Chương III Thông tư 07/2023/TT-BNG hướng dẫn đăng ký và quản lý hộ tịch tại Cơ quan đại diện ngoại giao, Cơ quan đại diện lãnh sự của Việt Nam ở nước ngoài do Bộ trưởng Bộ Ngoại giao ban hành: Quản lý sổ hộ tịch, giấy tờ hộ tịch, báo cáo, thống kê hộ tịch

Chapter IV

ELECTRONIC CIVIL STATUS DATABASE, ONLINE CIVIL REGISTRATION AT REPRESENTATIVE MISSIONS

Article 35. General rules

1. After representative missions are qualified for connection, they shall use the shared electronic civil status registration and management software to register civil status, update, digitize, standardize and manage civil status data and use electronic civil status databases.

2. Representative missions use electronic civil status databases to register civil status according to their authority; issue civil status record extract copies; Issue certificates of marital status; compile statistics on civil status registration data and carry out other state management operations in civil status according to regulations of laws.

Article 36. Update, adjustment of personal civil status information in electronic civil status databases

1. Individual vital events shall, immediately after being registered in civil status registers, be promptly, fully and accurately updated in electronic civil status databases. Updated information includes the civil status information of individuals and of their fathers, mothers and spouses if there is a change due to marriage, change or correction of civil status, or addition of information on civil status, re-identification of ethnicity, recognition of parent-child relationship; Guardian; child adoption; death registration; recording of changes in civil status according to judgments or decisions of competent regulatory agencies in civil status registers; Recording of vital events that have been handled at competent authorities of foreign countries of Vietnamese citizens in civil status registers.

2. Representative missions are responsible for the accuracy and completeness of information updated in electronic civil status databases within their authority to register civil status.

Article 37. Online submission, receipt, and giving of civil status registration results

1. The online submission, receipt and processing of requests for civil status registration at representative missions shall be carried out according to the guidelines and procedures specified in Clauses 1, 2, 3, Article 12 of Decree No. 87/2020/ ND-CP and Clauses 1, 2, 3, 4, Article 6 of Circular No. 01/2022/TT-BTP. Requirements for consular legalization and translation of documents issued by competent authorities of foreign countries shall comply with the regulations of Clause 4, Article 4 of this Circular.

2. The online giving of civil status registration results shall be carried out in accordance with the regulations of Clause 4 and Clause 5, Article 12 of Decree No. 87/2020/ND-CP and Clause 5, Article 6 of Circular No. 01/2022/TT-BTP.

3. Regarding death registration, after completing procedures and issuing extracts from death certificates, representative missions shall lock the deceased's civil status information in electronic civil status databases or, if requested, the representative missions shall use the shared electronic civil status registration and management software to transfer information to population databases, residence databases and other databases related to the implementation of inter-connected administrative procedures.

Article 38. Issuance of copies of civil status record extracts from electronic civil status databases

The issuance of copies of civil status record extracts from electronic civil status databases at representative missions shall comply with the regulations of Clauses 1 and 3, Article 13 of Decree No. 87/2020/ND-CP and Article 7 of Circular No. 01/2022/TT-BTP.

Article 39. Digitization of civil status registers

1. Civil status information that needs to be digitized is civil status information that has been registered in civil status registers before representative missions officially deploy and put into use the shared electronic civil status registration and management software.

2. Representative missions shall be responsible for the accuracy and completeness of digitized civil status data according to the technical documents on the data digitization process of the Ministry of Justice and notify digitization results to the Bureau of Consular Affairs after completion of digitization before officially updating data in electronic civil status databases.

3. The digitization of civil status data must comply with regulations on protecting privacy, personal secrets, family secrets and relevant legal regulations. Representative missions shall be responsible for the security and assurance of safety of the digitized information.