Document Signer Class 3 Digital Signature

1. What is Document Signer Digital Signature? 
   Ans. The Document Signer Certificates are issued to organisational software applications for operating automatically to authenticate documents/information attributed to the organisation by using Digital Signature applied on the document documents/Information.
2. What are the benefits of using Document Signer Digital Certificates?
   Ans. A Digital Certificate can be used to electronically sign any document or transaction or invoices. It will also improve on response time taken while processing invoice. Digital Certificates issued by a valid Indian CA hold good in a court of law in accordance to the Indian IT Act 2000.
3. What are the Precautions to be taken with Digital Certificates?
   Ans. Since Digital Signatures have legal validity and are at par with physical signatures, it is the responsibility of the certificate holder to keep his certificate safely and not share it with any individual. Recommended is USB Token for storing the certificates securely. Also, in case the certificate is lost or the iKey is stolen, it is the responsibility of the individual to revoke his certificate and obtain a new one. Certificates issued will be valid for a period of one year and need to be renewed after a year.

1. What are the required documents?

• Document as proof of identity (Any one):
  • Aadhaar (eKYC Service)
  • Passport
  • Driving License
  • PAN Card
  • Post Office ID card
  • Bank Account Passbook/statement containing the photograph and signed by an individual with attestation by the concerned Bank official.
  • Photo ID card issued by the Ministry of Home Affairs of Centre/State Governments.
  • Any Government issued photo ID card bearing the signatures of the individual.

• Documents as proof of address (Any one):
  • Aadhaar (eKYC Service)
  • Telephone Bill
  • Electricity Bill
  • Water Bill
  • Gas connection
  • Bank Statements signed by the bank
  • Service Tax/VAT Tax/Sales Tax registration certificate.
  • Driving License (DL)/ Registration certificate (RC)
  • Voter ID Card
  • Passport
  • Property Tax/ Corporation/ Municipal Corporation Receipt.

• • Supporting Documents in respect of Existence of organization (Any One)
    • Individual/Proprietorship Firm
      • Copy of Business Registration Certificate” (S&E / VAT / ST/GST)
      • Copy of statement of bank account (First and second page)
      • Copy of ITR accompanied by computation of income/financial statement (Front side page-1)

Note If the individual proprietor does not have proof of Business Registration, copy of the PAN Card and copy of the address proof of the Individual/Proprietor should be submitted.

In case, the tax return has not been submitted, the Individual/Proprietor should provide a self signed affidavit stating the reason.

The bank account should be in the name of organization.

• • Partnership Firm
    • Copy of partnership deed ( Max of first three pages including list of partners and authorised signatories)
    • Copy of PAN card (Front side )
    • Copy of statement of bank account (First and second page)
    • copy of ITR accompanied by computation of income/financial statement pertaining to last financial year (First and second page)

• • Corporate Entities
    • Copy of Company Pan Card (Front side ) Copy of certificate of incorporation
    • copy of article and memorandum of association o Copy of statement of bank account (First and second page)
    • The copy of audit report along with the annual return pertaining to last financial year (First and second page)
    • The authorized representatives for forwarding / certifying the application form for DSC should be duly authorized by the resolution of board of directors
    • Certified copy of organizational ID proof of authorised signatory Association of person

• • Body of Individuals
    • Copy of PAN Card of entity(Front side)
    • Copy of Incorporation and Registration Certificate issued by authority such as Registrar
    • Copy of Memorandum of Association/copy of rules/Bye laws oCopy of Bank Statement(First and second page)
    • Copy of Income Tax Return of last year(Front side page-1)
    • Authority/Resolution for Authorization to Authorized Signatories for DSC application/ forwarding/ attestation of organizational documents
    • Certified copy of organizational ID proof of authorized signatory

• • Limited Liability Partnership
    • Copy of Pan Card of LLP (Front Side)
    • Copy of incorporation and Registration Certificate issued by authority such as Registrar
    • Copy of LLP agreement
    • Memorandum of Association/copy of rules/Bye laws
    • Copy of Bank Statement(First and second page) oCopy of Income Tax Return of last year(Front side page-1)
    • Authority/Resolution for Authorization to Authorized Signatories for DSC application/ forwarding/ attestation of organizational documents
    • Certified copy of organizational ID proof of authorized signatory

• • Non-Government Organisation /Trust
    • PAN Card of NGO/Trust(Front side)
    • Incorporation and Registration Certificate issued by authority such as Registrar /sub-assurances oCopy of Trust Deed
    • Copy of rules and Bye laws of NGO
    • Copy of Bank Statement verified/attested by Banker(First and second page)
    • Copy of Income Tax Return of last year(Front side page-1)
    • Authority/Resolution for Authorization to Authorized Signatories for DSC application/ forwarding/ attestation of organizational documents
    • Certified copy of organizational ID proof of authorised signatory

With the above documents the following conditions will apply.

1. Validation of signature on application forms: At least one identity or address proof should contain signature of applicant. If absent, subscribers should submit their signatures validated by the bank where they hold a bank account. The CA should use that verification document to confirm the signature of subscriber present on the application form.
2. Validity of the Address Proof: In case of any utility bills like electricity, water, gas, and telephone bill, in the name of the applicant , the recent proof, but not earlier than 3 months from the date of application should be attached.
3. Using single document copy to be used for both Identity & Address proof: This may be considered. However, if the address in the Photo-id is different from the address given in the application then a separate address proof may be insisted for.
4. Attestation against original copy: Copy of supporting document should be attested by any one of the following:
   1. Group ‘A’ /Group ‘B’ Gazetted officers
   2. Bank Manager/Authorised executive of the Bank
   3. Post Master