One notable feature of the campaign is the research into and application of technological solutions to accelerate progress and ensure that data is “accurate, complete, clean, live, consistent, and shared.”
Mobilising resources to accelerate progress
Lam Dong Province has 130 affiliated grassroots Party organisations, 645 subordinate Party organisations, 6,446 Party cells, and more than 130,000 Party members. Based on the directives of the Party Central Committee, actual local conditions and the determination of the entire political system, the Organisation Commission of the Lam Dong Provincial Party Committee issued a plan titled “Implementing a 90-Day Intensive Campaign to Complete the Digitisation of Records and Establish Digital Party Member Data and Electronic Party Member Records Throughout the Provincial Party Organisation and Building Sector,” running from August 1 to October 30.
The Party Committee of Lam Vien-Da Lat Ward comprises 41 Party organisations and 2,610 Party members. Given the large volume of records, the review, correction, digitisation, and updating of data require close coordination among multiple departments, as well as a scientific approach to work organisation to ensure that overall targets are met on schedule.
Nguyen Quang Hai, Standing Deputy Secretary of the Lam Vien-Da Lat Ward Party Committee, said that the committee mobilised equipment and personnel, including Ho Chi Minh Communist Youth Union members, teachers, and officials responsible for Party affairs, and established three working teams. Tasks were assigned to individual members according to their respective strengths and areas of expertise to achieve the best possible results.
In Lam Vien-Da Lat Ward, the working teams were arranged to operate in three shifts a day. Before digitisation, records were inventoried, classified, reviewed, and corrected, while their information was cross-checked to identify missing or inconsistent details. The documents were then scanned to create electronic files and uploaded to the system. Any information requiring verification or supplementation was dealt with before the records were finalised.
Nguyen Thi Hang, an officer at the Party Building Commission, said: “Working in shifts, with a clear allocation of responsibilities and a closely coordinated process, has helped accelerate digitisation while ensuring that our professional duties continue to be fulfilled.” By mid-October, the ward had completed the digitisation of its Party member records, five days ahead of schedule.
In the remote commune of Dam Rong 4, Party member records had been transferred from several units following administrative reorganisation. Some documents were old, faded, or incomplete, making them more time-consuming to process. A total of 460 records from the commune Party organisation were included in this digitisation campaign.
Tran Phu Vinh, Secretary of the Dam Rong 4 Commune Party Committee, said: “The Commune Party Committee drew up a plan, assigned specific responsibilities, mobilised staff to provide support, and regularly monitored progress. By concentrating personnel and equipment, and with assistance from professional staff of the Provincial Party Committee’s Organisation Commission, we completed digitisation on schedule.”
Tran Van Nam, Standing Deputy Head of the Organisation Commission of the Lam Dong Provincial Party Committee, said the campaign was being implemented according to the following principles: “Ensure accuracy at every stage of the work; verify each record as it is digitised; and make data available for use as soon as it is established.”
These principles underpin the entire process, as the ultimate measure of success lies not merely in the volume of documents uploaded but also in the ability to establish accurate, consistent data that can be easily searched and effectively used for management, monitoring, and retrieval through the Party organisation and building sector’s information system.
Innovation and completion ahead of schedule
During implementation, the existing software system was found not to fully meet practical requirements. According to Tran Van Nam, several bottlenecks included restrictions on the size of files that could be uploaded, errors when uploading multiple files simultaneously, difficulties opening files after uploading, and a lack of functions for managing files according to their security classification.
In response, the Provincial Party Committee’s Organisation Commission worked with the Party Committee of Lam Dong Newspaper and Radio and Television to research and develop the “Records 1361” software. This innovative solution was developed in response to practical working requirements, focusing on addressing time-consuming operations and limitations in the processing of electronic records.
The “Records 1361” software has delivered clear improvements. The time required to digitise a Party member’s complete record has fallen from 60–80 minutes to just 10–15 minutes. The scanning of a Party member’s personal history alone now takes just over one minute per record, down from approximately 15 minutes. As a result, the workload facing officials has been reduced, the risk of manual errors has been minimised, and overall progress has accelerated.
According to Tran Van Nam, the “Records 1361” software, which supports the automation of various stages in Lam Dong’s digitisation process, has been recognised by the standing body of the Steering Committee for Digital Transformation in Party Organisation and Building as an innovative and proactive solution that has delivered clear improvements in both processing time and quality. To date, the software has been adopted by 32 provinces and centrally run cities nationwide.
The Viet Nam Posts and Telecommunications Group (VNPT) Lam Dong Party Committee completed the digitisation of 429 Party member records after 40 days of implementation, with a 12-member working team whose members had expertise suited to their respective tasks. Tran Thi Thanh Dung, from the VNPT Lam Dong Solutions Centre, said: “We organised day and night shifts, including work on days off, and devoted our full attention to every page of documentation.”
From the outset, the VNPT Lam Dong Party Committee set a target of standardising and digitising 100% of Party member records while ensuring accuracy and information security. The unit also coordinated with the Provincial Public Security to establish a system for operating the digitisation process, scanning data, and managing records under confidential conditions.
Ho Quang Hue, Secretary of the Party Committee and Director of VNPT Lam Dong, said: “The unit has fully equipped the secure working room. Combined with the application of the 'Records 1361' software and the appropriate allocation of personnel with relevant expertise, these measures enabled the working team to complete its tasks ahead of schedule.”
According to data on the system, as of October 15, the Lam Dong Provincial Party Committee had completed the correction, scanning, and digital signing of more than 116,100 Party member records, achieving 100% completion. Of these, 97,480 records had been digitised and uploaded to the Party Member Database 4.0 software, accounting for more than 83.9%.
