The role of the database system on supply chain control
Currently, Vietnam has not a database system that focuses on imported timber and exported timber. There is no mechanism for timely detection, especially in circulation control. Therefore, the database system of supply chain control will help management agencies:
- Timely detect the abnormalities in the supply chain control, easily finding, processing, extracting data, especially those who repeat the violations have not been discovered to handle in accordance with the law;
- Providing periodic reports on supply chain control of organizations, and creating thematic reports serving the direction, administration, reporting on key points, forest fires, deforestation, illegal trade in and transporting forest products, illegal forest exploitation … according to each specific time frame.
- Significant evidence to evaluate and classify organizations, timely detect the violations of organizations to divide into the risk group.
Subjects exploiting and using the database system including
- About 600 local Forest Protection Department, provincial Forest Protection Department, and Central Forest Protection Department
- Enterprises harvesting, processing, and trading timber
The VNTLAS includes three centralized databases and associated management information systems:
- The database on violations of the Law on Forest Protection and Development, managed by the Central FPD;
- The OCS Database, managed by the Central FPD; and
- The FLEGT Licensing Database, managed by the Licensing Authority.
Additionally, the VNTLAS includes other local level databases including:
- The database on Violations of the Law on Forest Protection and Development, managed by the local FPD;
- The databases on violations managed at local level by other verification entities
involved in the implementation of the VNTLAS
Data management and storage responsibilities
The data management responsibilities are described according to the numbering on Figure 6 of this Annex V
1. Responsibilities of Organisations and Households
[A] All Organisations and Households are responsible for the development and storage of static and dynamic verifiers as specified in Annex II. Documents in the Timber Product Dossier, including packing lists, sales invoices and other verifiers, are required to be kept for a period of 5 years.
[B] All Organisations in the VNTLAS supply chain are responsible for regular supply chain declaration and reporting to the Provincial FPD as described in Section 6.4 of this Annex V.
[C] All Organisations in the VNTLAS supply chain are responsible for submitting information through self-assessment as a part of the OCS.
[D] All exporters are responsible for providing the Licensing Authority with documents required in the Timber Export Dossier, as described in Section 7 of this Annex V, and information required on the application form for FLEGT Licensing (for EU market), as described in Section 8 of this Annex V and in Annex IV of this Agreement.
2. Responsibilities of Provincial FPD
The Provincial FPD is responsible for:
[E] Recording and archiving supply chain control verifiers for timber from domestic sources, imported timber, and for confiscated timber after handling, for an unlimited period as described in Section 6 and Appendix 2 of this Annex V.
[F] Preparing consolidated periodic reports on the supply chain input/output reports of Organisations as described in Section 6.5.2 of this Annex V.
[G] Maintaining records of violations and handling violations of the Law on Forest Protection and Development, the administrative sanctions or legal proceedings applied thereto, and reporting to the violations database managed by the Central FPD as described in Section 11.2.1 of this Annex V).
[H] The receipt of registrations and Self-assessments by Organisations for the OCS, undertaking the appraisal of the risk category status of Organisations, undertaking verification tasks, and reporting to the OCS Database hosted by the Central FPD as described in Section 5 of this Annex V.
[J] Conducting verification on shipments for export subject to physical checks, with the results recorded in the form of minutes and stored according to regulations.
3. Responsibilities of other local Government agencies
[K] Other local Government agencies are responsible for the development, verification and approval of verifiers under Annex II as described in Section 4.1 and 4.2 and in Appendix 1A and 1B of this Annex V, and for archiving and reporting on compliance and violations as regulated for each verifier under each sector.
The Provincial FPD liaises with other local Government agencies on the records of compliance and violations by Organisations under the OCS.
4. Responsibilities of the Central FPD
The Central FPD is responsible for:
[L] Managing the database on violations of the Forest Law at national level, which stores records of legal and administrative violations and sanctions in the forestry sector, based on information provided by the Province FPD on a regular basis, as described in Section 11.2.1 of this Annex V). The Central FPD shall publicize periodic information on forest and timber trade violations as specified under Section 2.5 of Annex VIII.
[M] Managing the OCS Database, and conducting inspection and monitoring the implementation of the OCS by the Provincial FPD. Information is updated on a continuous basis, as described in Section 5.2 of this Annex V, and the list of Organisations in each risk category status shall be publicized on the FPD website.
5 . Responsibilities of the Licensing Authority
[N] The Licensing Authority is responsible for managing the FLEGT Licensing Database including FLEGT licences issued and applications rejected as described in Section 8 of this Annex V and in Annex IV).
6. Responsibilities of other central Government agencies
[P] Use of information stored on the portals/databases hosted by other government agencies shall be considered in the OCS classification and verification system