Chương III Nghị định 87/2020/NĐ-CP: Đăng ký hộ tịch trực tuyến, quản lý sổ hộ tịch, cấp bản sao trích lục hộ tịch, văn bản xác nhận thông tin hộ tịch

Chapter III

ONLINE CIVIL STATUS REGISTRATION, MANAGEMENT OF CIVIL REGISTERS, ISSUANCE OF COPIES OF CIVIL STATUS EXCERPTS AND VERIFICATION OF CIVIL STATUS INFORMATION

Article 12. Receipt and processing applications for online civil status registration

1. Persons applying for online civil registration shall access the national public service portal or provincial public service portal to create accounts and authenticate users according to instruction. After successfully logging in, applicants shall provide information using interactive electronic forms, attach photos or copies of documents as prescribed; submit fees and charges via online payment functions or via other methods as per the law.

2. After submitting the application, applicants shall be given 1 administrative procedure code to monitor and look up progress of the application or to access to finalize the application at request of civil registration agencies.

Applicants are responsible for storing and keeping the administrative procedure code in secret.

3. Upon receiving applications for online civil registration, competent civil registration agencies are responsible for examining adequacy and legitimacy of the applications within the working day:

a) In case of inadequate applications, request the applicants to submit necessary documents;

b) In case of adequate applications, receive and provide result date notice via email or phone messages for the applicants;

c) An application for civil registration shall be officially received for processing on online civil registration software only when it is adequate as per the law and fees and charges have been fully submitted as per the law.

Duration of processing administrative procedures shall begin from the date on which result date notice is issued or result date messages are sent to the applicants.

d) In case of verification or other reasons which cause civil registration results to be returned in an untimely manner, civil registration agencies shall issue apology statement and date of result via emails or phone messages for the applicants, in which reasons for the delay and date of result must be specified.

4. Applicants shall receive civil registration results via any of following means:

a) Electronic form via emails and electronic data storage of the applicants;

b) Electronic form which is sent to digital devices via appropriate data transmission methods to ensure information safety and security;

c) Physical form via postal service;

d) Physical form at civil registration agencies.

In case of receiving via postal service, specify address, choose guaranteed delivery method and pay service fees for postal service providers upon receiving the results.

5. With respect to civil status affairs in which applicants are mandated by the law to be present at civil registration agencies to sign in civil registers and receive results that are: birth registration; marriage registration; guardians; acknowledgement of parents, child/children; revision or changes to civil status, re-verification of ethnic group; declaration of death, civil registration applicants shall receive results only in form specified under Point d Clause 4 of this Article. Upon receiving civil registration results at civil registration agencies, applicants must submit and/or present documents that are parts of civil registration application according to civil status laws.

With respect to civil status affairs in which applicants are not required to be present at civil registration agencies to sign in civil registers and receive results but are required to submit documents that are parts of civil registration application according to civil status laws, including: verification of civil status information; recording of birth registration, marriage, divorce, marriage annulment, guardians, acknowledgement of parent(s), child/children, adoption of child/children, revision of civil status and declaration of death of Vietnamese nationals which have been processed by overseas competent agencies, applicants may choose to receive results via any means specified under Clause 4 of this Article but must submit documents as mandated before receiving the results.

In case of submission of copies or presentation of documents that are not personal identification documents of the applicants and in electronic forms or stored in the electronic civil status database, the submission and presentation is not required.

6. Electronic forms of civil status documents issued by Ministry of Justice which provide civil status information or civil status information sources of individuals are equivalently valid as civil status documents. Agencies and organizations are responsible for accepting, using and not requesting applicants to submit or present civil status documents for comparison.

Article 13. Issuance of copies of civil status excerpt from electronic civil status database and verification of civil status information

1. Competent agencies specified under Clauses 1, 2, 3 and 4 Article 8 of this Decree shall issue copies of civil status excerpts at request of individuals regardless where civil registration is performed and residence of the applicants.

2. Competent agencies specified under Clauses 2, 3 and 4 Article 8 of this Decree shall issue verification of civil status information in case of individuals wishing to extract information from multiple civil registration affairs or verify their varying civil status information or agencies and organizations requesting to extract varying civil status information of an individual or extract civil status information of multiple individuals.

3. Applicants for verification of civil status information must provide information using interactive electronic forms and attach electronic copies or photos of documents related to the subject of verification in case of online application.

In case of submission at civil registration agencies or via postal service, submit application for verification of civil status information using premade forms, present original copies or verified true copies of documents related to the subjects of verification.

Within 3 working days from the date on which applications are received, competent civil registration and management agencies shall appraise the applications and compare information on the electronic civil status database, if applied information is correct, issue documents verifying civil status information and returning to the applicants. In case of examination and verification, the period may be extended but no longer than 10 working days.

Article 14. Record of civil registration figures

1. Civil registration and management agencies shall record civil registration figures collected from the electronic civil status database via common civil registration and management software to serve management operations.

2. In case agencies and organizations request figures regarding civil registration to serve state management operations, submit applications to competent civil registration and management agencies specified under Clauses 2, 3 and 4 Article 8 of this Decree.

Article 15. Management of civil registers

1. Civil registers shall be used for subsequent years of registration until every number has been registered. If the number in a book has been fully registered while the year has not ended, officials working in civil status affairs shall conclude as specified under Clause 3 Article 11 of Decree No. 123/2015/ND-CP dated November 15, 2015 of Government on elaborating to Law on Civil Status.

2. In case civil registration which changes civil status information of individuals is not performed in the previous civil registration agencies, after updating in the civil registers as specified under this Decree, the new civil registration agencies are responsible for informing the previous civil registration agencies to record the changes to respective civil registers.