Chương II Thông tư 07/2016/TT-BCA : Thu thập , cập nhật , chỉnh sửa thông tin trong cơ sở dữ liệu quốc gia về dân cư , các mã số trong số định danh cá nhân

Chapter II

COLLECTION, UPDATE AND MODIFICATION OF THE NATIONAL POPULATION DATABASE’S INFORMATION AND, THE CODES INCLUDED IN THE PERSONAL IDENTIFICATION NUMBERS

Article 3. Collection of citizen information

Collection of citizen information shall be carried out under the procedures prescribed by Clause 3, Article 4 of Decree No. 137/2015/ND-CP. In case citizen information are not available in residential records, household archives, citizen identification archives, Residential Database, Citizen Identification Database, Civil Registration Database, specialized database, other national databases, or citizen information available in the aforementioned sources are inconsistent, the collection of citizen information shall be carried out in the following order:

1. The Commune Public Security hands out Population Information Collection forms to every household and instruct them in filling in those forms.

2. Those who receive Population Information Collection forms fill in and sign those forms.

3. The Commune Public Security collects Population Information Collection forms and compares them with residential and civil registration records. In case of citizen information being sufficient and accurate, a neighborhood police officer or beat officer will sign the form and hand it to the Head of Commune Public Security who will sign and stamp that form. In case of citizen information being insufficient or inaccurate, the citizen is required to amend the information and provide legal documents as proof, neighborhood police officer or beat officer will sign the form and hand it to the Head of Commune Public Security who will sign and stamp that form.

4. The Commune Public Security sends the Population Information Collection forms to the District Public Security.

5. The District Public Security checks and sorts the forms:

For the forms that meet the requirements, the District Public Security will have them scanned in order to transfer data to the Department of Registration & Management of Residency and National Population Data, and store those forms in the District Public Security’s household archives.

b) The forms that do not meet the requirements will be returned to the Commune Public Security for collection of additional information. Forms that do not meet the requirements are the forms that lack one of the following information: Family name, middle name and given name; date of birth; gender; place of birth registration; nationality, permanent residence; family name, middle name of given name of parents and head of household; household registration number, citizen's signature; local police officer's signature; Head of Commune Public Security's signature and stamp.

Article 4. Collection of citizen information from permanent residence registration

1. For the District Public Security, the collection of citizen information is carried out as follows:

a) The permanent residence registration official checks the information on citizens who apply for permanent residence. If the citizen information is not available in the National Population Database, the permanent residence registration official will instruct the citizen in filling in the Population Information Collection form and request them to check and sign the form.

If the conditions for permanent residence are fulfilled, the permanent residence registration official checks and signs the Population Information Collection form, then asks the Chief of Administrative Management Police Squad to hand that form to the Head of District Public Security for the latter to sign and stamp the form, add the citizen information to the National Population Database and store that form in the District Public Security’s household archives.

2. For the Public Security of commune or townlet of a provincially-controlled district, the collection of citizen information is carried out as follows:

a) The permanent residence registration official checks the information on citizens who apply for permanent residence. If the citizen information is not available in the National Population Database, the permanent residence registration official will instruct the citizen to fill in the Population Information Collection form and request them to check and sign the form.

If the conditions for permanent residence are fulfilled, the permanent residence registration official checks and signs the Population Information Collection form, then asks the Head of Commune Public Security to sign and stamp the form and send that form to the District Public Security.

c) The District Public Security adds data to the National Population Database and store the Population Information Collection form in the District Public Security's household archives.

Article 5. Update of citizen information

1. Update of citizen information based on data achieved from residential registration and management:

For the District Public Security, the update of citizen information is carried out as follows:

- The permanent residence registration official checks the legal documents or materials which endorse the information that needs updating, prints the Population Information Supplementation and Amendment form, requests the citizen to check the information and sign the form, and asks the leader of Administrative Management Police Squad to hand that form to the Head of District Public Security for his/her approval;

- After receiving the approval, the permanent residence registration official updates the citizen information in the National Population Database and files the updated information documents in the household archives.

For the Commune Public Security, the collection of citizen information is carried out as follows:

- The permanent residence registration official checks the legal documents which endorsing the information that needs updating, prints the Population Information Update and Amendment form, requests the citizen to check the information, signs and stamps the form, and sends that form to the District Public Security;

- The District Public Security updates the citizen information in the National Population Database and files the updated information documents in the household archives.

2. Update of citizen information upon request is carried out as follows:

The official from the National Population Database’s authority checks the legal documents which back up the information that needs updating, prints the Population Information Update and Amendment form, requests the citizen to check the information, signs the form, and asks the department head to grant his/her approval;

After receiving the approval, the official from the National Population Database’s authority updates the citizen information in the National Population Database and store the updated information documents in the household archives.

3. Update of citizen information based on specialized and other national databases is carried out as follows:

The specialized and other national databases update citizen information in the National Population Database when a change in the citizen information occurs. The update is done through connection and data sharing between the National Population Database and the specialized and other national databases.

Article 6. Process of modifying citizen information in the National Population Database

1. If a department which has the authority to modify citizen information finds mistakes in collection, update and management of citizen information in the database, it shall take the following actions:

a) The official of the department which has the authority to modify citizen information checks the information’s legality and accuracy; files a report on errors being found in collection, update and management of citizen information, with pertinent documents attached (if available) and sends the report to the department head for approval;

b) Upon receipt of approval, the competent department’s official is accorded authority to modify the citizen information in the National Population Database.

2. If an individual or organization requests modification of citizen information, a department which has the authority to modify citizen information shall perform the following steps:

a) Receive the request for modification of citizen information and pertinent documents;

b) Request the individual or organization to fill in the Population Information Supplementation and Amendment form;

c) Check the legality and accuracy of the information that needs to be modified. If there are good grounds for modifying citizen information, inform the department head for ratification. If not, inform the individual or organization and give clear explanations.

d) Upon receipt of the approval from the department head, modify the citizen information in the National Population Database.

Article 7. The codes included in Personal identification numbers

1. The codes included in the Personal identification numbers are composed of:

a) Code of the province of birth registration, as regulated in Appendix I of this Circular;

b) Code of the country of birth registration, as regulated in Appendix II of this Circular;

c) Code of the century of birth, gender and year of birth, as regulated in Appendix III of this Circular.

2. The codes regulated in Clause 1 of this Article shall be classified in accordance with the law regarding protection of state secrets.