Digitizing records makes things easier for residents and businesses

Digitization rate exceeds targets

Since the beginning of the year, Gia Loc Commune has received more than 19,000 administrative procedure applications. The rate of applications processed on time or ahead of schedule reached 99.97%. The rates of digitizing applications and administrative procedure results, as well as issuing electronic results, all reached 99.99%. The rate of data being accessed and reused reached 99.58%.

These results were achieved thanks to the commune’s focus on digitization from the point of receiving applications. At the Commune Public Administration Service Center, officials guide residents in submitting applications, making payments and checking results online. After digitization, the data are reused in processing, helping reduce required documents, shorten processing time and lower compliance costs.

At the Department of Culture, Sports and Tourism, officials receiving and processing applications retain electronic copies and use personal digital signatures to sign scanned electronic copies. Documents are classified as data, assigned digitization result codes and stored in the electronic data repository. In the third quarter of 2026, the department received 290 administrative procedure applications. All applications were digitized and electronic administrative procedure results were issued. The results were digitally signed and attached to the system when returned to organizations and citizens.

According to data on the digitization of administrative procedure processing provided by the Department of Science and Technology, as of mid-August 2026, Hai Phong was among the three localities with the highest rate of application digitization nationwide, reaching 100%. Across the city, more than 1.7 million administrative procedure applications were received and processed. The application digitization rate reached 100%, the rate of issuing electronic results exceeded 99%, and the rate of accessing and reusing digitized information and data exceeded 98%.

Efficiency

Digitizing administrative procedure records, documents and processing results helps reduce processing time and limits the need for residents and businesses to resubmit information and documents that have already been digitized. It also creates a foundation for accessing and sharing data to support State management and the provision of public services in the electronic environment. In practice, localities have found that the benefits of digitization are more clearly realized when data are accessed and reused, rather than simply converting paper records into electronic form.

Nguyen Thi My, an official at the Thanh Ha Commune Public Administration Service Center, said all documents and administrative procedure processing results are digitized and stored on the City Administrative Procedure Information System, which is interoperably connected with software used by ministries and sectors. Agencies and units can access each other’s digitized results. “When residents and organizations need to complete administrative procedures, they do not have to prepare documents that are already available on the system, thereby reducing expenses and waste,” said My.

According to Nguyen Thi An, Deputy Director of the City Public Administration Service Center, to increase the digitization rate, departments, sectors and localities are focusing on digitization from the point of receiving and processing applications. Officials are assigned to guide and assist residents in completing procedures online, while inspections and monitoring of digitization and data reuse rates are being strengthened. Units have identified digitization with the access and reuse of data at each stage of application processing, thereby reducing paperwork and saving time for residents and businesses.

TRUONG HA

TRUONG HA