Benefits of digitizing civil status data

The electronic civil status registration and management system in recent times has not only created convenience for the people, but also improved the efficiency of state management of civil status. With this utility, the superior civil status management agency can easily check and monitor the civil status registration of the subordinate civil status registration agency, promptly detect and correct errors in the registration process.

Aiming for people's satisfaction

In mid-August 2025, Mr. Nguyen Van Tam, residing in Hamlet 1, Long Phu Commune, Can Tho City, came to the Commune Administrative Service Center to request a household registration correction. When he arrived, he only brought the original identification documents and filled out the form provided by the commune Justice - Household Registration officer, the process took about 15 minutes to complete. Mr. Tam excitedly said: "The staff here enthusiastically guided me, worked quickly, and helped me complete the household registration correction file."

Electronic civil status data reduces the burden on Justice - Civil Status officials. Photo: Kim Ngoc

Mr. Nguyen Thanh Duy, residing in Bung Thum hamlet, Long Phu commune, has just completed the paternity recognition procedure. Thanks to the electronic household registration management system, instead of having to spend time looking up paper documents for comparison, the commune Justice - Household Registration officer only needs to log in to the Electronic Household Registration and Management System to look up Mr. Duy's household registration information to resolve; he received the results shortly after...

From July 1, 2025 to present, Long Phu Commune Public Administration Service Center has received 204 applications, of which 177 were received online, 27 were received in person and by post. The Center has processed 203 applications ahead of schedule, and 1 application is still being processed.

Mr. Ho Quoc Hung, Vice Chairman of Long Phu Commune People's Committee, Director of the Commune Public Administration Service Center, said: "The application of information technology, the use of the Electronic Civil Status Registration and Management System in civil status registration and management, has been fully exploited by the commune. In addition, the Commune People's Committee has promptly publicly posted regulations on civil status registration for matters under the authority of the commune level at the Center. Civil status - Justice officials always exercise their authority and procedures as prescribed by law, without causing harassment or inconvenience to the people."

In O Mon ward, the work of receiving and resolving administrative records in the field of civil status has also recorded many changes, receiving high consensus from the people. Mr. Nguyen Cong Chanh, a civil servant of Justice - Civil Status of the Ward People's Committee, said: "Currently, civil status data is digitized, we do not spend much time verifying, so the reception and resolution of administrative records on civil status for people is happening quickly."

Improve the quality of public services

Previously, the management of household registration books in the city was mainly by the method of storing information in paper books. This method preserves the original data well, information is confidential, but the volume of household registration books and records stored is very large. Every year, the household registration office is required to open a new birth registration book, marriage registration book, death registration book, adoption registration book, and guardianship registration book. In addition, there are records and documents stored for each type of corresponding household registration, such as birth registration records must have a birth certificate, birth registration form; marriage records must have a marriage registration form, and a certificate of marital status. Household registration events are recorded in a separate book, leading to the dispersion of individual household registration data, making it difficult to search...

People register their household registration at the Public Administration Service Center of O Mon Ward. Photo: Chan Hung

The electronic civil status registration and management system is the foundation of the Electronic Civil Status Database, including civil status registration and management software and application software and services designed and built by the Ministry of Justice . According to the Department of Justice of Can Tho City, this software provides agencies with the ability to register, manage civil status registration, update, digitize, standardize and manage civil status data, and effectively exploit and use the electronic civil status database.

According to regulations, the civil status registration agency uses the Electronic Civil Status Registration and Management System to update information into the Electronic Civil Status Database, including: civil status information of individuals and civil status information of fathers, mothers, wives or husbands of individuals when there are changes due to (marriage, change, correction of civil status, addition of civil status information, re-determination of ethnicity; recognition of father, mother, child; guardianship; adoption; death registration); recording in the civil status book changes of civil status according to judgments and decisions of competent state agencies; recording in the civil status book the civil status of Vietnamese citizens that have been resolved at competent foreign agencies.

According to Ms. Nguyen Thi Phuong Thu, Head of the Administrative and Judicial Support Department, the City Department of Justice, the application of the Electronic Civil Status Registration and Management System greatly reduces the time for Justice - Civil Status officials at the grassroots level in reporting periodic statistical data. Just a few operations on the software will have specific data instead of having to count each page in the civil status book as before. Regarding the functions, the search, printing and parameter setting tools on the Electronic Civil Status Registration and Management System operate very effectively, quickly and with high accuracy. The software also has very positive flexibility, specifically, Justice - Civil Status officials can enter information on the results of handling civil status records for people on the draft first, then check if correct and transfer to the official archive. When the electronic civil status registration and management system is deployed synchronously throughout the country, people can request copies anywhere, regardless of administrative boundaries...

The application of the Electronic Civil Status Registration and Management System has met the need to exploit and share civil status data in a timely and accurate manner. Agencies, departments and branches, depending on their authority, can access and exploit citizens' civil status data to serve specialized activities, contributing to simplifying administrative procedures, improving the quality of public administrative services, more effective state management, and saving costs for people by not having to travel many times and to many places.

Deploying an electronic civil status database contributes significantly to building a complete, accurate and comprehensive population data source. From there, it increases people's access to social protection services such as education and health care, and promotes the implementation of local development policies...

Digitizing civil status data is not only a strategic step in the journey of national digital transformation but also brings practical benefits to both people and state management agencies. This is an important foundation for building an e-government, improving the efficiency of administrative management and improving the quality of public services. Can Tho City is making constant efforts to digitize and perfect civil status data, contributing to promoting the country's sustainable development in the digital age.

Chan Hung - Kim Ngoc

Source: https://baocantho.com.vn/tien-ich-tu-viec-so-hoa-du-lieu-ho-tich-a189795.html