(Haiphong.gov.vn) - On March 31, 2025, the Ministry of Science and Technology issued Document No. 557/BKHCN-CĐSQG guiding a number of general principles for civil servants and public employees [...]
(Haiphong.gov.vn) - On March 31, 2025, the Ministry of Science and Technology issued Document No. 557/BKHCN-CĐSQG guiding some general principles for civil servants, public employees and workers in state agencies using large language models (AI chatbots) to serve their work.
Implementing the above instructions, Vice Chairman of the City People's Committee Hoang Minh Cuong assigned departments, branches, branches, city organizations, and district-level People's Committees to refer to the Guidance Document and proactively deploy it in accordance with practical requirements in using AI chatbots for work. Assign the Department of Science and Technology to preside over and synthesize difficulties and problems of relevant agencies, units and localities (if any), and act as the contact point for the National Digital Transformation Department, Ministry of Science and Technology for support.
According to the guidance of the Ministry of Science and Technology:
The Ministry of Science and Technology issues a guidance document (referred to as the Document) to provide general, easy-to-understand principles for civil servants, public employees and workers in state agencies to use large language models (AI chatbots) to support work effectively and safely.
Agencies and units that wish to apply AI chatbots in their work are encouraged to proactively learn and use this Document to deploy and disseminate it in their organizations in accordance with reality. Documentation helps ensure AI application is safe and brings practical benefits.
– Comply with Vietnamese law, ensuring full respect for the legitimate rights and interests of individuals and organizations;
– Behavior and manners when using AI chatbots in handling work need to be consistent with the ethical values, culture and good traditions of the Vietnamese people;
– Comply with regulations and instructions on protecting network security and ensuring network information security according to current legal regulations;
– Responsible for behavior and behavior when using AI chatbots to serve people and businesses; At the same time, closely coordinate with authorities to promptly handle acts or information content that violates the law;
– Agencies and units using AI chatbots are responsible for providing basic information about the system, including potentially high-risk situations, and sending it to the Ministry of Science and Technology (National Digital Transformation Department) for synthesis via the online support portal or provided QR code (information at the end of the document);
– The principles stated in this document do not apply to the use of AI chatbots in research and public service activities in the field of defense and security.
2. Principles in providing data and using AI chatbots
– Do not share with the AI chatbot any data or documents that are classified as State secrets, as well as sensitive information such as personal information, internal documents or data that can affect security and the organization.
– Ensure that the data or information provided to the AI chatbot does not go against the historical traditions, culture, ethics, geography, political views, territorial sovereignty, or fine customs of Vietnam. At the same time, do not use content that violates copyright, intellectual property rights or other related rights.
– When using AI chatbots, avoid creating accounts that use the same name or password as your official account (work email account, internal system...) to ensure information security.
– Use AI chatbots carefully, effectively and responsibly.
– Thoroughly check and evaluate the results provided by the AI chatbot before using. Ensure information is accurate, appropriate to the work context and does not cause misunderstandings or errors when applied.
– Do not depend entirely on AI chatbots, need to combine with personal knowledge and experience to make decisions.
3. Principles for using AI chatbots for agencies and units
– Propagiate, disseminate, and guide officials, civil servants, public employees, and workers to use AI chatbots in accordance with the functions, tasks, powers, and characteristics of agencies and units. It focuses on ensuring network safety and security. The responsibility for using AI chatbots belongs to the head of the agency or organization.
– Responsible for managing and securing accounts using AI chatbots; In case an agency or unit's account is lost or tampered with, the agency or unit must notify the AI chatbot deployment unit for timely handling.
– Management and access rights in AI chatbots must be consistent with the functions, tasks, and powers of participants using AI chatbots.
– When officials, civil servants, and public employees have quit their jobs or transferred jobs, agencies and units must revoke security keys (if any) or cancel AI chatbot user accounts to ensure security and strict management.
– Step by step form your own knowledge database, thereby establishing specialized chatbots to serve the operations of your agency or unit.
– Regularly monitor and promptly grasp the situation of using AI chatbots by officials, civil servants, public employees, and workers under management.
– The AI chatbot implementation unit is responsible for providing detailed instructions and regular technical support to ensure the use process is smooth and safe.
4. Principles for using AI chatbots for officials, civil servants, public employees, and workers
– Self-manage and take responsibility for protecting personal information declared on platforms and information systems of agencies and units; Do not disclose your login account or make unauthorized connections to platforms or information systems of agencies or units into AI chatbots.
– When exploiting and using chatbots in general and AI chatbots in particular at public Internet access points, absolutely do not enable password storage mode during use.
– Do not provide personal data, personal information and other sensitive information of yourself or others to the AI chatbot.
– Do not use chatbots in general and AI chatbots in particular for illegal purposes, violations of good customs, or acts such as hacking, creating deep-fake, or fraud.
During the implementation process, if you have any difficulties, problems, or major problems when using AI chatbot, please contact the National Digital Transformation Department, Ministry of Science and Technology for support./.
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