conversion of electronic dossiers to paper versions must comply with the provisions of law on electronic transactions. In this case, officials, civil servants, and public employees do not have to re-prepare the dossier components already in the electronic dossier.
2. Management of cadres and civil servants using the National Database
According to Clause 1, Article 3 and Article 4 of Decree 27/2026/ND-CP, the National Database on cadres, civil servants, and public employees is a national common database, which is centrally stored, connected and synchronized with the management information systems of cadres and civil servants throughout the state agency system from central to commune level.
This database directly serves state management, policy planning, leadership, direction, administration and settlement of administrative procedures related to cadres, civil servants, and public employees.
3. Agree to use personal identification numbers as dossier codes for cadres and civil servants
A fundamental change from July 1, 2026 is the unified use of personal identification numbers as electronic dossier identification codes for cadres, civil servants, and public employees. This regulation is established directly in Clause 3, Article 16 of Decree 27/2026/ND-CP.
Accordingly, each official, civil servant, and public employee only has one electronic dossier, which is attached to a unified identification code, which is the personal identification number, and is used throughout the entire process of managing, searching, exploiting and using dossiers in the electronic environment.
4. Responsibility for creating and updating electronic dossiers on a timely basis
Decree 27/2026/ND-CP clearly stipulates the responsibilities and deadlines for creating and updating electronic dossiers. According to Clause 2, Article 18, within 3 days from the date of announcing or issuing the decision on election, recruitment, appointment, and reception, the competent authority must complete the creation of electronic dossiers for cadres, civil servants, and public employees.
After the electronic dossier is created, officials, civil servants, and public employees are responsible for fully declaring information within 3 working days and are responsible before the law for the truthfulness and accuracy of the declared information...
5. Data of cadres and civil servants is centrally and synchronously managed nationwide
According to Article 5 of Decree 27/2026/ND-CP, the National Database on cadres, civil servants, and public employees includes all data groups, from identification information, family relationships, personal history to recruitment information, appointment, job position, salary, evaluation, commendation, discipline, assets, income and health.
Data is collected from many different sources, including information provided by officials and civil servants; data from management nghiep vu activities of agencies; data from related information systems and is connected and synchronized with the National Population Database and other databases.
6. Rights and obligations of officials and civil servants regarding personal data
From July 1, 2026, cadres, civil servants, and public employees have the right to look up and extract their electronic dossiers; are provided with information about their work process, salary developments, evaluation results, rewards, discipline and are notified of important milestones such as salary increases, expiration of appointment periods, and electronic dossier updates according to Clause 2, Article 15 of Decree 27/2026/ND-CP.
In parallel with their rights, cadres, civil servants, and public employees are obliged to fully and promptly update arising information and be responsible before the law for the truthfulness and accuracy of the data declared and updated in the electronic dossier according to points a and e, clause 2, Article 19.
