Personal digital signature template: Registration and application instructions

Personal digital signatures are increasingly becoming an important tool in electronic transactions. In the article below, 1C Vietnam will provide an overview of popular personal digital signature models , detailed instructions on the registration process and practical applications.

1. What is a personal digital signature?

A personal digital signature is a form of electronic signature, created using special encryption technology. To put it simply, when a person signs a document using a digital signature, they use a private key to encrypt the information. The recipient of the document can use the signer's public key to verify and confirm that the content has not been changed since it was signed. This process helps ensure that the digital signature is secure and the document content remains intact.

According to Article 3 of Circular 41/2017/TT-BTTTT , a personal digital signature is created using a secret key, combined with a personal digital certificate. In other words, a personal digital signature is a digital signature used in an electronic environment, fully complying with legal regulations on digital signatures.

Personal digital signatures include two main forms: digital signatures of individuals belonging to organizations and digital signatures of independent individuals. Below are application samples for these two cases.

2. Common personal digital signature templates

Personal digital signature templatescome in many different forms and applications, suitable for each user's specific needs. In this section, let's explore the most popular personal digital signature templates with 1C Vietnam, helping readers better understand the available options.

2.1 Digital signature sample for individuals in enterprises

In the business environment, personal digital signatures play an important role in performing transactions and signing documents. This section will introduce specific digital signature templates for individuals in businesses, thereby choosing the appropriate digital signature method for work requirements.

2.2 Personal digital signature sample when signing online contracts

Online contract signing is becoming more and more popular and personal digital signature is an essential tool in this process. In this section, 1C Vietnam will present digital signature templates used when signing online contracts, helping to ensure the legality and security of transactions.

3. Legal and regulations on personal digital signatures

Personal digital signatures are not only an authentication tool in the digital environment but are also legally recognized. Regulationson personal digital signaturesare clearly stated in legal documents such as the Law on Electronic Transactions, Decrees and Circulars guiding digital signatures and digital signature certification services.

3.1 Who is allowed to use personal digital signatures?

Any Vietnamese citizen who needs to use a digital signature can register with a certification service provider and use a digital signature as an electronic equivalent to a handwritten signature.

Specific subjects in the enterprise that need to use personal digital signatures include: directors, deputy directors, department heads, chief accountants and employees in the organization,...

3.2 What is the legal value of a personal digital signature?

According to Article 23 of the Law on Electronic Transactions 2023, the legal value of electronic signatures is stipulated as follows:

• An electronic signature cannot be denied legal validity simply because it exists in electronic form.
• A digital signature or a specialized electronic signature that ensures security is considered to have the same value as an individual's handwritten signature on paper documents.
• If the law requires a document to be certified by an agency or organization, this requirement is still considered valid if the document has been signed with a digital signature or a secure electronic signature issued by that agency or organization.

Thus, digital signatures have legal effect on electronic documents such as tax declarations, electronic invoices, electronic tickets, sales contracts and partnership contracts.

3.3 Regulations on security and safety when using personal digital signatures

According to Article 40 of Decree 130/2018/ND-CP, a digital signature is considered a secure electronic signature if it meets the following conditions:

• The digital signature must be created during the validity period of the digital certificate and can be verified through the public key recorded on that digital certificate.
• A digital signature is created using a private key corresponding to the public key contained in the digital certificate and issued by one of the following organizations:
  • National digital signature certification service provider;
  • Unit providing digital signature certification services for the Government;
  • Unit providing public digital signature certification services;
  • Unit providing specialized digital signature certification services for agencies and organizations that are granted certificates of qualified security conditions.

5. The role of personal digital signatures in electronic transactions

What is a personal digital signature for? A personal digital signature offers many advantages over manual signing. Some of the notable benefits include:

• Integrity assurance: Use cryptographic technology to protect data, prevent editing after signing, ensure safety in electronic transactions.
• Save time: Helps to sign, approve and process documents quickly without printing or delivery, saving time for businesses.
• Reduce administrative costs: Limit costs associated with printing and distributing documents, especially for businesses that process a lot of documents.
• High security: Prevents forgery and fraud, ensuring safety for all participants.
• Sign anytime, anywhere: Allows remote document signing on any device, increasing work efficiency.

6. Popular forms of personal digital signatures

Below are the common types of personal digital signatures, each type offers different features and benefits, depending on the needs of each individual or organization:

• USB Token digital signature: Most popular today, stored on a compact USB Token device, easy to carry, helping users to use conveniently.
• SmartCard digital signature: Stored on SmartCard device, like phone sim card, easy to carry and use.
• HSM digital signature: For large enterprises and government agencies, stored on HSM devices with high security levels, meeting strict security standards.
• Remote digital signature: No hardware required, created via software and Internet connection, suitable for users who are constantly on the go.

7. Steps to get a personal digital signature

To owna personal digital signature, users need to perform some basic steps. Below is the detailed process to register and activate a personal digital signature for use in electronic transactions:

7.1 Instructions on how to create a personal digital signature

Below is a detailed guide to the process of creatinga personal digital signature, from choosing a service provider to storing and using the digital signature.

 Step 1: Choose a digital signature service provider
Choose a reputable and state-recognized digital certificate authority to ensure the legal value of personal digital signatures.

Step 2: Register and verify information
Provide personal information such as full name, date of birth, ID card/CCCD number, phone number, email address and business-related documents if required.

Step 3: Submit application and verify identity
Contact the service provider to choose the appropriate service package, then submit the application and perform identity verification.

Step 4: Create a personal digital signature
After authentication, the supplier will provide you with a digital signature device (such as USB Token, SmartCard, HSM) and instructions for installing digital signature management software. Use the device to create a personal digital signature template.

Step 5: Store digital signature
Store digital signatures and passwords securely. Users can keep digital signatures on hardware devices or keep related information secure while using them.

7.2 Procedure for registration and issuance of personal digital signature certificate

To ensure the proper and legal use of personal digital signatures, registration and issuance of digital signature certificates is an important step.

Step 1: Submit application
After purchasing a digital signature, submit the registration application via USB Token.

Step 2: Document assessment
The supplier will review the application for personal digital signature.

Step 3: Install and activate USB
Once the application is approved, the USB Token will be sent for installation and activation.

Step 4: Register an account with the General Department of Taxation
Complete account registration with the General Department of Taxation.

Step 5: Use digital signature
After the National Digital Signature Certification Center authenticates the documents, you can use the digital signature to sign electronic documents.

8. Frequently asked questions about personal digital signatures

When first starting to use personal digital signatures, many people may encounter questions and problems that need to be solved. To help users better understand this tool and how to use it effectively, 1C Vietnam has compiled frequently asked questions about personal digital signatures with detailed answers:

8.1 Is a personal digital signature legal to sign administrative documents?

Yes, businesses can absolutely use digital signatures to sign labor contracts. According to the law, personal digital signatures have the same legal value as handwritten signatures in electronic transactions. Therefore, in the case of signing labor contracts in electronic form, employers can sign them using digital signatures.

8.2 Can a personal digital signature replace a handwritten signature in business transactions?

Enterprises can absolutely use digital signatures to sign labor contracts. The law stipulates that personal digital signatures have the same legal value as handwritten signatures in electronic transactions. Therefore, signing labor contracts in electronic form with digital signatures is completely valid for employers.

9. Modern digital office solution 1C:Document Management integrates legal standard digital signatures

1C:Document Management is known as an E-Office solution trusted by more than 5,000 businesses today. The solution integrates electronic signatures according to legal regulations, supporting convenient document and process management. Below are some of the outstanding benefits that 1C:Document Management brings to businesses:

• Store text documents centrally on one system.
• Automate multi-conditional workflows.
• Support closely assigning work to each department and individual, limiting the situation of employees missing or forgetting work.
• Integrated OCR technology supports smart document digitization.
• Decentralize data access for each department and individual.
• Support internal communication, digital office management, meeting room and car booking….

In particular, one of the most impressive points is that the solution integrates digital signatures with a convenient Mobile App, helping leaders quickly grasp business activities, approve work, sign documents, contracts, documents,... anytime, anywhere. With 1C:Document Management, all processes in the business are significantly optimized.

Understanding commonpersonal digital signature templates, registration and certification processes, as well as the applicability of digital signatures helps individuals and businesses maximize the benefits of this technology. In addition, administrators should also consider using the 1C:Document Management solution to automate internal processes, easily sign and approve contracts and documents with digital signatures integrated on the Mobile App. To experience this convenient solution, contact 1C Vietnam now.