The Secretariat of the Central Committee issued regulations on the management of personnel records.

Regulation No. 211-QD/TW was issued to clearly define the principles, components of dossiers, authority, responsibilities, and procedures for the creation, management, updating, storage, exploitation, and use of personnel records for officials, civil servants, public employees, and those working within the political system.

Accordingly, the management of personnel records must comply with the regulations of the Party and the laws of the State. Every official must have a complete and clear personnel file. When an official is newly recruited into an agency or unit for the first time, that agency or unit is responsible for creating the original personnel file for the official; ensuring that each official has only one personnel file used throughout the entire political system.

Personnel files must be compiled, updated, and supplemented fully, accurately, and promptly; managed and used uniformly according to regulations; with clear delegation of authority, responsibility, deadlines, and expected results, ensuring effective support for personnel work and management of the workforce.

When personnel files are lost, damaged, or electronic data is lost or inaccurate, the re-creation of personnel files must be under the direct supervision of the head of the agency or unit with authority to manage personnel. All re-creation documents and recovered data must be fully and clearly verified by the competent authority, in accordance with the regulations of the Party and the laws of the State.

Personnel records include both paper and electronic files, both having equal legal validity. The management of paper and electronic personnel records will be integrated according to a roadmap, with the ultimate goal of replacing them entirely with electronic records once the necessary conditions, technology, and infrastructure are met.

Electronic personnel files must be digitized according to a unified data standard, stored on a secure and confidential system, with access rights granted according to authority; and interconnected with database systems serving personnel management as prescribed. The use of electronic and paper personnel files must comply with regulations and ensure that the requirements of personnel management and administration are met.

Personnel files and data must be protected in accordance with regulations on the protection of state secrets, internal political security, network information security, and data storage and management; unauthorized access, exploitation, copying, provision, sharing, modification, falsification, or destruction of files and data, or misuse, is strictly prohibited.

Electronic documents included in personnel files must be digitized versions of valid paper documents or electronic documents as prescribed; clearly indicating the source, update time, updater, and legal status of the document.

According to Regulation No. 211-QĐ/TW, the basic components of a personnel file include: the personnel record book; a summary of the personnel record; a personal profile; a supplementary personnel profile form; personnel decisions; self-assessment reports, reviews, evaluations, and classifications of personnel; declarations of assets and income for those required to make such declarations; conclusions from inspections, supervisions, audits, and investigations related to the personnel; and other documents as prescribed.

In addition, Regulation No. 211-QD/TW clearly outlines the process for managing personnel records and electronic personnel records. The regulation also clearly defines the authority and responsibilities in building and managing personnel records; and the responsibilities of officials in submitting them.