Cadres and civil servants need to pay attention to 6 important changes from July 1, 2026

1. Electronic records of cadres and civil servants are used to replace paper records

According to Clause 1 and Clause 2, Article 20 of Decree 27/2026/ND-CP, electronic file components stored in the National Database of cadres, civil servants and public employees have the value of replacing paper files in the management of cadres, civil servants and public employees according to the provisions of law and the authority of relevant agencies.

In case of professional requirements, it is necessary to use paper documents, the management agency or the agency or unit that uses cadres, civil servants, and public employees to exploit electronic documents from the National Database to convert to paper copies for work.

Converting electronic records to paper copies must comply with the provisions of the law on electronic transactions. In this case, cadres, civil servants and public employees do not have to re-prepare the documents in the electronic documents.

2. Management of cadres and civil servants using the National Database

According to Clause 1, Article 3 and Article 4 of Decree 27/2026/ND-CP, the National Database on Cadres, Civil Servants and Public Employees is a national shared database, centralized, connected and synchronized with the information systems for cadres and civil servants management in the entire state agency system from the central to the commune level.

This database directly serves the work of state management, policy making, leadership, direction, operation and settlement of administrative procedures related to cadres, civil servants and public employees.

3. Unified use of personal identification numbers as codes for officials and civil servants' records

A fundamental change from July 1, 2026 is the unification of the use of personal identification numbers as identification codes for electronic records of cadres, civil servants, and public employees. This regulation is established directly in Clause 3, Article 16 of Decree 27/2026/ND-CP.

Accordingly, each cadre, civil servant and public employee has only one electronic record, attached to a unified identification code, which is a personal identification number, and is used throughout the entire process of managing, searching, exploiting and using the record in the electronic environment.

4. Responsibility for creating and updating electronic records within the deadline

Decree 27/2026/ND-CP clearly stipulates the responsibilities and deadlines for creating and updating electronic records. According to Clause 2, Article 18, within 3 days from the date of announcement or issuance of the decision on election, recruitment, appointment, and reception, the competent authority must complete the preparation of electronic records for cadres, civil servants, and public employees.

After the electronic records are created, cadres, civil servants and public employees are responsible for fully declaring information within 3 working days and are responsible before the law for the truthfulness and accuracy of the declared information...

5. Cadre and civil servant data is centrally managed and synchronized nationwide

According to Article 5 of Decree 27/2026/ND-CP, the National Database on cadres, civil servants and public employees includes all groups of data, from identification information, family relationships, personal history to recruitment information, appointment, job position, salary, assessment, reward, discipline, assets, income and health.

Data is collected from many different sources, including information provided by staff and civil servants; data from the management operations of agencies; data from related information systems and connected and synchronized with the National Population Database and other databases.

6. Rights and obligations of cadres and civil servants towards personal data

From July 1, 2026, cadres, civil servants and public employees have the right to look up and extract their electronic records; be provided with information on work processes, salary developments, assessment results, rewards, discipline and be notified of important milestones such as salary increase, appointment deadline, and electronic records update according to Clause 2, Article 15 of Decree 27/2026/ND-CP.

In parallel with their rights, cadres, civil servants and public employees are obliged to fully and promptly update arising information and be responsible before the law for the honesty and accuracy of the data declared and updated in the electronic records according to Point a and Point e, Clause 2, Article 19.

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