The Ministry of Home Affairs is soliciting comments on the draft Decree regulating the national database on cadres, civil servants, public employees and workers in state agencies.
Accordingly, the draft stipulates the data of the national database, clearly defining it as including data on cadres, civil servants, public employees and workers, electronic records data.
The draft decree also clearly identifies which data is the owner data of the national database, which data is the reference data and the reference data management agency for the purpose of connecting and sharing data.
The draft decree has a separate chapter on electronic records of cadres, civil servants and public employees. The contents of regulations on electronic records, requirements for electronic records, electronic records management; the creation, use, update, and storage of electronic records.
The Ministry of Home Affairs stipulates that electronic records include preliminary electronic records, electronic components of paper records; each record is attached with a unique identification code to serve management in the digital environment.
The file identification code is managed uniformly, synchronously with the background code; electronic records have a format required to be synchronized with paper records, meeting management requirements in the digital environment instead of paper records, the signing and confirmation of file components in the electronic environment is done with a dedicated digital signature to ensure full requirements such as paper records.
The draft also stipulates the conversion from electronic records to paper records and vice versa in cases where it is required to use paper records in personnel work.
In addition, the Ministry of Home Affairs also issued regulations on creating and updating electronic records, methods and means of creating and updating. Each cadre, civil servant and public employee is only allowed to create a single file, with an identification code for management during the entire working period in a state agency, using it uniformly.
The electronic records of cadres, civil servants and public employees are initiated as soon as they are elected or recruited, associated with the electronic recruitment process in the digital environment or created by the management or use agency.
The draft decree also stipulates responsibilities, obligations, and procedures for updating electronic records. In which it is stipulated that the agency employing the cadres, civil servants, and public employees is obliged to initiate. At the same time, cadres and civil servants are also obliged to update basic information and data related to themselves.
The draft also stipulates that agencies employing cadres and civil servants are obliged to authenticate and approve by signing the data they update before updating to the system, synchronizing it with the national database.
Data updates are carried out on the management platform of agencies or on the platform for managing national cadres, civil servants and public employees.
