CIRCULAR

ELABORATING SOME ARTICLES AND MEASURES FOR EXECUTION OF LAW ON IDENTIFICATION

Pursuant to the Law on Identification dated November 27, 2023;

Pursuant to the Government’s Decree No. 01/2018/ND-CP dated August 06, 2018 on functions, tasks, powers and organizational structure of the Ministry of Public Security;

At the request of the Director of Police Department for Administrative Management of Social Order;

The Minister of Public Security promulgates Circular elaborating some articles and measures for execution of the Law on Identification.

Chapter I

GENERAL PROVISIONS

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This Circular elaborates some Articles and provides measures for executing the Law on Identification regarding e-identification format; information displayed on ID cards about places of residence and cases of failure to collect or fully collect information on place of birth, place of birth registration, place of origin, ethnic group and religion; organizations capable of collecting and receiving applications for issuance, replacement and re-issuance of ID cards on a mobile basis in necessary cases; agreement on use of national identification application; forms used for issuance and management of identification; forms used during collection, update, adjustment, integration, certification and extraction of information on the national population database and the identification database; responsibilities of police authorities of units and administrative divisions for issuance and management of identification.

Article 2. Regulated entities

1. Police authorities of units and administrative divisions.

2. Officers, non-commissioned officers and conscripts of the People’s Public Security Force.

3. Agencies, organizations and individuals related to issuance and management of identification.

Chapter II

SPECIFIC PROVISIONS

Article 3. E-identification format

1. E-identification is shown in the form of a valid ID card or citizen ID card image and other information stored and integrated into e-identification and expressed in characters.  Each e-identification shall have a separate symbol generated by the identification-managing agency of the Ministry of Public Security for verification, thereby ensuring accuracy and integrity according to regulations of the law on electronic transactions.

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Article 4. Information displayed on ID cards about places of residence

1. The place of residence written on an ID card shall be the place of permanent residence of the person issued with the ID card.

2. If there is no information on place of permanent residence of an applicant for issuance, replacement or re-issuance of the ID card but that on his/her place of temporary residence is available, the place of residence written on his/her ID card shall be his/her place of temporary residence.

3. The place of residence written on the ID card of the applicant for issuance, replacement or re-issuance of the ID card without permanent and temporary residences as he/she is ineligible for permanent and temporary residence registration shall be his/her current residence.

4. If the information on place of residence of the applicant for issuance, replacement or re-issuance of the ID card is not available on the national population database, the identification-managing agency shall be responsible for providing guidance on procedures for registering permanent or temporary residence or declaring place of residence.  Regarding an overseas Vietnamese without place of residence in Vietnam, the place of residence written on his/her ID card shall be residence address in his/her home country (transcribed in Vietnamese).

Article 5. Information displayed on ID cards about cases of failure to collect or fully collect information on place of birth, place of birth registration, place of origin, ethnic group and religion

1. If the information on place of birth, place of birth registration or place of origin is not available on the ID card or does not fully specify the commune-level, district-level and province-level administrative divisions, the identification-managing agency shall request each citizen to provide documents showing the above-mentioned information and issued by the competent authority for collection, update and adjustment on the national population database and the identification database.

If these documents do not fully indicate the commune-level, district-level and province-level administrative divisions, the identification-managing agency shall request the citizen to provide information and make a written commitment to take his/her responsibility for the provided information on place of birth, place of birth registration and place of origin.  The identification-managing agency shall be responsible for cooperating with the civil status-managing agency and other relevant agencies in inspection and verification in order to ensure accuracy and consistency before collection, update and adjustment on the national population database and the identification database

2. If the information on ethnic group or religion is not available on the ID card or has been collected but the citizen applies for update or adjustment, the identification-managing agency shall be responsible for the update or adjustment according to regulations in Article 10 of the Law on Identification.

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Article 6. Organizations capable of collecting and receiving applications for issuance, replacement or re-issuance of ID cards or identity certificates on a mobile basis in necessary cases

1. The identification-managing agency shall follow procedures for issuance, replacement or re-issuance of ID cards or identity certificates at another agency or organization when receiving written requests and meeting requirements for technical means and equipment and human resources.

2. The identification-managing agency shall follow procedures for issuance, replacement or re-issuance of ID cards or identity certificates at the commune-level police authority or the place of residence of each citizen in case citizens are the elderly, the disabled or people who are ill and in other special cases when the identification-managing agency meets requirements for technical means and equipment and human resources

Article 7. Agreement on use of national identification application

1. An agency, organization or individual using the national identification application shall:

a) Sufficiently and accurately provide their data when agreeing to use the national identification application;

b) Not use the electronic identification account or the electronic identification to carry out illegal operations and transactions or infringe national defense and security, national interests, people’s interests, and legitimate rights and interests of other agencies, organizations and individuals;

c) Not illegally interfere in operations of the national identification application;  

d) Follow guidelines for use of the national identification application issued by the identification-managing agency of the Ministry of Public Security.

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a) Take measures for maintaining information confidentiality, security and safety and protecting data provided by agencies, organizations and individuals during development and management of the national identification application according to regulations of law;

b) Only use data provided by agencies, organizations and individuals when using the national identification application within its scope and in conformity with its assigned tasks, functions and objectives;  

c) Notify agencies, organizations and individuals using the national identification application of operations related to the processing of its data, unless otherwise prescribed by law.

Article 8.  Forms used for issuance and management of identification  

1. ID information collection form (code: CC01)

ID information collection forms are made by the identification-managing agency which receives applications for issuance, replacement or re-issuance of ID cards or identity certificates on the basis of extraction of information on citizens, Vietnamese residents of undetermined nationality from the national population database and the identification database when procedures are followed.

2. Appointment slip (code: CC02)

Appointment slips are made by the identification-managing agency which receives applications and issued to citizens, Vietnamese residents of undetermined nationality in order to notify dates on which results of processing identification procedures are given.

3. Notice of refusal to process identification procedures (code: CC03)

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4. Written verification of 9-digit ID card number, personal identification number (code: CC04)

The written verification of 9-digit ID card number, personal identification number is issued by the identification-managing agency or the commune-level police authority to each citizen in order to verify 9-digit ID card number and personal identification number; personal identification number cancelled and personal identification number re-established.

5. Records of revocation of ID cards or identity certificates (code: CC05)

Records of revocation of ID cards or identity certificates are made by the authority having power to revoke ID cards or identity certificates in cases where such ID cards or identity certificates are revoked according to regulations.

Article 9. Forms used during collection, update, adjustment, integration, certification and extraction of information on the national population database and the identification database

1. Population information collection form (code: DC01)

Citizens and Vietnamese residents of undetermined nationality use population information collection forms to declare their information for collection and update of the information to the national population database.

2. Written requests for processing identification procedures (code: DC02)

Written requests for processing identification procedures are used when citizens and Vietnamese residents of undetermined nationality follow procedures for issuing, replacing or re-issuing ID cards; verifying 9-digit ID card numbers, personal identification numbers; canceling or re-establishing personal identification numbers; extracting information from the national population database; extracting information from the identification database; adjusting information on the national population database; integrating information into ID cards; collecting and updating information to the identification database.

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Information supply forms are issued by the identification-managing agency or the commune-level police authority to agencies, organizations and individuals applying for extraction of information from the national population database and the identification database.

Article 10. Management and use of forms

1. Forms CC01, CC02, CC03, CC04, CC05, DC01, DC02 and DC03 shall be printed in black ink on A4 papers (210 mm x 297 mm) with white background.

2. Forms CC01, CC02, CC03, CC04 and DC03 shall be integrated into the national population database and the identification database and directly printed from computers for use.  Forms printed and used shall contain information extracted from the national population database and the identification database.  Forms having numbers shall be numbered by the identification-managing agency in ascending order, beginning from the first day of the year and ending on December 31 of the same year.

3. Agencies, organizations and individuals may request the identification-managing agency to issue electronic results or electronic copies of results of processing identification procedures (including Forms CC04 and DC03) according to regulations of the law on completion of administrative procedures by electronic means.

Article 11. Responsibility of Police Department on Administrative Management of Social Order

1. Advise developing legislative documents on identification, national population database and identification database and request the Minister of Public Security to promulgate such documents within its jurisdiction.

2. Assist the Minister of Public Security in directing, providing guidance on, urging and inspecting compliance with regulations on issuance and management of ID cards and identity certificates by Police authorities of units and administrative divisions; collect, update, adjust, manage, connect, share and extract information on the national population database, the identification database and the electronic identification and authentication system.

3. Organize production and management of ID cards in a consistent manner; cooperate with the Department of Planning and Finance, the Department of Equipment and Logistics, Institute of Science and Technology and relevant units to ensure funding for production and management of ID cards, identity certificates, supplies, equipment and forms serving issuance of ID cards and identity certificates.

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5. Make international cooperation in affairs related to the national population database and the identification database; issue and manage ID cards and identity certificates.

6. Conduct preliminary and final reviews and make statistics on the national population database and the identification database; issue and manage ID cards and identity certificates.

Article 12. Responsibilities of units affiliated to the Ministry of Public Security

1.  The Department of Planning and Finance shall preside over and cooperate with the Police Department on Administrative Management of Social Order in allocating regular and irregular expenditure on maintenance of the national population database and the identification database; issue and manage ID cards and identity certificates.   

2. The Information Technology Department, Institute of Science and Technology and Department of Telecommunications and Cipher shall preside over and cooperate with the Police Department on Administrative Management of Social Order in providing guidance on and ensuring technique, technology, and information security affairs for Police authorities of units and administrative divisions to develop and manage the national population database and the identification database; issue and manage ID cards and identity certificates.

3. Logistics Department and Department of Equipment and Logistics shall preside over and cooperate with the Police Department on Administrative Management of Social Order in providing guidance on and ensuring supplies and equipment for Police authorities of units and administrative divisions to manage and operate the national population database and the identification database, issue and manage ID cards and identity certificates.

4. Other units affiliated to the Ministry of Public Security, within their assigned tasks and functions, shall cooperate with the Police Department on Administrative Management of Social Order in affairs related to the national population database and the identification database; issue and manage ID cards and identity certificates.

Article 13. Responsibilities of provincial police authorities

1. Directly execute and advise Provincial People's Committees to organize execution of legislative documents on the national population database and the identification database, issuance and management of ID cards and identity certificates.

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3. Conduct inspections, deal with complaints and denunciations and handle violations related to collection, update, adjustment, extraction and use of information on the national population database and the identification database and issuance and management of identification within their scope of management.

4. Make periodic and adhoc reports on issuance and management of identification within their provinces and send such reports to the Ministry of Public Security.

Article 14. Responsibilities of district-level police authorities

1. Disseminate legislative documents on the national population database, the identification database, issuance and management of ID cards and identity certificates to commune-level police authorities; direct and instruct commune-level police authorities to collect information on citizens and update the information to the national population database and conduct inspections of such collection and update; gather and update information on Vietnamese residents of undetermined nationality to the national population database.

2. Organize collection, update, standardization, digitization and extraction of information from the national population database and the identification database; issue and manage identification. 

3. Collect and receive applications for issuance of ID cards and identity certificates; inspect use of ID cards and identity certificates by citizens and Vietnamese residents of undetermined nationality within districts under their management according to regulations of law.

4. Deal with complaints and denunciations related to collection, update, adjustment and extraction of information from the national population database and the identification database and issuance and management of identification within their scope of management.

5. Make periodic and adhoc reports on issuance and management of identification within their districts and send such reports to provincial police authorities.

Article 15. Responsibilities of commune-level police authorities

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2. Grasp the situation and make reviews and statistics on citizens and Vietnamese residents of undetermined nationality that have not yet been issued with ID cards and identity certificates; cooperate with superior police authorities in organizing collection and receipt of applications for issuance of ID cards and identity certificates within communes under their management.

3. Deal with complaints and denunciations related to collection, update, adjustment and extraction of information from the national population database within their scope of management.

4. Carry out inspections of use of ID cards and identity certificates within communes under their management according to regulations of law.

Chapter III

IMPLEMENTATION PROVISION

Article 16. Entry into force

1. This Circular comes into force as of July 01, 2024.

2. The following Circulars will cease to be effective from the effective date of this Circular;

a) Circular No. 59/2021/TT-BCA dated May 15, 2021 of the Minister of Public Security;  

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c) Circular No. 41/2019/TT-BCA dated October 01, 2019 of the Minister of Public Security;  

d) Circular No. 104/2020/TT-BCA dated September 30, 2020 of the Minister of Public Security.

Article 17. Responsibility for implementation

1. The Director of Police Department for Administrative Management of Social Order shall be responsible for inspecting and urging implementation of this Circular.

2. Heads of units affiliated to the Ministry of Public Security, Directors of police authorities of provinces and central-affiliated cities and relevant agencies, organizations and individuals shall be responsible for implementing this Circular.

Any difficulties that arise during the period of implementation of this Circular should be promptly reported to the Ministry of Public Security (via Police Department for Administrative Management of Social Order) for prompt guidelines./.

MINISTER




General To Lam

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