How to Apply for a Digital Signature Certificate (DSC)?

A Digital Signature Certificate (DSC) is an electronic signature document to verify the identity of a person or entity. It is considered the digital equivalent of a handwritten signature. It is used to sign online documents and ensures the security and authenticity of the documents. In this article, you will get to learn how to apply for a Digital Signature Certificate (DSC).

What is a Digital Signature Certificate (DSC)?

A Digital Signature Certificate (DSC) is a secured digital key stored on a USB E-Token for Identity verification. It contains the signature in digital format of a particular person or entity. This certificate is issued by a Certifying Authority (CA). It is generally used for filing online government forms, signing contracts, intellectual property applications, securing online transactions, verifying notices, and so on. It acts as a digital equivalent of a physical signature to secure the online documents. It helps to verify, data encryption, and secures financial transactions. It helps build trust among third parties, verifies the identity of software publishers, and so on.

This certificate contains the public key of the holder and the digital signature of a CA. It also contains information about the user’s identity such as name, country, location, email address, date of certificate issue, and name of the certifying authority. It will be helpful to improve security, reduce fraud, and so on for businesses to comply with legal requirements.

Who requires a Digital Signature Certificate (DSC)?

Any Individual or entity requires a Digital Signature Certificate (DSC) to electronically sign documents for official purposes.

Here are the list of Individual or Entities:

• Businesses and Companies: It requires a DSC to file several documents and forms with the Ministry of Corporate Affairs (MCA) by authorized signatories.

• Taxpayers with Audited Accounts: A DSC is mandatory for e-filing individuals or companies' income tax returns as per the Income Tax Act.

• GST-compliant businesses: All GST registered businesses requires a DSC to file GST returns and other related forms.

• E-tendering participants: Any individual or company requires this certificate to participate in online tenders on government portals. It helps to verify the identity of the bidder, maintaining integrity, legal validity, and compliance with the legal requirements to secure electronically submitted documents.

• Other Related Businesses and Entities: They require digital signatures to electronically sign the important documents to fill up forms or providing a bill.

Moreover, the Ministry of Corporate Affairs stated that it is required to file all reports, applications, and forms using an authorized signatory’s digital signature.

Types of Digital Signature Certificate (DSC)

Here are three types of DSC are there:

• Signature

An Individual uses a DSC to sign a document. It is used to verify and sign online applications and files to secure the authenticity of a signatory. It is applicable for filing income tax returns, MCA online forms, e-forms, and other web-based service documents for GST returns. It helps to verify the user’s identity and provides authentication of the document.

• Encrypted

This type of certificate enables individuals and businesses to encrypt files, documents, and other confidential data, ensuring robust protection for sensitive information. It helps companies and enterprises securely encrypt and upload documents on their web portals, safeguarding critical business data. Additionally, it enhances the security of personal information. This Digital Signature Certificate (DSC) is essential for securing e-commerce documents, e-tender filings, legal paperwork, and other confidential documents used for official purposes.

• Sign and Encrypt

The Sign and Encrypt Digital Signature Certificate (DSC) serves a dual purpose: document signing for identity verification and encryption for data protection. This certificate ensures both the authenticity and confidentiality of sensitive information. Government agencies and corporate entities can utilize it to securely file government documents, forms, applications, and other related records, maintaining data integrity and privacy.

Classes of Digital Signature Certificate (DSC)

There are three types of Classes in Digital Signature Certificate (DSC) issued by the certifying authorities (CA):

Class 1

Class 1 Certificates are issued to individuals or private subscribers to authenticate their name and email address as registered in the certifying authority’s database. These certificates are primarily used to enhance email security, ensuring the protection of email messages against tampering and unauthorized access.

Class 2

Class 2 Certificates are issued to businesses and individuals for e-filing forms on government portals such as the Ministry of Corporate Affairs (MCA), GST, and Income Tax websites. These certificates provide a moderate level of identity verification, ensuring secure online transactions and compliance with regulatory requirements.

Class 3

Class 3 Certificates are issued to both individuals and businesses and are considered high-assurance digital certificates, primarily used for e-commerce applications. They are essential for secure online participation in e-auctions and bidding on government tenders, providing robust security for sensitive online transactions. Vendors looking to participate in online tenders must obtain a Class 3 certificate. To ensure the highest level of security and authenticity, individuals must appear in person for identity verification before receiving this certificate.

Anyone can apply for the above-mentioned certificates based on their specific needs by submitting the required documents to a Certifying Authority (CA).

Documents required to apply for a Digital Signature Certificate (DSC)

To apply for a DSC, you must submit identity and address proof. The commonly required documents include:

For Individuals:

• PAN Card (Mandatory in some cases)

• Aadhaar Card/Passport/Driving License/Voter ID (for address verification)

• Passport-size Photograph???????

• Active Email ID and Mobile Number

For Organizations (Companies, LLPs, and Firms):

• PAN Card of the Organization

• Certificate of Incorporation

• GST Certificate (if applicable)

• Proof of Authorized Signatory (Board Resolution or Power of Attorney)

• Authorized Signatory’s ID Proof and Address Proof

The Processes to Apply for a Digital Signature Certificate

Here are the step-by-step processes to apply for a Digital Signature Certificate:

Step 1: Choose a Certifying Authority

Firstly, you must choose a licensed and reliable Certifying Authority (CA) to obtain a digital certificate recognized by the Controller of Certifying Authorities (CCA).

Step 2: Go to the Certifying Authorities' website

• As an applicant, you must visit any of the Certifying Authorities (CA) websites and access the DSC application form.

• Next, select the DSC Class 3 registration or application on the Homepage to fill out the form

Step 3: Fill in the required details

You must fill up the required details on the DSC application form, such as:

• Personal details like name, contact details, PAN card number, Identity Proof, address and other identity details

• Class of the DSC

• Type: Only Sign or Sign and Encrypt

• Validity

• GST Number

• Declaration

• Attestation Officer

• Payment Details

• Other required details

Once you have filled in the required details, you must upload your recent photograph, and e-sign the declaration. Then, you have to thoroughly check your filling details before submission, and submit the form. Take a print of this application form to keep a record and make sure you have provided accurate information to reduce issues or delays in the verification process.

Step 4: Proof of Identity And Address

You must upload your proof of Identity and address to the DSC application. It requires attestation by an attesting officer.  You must check whether it is clearly signed and visible official seal on the supporting documents.

You have to select this option if the CAs offer Aadhaar eKYC-based authentication. In this option, you don’t need to upload additional documents. If you want, you can also directly approach a Certifying Authority (CA) with the original documents and their self-attested copies. It is not mandatory to attest these documents by an attesting officer. In another way, you must upload a letter or certificate issued by a bank and certified by the bank manager. It includes your name, PAN, and address as a record. Attestation is not mandatory.

In some cases, you can upload a recorded e-verification video. You need to show your original required documents to complete eKYC.

Step 5: Payment for DSC

As an applicant, you should pay a required fee for the issuance of the DSC after filling out the DSC application and uploading the required documents. If you want, you can make a payment through online modes, like net banking, credit card, debit card, UPI payment, and other online modes of payment.

Step 6: Issuance of DSC

Once you complete the DSC application form by filling in the required details, providing the required documents, paying the required fee, and submitting the application. The Certifying Authority (CA) will review and verify your application and documents. They will issue the DSC certificate electronically after completing the verification. You will receive a DSC in an encrypted pen drive by post.

Rectifying Mistakes in Digital Signature Certificate

If you want to correct your mistakes in a Digital Signature Certificate (DSC), you must contact your Certifying Authority (CA) to initiate a process to update the incorrect information. You must:

• Visit to the Certifying Authority (CA) website

• Go to the “Change DSC details” option

• Fill in the required details of the DSC

• Next, you must select the Renewed or changed DSC

Benefits of Digital Signature Certificate (DSC)

Here are the several benefits of a Digital Signature Certificate (DSC):

• Authentication

It helps verify an individual’s identity and provides authenticity of a document, and protect personal information for business purposes. It acts as a key tool and allows users to sign digitally into the online documents and prevents fraud.

• Data integrity

A user's digitally signed documents are encrypted with their private key, which means the signature cannot be edited or altered. This feature helps to protect the data and provides a guarantee for integrating the data. 

• Reduced Cost and Time Saving

A Digital Signature Certificate (DSC) plays a crucial role in cutting down cost by reducing the requirement to physically print, sign, and scan documents. It also reduces costs through its paperless verification methods, and cut down the use of papers for signing a document. However, users can sign documents digitally and send them quickly which generally saves time.

• Legal Compliance

A DSC provides security and authenticity of electronic documents to comply with legal compliance. It is useful for company registration, filing, and document verification online. It serves as a legally recognized digital signature to prevent tampering and secure the documents.

• Improved Efficiency

A DSC helps to increase the efficiency of a document by its technology which helps a person to quickly sign and send documents instantly from any location with an internet connection. The advent of digital signature certificate reduces the requirement of physical document delivery and the process of signing.

• Higher Security

Verifying a user's identity relies on their unique private key to create a digital signature. This process ensures document integrity, prevents tampering, and secures online documents for business purposes.

• Fraud Prevention

A unique digital fingerprint of the document is created and encrypted using the signer’s private key to prevent fraud. Any alterations made during transmission will invalidate the signature, alerting the recipient to potential tampering while ensuring the security of the electronic signature.

• Builds Trust

A Digital Signature Certificate (DSC) verifies the sender’s identity and ensures the authenticity and integrity of a document. It enhances trust for recipients of digitally signed documents while also strengthening security in online transactions and communications.

• Workflow Efficiency

Electronically signing documents becomes quick and efficient, eliminating the need for physical paper copies, printing, scanning, and mailing. This not only saves valuable time but also reduces delays and streamlines the approval process. With an internet connection, users can digitally sign documents from anywhere, at any time. Additionally, it enables easy tracking of document status, enhancing workflow efficiency for business operations.

Conclusion