Law

Lesson 2: Convenience from interconnected administrative procedures

Law Reporter Group • April 15, 2025 09:07

Nghe An Judicial Sector has been coordinating with relevant sectors to accelerate the digitization of administrative procedures, especially in important groups such as: birth registration, permanent residence, health insurance card issuance for children, death registration, funeral expenses settlement... Electronic interconnection not only reduces paperwork, but also helps people save time and effort when handling essential procedures.

15/04/2025

We are present in Ta Ca commune, Ky Son district - an area with more than 6 km of border adjacent to Laos, with 11 villages, 1,149 households of 5 ethnic groups living together. This is also a locality with particularly difficult socio-economic conditions, with a poverty rate of 36.9%; people's knowledge and awareness of the law are still limited.

Meeting Mr. Moong Van Nhuon, residing in Na Vang village, Ta Ca commune, and his wife, who came to the One-Stop Department of the People's Committee of Ta Ca commune to do procedures to confirm information about residence, he said: Since the State implemented administrative procedures through the electronic environment, people have gone through the confirmation procedures much more conveniently, without spending much time submitting documents and waiting for results like before.

Ms. Bui Thi Nga - Justice - Civil Status Officer of Ta Ca Commune People's Committee said: The application of "digital technology" at the Commune People's Committee has brought about significant positive changes. People can now easily access online public services, saving time and effort in traveling. Administrative agencies also improve management efficiency, information transparency and create favorable conditions for socio-economic development.

However, there are still some limitations that need to be overcome, such as people's access to information technology, the quality of internet connection and the capacity of officials. To maximize the effectiveness of digital tools, it is necessary to continue investing in infrastructure, training human resources and ensuring information security.

Ms. La Thi Hong Van - Vice Chairman of Ta Ca Commune People's Committee shared: After a period of implementation, the locality has collected, updated, edited and synchronized 100% of permanent residents into the national database system, adding parent identification to serve the issuance of ID cards for citizens, as well as subjects under social security policies.

Currently, the National Population Database system of the Ministry of Public Security is linked to the one-stop system, so it is very convenient to use. In particular, the coordination process between the Judiciary, Police and Social Insurance units has been well implemented.

After the commune-level Justice - Civil Status officer performs the birth registration and issues the birth certificate for the child, he/she will simultaneously guide the citizen to prepare a permanent residence registration file with the fee and transfer it to the competent police agency.

Children's databases are also fully updated on the system; vaccination data is cleaned, updated, authenticated, and synchronized with the National Population Database for social insurance, health insurance, and unemployment insurance participants.

In addition, 100% of citizen records received through the one-stop department have been digitized. The locality also strictly implements not requiring people and businesses to provide documents and information that have been digitized and are available in the National Population Database as prescribed; receives and processes 100% of records online, there are no cases of late reception and processing of records, or slow reception and processing of administrative procedures for citizens.

In Ta Ca commune, thanks to synchronous and drastic implementation, in 2024, the One-Stop Department of the Commune People's Committee received 588 records online, including 106 birth registration records; 22 death registration records; 39 marriage registration records; 233 certified copies and signature certification records. Deploying electronic connection of 2 groups of administrative procedures (birth registration, death registration), the whole commune received 70 sets of connected records.

Ms. La Thi Hong Van also said that the locality has fully and publicly posted administrative procedures according to regulations; arranged enough waiting chairs, writing tables, computers with internet connection for organizations and individuals to come to transact and installed cameras to monitor the entire working area of ​​the One-Stop Department of the Commune People's Committee.

According to Mr. Lau Ba Cho - Head of the Justice Department of the People's Committee of Ky Son district: Implementing Project 06, the department has regularly monitored and supervised the reception and settlement of administrative procedures on the electronic environment by Justice - Civil status officials of communes and towns. Thereby, promptly providing solutions to direct and guide communes and towns to ensure the implementation within the set time and progress.

In 2024, the Department of Justice advised the People's Committee of Ky Son district to direct the effective implementation of the exploitation of 3 essential public services. Of which, 218 birth registration records; 255 marriage registration records; 39 death registration records. Implemented the interconnection of 2 groups of administrative procedures: 563 birth registration records; 67 death registration records.

Previously, when carrying out procedures such as birth registration, people often had to travel between agencies many times to complete the documents. However, with the electronic interconnection system, this process has been optimized.

With just one application submission at the Commune People's Committee, all data will be updated simultaneously at relevant agencies such as the Police and Social Insurance. For death registration procedures and related steps such as permanent residence cancellation and funeral expenses settlement, the interconnected system helps to significantly reduce processing time.

Instead of having to go to many agencies, people only need to make a declaration once, and state agencies will automatically coordinate to process the documents quickly. The document processing process is digitized, avoiding the situation of lost documents or prolonged processing time. Management agencies can easily look up and verify information, reducing the situation of duplicate documents or data errors.

In particular, recently implementing the direction of the People's Committee of Nghe An province and the guidance document of the Department of Justice on implementing the process of marriage registration and online confirmation of marital status under the jurisdiction of the People's Committee at the commune level according to Decision No. 309/QD-BTP dated March 10, 2023 of the Ministry of Justice. People who need to carry out the above procedures can access the Nghe An Public Service Portal at https://dichvucong.nghean.gov.vn.

After logging in, users select the competent civil registration agency and submit their application online according to the instructions. On the other hand, according to Decree No. 07/2025/ND-CP (effective from January 9, 2025), when registering for marriage, citizens do not need to submit a Certificate of marital status. Instead, the civil registration agency will automatically look up information on the system to process the application.

The implementation of online marriage registration and confirmation of marital status in Nghe An marks an important step forward in administrative reform, helping people save time and effort, while improving the efficiency of State management in the field of civil status.

In Nam Dan district, the propaganda work to connect two groups of administrative procedures for marriage registration and issuance of Marriage Status Certificates, electronic authentication, and instructing people on the steps to submit online applications has been carried out in many forms (public address system, tables, leaflets, posters, social networks, etc.).

According to Ms. Le Thi Phuong Thao - Head of the Justice Department of Nam Dan District People's Committee: Many localities have had good practices such as launching the movement "Youth pioneers in digital transformation", assigning union members to be on duty at the One-Stop Department at the district and commune levels to support and guide people to submit online applications; posting QR codes at the One-Stop Department at all levels so that people can easily log in to online applications...

In addition, the district also directed the officers and civil servants of the Judicial Sector in the area to ensure 100% online public service implementation when handling administrative procedures.

In addition to implementing electronic connectivity for important administrative procedure groups, in localities in Nghe An province, the sharing of death data between the two sectors of Justice and Health is also seriously implemented, helping to save resources and efforts of specialized staff as well as ensuring the accuracy, consistency and timeliness of data between the two sides. By the end of 2024, the whole province had registered 11,084 deaths, the rate of timely death registration increased from 55% (April) to 64% (December)...

The leader of the Department of Justice said: After a successful pilot in Hanoi City and Ha Nam Province, from July 10, 2023, together with the whole country, Nghe An will deploy electronic connection of 2 groups of administrative procedures related to birth registration, permanent residence, issuance of Health Insurance Cards for children under 6 years old and death registration, cancellation of permanent residence registration, funeral allowance, and funeral cost support according to Resolution No. 97/NQ-CP dated July 8, 2023 of the Government.

To deploy synchronously throughout the province, the Department of Justice has created more than 1,000 electronic civil status accounts for leaders and civil servants of the Office - Statistics of the People's Committees at the commune level; organized many direct and online training courses for civil servants working in civil status in the province; coordinated with sectors to establish support groups to implement the connection for Justice - Civil Status civil servants at the commune level.

The Justice Departments of the districts also regularly urge and support the grassroots to strengthen the propaganda work on the convenience of connecting the two groups of administrative procedures. At the same time, advise the People's Committees of districts, cities and towns to direct the arrangement of equipment and technical infrastructure to serve the settlement of administrative procedures in the electronic environment such as: scanners, digital signature devices for electronic copies of Birth Certificates, Death Certificate Extracts, etc.

On the first day of implementation, Nghe An province received interconnected records on birth registration, permanent residence registration, and issuance of Health Insurance Cards for children under 6 years old in Tan Huong commune, Tan Ky district. To mark this important milestone, the Provincial Project 06 Working Group coordinated with the Project 06 Working Group of Tan Ky district to organize a ceremony to present the results of interconnected administrative procedures to the first citizen of Nghe An province.

The event has spread widely to localities across the province. Afterwards, many communes, wards and towns in the province have also successfully implemented the connection of 2 groups of administrative procedures and organized the presentation of results to the first citizens in the area.

With the drastic participation, smooth and urgent coordination between the sectors: Justice, Police, Social Insurance, after more than 1 year of implementation, the implementation of the connection of 2 groups of administrative procedures has gradually become routine, 100% of commune-level units in the province have implemented synchronously; the professional operations of judicial officials (digital signature, issuance of electronic copies of Birth Certificates, Death Certificate Extracts...) are basically proficient and methodical.

By the end of 2024, the whole province had received 95,279 dossiers, continuing to maintain its position as one of the provinces with the largest number of dossiers for interconnecting two groups of administrative procedures in the country.

Ms. Bui Thi Thu Hien - specialist of the Department of Administrative Justice (Nghe An Department of Justice) said: The implementation of electronic connection of 2 groups of administrative procedures not only helps reduce time and travel costs for people but also helps State agencies more closely manage personal information and residence of people, overcome the situation of children who have registered their birth but have not been registered in the household register or issued a health insurance card, and the deceased are not cleared from the household register and cannot enjoy the regime according to regulations.

Also from the implementation of this interconnected model, it has created a connection between relevant agencies when handling administrative procedures (Commune Justice - Civil Status Department, Commune and Ward Police and Social Insurance Agency). Thereby, contributing to simplifying procedures and improving the quality of service to the people of State administrative agencies.