Effectiveness of coordination between the Judiciary and the Police in providing civil status database information

From district-level testing

At the Reception and Result Delivery Department of Dien Chau District One-Stop Transaction Center, we met Ms. Nguyen Thi Dao, a resident of Dien Tan commune, who came to get the results of the correction of her father's middle name and date of birth, from Nguyen Van Chau, born on August 28, 1962, to Nguyen Hung Chau, born on April 25, 1964.

According to Ms. Dao, in the child's birth certificate, the father is Nguyen Van Chau, born on August 28, 1962. However, the household registration book and other information in the national population database shows that Nguyen Hung Chau was born on April 25, 1964. Because of the discrepancy in the above information, the family encountered many troubles when completing related paperwork.

People come to do the correction procedures at the Reception and Result Delivery Department of Dien Chau District One-Stop Transaction Center. Photo: PV

However, before that, asking neighbors who had gone to make corrections, I was told that the procedure was quite cumbersome, I had to go to the District Police to look up, then go back to the Justice Department to submit the documents and wait for the results, to complete it also took 5-10 days to carry out the procedure at both agencies, it could even take longer if the information was not stored at the District Police, I had to look up at the Provincial Police, so I also lingered and did not go. Recently, I heard that the district had implemented a new way of doing things, the procedure was simple, so I went to do it right away.

Holding in her hand the certificate that had been verified with correct information, father's name Nguyen Hung Chau, date of birth April 25, 1964, Ms. Dao was excited: So from now on, the correct middle name and date of birth have been returned to father. It is worth mentioning that I had just submitted the file yesterday afternoon, and this morning the Justice Department officer called to receive the results.

According to Ms. Dau Thi Hien, an expert from the Justice Department of Dien Chau district, who directly received and returned the results to Ms. Dao, when there is such a discrepancy in the information, it is necessary to check the information of the full name and middle name in the ID card and the marriage certificate... But because the Marriage Certificate cannot be saved, it is necessary to check the archive of the father's first ID card. Accordingly, after checking and receiving the documents from Ms. Dao, the Department requested the District Police to check the archive of the first ID card, so people do not have to go to the District Police.

According to Ms. Hien, the implementation of the Coordination Regulations between the two sectors helps save time and reduce the number of contacts, making it very convenient for the people.

For correction procedures, people only need to work with judicial officers. Photo: PV

Similar to Ms. Dao's case, Mr. Cao Thanh Tam, residing in Dien An commune, also came to get the result of correcting the part about his wife's ID card number in the Marriage Certificate. Specifically, his wife's ID card, Nguyen Thi Vinh, has the number 18250xxxx, but in the Marriage Certificate, it was mistakenly recorded as 18050xxxx. After receiving and coordinating the processing, after only 01 session, Mr. Tam was notified of the result.

Not only Ms. Dao and Mr. Tam, but also most of the people who were present to receive the results that morning were very satisfied because the procedures were shortened, people did not have to travel much between relevant agencies, but only worked with one contact, which was the staff of the Department of Justice.

In addition, it is known that, to reformadministrative procedures, to minimize the time to resolve administrative procedures in the field of civil status, the Justice Department of Dien Chau district has deployed to receive information, advise, and guide citizens interested in Zalo messages, Page "Dien Chau Justice", to be advised citizens to take photos of the types of records and papers they have and send messages, the Department will advise, if qualified to resolve, it will be received and resolved immediately, when workers come to submit the documents, they will simultaneously receive the results.

Deployment and replication

According to the statistics compiled by the Department of Justice of Dien Chau district, from May 2020 to present, the Department of Justice and the District Police have coordinated and provided information to resolve 279 cases of change.Civil status reform at the district level. Thanks to the smooth and quick coordination of the parties' proposals, mostly immediately after receiving them, the processing time was much faster than the regulations.

At the same time, through a survey, the need to verify information to re-register births and register births for people who already have personal documents and records at the commune level is very large. From January 1, 2020 to October 1, 2021, 37 communes and towns have registered 16,095 cases. In the first 10 months of 2021 alone, when the Ministry of Public Security deployed the electronic Citizen Identification Card, the request for re-registration increased dramatically by 8,217 cases.

With such a large number of settlement results, according to Ms. Hoang Thi Xuyen - Head of the Justice Department of Dien Chau district: If following the regulations in Circular 04/2020/TT-BTP, each citizen will have to spend 5-10 days, traveling at least 4 to 5 times to both agencies; Justice officials and district police officers are assigned to receive each citizen more times.

Based on the practical needs of citizens and the effectiveness of more than 1 year of implementation at the district level, recently on October 14, the Department of Justice and the Police of Dien Chau district officially held a signing ceremony of the Regulations on coordination in providing information on civil status database and population database between the Justice sector and the Police in Dien Chau district. Immediately after that, it was approved by the District People's Committee according to Decision No. 3412/QD-UBND dated October 15, 2021. Then, on October 22, the Department of Justice coordinated with the Police of the district to organize a conference to disseminate, train and deploy Decision No. 3412 to the commune level.

The Department of Justice and the Dien Chau District Police held a signing ceremony of the Coordination Regulations. Photo: PV

According to Ms. Xuyen, the development and signing of the Coordination Regulations between the two sectors aims to create unity from the district to the commune level in resolving and removing difficulties and obstacles related to the settlement of administrative procedures between the two sectors.

Promote and increasingly improve the quality of administrative procedure reform, minimize the time for information verification, speed up the progress of issuing civil status papers and updating and editing the population database; create favorable conditions for citizens, without having to waste time and effort traveling and waiting to complete procedures to request information confirmation in the population database managed by the Public Security sector to serve as a basis for reviewing and implementing civil status registration procedures; carry out interconnected procedures for civil status registration - permanent residence registration, change and supplement the population database...

The Department of Justice coordinated with the District Police to organize a conference to disseminate, train, and deploy coordination regulations to the commune level. Photo: PV

According to the Regulations, citizens will enjoy a number of benefits such as: When carrying out procedures to re-register birth; change and correct civil status documents (Marriage registration, Birth certificate...) they do not have to go directly to the District Police or wait for the Commune People's Committee to issue a document requesting to look up information on the first-issued ID card archive (full name, date of birth, hometown; father's full name, date of birth; mother's full name, date of birth according to the first-issued ID card/CCCD database); do not have to wait for the District Police to issue a document replying and confirming information on the first-issued ID card archive database.

Just need the specialist of the Justice Department/Judicial - Civil Status officer at the commune level to send information to the officer of the Social Order Management Team of the District Police, who will check and respond immediately after receiving the information. In case of receiving the information at the end of the working session, the response will be given at the beginning of the next working session.

In permanent residence registration for newly born children; changing and supplementing information in the Citizen Identification database when there is a change, correction of household registration, marriage registration, adoption; recognition of father, mother, child; additional notes on household registration information... Citizens only need to fill out the Population Information Collection Form (abbreviated as Form DC01) or the Population Information Update and Correction Form (abbreviated as Form DC02) with a copy of household registration documents and submit it to the specialist of the Department of Justice/Judicial - Household Registration officer at the commune level. The specialist of the Department of Justice/Judicial - Household Registration officer at the commune level will collect and send it to the Administrative Management Team on Social Order/Commune or Town Police. Citizens do not need to directly submit the application to the Commune Police...

Thus, with the Regulation on coordination in providing information on civil status database and population database between the Justice sector and the Police in Dien Chau district, it has really shortened the time, reduced the number of contacts, and helped people to have convenience when they need administrative documents and procedures, especially at a time when it is necessary to limit travel and contact to prevent the current Covid-19 epidemic.

Accordingly, this is considered the first model in this field in Nghe An province, bringing about effectiveness for other localities to learn and widely implement.