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A digital signature is a form of electronic signature created using an asymmetric cryptographic system, consisting of a private key and a public key. In essence, it plays the same role as an individual's handwritten signature or a business seal on paper documents, but is used to confirm the identity and integrity of an electronic document.
In Vietnam, the legal value of digital signatures is clearly stipulated in Article 8, Decree 130/2018/ND-CP. Specifically, when the law requires a document to have a signature or seal, this requirement is considered to have been met if the document is signed with a digital signature and the signature ensures the security conditions as prescribed in Article 9 of this Decree. To be legally valid, the digital signature must be created during the time the digital certificate is valid and the secret key must be under the control of the signer at the time of signing.
USB Token Digital Signature (or USB Token) is a compact hardware device, like a regular USB, used to store the user's secret key. It operates based on an asymmetric key pair:
Private Key: This key is only under the control of the signer and is securely stored in the USB Token to create a digital signature.
Public Key: This key is used to authenticate and verify the validity of the digital signature and is attached to a Digital Certificate to identify the signer.
When you sign a document, the system uses your private key to generate a digital signature. The recipient then uses the corresponding public key to authenticate the signature and verify the integrity of the document. Any changes to the document after signing will be detected, ensuring the integrity and non-repudiation of the transaction.
Using USB Token digital signature brings many outstanding benefits, helping businesses optimize processes and improve operational efficiency in the digital environment.
USB Token digital signature helps businesses significantly reduce the time and costs associated with traditional administrative procedures. Instead of having to print, stamp, and transport paper documents, businesses can sign a series of documents and electronic contracts in just a few minutes, making the workflow faster and more seamless. This not only helps save on paper and ink costs, but also reduces the cost of delivering, storing, and preserving records and documents.
Safety and security are among the most important benefits of digital signatures. With public-key encryption technology (RSA) using private and public key pairs, digital signatures ensure the signer's information and the integrity of the document, preventing forgery or changes to the content after signing. The private key is protected by a PIN code and can only be used by the owner of the USB Token device, ensuring absolute security for important transactions.
The application of USB Token digital signature demonstrates the professionalism and modernity of enterprises in the digital age. It allows enterprises to conduct electronic transactions legally and quickly with partners, customers and government agencies, thereby improving work efficiency and brand reputation.
To be able to use USB Token digital signature, you need to register the service with a provider licensed by the Ministry of Information and Communications.
Registration form:
For businesses: It is necessary to prepare a notarized copy of the Business License, Tax Registration Certificate and ID Card/Passport of the legal representative. If the registrant is not the legal representative, an additional Power of Attorney is required.
For individuals: Only need a notarized copy of ID card/CCCD/Passport
After submitting the application and payment, the supplier will provide you with a USB Token device and installation instructions.
The process of installing digital signature software only needs to be done once. For example, with FPT-CA software, the steps are as follows:
Step 1: Plug the USB Token into the computer's USB port.
Step 2: Go to "My Computer" (or "This PC"), find the provider's drive icon (eg FPT-CA) and double-click to run the installation file
Step 3: Select language, then click "Install" and "Finish" when the process is complete
Digitally sign documents (e.g. PDF files):
Step 1: Plug the USB Token into the computer.
Step 2: Open the document to be signed using supporting software (for example: Foxit Reader).
Step 3: Select the digital signature function and enter the PIN code for authentication.
Digital signature for electronic tax declaration and payment:
Step 1: Plug the USB Token into the computer.
Step 2: Access the website http://thuedientu.gdt.gov.vn/ and select "Business".
Step 3: Enter the tax code, then select "Read CKS", enter the PIN and select "Accept" to complete.
Loose digital signature management can lead to serious risks. Many users are careless when not changing the default PIN or giving USB Token to others, creating loopholes for criminals to take advantage of impersonation. In addition, using services from unreliable suppliers can also lead to violations of regulations and legal risks.
To protect your digital signature and business assets, you should follow these principles:
Change PIN periodically: Immediately after receiving the digital signature, change the default PIN. The new PIN should be difficult to guess and should be changed periodically.
Device protection: After use, USB Token should be carefully stored in a locked cabinet to avoid impact or loss.
Check expiration date: Regularly check the expiration date of the digital signature and renew it promptly to avoid interruption of electronic transactions.
Choose a reputable supplier: Only cooperate with suppliers licensed by the Ministry of Information and Communications, with a commitment to confidentiality and professional technical support.
USB Token digital signature is an essential tool, helping businesses and individuals conduct electronic transactions safely, effectively and legally. By mastering the nature, applying professional installation and digital signature instructions, and adhering to the principles of security management, you will optimize all business activities and protect your assets in the best way in the digital age.
