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A Digital Signature Certificate is a secure digital key issued by certifying authorities to validate and confirm the identity of the person who holds the certificate. To generate digital signatures, public key encryptions are used. A digital signature certificate (DSC) includes the user’s name, pin code, country, email address, date of certificate issuance, and the name of the certifying body.
It should be noted that Digital Signature Certificates are crucial for assuring the security and reliability of digital interactions. In a time when document sharing and online transactions are commonplace, they have become vital. Understanding and utilizing DSCs is essential for people and businesses to preserve the security and integrity of their digital interactions as the world continues to embrace digitalization.
Benefits of a Digital Signature Certificate
Following are the benefits of DSC:
- Authentication: Useful for verifying the individual holder’s personal information data when transacting online.
- Reduced cost and time: You can sign PDF files digitally and submit them considerably faster than physically signing hard copy documents and scanning them to distribute via email. The holder of a Digital Signature certificate doesn’t need to be present in person to conduct or approve business.
- Data integrity: Digitally signed documents cannot be altered or edited after they are signed, making the data safe and secure. Government agencies frequently request these certifications to cross-check and verify commercial transactions.
- Authenticity of documents: Digitally signed documents provide the receiver with confidence that the signer is genuine. They can act based on such documents without fear of the documents being faked.
Importance of DSC for Fulfilling Statutory Compliances
Individuals who are obligated to have their accounts audited, including individuals and companies, must electronically file their income tax return with a digital signature. In addition, it is now required by the Ministry of Corporate Affairs that businesses submit all reports, applications, and forms with a digital signature alone.
A company can only register under GST by using a digital signature to validate the application. Even for filing all applications, changes, and related documents, a digital signature is required.
Certifying Authorities for Issuance of a Digital Signature Certificate
eMudhra has been approved by the Controller of Certifying Authority to operate as one of the certifying authorities for the purpose of providing Digital Signature Certificates in India. Code Solutions, the National Informatics Centre, Safescrypt, and the Institute for Development and Research in Banking Technology are a few more certifying authorities that may exist.
Classes of DSC
The type of applicant and the purpose for which the Digital Signature Certificate is sought determine the type of DSC that must be applied for. The certifying authorities issue three types of Digital Signature certificates.
- Class 1 Certificates: These are issued to individual/private subscribers and are used to affirm that the user’s name and email contact details from a specified subject are in the certifying authority’s database.
- Class 2 Certificates: These are granted to the company’s director or signatory authorities so they can electronically file with the Registrar of Companies (ROC). A Class 2 certificate is required for those who must manually sign documents when submitting returns to the Revenue Office. Nevertheless, the Controller of Certifying Authority has directed that Class 2 Certificates be discontinued as of January 1, 2021 and that Class 3 Certificates will be issued in their place.
- Class 3 Certificates: These certificates are accepted for participation and bidding online in online tenders and e-auctions throughout India. To take part in the online tenders, vendors need to possess a Class 3 digital signature certificate.
Documents Required for Submitting a DSC Application
The applicant must submit a DSC application that is properly completed, together with proof of address, photo ID, Aadhar card, and PAN card.
Steps to apply for a Digital Signature Certificate
STEP 1: Visit to the Certifying Authorities website
In India, approximately 15 CAs are licensed to issue Digital Certificates. The list of Certifying Authorities is provided below, along with a link to their website. Visit any CA website, navigate to the DSC Class 3 registration/application page, and complete out the form.
STEP 2: Fill the necessary details
The following information must be entered on the DSC application form:
- DSC class.
- Adequacy.
- Format: Sign & Encrypt or Sign Only.
- Name and contact information of the applicant.
- Private Mail Address.
- GST Identity & Number Specifics of the Proof Papers.
- Quotation.
- A document proving your identification.
- A document proving the address.
- The Attitudinal Officer.
- Payment Information.
After completing all the required fields, you need to e-sign the declaration and attach a current photo. Verify the form’s completion in its entirety. Once the form is filled out, print it off and save it.
STEP 3: Proof of identity and address
The supporting documents (identification and address evidence) uploaded to the DSC application need to be attested by an attesting official. Make sure the accompanying documents display the attesting officer’s signature and seal.
You can choose this option if the CAs are providing Aadhaar eKYC-based authentication. You can upload any supporting documents if you choose this option.
With copies of the original documents that have been self-attested and the original supporting documentation, you can also approach the CAs directly. Under such circumstances, attesting officers are not required to attest supporting documents.
As supporting documents, you can also upload a letter/certificate issued by a bank and certified by the bank manager containing your name, PAN, and address. Other attestation is not required in this circumstance.
Certain CAs may also ask you to upload an e-verification video that includes your original supporting documents to complete eKYC.
STEP 4: Payment for DSC
You need to pay for the DSC to be issued after completing the application and uploading the necessary files. Online payment methods include credit cards, debit cards, net banking, and UPI payments.
STEP 5: Issuance of DSC
Submit the DSC application after completing the aforementioned stages, which include filling out the form, supplying the required paperwork, and making the money. After checking your paperwork and application, the CAs will electronically issue the DSC. Your DSC will be on an encrypted pen drive that they mail to you.
Rectifying Mistakes in Digital Signature Certificate
An organization or individual must follow the following method to modify the details or correct errors in the Digital Signature Certificate (DSC):
- Go to the CA website.
- Select the ‘Change DSC details’ option.
- Complete the DSC’s required information.
- Select the DSC that has been renewed or altered.
FAQs
- What is DSC?
DSC stands for Digital Signature Certificate. It is an electronic format of a physical or paper certificate used to authenticate the identity of the sender of a message or the signer of a document.
2. Why is a DSC necessary?
DSC ensures the security and authenticity of electronic documents, transactions, and communications. It provides a way to verify the identity of the sender and ensure that the content has not been tampered with.
3. How is a DSC obtained?
To obtain a DSC, one needs to submit the required documents to a Certifying Authority (CA), undergo a verification process, and then receive the digital certificate. CAs are entities authorized to issue DSCs.
4. Are there different types of DSCs?
Yes, DSCs come in different classes: Class 1 for individual verification, Class 2 for organization verification, and Class 3 for online transactions where a higher level of security is required.
5. How long is a DSC valid?
The validity period of a DSC varies, but it typically ranges from one to three years. After expiration, it needs to be renewed.
6. Can a DSC be used across different applications?
Yes, a DSC is versatile and can be used across various applications, including e-filing of income tax returns, online transactions, and document signing.
7. Is a DSC legally recognized?
Yes, DSCs are legally recognized under the Information Technology Act, 2000 in many countries, providing a legal framework for their use in electronic transactions.
8. Can a DSC be revoked?
Yes, a DSC can be revoked under certain circumstances, such as if the private key is compromised or if the certificate holder no longer requires it.
9. How is the security of a DSC maintained?
The private key associated with a DSC is securely stored, and its use is protected by a password or PIN. Safeguarding the private key is crucial for maintaining security.
10. Can a DSC be used on mobile devices?
Yes, some DSCs are compatible with mobile devices, allowing users to sign documents and authenticate themselves on the go.
11. What is the role of a Timestamp in DSC?
A Timestamp ensures that the digital signature remains valid even if the certificate expires. It provides a reference point to verify the signature’s validity at the time of signing.
12. Are there any risks associated with using a DSC?
While DSCs enhance security, improper handling or a compromised private key can pose risks. It’s essential to follow best practices for their use.
13. Can a DSC be transferred to another person?
No, a DSC is non-transferable. It is issued for the exclusive use of the individual or organization to whom it is assigned.
14. Can a DSC be used internationally?
Yes, DSCs are recognized internationally for secure electronic transactions. However, specific regulations may vary by country.
15. Can a DSC be used for encryption?
While DSCs primarily serve for digital signatures, some may support encryption for securing communication and data.
16. What is the difference between an electronic signature and a DSC?
An electronic signature is a broader term, while a DSC is a specific type of electronic signature that involves a digital certificate issued by a Certifying Authority.
