What is a public digital signature? Detailed instructions on how to register

Public digital signatures play an important role in authenticating electronic transactions today. In the article below, 1C Vietnam will work with businesses to learn all the information about public digital signatures, especially instructions on how to create and register public digital signatures. Check it out now!

1. What is a public digital signature?

According to Clause 8, Article 3 of the Decree on Business Registration, public digital signature is defined as follows:

“ A public digital signature is a type of electronic signature regulated by the law on digital signatures and digital signature certification services.”

Simply put, a public digital signature is a type of digital signature that uses a USB token. This is a type of electronic signature issued by a digital certification service provider to each specific user.

For example, VNPT-CA digital signature is a form of public digital signature provided by VNPT's digital signature certification service.

2. Legal value of public digital signature

A public digital signature issued by a digital certification service provider licensed by the Ministry of Information and Communications will have legal value and be protected by law. This digital signature uses encryption technology to ensure high security and accurately represents an individual with the same validity as a handwritten signature.

Public digital signature is a form of electronic signature that replaces traditional handwritten signatures in important transactions. Documents using public digital signatures are protected by law in the event of a dispute, provided that the transactions are carried out in accordance with regulations.

3. Benefits of public digital signatures for businesses

With the strong transformation of the digital trend in administrative procedures, businesses need to quickly apply new technology to improve operational efficiency and minimize paper processes. Below are the outstanding benefits of public digital signatures:

3.1 Support businesses in online tax declaration

Nowadays, many tax declaration and payment procedures can be easily done online. To complete these tax transactions, businesses need to use digital signatures that have been registered with the tax authorities. Public digital signatures help make tax transactions simpler and safer, thanks to their high authentication and security capabilities.

3.2 Simplify the contract signing process

What is a public digital signature ? It is a tool that helps parties sign electronic contracts easily and quickly. By using digital signatures, businesses can sign large numbers of contracts without the cumbersome paperwork, thereby saving costs and shortening the process time.

3.3 Save costs, time and resources

Applying public digital signatures to the contract signing and tax transaction process helps businesses reduce investment in human resources and printing costs. This not only saves costs but also significantly reduces the time to implement processes.

3.4 Ensuring legality and regulatory compliance

A legally recognized public digital signature has the same legal value as a handwritten signature and a corporate seal. Electronic documents signed with a public digital signature have full legal value, helping to protect the rights of the parties involved in the transaction.

3.5 Maximum information and data security

Digital public signatures provide a higher level of security than traditional handwritten signatures, thanks to public key encryption technology. The security key cannot be stolen, ensuring that business information and data are always securely protected.

3.6 In line with globalization trends

In the context of globalization and digitalization, public digital signatures are an important tool to help businesses adapt quickly to this trend. Using digital signatures to sign contracts remotely helps businesses be more flexible in international cooperation processes and expand development opportunities with global partners.

Public digital signature is not only an advanced technological solution but also an important part in improving the efficiency and security of business transactions in the digital age.

4. Practical applications of public digital signatures

From understanding what a public digital signature is , it can be seen that this tool can be applied in a variety of areas of life. Below are some outstanding practical applications of public digital signatures in businesses and e-government:

4.1 Application in business

Public digital signatures play an essential role in enhancing the security and authentication of electronic transactions of enterprises. Here are some important applications:

• Document authentication and integrity: Public digital signatures help ensure that electronic documents have not been altered without authorization, while authenticating the origin and integrity of the information in the document.
• Secure e-transactions: Businesses can conduct online transactions securely thanks to digital signatures, preventing information forgery and protecting important data.
• Signing decisions and contracts: Public digital signatures allow businesses to sign and confirm decisions, contracts, and agreements without the need for paper signatures. This saves time and costs associated with handling physical documents.
• Document and data management: Businesses can maintain secure and efficient management of electronic documents, improve access control and user authorization through digital signatures.
• Online registration: Public digital signatures support identity verification when registering online for services and applications, thereby protecting personal information as well as creating trust from users.
• Authentication and verification of information: Digital signatures are used to verify the identity of users in online transactions, ensuring that information and transactions are carried out securely.
• Email and message security: Digital signatures protect the integrity of emails and messages, help recipients identify the origin of the message, and ensure it is not tampered with.

4.2 Applications in e-Government

Public digital signatures also play an important role in e-Government applications:

• Birth and death registration: Support for performing birth and death registration procedures online quickly and accurately.
• Electronic tax declaration, electronic customs: Digital signature helps to perform online tax and customs declaration transactions, minimize paperwork processing, and improve management efficiency.
• Application processing: Used in applying for permits in areas such as publishing, construction, education, helping to simplify the process and ensure the legality of the application.

5. Instructions for using public digital signatures in the business registration process

According to Article 44 of Decree No. 01/2021, organizations and enterprises can use public digital signatures to carry out the business license registration process. Below are detailed instructions for 3 steps to carry out this process:

5.1 Step 1: Prepare documents

Enterprises need to prepare documents and records in accordance with legal regulations.

• First, the legal representative of the enterprise needs to declare information according to regulations and upload the necessary electronic documents to the system.
• The registration file must then be signed with a public digital signature, a tool that ensures the authenticity and security of the document.
• The signing and submission process is done through the National Business Registration Portal.
• If the enterprise authorizes an individual representative to carry out the procedure, the application must be accompanied by a certificate of authorization.

5.2 Step 2: Submit business registration application

Business registration dossiers can be submitted online via the National Business Registration Portal at https://dangkyquamang.dkkd.gov.vn . When the legal representative or authorized person signs the dossier with a public digital signature, the dossier will be immediately received by the system. The enterprise will receive a receipt confirming the business registration, confirming that the dossier has been successfully submitted.

5.3 Step 3: Get results

If the business registration dossier is complete and valid, without any additional information, the dossier will be forwarded to the tax authority for processing. The enterprise will receive a tax code from the tax authority and this is also the time when the enterprise is granted a business license from the business registration office.

In case the application requires additional information, the business must make the required adjustments to complete the registration process.

6. 1C:Document Management - Digital office solution supports process automation, built-in digital signature

1C:Document Management is a solution for automating, digitizing electronic documents and managing workflows. The solution has many useful features, including built-in valid digital signatures, allowing administrators to sign and approve anytime, anywhere, extremely convenient.

E-Office 1C:Document Management solution is trusted by more than 5000+ businesses thanks to its flexible benefits such as:

• Centrally store records, documents, and contracts in structured and unstructured forms on a single system.
• Integrating valid electronic signatures according to legal regulations, helping leaders sign and approve remotely right on their phones via Mobile App.
• Integrating OCR technology, capable of intelligently digitizing documents, minimizing manual errors.
• Manage work closely to each department and division, allowing for monitoring and approval of work.
• Decentralize data access to each department or individual, enhancing document security.
• Automate workflows, coordinate between departments, and apply multiple conditions and rules.
• Support internal communication activities, digital office management, meeting room booking, quick car booking...

With the above utilities, 1C:Document Management helps businesses resolve all process "breaks", manage neatly and grow sustainably.

Hopefully, through the above article, your business has understood what a public digital signature is and how to legally register. Using a public digital signature in the business registration process not only helps businesses save time and costs, but also ensures the security and legality of electronic transactions. To digitize documents, optimize workflows and management, administrators can consider using the 1C:Document Management solution - a digital office solution with built-in electronic signatures. Contact 1C Vietnam now to experience the software.