Chapter IV

REVIEWING AND STANDARDIZING APPLICATION AND DECLARATION FORMS FOR ESTABLISHING INTERACTIVE ELECTRONIC FORMS

Article 21. Reviewing and standardizing application and declaration forms

1. Ministries, agencies and local authorities shall review application and declaration forms according to the annual key plans for reviewing and evaluating administrative procedures prescribed in Circular No. 02/2017/TT-VPCP dated October 31, 2017 guiding administrative procedure control.

2. Requirements for application and declaration forms.

a) Blank forms must be provided if set forms are used for the administrative procedure;

b) Blank forms must be reasonable; information in the blank forms must be clear, concise and really necessary for completion of the administrative procedure; responsibility of individuals and organizations for the information entered in the forms must be emphasized;

c) In case a form requires certification from a competent agency or person, it shall clearly specify the agency or person competent to certify and the contents of the certification.

3. Review an application or declaration form.

a) Review information in the application and declaration form in accordance with the regulations of administrative procedures;

b) Review and assess the necessity of information, contents and competence to confirm and the ability to share data to support the automatic filling and confirmation on the application and declaration form from national databases and specialized databases, establish a diagram of the relationship of information fields of the application and declaration form;

c) In case of detecting unnecessary information fields and contents of requiring confirmation in the application or declaration form, ministries, central and local authorities shall modify them according to their competence or propose to competent authorities amendments to them according to regulations;

d) Review the relationship between the documents and the information in the application or declaration form.

In case documents of a dossier are previous administrative procedure results and they can be looked up and accessed on national databases, specialized databases or electronic storages of organizations and individuals, ministries, central and local authorities shall amend according to their competence or propose competent authorities amendments to administrative procedures in the direction of reducing a number of documents of the dossier and adding basic information on the documents to application and declaration forms to support search during administrative processes.

Basic information about documents of the dossier includes: names of types of documents; identification number of organization or individual to which documents are granted; symbol numbers of documents; issuing authority and time of issuance. In case the symbol number of a document fully shows information on the issuing agency and the time of issuance, this content shall not be shown in the form.

Article 22. Interactive electronic forms

1. Responsibility for providing interactive electronic forms.

a) Ministries, ministerial agencies and Vietnam Social Security shall elaborate and provide interactive electronic forms for online public services to handle administrative procedures: within the jurisdiction of such ministries and agencies; assigned by competent authorities to develop centralized provision solutions nationwide; or groups of interrelated administrative procedures in state management of many ministries and agencies;

b) The People's Committees of provinces and central-affiliated cities shall formulate and implement solutions to provide interactive electronic forms for online public services to handle administrative procedures within the scope of local authorities or groups of interconnected administrative procedures undergoing pilot implementation in their provinces, except for the administrative procedures mentioned at Point a of this Clause.

2. The process for establishing an interactive form.

a) Based on the results of reviewing the application and declaration form, interactive electronic forms meeting requirements for simplifying, facilitating and maximizing data access for automatic filling and confirmation and having data which is able to reuse shall be formulated for each online public service.

The basic information format of an interactive electronic form includes: Code of application or declaration form; identification number of organization or individual; basic information about organization or individual; other information (if any). The formatting of information of the interactive electronic form should meet the requirements for data extraction and digitization at the maximum as prescribed in Article 9 of this Circular;

b) The interactive electronic form includes the following parts: contents of the application or declaration form as prescribed by administrative procedures; additional information used to support in finding, integrating, or updating documents of the dossier.

In case the required documents of an administrative procedure have not been removed or simplified, the People's Committee of the province shall develop interactive electronic forms allowing users to look up specific documents in their electronic storages, or via national databases or specialized databases;

c) The testing and use of interactive electronic forms shall be carried out at the same time with the testing and provision of online public services.

3. Interactive electronic forms must meet the following requirements:

a) Information formats must comply with data regulations of the National Database on population and the National Database on business registration and integration between these databases.

b) Form codes shall be determined according to the structure: <administrative procedure code>.<symbol of application or declaration form>.

Administrative procedure codes shall be applied uniformly according to codes granted on the National Database on administrative procedures.

The application/declaration form symbols shall comply with the regulations of administrative procedures.

c) Automatic filling and confirmation of digitized and shared information and data shall be allowed.

d) Organizations and individuals shall be allowed to digitally sign in case there is a request from online public services.

dd) The formats of published interactive electronic forms must be consistent with those required by the corresponding administrative procedures.