Deputy Chairman of Hanoi People's Committee Nguyen Trong Dong on June 5 issued Plan No.155/KH-UBND to implement the project "Building a Shared Database from the Centralized Digitization of Documents of City Agencies."

The plan aims to digitize and reorganize official documents to serve the restructuring of district-level agencies, the merging of commune-level agencies, and the creation of a shared database.

This database will include documents from Party, government, and mass organizations, ensuring centralized, interconnected, shareable, and reusable data.

The plan also aims to improve management efficiency and effectiveness by eliminating paper-based records, integrating AI, and facilitating easier data access and usage.

This foundation will support the development of an electronic government system and a smart city to better serve citizens, businesses, and society by streamlining administrative procedures and cutting internal bureaucracy.

Under the implementation roadmap, by 2025, the city will digitize documents from district and commune-level Party and government agencies.

The focus will be on documents with permanent retention value, administrative procedure records that remain valid, and the creation of a shared administrative data warehouse to store documents generated during the agencies' operations.

In 2026, the city will continue digitizing documents from city-level Party and government agencies and mass organizations across three administrative levels, including documents not yet digitized in 2025.

The city will also complete the development of the shared administrative data warehouse in terms of structure, design, functionality, data sources, and other aspects to ensure efficient use.

Data connection and collection from other systems and databases to the shared administrative database will begin in 2025 and continue in subsequent years.

The digitization of district and commune-level documents will follow a timeline: completion of the investment preparation phase by June 25, 2025; completion of the implementation phase by August 15, 2025; and completion of the construction phase by December 2025.

The shared administrative data warehouse is expected to be completed in 2025 and officially operational by February 2026.

The Hanoi People's Committee has assigned the Hanoi Public Administration Service Center as the lead agency to assist with the implementation of the plan. The center will also develop implementation processes and report on progress.

The Hanoi Department of Science and Technology will review technical and technological solutions and ensure that the information technology infrastructure meets requirements for setting up and storing the digitized data warehouse.

The city has requested that Party and government agencies at the commune level fully hand over documents to the receiving authorities before the administrative merger.

After the merger, the new agencies will receive the documents for digitization and transfer them to the Hanoi Public Administration Service Center for further processing and integration.

Agencies must also assign staff to coordinate and monitor the digitization process and collaborate with the center to handle related tasks during implementation.

The plan requires that all documents be organized professionally, categorized by agency, assigned appropriate retention periods, and sorted to remove duplicates and damaged records. Each document will be scanned into a two-layer PDF/A file, with extracted metadata fields that enable searchability, integration, and sharing.

The shared administrative database must meet strict information security and access control requirements and be connected to national databases on population, land, businesses, and government staff.

The plan emphasizes using existing resources and outsourcing services to accelerate implementation while ensuring sustainability and state oversight.