Must periodically report on the quality of civil servants.

Accordingly, periodically before June 30 every year or upon extraordinary request of the Ministry of Home Affairs, central agencies, provinces and centrally run cities shall direct public service units under their management authority to prepare statistical reports on the quantity and quality of civil servants, lists and salaries of civil servants according to the unified form issued by the Ministry of Home Affairs attached to this Circular.

Types of reports include: Statistical reports on quantity and quality of staff; reports on list and salary of staff.

Reporting time: For annual periodic reports, the reporting time is calculated as of December 31 of the previous year. For ad hoc reports, follow the instructions of the Ministry of Home Affairs and competent authorities.

The statistical report on the quantity and quality of civil servants is sent to the Ministry of Home Affairs in two forms: a written document signed and sealed by the head of the central agency, province, or centrally-run city, and an electronic file to the address.[email protected].

Reports on the list and salaries of civil servants are only sent to the Ministry of Home Affairs by electronic file at the address[email protected], Report on the list and salaries of civil servants in writing with the signature and seal of the head of the Central agency, province, or centrally-run city shall be archived at the Central agency, province, or centrally-run city.

Management and use of employee records

The Circular clearly states that the work of building and managing civil servant records must be carried out in a unified and scientific manner, fully and accurately reflecting each person's information from the time they are recruited until they no longer work at the public service unit.

Civil servant files are built, managed, used and preserved according to the confidential document regime; only those who have written consent from the agency or person authorized to manage civil servant files are allowed to research, use and exploit civil servant files. Dissemination of information in civil servant files is strictly prohibited.

When a civil servant changes to a new agency, organization, or unit or is considered for conversion to a civil servant, the competent authority managing the civil servant's or civil servant's records must, upon receiving the civil servant, request the agency managing the old civil servant's records to hand over the complete records of that civil servant.

The time for receiving the application is 30 days from the date the civil servant receives the acceptance decision from the new agency, organization or unit or has a decision to consider transferring to civil servant status.

Subjects allowed to study, use and exploit civil servant records include: Civil servant management agencies, civil servant employing units and civil servant record management agencies are allowed to study, use and exploit civil servant records to serve work requirements; In necessary cases and with the consent of the head of the civil servant record management agency, civil servants are allowed to study all or part of their records or request the record management agency to provide a copy of their "Civil servant CV".

Central agencies, provinces and centrally run cities proactively modernize the management of civil servant records through the application of information technology to store and exploit civil servant records; limit direct contact with traditional paper records, maximize the efficiency of exploiting civil servant records in the electronic civil servant record management system.

This Circular takes effect from July 15, 2019.