Regulations on management and use of the e-customs data processing system  


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1. System use and management objects         

The system use and management objects are customs officers under Customs Departments where carry out the pilot e-customs procedures as follows: 

            o  Customs officers of E-customs Sub-departments;         

o   Customs officers who work as goods actual inspectors according to e-customs procedures at the Border-gate Customs Sub-department; 

o   Customs officers who do the task of  supervising and confirming e-customs clearance completion at the Border-gate Customs Sub-department; 

o   Customs officers under the Data and Information Technology Center who are assigned to operate and manage the system; 

o   Other objects in accordance with the assignment of the Heads of Customs Departments where the pilot e-customs procedures are made. 

2. Regulations on the system operation         

o   The system is managed and operated continuously within 24 hours per day according to the general regulation of the General Department of Customs;         

o   In case the system encounters any breakdown, it is required to informed to the system use objects, enterprises participating in e-customs procedures in time, then standby projects as prescribed should be carried out. 

           o   When stopping the system for maintenance or upgrading as planned, system use objects and enterprises joining e-customs procedures must be informed before 5 days. 

3. Regulations on safety, security for e-customs piloting departments         

o  To ensure safety and security methods for the 24-hour-operation system, in particular:         

     -   Stable electricity supply system, electric generator, UPS which are always ready to operate when electricity goes out;  

     -   Alarming system against fire and explosion, firefighting equipments specialized for the computer system;

     -   Security policies in the network, host computer, software, database that must exactly follow the design of the General Department of Customs (Customs Information Technology and Statistics Department), and are not allowed to be changed with anyone’s own initiative but without permission from the General Department of Customs (Customs Information Technology and Statistics Department);

     -    Daily log of the system that should be saved and checked; 

     -    Data that should be backupped daily and saved in safe places; 

     -    Regular check of updating error-correction versions for the Operating System and software, updating anti-virus software. 

o   Customs officers who use the system are responsible for helping their names and passwords in secret. Assess names are grounds for determining responsibility of system users; 

o   To build standby projects in case the system encounters any breakdown; 

o   The system administration must comply with the principle i.e., the network administrators are not database administrators at the same time. All the data has to be saved originally in time order and is not allowed to be changed on basis of original data. In case there is the need to adjust data directly into the system,  it is obligatory to save a database copy as well as have detailed plans approved by heads of customs departments which perform pilot e-customs. While adjusting, there has to be the supervision of representatives of the Data and Information Technology Center, of the E-customs Sub-departments under the Customs Department piloting e-customs. When finishing, it is obligatory to have working minutes. 

4. Responsibilities of E-customs Sub-departments         

o  Data transmission, receipt and update: 

          The E-customs Sub-department appoints its customs officers to:

- Receive lists of standard data from Customs Departments – the Data and Information Technology Center (list of information on coercion, customs law offences, goods list in accordance with import and export goods management policy, tariff, list of immediately tax-paid goods, channel norms and other standard lists…); 

- Check, transmit declaration data to Customs Departments; 

- Update the system with standard lists. 

o   Administration of program users: 

- The E-customs Sub-department is responsible for appointing its officers to manage program users; 

- Program users administrators are responsible for: 

    + Preparing the list of authority code and authority of program use for each system user object; summiting it to the Head of E-customs Sub-department for its approval; 

    + Issuing the authority code and delegation of program use right upon approval and handing over to system user objects; 

    + Changing the authority upon the approval of the Head of Sub-department; 

    + Monitoring the program use in conformity with granted functions; 

    + Revoking the authority code as the objects who were moved to other units. 

o Report to customs departments and the General Department of Customs 

    Besides current regulations on reporting, the E-customs Sub-department is responsible for reporting to customs departments where the pilot e-customs procedures are made and the General Department of Customs: 

- List of enterprises granted the certificate for e-customs procedure participation; 

- The total of e-customs declarations are accepted to register; quantity and rate of declarations classified into Green, Yellow and Red channels;

- The situation of customs law violations detected at stages of customs specialist skills: goods clearance, customs supervision, customs control and post-clearance inspection; 

- The set of goods channel norms and post-clearance inspection. 

5. Responsibilities of the Data and Information Technology Center of Customs Departments where the pilot e-customs procedures are made 

o   To operate in conformity with the promulgated process and regulations; assign officers to be on duty outside working hours in order to keep a close watch on as well as ensure the system’s 24-hour operation; 

o   To regularly copy, save the data and store in safe places; to weekly inspect, maintain the software, network and machines; 

o   To technically ensure the system’s 24-hour operation per day; In case the system has a breakdown without any solution, it is obligatory to report to the General Department of Customs (the Customs Information Technology and Statistics Department) immediately for timely settlement instruction; 

o   To grant and control assess accounts (names, passwords) to enterprises participating e-customs; 

o   To co-ordinate with the organizations of e-customs voucher transmission and receipt in order to ensure the thorough information exchange between customs offices and related objects. 

6. Responsibilities of customs departments where the pilot e-customs procedures are made 

o   The Heads of Customs Departments where the pilot e-customs procedures are made, shall be responsible to organize the system and data operation and administration in order to ensure continuity, security, safety and efficiency; 

o   Preparing and issuing a specific regulation on delegation and assignment of tasks to the E-customs Sub-departments, the Data and Information Technology Center, the Border-gate Customs Sub-departments and customs officers in relation to operation, use and exploitation of the system. 

7. Responsibilities of the Customs Information Technology and Statistics Department – the General Department of Customs: 

o  Being a key agency for preparing, managing, developing and ensuring the operation of e-customs data processing system; 

o  Having responsible for co-coordinating with other departments of the General Department of Customs in order to instruct the system amendments and supplements when the process of e-customs procedures is amended and supplemented; 

o   Inspecting, monitoring and speeding up the system implementation at customs departments where the pilot e-customs are made; 

o   Carrying out the conversion of list of standard data into the ones in electronic file in order to ensure the synchronism and harmony of lists in the system operation; 

o   Supporting the technique to the Customs Departments where the pilot e-customs are made. 

8. Responsibilities of departments under the General Department of Customs 

o   The Department of Supervision and Control over Customs is responsible to: 

Act as an advisor for leaders of the General Department of Customs; co-ordinate with specialist departments under the MoF and other ministries, industries to standardize list of goods in the area of State import and export control policy and to control the content of this list in the system. 

o   The Department of Import and Export Tax Inspection and Collection is responsible to: 

-    Standardize lists of goods whose tax needs to be paid immediately, lists of tariff and control the content of these lists in the system; 

-    Set up lists of goods that are sensitive about price and control the content of these lists in the system. 

o   The Department of  Anti-smuggling Inspection is responsible to: 

-    Provide information from the source of scout information, anti-smuggling inspection, take part in setting up channel norms in the assigned professional area; 

-    Monitor and make a directory of key objects in the task of anti-smuggling to carry out e-customs procedures. 

o    The Department of Post-clearance Inspection is responsible to: 

-    Provide information from the source of post-clearance inspection, take part in setting up channel norms in the assigned professional area; 

-    Monitor and make a directory of key objects in the task of post clearance inspection to carry out e-customs procedures.

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 General Regulations

E-customs Procedures

Regulations on management and use of the e-customs data processing system

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Legal Documents for References

e-customs procedures