5 most frequently asked questions about online digital signatures

The emergence of online digital signatures has helped to almost completely change paperwork procedures. However, this form of digital signing is quite new, so there are still many misconceptions about this type of signature. Let’s join 1Office to answer the 5 most frequently asked questions about digital signatures!

1 – What is an online digital signature?

Online digital signatures, also known as digital signatures. This is a form of electronic signature created by transforming a data message using an asymmetric cryptography system, which allows someone with the original data message and the signer’s public key to accurately verify the signature.

Or to put it simply: A digital signature has the same legal validity as an individual’s handwritten signature or a company’s seal and is used in electronic transactions.

2 – What is the procedure for registering for an online digital signature?

To register for an online digital signature, businesses need to prepare a registration file that includes:

• A notarized copy of the business registration certificate or a notarized copy of the operating license;
• A notarized copy of the company’s tax registration certificate;
• A notarized copy of the legal representative’s national ID card (or passport).

After preparing all the above documents, you submit them to an agency licensed to provide digital signature services. The fee will also depend on the provider and the service package your business chooses.

Additionally, your business can use online digital signatures integrated into comprehensive business management platforms. To receive more consultation information about a comprehensive business management software with an integrated digital signature feature, register for a consultation here:

3 – In which cases is it mandatory to use an online digital signature?

According to Vietnamese law, not all electronic transactions require the use of a digital signature. However, there are some cases where a digital signature is mandatory:

For tax declaration, filing tax returns, and paying taxes.

According to Article 17 of the 2019 Law on Tax Administration, which regulates the responsibilities of taxpayers, taxpayers conducting business activities in areas with information technology infrastructure must use digital signatures when performing transactions such as declaring and paying taxes to tax authorities electronically.

When using electronic invoices.

+ Based on Clauses 1 and 2, Article 6 of Circular 32/2011/TT-BTC, an electronic invoice must contain the seller’s legally compliant digital signature, and the buyer’s legally compliant digital signature if the buyer is an accounting unit.

+ Based on Clause 2, Article 3 of Decree 119/2018/ND-CP of the Government on electronic invoices for the sale of goods and provision of services, electronic invoices must include a digital signature.

Declaring social insurance.

Based on Article 4 of Decision No. 838/QD-BHXH, when individuals or organizations want to conduct electronic transactions to declare social insurance, they are required to have a legal digital signature. The use of digital signatures in social insurance electronic transactions is generally referred to as electronic signing.

4 – Are online digital signatures truly secure?

Digital signatures are based on asymmetric cryptography, which uses a private key that only the signer knows. This way, when users want to sign a document, they must use their private key. Therefore, the privacy and security of digital signatures are absolute.

Forging a digital signature is extremely difficult. This can only be done if your private key is compromised. If that happens, users can revoke or lock the compromised signature.

5 – How to choose the most reputable digital signature provider for your business

When deciding on a suitable digital signature provider, 1Office recommends you consider the following 3 points:

• Is the legal validity of the provided digital signature guaranteed?
• Does the digital signature help streamline workflows and speed up document approvals?
• Does this provider offer bulk signing options to automate the signature process for hundreds of documents?

1Office is one of the pioneers leading digital transformation in Vietnam and is trusted and highly rated by a community of over 3,500 businesses. In addition, 1Office is also one of the most reputable digital signature providers on the market. The digital signature feature is integrated directly into the software, helping your business easily approve and internally sign documents and records such as: Payment requests, Advance requests, etc. This is a standout feature of 1Office that not every digital signature provider can offer.

We hope these answers to common questions about digital signatures will provide your business with more information and a legal basis to apply digital signatures effectively and in compliance with the law.

Currently, the 1Office comprehensive business management platform has integrated an online digital signature feature. Customers who are interested, please leave your information, and the 1Office team of experts will contact you for a consultation.

See more: 1OFFICE LAUNCHES 1CA DIGITAL SIGNATURE FEATURE

Special Offer Program

The 1CA digital signature solution was launched in the midst of the Covid-19 pandemic to help businesses overcome the challenges of being unable to sign contracts in person, ensuring continuous operations and business breakthroughs.

To support Vietnamese businesses during this difficult period and to promote the 1CA Digital Signature feature, 1Office is launching a special promotional program:

• For new customers: Get a free 3 MONTHS of digital signature service
• For existing 1Office customers: Free use of the Digital Signature UNTIL THE END OF 2021

To experience the digital signature service and receive this offer, click the “Register for a trial” button below or call 0834 838888 to be connected with our Digital Signature Solution experts for the fastest support.