Joint Circular No. 43/2015/TTLT-BNNPTNT-BKHDT dated November 23, 2015 on guidelines for producing statistics of and assessing damage caused by natural disasters

JOINT CIRCULAR

ON GUIDELINES FOR PRODUCING STATISTICS OF AND ASSESSING DAMAGE CAUSED BY NATURAL DISASTERS

Pursuant to the Law on Natural Disaster Prevention and Control No. 33/2013/QH13 dated June 19, 2013;

Pursuant to the Law on Statistics No. 04/2003/QH11 dated June 26, 2003;

Pursuant to the Government’s Decree No. 66/2014/ND-CP dated July 4, 2014, detailing and guiding a number of articles of the law on natural disaster prevention and control;

Pursuant to the Government’s Decree No. 40/2004/ND-CP dated February 13, 2004, detailing and guiding a number of articles of the law on statistics;

Pursuant to the Government’s Decree No. 199/2013/ND-CP dated November 26, 2013, defining the functions, tasks, powers and organizational structure of The Ministry of Agriculture and Rural Development;

Pursuant to the Government’s Decree No. 116/2008/ND-CP of November 14, 2008, defining the functions, tasks, powers and organizational structure of the Ministry of Planning and Investment;

Pursuant to the Decision No. 43/2010/QD-TTg dated June 2, 2010 of the Prime Minister on issuance of National Statistical Indicator System;

Pursuant to the Prime Minister’s Decision No. 15/2014/QD-TTg dated February 17, 2014 on issuance of the general statistics reporting system that apply to the ministries, departments;

The Minister of Agriculture and Rural Development, Minister of Planning and Investment promulgate the Joint Circular on guidelines for making statistics of and assessing damage caused by natural disasters.

Chapter I

GENERAL PROVISIONS

Article 1. Scope and regulated entities

1. Scope

a) This Circular provides for the statistical indicators, forms, contents, methods, procedures and responsibilities for making statistics of and assessing damage caused by natural disasters of ministries, departments; centrally-affiliated cities and provinces (hereinafter referred to as “province”); provincial districts, prefectures, towns and cities (hereinafter referred to as “district”; communes, wards and towns (hereinafter referred to as “commune”).

b) Natural disasters assessed according to this Circular are specified in Clause 1 Article 3 of the Law on Natural Disaster Prevention and Control and other natural disasters specified in legislative documents on natural disaster recovery.

2. Regulated entities

This Circular applies to organizations and individuals relating to the statistics and assessment of damage caused by natural disasters in Vietnam.

Article 2. Definitions

In this Circular, these terms are construed as follows:

1. “Damage caused by natural disasters” refers to impacts of natural disasters on humans and livestock at different level; causing destruction or damage on property, the environment, living conditions and economic and social activities during or immediately after the disaster.

2. “Damage to human life” includes dead, missing or injured people. The dead are those who have been killed by natural disasters, not including those who died due to other causes during the occurring time of natural disasters at the locality. Missing people are those who were not found after the disaster occurred, may have died but not yet found bodies or have no information, after 1 year, the missing person is considered dead. The injured are those who are physically hurt by the direct impact of the disaster, affecting their normal activities.

3. “Damage to livestock” includes cattle and poultries being dead, washed away or buried.

4. “Damage to property” includes housing, infrastructure and related facilities; crops, boats, cages and rafts for aquaculture and other forms of properties as specified in the statistical forms enclosed herewith.

5.”Permanent house” refers to a house with all three main structures (column, roof, wall) made of durable materials.

6.”Semi-permanent house” refers to a house with 2 of the 3 main structures made of durable materials.

7.”Impermanent house” refers to a house with only 1 of the 3 main structures made of durable material.

8. Simple house is a house with all 3 main structures made of non-durable material.

9. “Durable material” refers to materials such as reinforced concrete; brick, stone, iron, steel and durable wood.

10. Campus/school refers to the school facility where teachers and students come to teach and study.

11. Classroom, functional room, tenement, semi-boarding house are school facilities where teachers, students, students regularly attend classrooms for lectures, experiment practicing and learning exchange.

12. “Number of health facilities” refers to hospitals, medical centers, public or private health stations located within the territory of the reporting administrative division.

13. Public cultural building refers to constructive institutions built to serve cultural, information and propaganda activities.

14. Perennial plant refers to a plan that completes its life cycle, from germination to production, for more than one year.

15. Annual plant refers to a plan that completes its life cycle, from germination to production, within one year.

16. Concentrated area of newly-planted forests refers to land used for planting forest crops meeting required cultivation standards and covering an area of at least 0.5 ha.

17. Food refers to products such as rice, corn, sweet potato and dried cassava harvested within the year.

Article 3. Level of damage

Property damage is classified as follows:

1. Full damage: the property is lost or damaged to the extent that over 70% of it cannot be restored.

2. Extremely severe damage: 50—70% of the property is reduced productivity or damaged.

3. Severe damage: 30%-50% of the property is reduced productivity or damaged.

4. Partial damage: Less than 30% of the property is reduced productivity or damaged.

Article 4. Principles of statistics and assessment of damage

1. Statistics and assessment of damage shall comply with practical status and meet the guideline, management and natural disasters response. The damage statistical report shall be prepared by competent persons.

2. Ensure the objectiveness, openness and transparency; reflect the practical extent of damage caused by natural disasters.

3. Ensure close cooperation between the agencies and units related to statistical activities and assessment of damage.

4. Satisfy requirements of damage statistics making and assessment.

Chapter II

STATISTICAL INDICATORS AND FORMS OF STATISTICS AND ASSESSMENT OF DAMAGE

Article 5. Statistical indicators for damage assessment

1. Statistical indicators for damage assessment include:

a) Humans: deaths, missing people, injuries and the number of houses, people being directly affected

b) Housing: well built house, semi-well build house, unstable house and simply-built house

c) Education: school facilities and education equipment.

d) Health care: the number of medical facilities, drugs, medical supplies and equipment.

dd) Culture: cultural buildings, cultural and historical sites, landscapes, cultural assets and equipment.

e) Agriculture, forestry and salt-making: areas under cultivation of agricultural crops, concentrated areas of forests in forestry, salt-making areas, the amount of harvested salt and food, scattered trees and urban trees.

g) Breeding: cattle, poultries and other livestock; breeding facilities, equipment and materials.

h) Irrigation: dykes, embankments, culverts, embankments, canals, pumping stations, reservoirs, dams and other irrigation works.

i) Traffic: infrastructures, road transport, inland waterways, railways, seaways and airways.

k) Aquaculture: areas and products used for aquaculture in rivers, lakes, ponds, cages and rafts; equipment and materials used for aquaculture and fishing vessels.

l) Communication: including antenna masts, cable utility poles, materials and equipment used for communications.

m) Industry: industrial facilities and the oil and gas industry.

n) Construction: works under construction; construction equipment, machines and materials.

o) Other works

2. The detailed list of statistical indicators is specified in the forms of consolidated statistics of damage of various types of disasters in Annex I; explain the concept and method to identify statistical indicators for damage assessment as specified in Annex II enclosed herewith.

Article 6. Forms of damage statistics and assessment

1. The forms of damage statistics and assessment are classified by types of natural disasters in each administrative division, including:

a) Form 01/TKTH – Brief report on damage caused by an occurrence of natural disaster: storm, tropical depression, strong wind at sea, heavy rain, flood, flash flood, overflow, landslide caused by rain or flow, ground subsidence cause by rain or flow, rising water, tsunami.

b) Form 02/TKTH – Brief report on damage caused by an occurrence of natural disaster: tornado, thunderbolt and hail.

c) Form 03/TKTH – Brief report on damage caused by an occurrence of natural disaster: frost, fog and damaging cold.

d) Form 04/TKTH – Brief report on damage caused by an occurrence of natural disaster: saltwater intrusion, drought and extreme heat.

dd) Form 05/TKTH – Brief report on damage caused by an occurrence of natural disaster: earthquake.

e) Form 06/TKTH – Statistics report on causes of deaths and missing people.

g) Form 07/TKTH – Annual and biannual terminal report on the amount of damage caused by natural disasters.

h) Form 08/TKTH – Terminal report on the main indicators of damage caused by natural disasters periodically and by year.

i) In cases there are other types of natural disasters included in legislative documents on natural disaster recovery: Based on the type of disaster, the range of influence, level of damage, time of beginning, it may be integrated into one of the forms from 01/TKTH to 06/TKTH to sum up the damage statistics and assessment of such type of natural disaster.

2. The symbols for the above forms for each level are as follows

a) Commune-level: /TKTH-X

b) District-level: /TKTH-H.

c) Province/city-level: /TKTH-T.

d) Ministries and departments: /TKTH-Name of the ministry/department.

Chapter III

CONTENTS AND REGULATIONS ON REPORTING AND INSPECTION OF DATA RESULTS OF THE DAMAGE STATISTICS AND ASSESSMENT

Article 7. Types of reports on damage statistics and assessment

1. Brief report on the current situation of the natural disaster and its damage (brief report): shall be made immediately after the occurrence of the natural disaster and 24 hours prior to the disaster and be reported daily until the end of the disaster.

2. Terminal report on the natural disaster: shall be made at the end of the statistics and damage assessment period and the end of the natural disaster, applicable to natural disasters occurring for several days or major disasters causing great damage which must be recorded and evaluated over a long period of time.

3. Periodic report on the natural disaster recovery (biannual preliminary report, annual final report) shall be prepared at the end of the first 6 months, when reviewing the year on natural disaster recovery.

4. Irregular report: If the statistical reports are required in order to fulfill the job requirements of state management, the report requesting agency must promulgate a written request which clearly stated the purpose, time and contents needed to be reported.

5. In addition to written reports, the Steering Committees for Search and Rescue at all levels and the ministries must regularly provide information and report over the telephone in case of emergency.

Article 8. Report content

1. Brief report

Depend on the development of the disaster, the range of influence and the level of damage, the main issues covered in the report shall include:

a) Information about the disaster: type of disaster; time of occurrence; developments, the range of influence and the level of damage; isolated area; submerging level (if any); ending time (in case the disaster has ended at the time of reporting).

b) Command of response: the direction and response to natural disasters. Achievements by the time of reporting, in which it must indicate the number of people who are displaced or evacuated, the number of boats reported to be moving out of the danger zone, anchoring in ports or operating outside the offshore marine area (if any).

c) Damage assessment and statistics

- Presentation: Produce statistics and assessment on damage depending on the type of natural disaster and the damage situation, in cases where it is not possible to sufficiently produce statistics and assessment, the damage shall be clearly stated as initial damage. Main indicators include: human; housing; education; healthcare; agriculture; irrigation; traffic; some other indicators specified in forms 01 to 06/TKTH - Annex I (if any). The damage to building works such as dykes, dams, landslides, storm shelters and traffic works shall be described in detail by the types of damage (incidents); location; time of occurrence, scale and development of the disaster to the time of reporting. Estimate the damage value if possible.

- Form: Produce statistics of damage statistical indicators according to the forms from 01/TKTH to 06/TKTH - Annex I, estimate the damage value if possible.

d) Remedies of the consequences: state the results of remedies of the natural disaster consequences to the time of reporting including:

- Search and rescue tasks;

- Repair tasks. Clearly state the remedial measures; results up to the time of reporting and expected time of completion in cases of works used for natural disaster recovery and traffic works;

- Provision of emergency aid in the form of manpower, housing, essential necessities and other remedies (if any).

dd) Recommendation

Specify the contents of recommendations to cope with the consequences of natural disasters if it is beyond the capacity of the local.

2. Terminal report on the natural disaster

a) Situation of the natural disaster: summarize the situation and development from the time of occurrence to the end.

b) Command of response: Summarize the command of response of ministries and departments during the occurrence of the natural disaster.

c) Results of the command of response:

Summarize the achievements (if any) including: evacuation and relocation of people; boats and ships calling; mobilization of forces, means, materials and other implementation results (if any)

d) Damage assessment and statistics:

- Presentation: Produce statistics and assessment on damage using the main statistical indicators include: human; housing; education; healthcare; agriculture; irrigation; traffic; some other indicators specified in forms 01 to 06/TKTH - Annex I (if any). Estimate damage value if possible.

- Form: Produce statistics of damage indicators according to the forms from 01/TKTH to 06/TKTH - Annex I and estimate the damage value caused by the natural disaster.

dd) Remedies of the consequences:

Summarize the results of consequence remedies including: salvage and rescue of people and assets; building work remedial actions; remedies for human loss, housing, essential necessities and other remedies of the consequences (if any).

e) Problems and recommendations

- All levels and branches must learn from experiences in the prevention, response and remedy of consequences through the recovery of the abovementioned natural disaster;

- Recommend the contents that are beyond the capacity of the local;

In cases of short-term natural disasters which narrow range of influence, if their brief reports have fully and accurately reflected the abovementioned information, they shall be considered the terminal reports on the natural disasters.

3. Periodic report on the natural disaster recovery (biannual preliminary report, annual final report)

a) A summary of the developments of natural disasters occurred in the area which clearly shows how many natural disasters have occurred, the number of occurrences of each type of disaster

b) Command of response: clearly state the command of prevention, control, response and remedy; achievements.

c) Damage assessment and statistics:

- Presentation: Produce statistics and assessment on damage using the main damage statistical indicators in the periodical reporting period : human; housing; education; healthcare; agriculture; irrigation; traffic; some other statistical indicators (if any) and estimate total damage value.

- Form: Prepare statistics according to the forms from 07/TKTH to 08/TKTH - Annex I and estimate the damage value in cash using the statistical indicators that can be calculated in cash.

d) Assessment of the natural disaster recovery.

- Completed tasks.

- Unresolved issues.

- Lessons learned.

dd) Task performance in the future: Main tasks will be performed in the next period (the remaining 6 months, the year following the reporting period).

e) Recommendation.

Article 9. Types of reports and reporting authorities

1. Brief report

a) The commune-level commanding committee for natural disaster recovery, search and rescue shall prepare and send the brief report to the commune-level People’s Committee and district-level commanding committees for natural disaster recovery, search and rescue before 5pm every day.

b) The district-level commanding committee for natural disaster recovery, search and rescue shall prepare and send a brief report on the situation of the natural disaster and damage to the district-level People’s Committee and provincial commanding committees for natural disaster recovery, search and rescue before 6pm every day.

c) The provincial commanding committee for natural disaster recovery, search and rescue shall collect, prepare and send a brief report on the situation of the natural disaster and damage to the provincial People’s Committee and the Central Steering Committee for Natural disaster recovery before 7pm every day.

d) The Steering Committee for natural disaster prevention and combat of ministries and ministerial-level agencies shall prepare a brief report on the situation of the natural disaster and damage within authority and send it to the Central Steering Committee for Natural disaster recovery before 7pm every day.

dd) In addition, reporting agencies may use phone, text message (SMS) or email to update, grasp the situation of natural disasters and damage caused by natural disasters. If there is an emergency, the provincial and ministries-level People’s Committee and the commanding committee for natural disaster recovery, search and rescue shall submit an additional report

2. Terminal report on the damage caused by the natural disaster

a) People’s Committees at all levels shall prepare the terminal report on the damage caused by the natural disaster and send it to the superior People’s Committee and the provincial People’s Committee for inspecting, summarizing and reporting to the Prime Minister, at the same time send it to the Ministry of Agriculture and Rural Development for summarizing within 15 days after the end of the natural disaster.

b) Ministries, ministerial agencies and Governmental agencies shall prepare the terminal report on the natural disaster within authority and send it to the Prime Minister, at the same time send it to the Ministry of Agriculture and Rural Development for summarizing within 15 days after the end of the natural disaster.

3. Periodic report on the natural disaster recovery

a) People’s Committees at all levels shall prepare the periodic report on the natural disaster recovery and send it to the superior People’s Committee and the provincial People’s Committee for summarizing and reporting to the Prime Minister, at the same time send it to the Ministry of Agriculture and Rural Development for summarizing.

b) Ministries, ministerial agencies and Governmental agencies shall prepare the periodic report on the natural disaster recovery within authority and send it to the Prime Minister, at the same time send it to the Ministry of Agriculture and Rural Development for summarizing.

c) Duration for reporting:

- Biannual preliminary report is calculated from January 1 to June 30 annually. The report must be submitted before July 15 annually;

- Annual terminal report is calculated from January 1 to the end of December 31 annually. The report must be submitted before January 31 of the following year.

Article 10. Report submission method

Reports on statistic and assessments of damage caused by natural disasters made by competent authorities must bear the seals and signatures of heads of agencies and be sent to the receiving agencies in the following forms:

1. Brief report: by fax, email or other means in the fastest time possible.

2. Terminal report on each natural disaster, periodic report and other reports: by post, fax or email.

Article 11. Inspection of data results of the damage statistics and assessment

1. Contents of inspection

a) The compliance with the law on statistics

b) The compliance with the regulations and obligations to perform statistics report and assessment of damage;

c) Other contents related to statistical activities and assessment of damage including:

- Accuracy in the aggregation of data in statistics tables;

- Data consistency between statistics tables and damage assessment of each level; between the tables and the results of damage assessment and statistics;

- The completeness of the content; the suitability with the actual damage data and estimated damage.

2. Inspection responsibilities

a) Units and individuals directly conducting statistics and assessment of damage shall self-inspect their results throughout the production of statistics.

b) The commanding committee for natural disaster recovery, search and rescue at all levels shall inspect the results of statistics and assessment of damage before reporting to the superior agency for natural disaster recovery, search and rescue and the People’s Committee at the same administrative level.

c) People’s Committees at all levels shall inspect the results of statistics and assessment of damage before reporting to the superior People’s Committees, the provincial People’s Committee shall inspect the results of statistics and assessment of damage before reporting to the Prime Minister and the Ministry of Agriculture and Rural Development.

d) Ministries, ministerial agencies and Governmental agencies shall inspect the results of statistics and assessment of damage within authority before reporting to the Prime Minister.

Chapter IV

CONTENTS, METHODS, ORDER AND RESPONSIBILITIES OF THE AGENCY CONDUCTING STATISTICS AND ASSESSMENT OF DAMAGE

Article 12. Contents of damage statistics and assessment

1. Investigate, collect documents and data related to the damage indicators specified in forms or statistics of damage caused by natural disasters.

2. Inspect, aggregate data and produce statistic tables on damage at all levels in accordance with law.

3. Analyze, assess causes, estimate losses, recommend solutions to support and overcome the consequences of natural disasters.

4. Produce the report on statistics and damage assessment

Article 13. Methods of damage statistics and assessment

1. Produce statistics and collect data on the damage caused by natural disasters in order to aggregate data for damage statistics and assessment as follows:

a) Observing the on-site investigation where the natural disaster occurred, tally and produce statistics of damage according to the statistical indicators prescribed in the forms, record the results in the statistical form.

b) Collect data through surveys in residential areas, through reports of local authorities and field investigators.

2. Summary and reporting

Data on the damage caused by natural disasters shall be recorded and reported immediately within 24 hours prior to the occurrence of the disaster and be reported daily until the end of the disaster, specifically:

a) During the natural disaster: Damage assessment and statistics shall be performed on the principle of accumulating, supplementing or modifying the extent of damage (if any) by the time of reporting, recorded according to each statistical form of each type of natural disaster as specified in Article 6 hereof

b) After the natural disaster: Promptly report the results of statistics and assessments of damage caused by natural disasters through each statistical form for each type of natural disaster prescribed in Article 6 hereof on the principle of accumulating, supplementing or modifying (if any) of the daily brief reports.

3. Estimate the value of the damage

The provincial People’s Committees shall issue unit prices for statistics and summary of damage caused by natural disasters in the province in order to use as the basis for determining the value of damage.

Article 14. Order of conducting damage statistics and assessment

1. Preparation before the disaster

a) Collect information on the people’s livelihood and economy within authority of the agency or unit.

b) Prepare sufficient statistical forms according to regulations.

2. Conduct statistics and assessment of damage when the natural disaster occurs.

a) During the disaster

- Collect and aggregate data on damage of areas affected by the natural disaster;

- Prepare brief report on the situation of the disaster and damage in accordance with Clause 1 Article 8 hereof.

b) After the disaster

- Continue to collect, aggregate and analyze the indicators of damage statistics and assessment. During this process, it is possible to supplement and adjust the detailed data reported daily in accordance with actual situation.

- Prepare terminal report on the natural disaster.

Article 15. Responsibilities of agencies performing statistics report and assessment of damage

1. Inspect and collect information, summarize, analyze and assess them according to the content, method and order of statistics and assessment of damage specified hereof. Prepare and send the report to related authorities in accordance with the time limit and regulated methods.

2. Check and review the results of statistics and assessment of damage from the reports received according to its competence. If the contents of reports are unclear or the information of statistics and assessment of damage are incomplete, they must be promptly amended by the reporting agencies; in case of necessity, coordinate with related agencies and organizations in inspecting and verifying to ensure the accuracy and objectivity of reports on statistics and assessment of damage. Summarize the results and report them to superior authorities in accordance with the regulations.

Chapter V

PUBLISHING AND STORAGE OF DATA RESULTS OF THE DAMAGE STATISTICS AND ASSESSMENT

Article 16. Publishing of data results of the damage statistics and assessment

1. Presidents of People’s Committees of centrally-affiliated cities and provinces shall publish the damage data within management in accordance with law.

2. Ministers, Heads of Ministerial-level agencies and Governmental agencies shall publish the damage data within management in accordance with law.

3. The Minister of Agriculture and Rural Development shall publish the damage data nationwide in accordance with law and the regulations hereof by means of: annual state statistical report; press conference; annual terminal report on natural disaster recovery; electronic statistical products on the websites of the Ministry of Agriculture and Rural Development and the standing office of the Central Steering Committee for Natural disaster recovery.

4. Publishing date: the terminal report on the amount of damage caused by natural disasters shall be published once a year. The latest publishing date is before March 31 of the following year.

Article 17. Storage of data results of the damage statistics and assessment

1. Documents on statistics and assessment of damage of all levels nationwide shall be managed and permanently stored in the forms of prints and digital files.

2. Documents on statistics and assessment of damage of all levels shall be stored at the People’s Committee and Steering Committees for Natural disaster recovery at the same administrative level.

3. Documents on statistics and assessment of damage of ministries and branches shall be stored at the ministerial Steering Committees for Natural disaster recovery, Search and Rescue Departments of relevant ministries or related units affiliated with directorates and departmental levels.

4. Documents on statistics and assessment of damage nationwide shall be stored at the Ministry of Agriculture and Rural Development and the Central Steering Committee for Natural disaster recovery.

5. The management of data of statistics and assessment of damage shall comply with the law on storage and guiding documents.

Article 18. Management and use of data results of the damage statistics and assessment

1. Data results of damage statistics and assessment shall be published as public property by competent authorities. All organizations and individuals are equal in the approach, utilization and use.

2. The citation and use of published data of statistics and assessment of damage must ensure honesty and specify the source of the information.

Chapter VI

IMPLEMENTATION

Article 19. Responsibilities of levels and sectors

1. The Ministry of Agriculture and Rural Development shall take charge of and cooperate with the Ministry of Planning and Investment in directing and inspecting the implementation of this Circular nationwide.

2. Ministries, ministerial agencies, Governmental agencies and People’s Committees at all levels shall direct related agencies in the implementation of this Circular.

Article 20. Effect

1. This Circular comes into force from December 30, 2015.

2. Difficulties that arise during the implementation of this Circular should be reported to the Ministry of Agriculture and Rural Development and the Ministry of Planning and Investment for consideration and settlement./.