Instructions for digitizing administrative procedure records and integrating and sharing with the National Population Database

Accordingly, implementing Official Dispatches No. 9318/VPCP-KSTT dated December 21, 2021 and No. 761/VPCP-KSTT dated January 29, 2022 of the Government Office on instructions for digitizing records, results of administrative procedure (TTHC) settlement and instructions for connecting, integrating and sharing withNational databaseRegarding population, the Chairman of the Provincial People's Committee requested:

1. Directors of departments, heads of provincial-level sectors and branches; Chairmen of People's Committees of districts, cities and towns:

- Direct the implementation of digitizing records, results of handling administrative procedures and connecting, integrating, and sharing with the National Population Database according to instructions (in Official Dispatches: No. 9318/VPCP-KSTT dated December 21, 2021 and No. 761/VPCP-KSTT dated January 29, 2022 of the Government Office attached);

- Focus on effectively and on schedule implementing the contents of the Plans: No. 526/KH-UBND dated September 17, 2021 on Deploying the Project to innovate the implementation of the one-stop shop and one-stop shop mechanism in handling administrative procedures in Nghe An province; No. 78/KH-UBND dated January 28, 2022 on Implementing Decision No. 06/QD-TTg dated January 6, 2022 of the Prime Minister approving the Project on developing applications of data on population, identification and electronic authentication to serve national digital transformation in the period 2022 - 2025, with a vision to 2030 in Nghe An province and Official Dispatch No. 450/UBND-KSTT dated January 18, 2022 on reviewing, updating and synchronizing data to serve monitoring and evaluating the quality of handling administrative procedures;

People use services at Nghe An Public Administration Service Center. Photo: Thanh Cuong

- Urgently review, arrange, and innovate processes and methods of organizing work at the Public Administration Service Center and One-Stop Departments at all levels to be consistent with the implementation of digitalization processes associated with the process of receiving and returning results of administrative procedures. Upgrade facilities and supplement human resources of agencies and units to provide guidance, receive, digitize records, and return results of administrative procedures in accordance with regulations;

- Promote the use of digital signatures by agencies and units at the Public Administration Service Center and One-Stop Departments at all levels to ensure convenient and correct implementation of digital signatures on electronic records and documents;

- Conduct a review and assessment of the ability to meet the material and human resources requirements of agencies and units and survey the ability to undertake tasks of public postal service providers, to propose the implementation of a mechanism for assigning public postal service providers to undertake one or several stages in the process of guiding, receiving, digitizing records, and returning results of administrative procedures under the authority of agencies and units; select and make a list of administrative procedures to be received, processed, and returned regardless of administrative boundaries to submit to the Chairman of the Provincial People's Committee for approval;

- Heads of agencies and units are personally responsible to the Chairman of the Provincial People's Committee if the reported data on the status of receiving and handling administrative procedures of the agency or unit is inconsistent with the data on the public service portal and the province's electronic one-stop information system, on the results of digitizing administrative procedure records or requesting re-declaration of citizen information when performing administrative procedures in cases where the information is already available on the National Population Database;

- Chairmen of People's Committees of districts, cities and towns are responsible for implementing and guiding Chairmen of People's Committees of communes, wards and towns to implement the contents according to regulations.

2. Assign the Chief of Office of the Provincial People's Committee:

- Regularly monitor, check and evaluate the results of the implementation of digitalization of records, results of handling administrative procedures and connecting, integrating and sharing citizen information when performing administrative procedures of agencies and units according to regulations;

- Based on the results of digitizing records and handling administrative procedures, guide agencies and units to select administrative procedures to receive, process, and return results regardless of administrative boundaries;

- Preside and coordinate with departments, branches and sectors with administrative procedures performed at the Public Administration Service Center to conduct surveys and evaluate the ability to meet the physical facilities and human resources of the agency and the ability to undertake tasks of public postal service providers to consider and implement a mechanism for assigning public postal service providers to undertake one or several stages in the process of guiding, receiving, digitizing records and returning results of administrative procedure settlement;

- Directing the Provincial Electronic Information Portal:

+ Preside over the study of the contents of Official Dispatches: No. 9318/VPCP-KSTT and No. 761/VPCP-KSTT to organize implementation and guide agencies and units to effectively deploy the digitization of records, results of administrative procedure settlement and connection, integration, and sharing with the National Population Database;

+ Coordinate with relevant agencies and units to upgrade or propose technical solutions (if any) on the public service portal and the province's electronic one-stop information system to implement the required contents;

+ Create an electronic database of administrative procedure settlement records and tools and applications to digitize records and results of administrative procedure settlement.

Requesting Directors of departments, heads of provincial-level departments and branches, Chairmen of People's Committees of districts, cities and towns to direct and strictly implement the above contents, periodically report implementation results to the Provincial People's Committee (through the Provincial People's Committee Office according to the reporting period on administrative procedure control, implementation of one-stop mechanism, one-stop connection and implementation of administrative procedures in the electronic environment) to synthesize and report to competent authorities.