Evidence of other natural persons

In the exercise of public administration, there is a situation when the services provided do not concern a subject who is listed in the basic population register. An example may be the purchase of real estate by a foreigner who has no other relationship to the Czech Republic. Such a person is registered only with the administrator of the system administering the legal relations to real estate (cadastre). This situation becomes a serious problem when a person who is registered in only one system requests additional services in other systems, typically it may be the payment of taxes. Thus, in different systems, data is kept for the same person and it is not possible to share data using a reference interface, because it does not exist in the basic register. For this purpose, the so-called Register of Other Natural Persons was created to collect data on subjects who interact with the Czech public administration and then edit this data in the base register of inhabitans through the foreigners information system.

Any AIS administrator who registers an entity that is not in the base registries is obliged to:

1. find out the maximum information available about the subject. At a minimum, the name, surname, date of birth, number and type of identification document.
2. to edit this information in the system of registers of other natural persons.
3. Ensure that the data in the Register of Other Natural Persons is updated if the AIS Administrator is informed of it.

However, the situation described above does not work, or rather, for many reasons on all parties involved, it is impossible to implement it in this way. Thus, the following describes the future state of affairs that needs to be reached in order to eliminate the undesirable effects resulting from the fact that individual public administration registers are managed by entities that are not in the base registries.

The current status assumes that the individual public administration agendas will be edited by entities that maintain their records and are not in the basic registers using the foreigner information system component. Due to legislative inconsistencies about what subjects the foreigner information system can keep, it is proposed to create a new record that will be tasked with keeping records of other individuals and will behave like other editing systems of the population register, i.e. primarily:

• Keep a full data history for each subject
• Receive and resolve notifications on the data of the subjects in the register
• Enter data into the basic register without undue delay
• Publish historical data upon request by an authorised system or user
• Enable an authorised requester to identify an entity using both current and historical data using a combination of data
• Enable an authorised user to issue data on a subject using their AIFO

The EJFO registry administrator will collect data on subjects from each public administration register and promote it to the population register via the public administration reference interface.

Population register data entry diagram. Orange is the part that must be edited, light green are the parts that must be created.

Diagram of data entry into EJFO. Orange is the part that must be edited, light green are the parts that must be created.

Issues that may arise and need to be resolved before putting EjFO into a production environment:

• It may happen that the entity ceases to exist for the primary editor (sells the property, ceases to practice medicine…), but this does not mean that it ceases to exist for all other records. It is therefore necessary to resolve whether the primary editorial responsibility is transferred or not applicable to the EJFO at all
• Without linking the records of EU citizens or other third countries, we will never achieve guaranteed data updating. Therefore, it is imperative that agendas held by other individuals have the legal authority to require data updates from the subject. Proof of the existence of one identity is always in the hands of the subject, he must prove that the previous records also relate to him - if this is not proved, 2 or more identities will continue to be recorded - this situation will not be worse than the current situation, it may only be better or at worst the same

As with the registration of other natural persons, there is a situation in the exercise of public administration where the services provided do not relate to an entity that is listed in the basic register of persons. In the framework of the development of basic registers and thus of the whole PPDF, it is envisaged to extend the registration of other legal persons.

Any AIS administrator who registers an entity that is not in the fundamental register is obliged to:

1. find out the maximum information available about the entity. At a minimum, however, the name, type of incorporation and other registration details of the legal entity, including tax and other identifiers.
2. Ensure that the data in its data pool is updated, if the AIS administrator is informed of it, and subsequently propagate the change to other legal entities' records.