Circular 70/2026/TT-BGDDT management and use of digital academic records in general and continuing education institutions

CIRCULAR

Prescribing the management and use of digital academic records in general education institutions and continuing education institutions

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Pursuant to the Education Law No. 43/2019/QH14, as amended and supplemented by Law No. 123/2025/QH15;

Pursuant to the Law on Electronic Transactions No. 20/2023/QH15;

Pursuant to the Law on Data No. 60/2024/QH15;

Pursuant to the Law on Personal Data Protection No. 91/2025/QH15;

Pursuant to the Government’s Decree No. 69/2024/ND-CP dated June 25, 2024, prescribing electronic identification and authentication;

Pursuant to the Government’s Decree No. 23/2025/ND-CP dated February 21, 2025, prescribing electronic signatures and trust services;

Pursuant to the Government’s Decree No. 88/2026/ND-CP dated March 28, 2026, prescribing management of education and training data;

Pursuant to the Government’s Decree No. 279/2026/ND-CP dated July 12, 2026, defining the functions, tasks, powers and organizational structure of the Ministry of Education and Training;

At the proposal of the Director General of the General Education Department and the Director General of the Vocational Education and Continuing Education Department;

The Minister of Education and Training promulgates the Circular prescribing the management and use of digital academic records in general education institutions and continuing education institutions.

Chapter I

GENERAL PROVISIONS

Article 1. Scope of regulation

This Circular prescribes the management and use of digital academic records in general education institutions and continuing education institutions, including: creation and contents of digital academic records; digital signing and issuance; access and use; collection, connection, sharing, and storage; security; responsibilities of relevant agencies, organizations, and individuals.

Article 2. Subjects of application

This Circular applies to educational institutions implementing the general education program; educational institutions implementing the lower secondary and upper secondary continuing education programs (collectively referred to as “educational institutions”); pupils and learners (collectively referred to as “learners”); parents or legal guardians of learners in accordance with laws and relevant agencies, organizations, and individuals.

Article 3. Interpretation of terms

In this Circular, the terms below are construed as follows:

1. Digital academic record means electronic data systematically recording a learner’s learning process, academic results, conduct results, comments, assessments, and other relevant information during the learner’s period of study at an educational institution.

2. Digital academic record data means the set of digital data fields constituting a digital academic record in accordance with laws.

3. Creation of a digital academic record means the initialization, updating, authentication, and completion of a learner’s digital academic record data using management software compliant with the data standards prescribed by the Ministry of Education and Training and other relevant regulations.

4. Collection of digital academic record data means the receipt of digital academic record data from lawful data sources through verification, cross-checking, authentication, and recording in the data system in accordance with applicable regulations.

5. Digital signing of digital academic record means the use of the digital signature of both an authorized individual and the educational institution to certify the completeness, accuracy, and validity of the digital academic record in accordance with the law on electronic transactions.

6. Electronic version of digital academic record means the form in which a digital academic record is represented in the digital environment, capable of being displayed, accessed, utilized, and verified for validity in accordance with applicable regulations.

7. Electronic extract of digital academic record means information or a portion of information extracted from the digital academic record system.

8. Data-receiving agency or organization means an agency or organization authorized to access and use digital academic record data for the performance of functions, tasks, powers, or in accordance with the valid consent of the data subject.

Article 4. Legal validity 

1. A digital academic record shall have legal validity when it is created, updated, authenticated, digitally signed, and issued in accordance with laws and this Circular.

2. A digital academic record created by the competent authority, in accordance with the prescribed procedures and data standards, containing all required information, and digitally signed in accordance with Article 9 of this Circular shall have the same legal validity as a paper academic record and be used for education and training management, administrative procedures, and other related lawful transactions.

3. An electronic version or an electronic extract of a digital academic record created or extracted from the digital academic record system and certified by the educational institution shall be valid for use with respect to the information set forth in such electronic version or electronic extract, in accordance with laws and this Circular.

Article 5. Principles for the management and use of digital academic records 

1. The use of digital academic records shall be implemented for the proper purposes, by authorized persons or entities, for the proper subjects, within the authorized scope of access and use, and in compliance with laws.

2. Digital academic records shall only be used where the digital academic record data have been created, updated, certified, and digitally signed in accordance with applicable regulations; meet the requirements of accuracy, completeness, timeliness, objectivity, and consistency; enable verification, authentication, and traceability.

3. The access, sharing, and use of digital academic record data shall be limited to the data necessary for, and consistent with the intended purpose and the functions, tasks, and powers of the agencies, organizations, and individuals authorized to access such data.

4. The management and use of digital academic records shall ensure information security, data confidentiality, personal data protection, and the lawful rights and interests of learners.

5. All activities involving the creation, updating, issuance, access, sharing, and use of digital academic record data shall be logged in the system for purposes of inspection, monitoring, authentication, and traceability when necessary.

Chapter II

CONTENTS AND CREATION OF DIGITAL ACADEMIC RECORDS

Article 6. Contents of digital academic records

1. Digital academic records shall consist of data fields as prescribed by the Ministry of Education and Training.

2. The structure of data fields, data formats, display rules, encoding rules, and detailed technical requirements for digital academic records shall be prescribed by the Ministry of Education and Training.

3. The data standards for digital academic records shall ensure:

a) Uniformity and consistency nationwide;

b) Compliance with open format standards;

c) Capability for connection, sharing, and integration with the National Database on Education and Training and other relevant systems;

d) Capability for retrieval, authentication, extraction, and long-term storage.

Article 7. Creation of digital academic records

1. Each learner subject to this Circular shall create one unique digital academic record associated with the learner’s lifelong learning record identification number.

2. The creation of a digital academic record shall be implemented through an information system, management software, or digital platform meeting the prescribed technical requirements.

3. Data used for the creation of a digital academic record shall be verified, cross-checked, and authenticated against the learner’s records, identification data, and education management data maintained by the educational institution.

4. The creation of digital academic records shall be implemented for each academic year; the creation shall be completed prior to June 30 of each year and, in special cases, prior to August 30 of each year, ensuring consistency with educational activities conducted within the locality.

5. A digital academic record, once digitally signed and issued, shall not be directly amended in the issued version, except where it is withdrawn and re-created in accordance with applicable regulations.

6. The digital academic record of a learner transferring from or admitted from another educational institution shall be carried forward, synchronized, and updated in the database and digital academic record system of the receiving educational institution.

Chapter III

DIGITAL SIGNING AND ISSUANCE OF DIGITAL ACADEMIC RECORDS

Article 8. Principles for digital signing and issuance of digital academic records

1. The digital signing of digital academic records shall be implemented through the digital-signature mechanisms of the authorized individual and the educational institution.

2. A digital academic record shall be issued only after completion of data verification and authentication and the application of valid digital signatures.

3. Digital academic records, electronic versions of digital academic records, and electronic extracts of digital academic records used for transactions shall provide mechanisms for online verification and authentication, or authentication in accordance with the technical requirements prescribed by the Ministry of Education and Training.

4. Digital signatures used for digital academic records shall ensure legal validity, verifiability, and the ability to confirm validity in accordance with laws.

Article 9. Digital signing of digital academic records

1. Persons authorized to digitally sign digital academic records include subject teachers, teachers responsible for educational activities, homeroom teachers, heads of educational institutions, and persons assigned or authorized in accordance with laws.

2. Educational institutions shall use their organizational digital signatures to certify the institution’s responsibility for digital academic records created, managed, and issued by such institutions.

3. The sequence for digitally signing digital academic records shall be implemented as follows:

a) Completion of digital academic record data;

b) Verification, cross-checking, and certification of the data;

c) Digital signing by the authorized individual;

d) Digital signing by the educational institution;

dd) Updating the digital-signature status in the system. 

4. Digital signing of digital academic records shall be implemented for each academic year.

Article 10. Issuance of digital academic records

1. Issuance of a digital academic record means placing a digital academic record bearing legally valid digital signatures into official use within the data system of the educational institution and relevant systems.

2. Each issuance of a digital academic record, an electronic version of a digital academic record, or an electronic extract of a digital academic record shall be recorded in the system, including the date and time of issuance, the issuing person or entity, the purpose of issuance, and the recipient.

3. In case any amendment to digital academic record data results in a change to previously issued content, the educational institution shall implement the authentication, digital signing, and issuance procedures again in accordance with applicable regulations.

Chapter IV

ACCESS TO AND USE OF DIGITAL ACADEMIC RECORDS

Article 11. Access to digital academic records

1. Persons and entities authorized to access digital academic record data include:

a) The learner that is the data subject of the digital academic record data;

b) The learner’s parent(s) or legal guardian in accordance with laws;

c) Educational institutions and education management authorities, within the scope of their functions, tasks, and powers as prescribed;

d) Other agencies and organizations where permitted by laws or with the valid consent of the data subject of the digital academic record data.

2. Access to digital academic records shall be implemented through information systems and education management software; the National Public Service Portal, the VNeID national electronic identification application, and other digital platforms, provided that the requirements for connectivity, authentication, and information security are satisfied and such access is authorized by the competent authority.

3. Authorization for access to Digital Academic Records shall be implemented in accordance with the principles of proper authority, access within the permitted scope, authentication, and audit logging.

4. The level of access for each category of authorized persons or entities shall be prescribed as follows:

a) Learners shall access, retrieve, utilize, and use their digital academic records and exercise related rights in accordance with laws. For minor learners, or where the law requires such rights to be exercised through a legal representative, the relevant provisions of law shall apply.

b) Parents or legal guardians of minor learners shall view the learners’ digital academic record data, monitor their academic and conduct results, and request the educational institution to verify such data where reasonable grounds exist;

c) Educational institutions and education management authorities shall access digital academic record data within the scope of their functions, tasks, and internal authorization;

d) Agencies receiving digital academic record data shall access only the data necessary for the processing of administrative procedures or the performance of matters within their authority;

dd) Other persons or entities shall access such data only where there is a legal basis or valid consent of the data subject of the digital academic record data.

Article 12. Use of digital academic records

1. Digital academic records shall be used for the following purposes:

a) Admissions, school transfer, verification of academic information, determination of program completion, and grade promotion;

b) Recordkeeping, education management, statistics, analysis, assessment of educational quality, counseling, career guidance, and development of the school’s education plan;

c) Performance of administrative procedures and other related professional activities in the field of education and training.

2. The agency receiving digital academic record data shall verify and authenticate the data prior to using such data for the resolution of the relevant matter.

3. In case a digital academic record, an electronic version of a digital academic record, or an electronic extract of a digital academic record satisfies the requirements prescribed in this Circular, the receiving agency or organization shall not require the additional submission of a paper academic record, except as otherwise prescribed by laws.

4. In case the receiving system does not yet meet the requirements for online connectivity, the receiving agency or organization may use an authenticated electronic version or electronic extract in accordance with applicable regulations.

5. Digital academic records, electronic versions of digital academic records, and electronic extracts of digital academic records shall be converted into paper documents in accordance with the law on electronic transactions. A paper document converted in accordance with laws shall be valid for use as prescribed by laws. Learners or their legal representatives shall have the right to request the educational institution to carry out such conversion free of charge.

Chapter V

COLLECTION, CONNECTION, SHARING, STORAGE, AND SECURITY OF DIGITAL ACADEMIC RECORD DATA

Article 13. Collection of digital academic record data

1. Digital academic record data of learners shall be collected from the following sources:

a) Information systems and databases of the educational institution at which the learner is currently enrolled or was previously enrolled;

b) Information systems and databases of education management authorities in accordance with the applicable delegation of authority;

c) Data synchronized or transferred from another educational institution in cases involving school transfer or admission of transferred learners;

d) Other lawful data sources in accordance with laws.

2. The collection of digital academic record data shall satisfy the following requirements:

a) Collection from the proper data source, by the competent authority, and in respect of the appropriate data subject;

b) Verification, cross-checking, and authentication of the data prior to official recording in the system;

c) Assurance of the completeness, accuracy, consistency, and traceability of the data;

d) Maintenance of audit trails for the data collection process;

dd) Assurance of information security, data confidentiality, and personal data protection in accordance with laws.

3. Educational institutions shall ensure the complete and timely collection of digital academic record data of learners within their management scope; where a learner transfers from another educational institution, the receiving educational institution shall receive, cross-check, update, and synchronize the digital academic record data to ensure continuity of the learner’s educational process.

4. Education management authorities shall organize the collection of digital academic record data in accordance with their respective management authority, ensuring interoperability and synchronization with the education sector data system and the National Database on education and training.

5. Digital academic record data shall be officially accessed, shared, and stored only after completion of the prescribed collection, verification, cross-checking, and authentication procedures.

Article 14. Connection of digital academic record data

1. Digital academic record data maintained by educational institutions shall be connected and synchronized with the National Database on education and training in accordance with the data standards and technical standards prescribed by the Ministry of Education and Training.

2. Digital academic record data shall ensure interoperability and accessibility through the National Education Digital Platform, the National Public Service Portal, the VNeID national electronic identification application, and other relevant information systems in accordance with laws.

3. The minimum technical requirements for the connection of digital academic record data shall include:

a) Use of open format standards;

b) A uniform and unique identifier;

c) Authentication, authorization, and access control mechanisms;

d) Audit trail capabilities and data status verification;

dd) Assurance of information security during data transmission, receipt, and synchronization;

e) Real-time or periodic synchronization capability.

4. The data structure, data exchange standards, and requirements for connection, synchronization, and status verification of digital academic record data shall comply with the regulations of the Ministry of Education and Training.

Article 15. Sharing of digital academic record data

1. The sharing of digital academic record data shall be conducted within the proper authority, for the proper purpose, with the appropriate recipients, and shall be limited to the data necessary for such purpose.

2. The sharing of digital academic record data among educational institutions, education management authorities, and relevant agencies and organizations shall be implemented within the scope of the functions, tasks, and powers of the relevant agencies and organizations, in accordance with laws and on the basis of the valid consent of the data subject, except as otherwise provided by laws.

3. The sharing of digital academic record data shall incorporate mechanisms for authentication, authorization, and the recording of data-sharing and data-access histories.

4. Agencies and organizations receiving digital academic record data shall not use such data for purposes other than those for which the data were received and shall not unlawfully transfer such data to any third party.

5. In case digital academic record data are shared with organizations or individuals outside state agencies, educational institutions, and education management authorities, such sharing shall be based on a legal basis or the valid consent of the data subject or the data subject’s legal representative, except as otherwise provided by laws.

Article 16. Storage of digital academic record data

1. Digital academic record data of learners shall be stored securely, completely, continuously, and systematically, with retrieval, access, and authentication capabilities maintained throughout the course of study and after completion of the learner’s education, in accordance with laws.

2. The retention period for digital academic record data shall comply with the law on archives and other relevant regulations.

3. Digital academic record data shall be stored in accordance with the following principles:

a) Assurance of data integrity, authenticity, availability, and retrievability;

b) Protection against loss, damage, alteration, or unauthorized access;

c) Availability of mechanisms for data backup and recovery and assurance of continuous system operation;

d) Maintenance of audit trails for the creation, updating, modification, access, and sharing of data;

dd) Compliance with the laws on archives, data, electronic transactions, network information security, cybersecurity, and personal data protection.

4. Educational institutions and education management authorities shall organize the storage of digital academic record data within their respective management scope; conduct periodic backups; and verify data completeness, accessibility, and recoverability.

5. In case digital academic record data are amended by the competent authority, the system shall retain both the updated data and the history of data changes for purposes of verification and cross-checking when necessary.

6. The storage of digital academic record data shall ensure connectivity and synchronization with the National Database on education and training in accordance with laws

Article 17. Data security

1. Digital academic record data shall be kept secure throughout the entire process of creation, updating, storage, transmission and receipt, access, use, and sharing.

2. Relevant agencies, organizations, and individuals shall:

a) Safeguard access accounts, authentication credentials, and digital signatures;

b) Implement access authorization based on job positions and assigned duties;

c) Implement measures to prevent, detect, deter, and address unauthorized access, data alteration, destruction, or disclosure;

d) Perform data backup and recovery and ensuring continuous system operation;

dd) Report and coordinate the handling of information security incidents in accordance with applicable regulations.

3. The following acts are strictly prohibited:

a) Unauthorized access to the digital academic record system;

b) Unauthorized alteration, deletion, or falsification of digital academic record data;

c) Unauthorized disclosure, sharing, sale, or use of digital academic record data;

d) Forgery of digital signatures or authentication, or falsification of electronic versions of digital academic records or electronic extracts of digital academic records.

Chapter VI

RIGHTS AND RESPONSIBILITIES OF AGENCIES, ORGANIZATIONS, AND INDIVIDUALS         

Article 18. Rights of learners

1. To be informed of the creation, updating, management, access, and use of their digital academic record data.

2. To access, retrieve, and utilize their own digital academic records in accordance with applicable regulations.

3. To request the educational institution to verify and correct digital academic record data upon detection of any errors.

4. To use their legally valid digital academic records in transactions, administrative procedures, and other activities in accordance with laws.

5. To have their lawful rights and interests relating to personal data contained in digital academic records protected.

6. To be informed of the outcome of requests for correction of digital academic record data in accordance with this Circular.

7. To exercise the rights of data subjects in accordance with the law on personal data protection and other rights of data subjects under relevant laws.

Article 19. Responsibilities of the Ministry of Education and Training

1. To guide, inspect, and supervise the implementation of this Circular; to assign responsibilities to units under the Ministry of Education and Training for the management and operation of the digital academic record management system.

2. To prescribe, update, and promulgate digital academic record data standards, forms, data structures, display standards, connectivity standards, and technical requirements.

3. To organize the development, management, and operation of, or direct the operation of, shared data systems supporting the management, connection, sharing, and access of digital academic records.

4. To organize the connection and synchronization of digital academic record data within the National Database on education and training and other relevant systems.

5. To organize training, professional development, and technical support for education management authorities and educational institutions.

6. To inspect and handle violations, or recommend the handling of violations, in the management and use of digital academic records in accordance with laws.

Article 20. Responsibilities of the provincial-level Department of Education and Training

1. To direct and organize the implementation of this Circular within its administrative area.

2. To guide, inspect, and urge educational institutions in the creation, updating, digital signing, issuance, connection, sharing, access, and protection of digital academic record data in accordance with applicable regulations.

3. To organize, or coordinate in organizing, the provision of technical conditions, information security, and implementation support for digital academic records within the locality.

Article 21. Responsibilities of Commune-Level People’s Committees

1. To coordinate with education management authorities, educational institutions, and relevant agencies in organizing the implementation of digital academic record use at educational institutions within the area under their management, in accordance with the applicable delegation of management authority and laws.

2. To coordinate with competent education management authorities and educational institutions in disseminating information to and providing guidance for learners and their parents or legal guardians in exercising their rights and performing their obligations relating to digital academic records.

3. To coordinate with and support educational institutions in verifying information on the identity, residence, and other relevant information of learners within the scope of their authority, upon lawful request, for the creation, updating, correction, access, and use of digital academic records.

4. To receive, access, and use digital academic records or data lawfully extracted from the digital academic record system, within the scope of their tasks and powers, for the processing of administrative procedures, verification of information, and performance of state management tasks within the locality in accordance with laws.

5. To coordinate with education management authorities, educational institutions, and relevant agencies and organizations in ensuring information security and personal data protection; preventing, detecting, and addressing violations, or recommending measures to address violations, in the management, access, and use of digital academic records within the scope of their authority.

6. To compile and report difficulties and obstacles arising in the implementation, management, access, and use of digital academic records within the locality, and to submit recommendations regarding such difficulties and obstacles to competent authorities.

Article 22. Responsibilities of educational institutions

1. To organize the creation, updating, standardization, verification, authentication, digital signing, issuance, storage, access, and use of digital academic records in accordance with this Circular and relevant laws.

2. To ensure that learners’ digital academic record data are updated fully, accurately, promptly, and consistently with learner management records and professional regulations.

3. To assign individuals and units bearing responsibility for data entry, verification, reconciliation, certification, digital signing, issuance, administration, access, and protection of digital academic record data.

4. To organize the verification and cross-checking of data prior to the digital signing and issuance of digital academic records; to make data corrections within the proper authority and in accordance with the prescribed sequence and procedures, ensuring complete audit trails in the system.

5. To organize the management, storage, backup, and recovery of digital academic record data; to ensure the technical infrastructure, information security, and other necessary conditions for the operation of the digital academic record system.

6. To promulgate and implement internal regulations on the assignment of responsibilities and the authorization of access to and use of the digital academic record system within the institution.

7. To provide guidance to learners and their parents or legal guardians on the retrieval, access, and use of digital academic records in accordance with applicable regulations.

8. To update learner records where sufficient supporting evidence establishes that the digital academic record data contain errors. The processing period shall not exceed 10 working days from the date of receipt of a complete and valid dossier.

9. To be accountable before the law and to the superior management authority for the accuracy, completeness, validity, and security of digital academic record data created, managed, issued, and accessed by the institution.

Article 23. Responsibilities of relevant organizations and individuals

1. Teachers, public employees, and other employees assigned to create, update, correct, access, share, or certify digital academic record data shall comply with applicable regulations and bear responsibility for the content of the data they handle.

2. Individuals assigned to administer the digital academic record system shall ensure that the system is operated in accordance with applicable regulations, maintain information confidentiality, and complete audit trails of all administrative actions.

3. Providers of technology solutions and technical services supporting digital academic records shall ensure compliance with technical requirements, information security, and data confidentiality requirements under the applicable contract and in accordance with laws.

4. Agencies and organizations receiving digital academic record data shall access and use such data for the proper purposes and within the scope of their authority, prevent the unauthorized disclosure or use of digital academic record data and other related information concerning learners, in accordance with laws.

Chapter VII

IMPLEMENTATION PROVISIONS

Article 24. Effect

This Circular takes effect on October 08, 2026.

Article 25. Transitional provisions

1. Paper academic records created prior to the effective date of this Circular shall continue to be valid for use in accordance with laws.

2. From the effective date of this Circular, educational institutions shall create digital academic records for currently enrolled learners and newly enrolled learners in accordance with this Circular.

3. During the period in which the data-receiving system does not meet the technical requirements for online access, educational institutions may use authenticated electronic versions of digital academic records in accordance with applicable regulations.

4. The digitization, standardization, and updating of paper academic records and existing learning data for the creation of digital academic records shall be carried out in accordance with the roadmap guided by the Ministry of Education and Training, with priority given to currently enrolled learners and cases involving frequently arising administrative procedures.

5. Educational institutions, education management authorities, and relevant entities shall complete the necessary preparations for implementation, ensuring consistency with the roadmap for the creation of learners’ lifelong learning records in accordance with Decree No. 88/2026/ND-CP.

Article 26. Implementation responsibility

The Chief of the Office, the Director General of the General Education Department, the Director General of the Vocational Education and Continuing Education Department, the heads of relevant units under the Ministry of Education and Training, the Chairpersons of the People’s Committees of provinces and centrally-run cities, the Directors of Provincial-level Departments of Education and Training, and relevant agencies, organizations, and individuals shall implement this Circular./.