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In the context of a rapidly developing digital economy, digitizing transactions is no longer an option but has become an essential requirement for every individual and business. Especially in Vietnam, administrative procedures, taxes, customs and social insurance have almost completely shifted to the electronic environment. In particular, digital signatures have emerged as an indispensable tool, playing a key role in ensuring the legality, safety and efficiency of all online transactions.
One of the biggest challenges for beginners is finding a comprehensive, reliable guide to understanding digital signatures and how to use them. This article is designed as an in-depth guide, answering all questions from basic concepts, legal background, registration process, to potential risks and how to choose a reputable provider. By providing a multi-dimensional view, the article helps individuals and businesses not only grasp the "simple process" but also understand the nature of this technology, thereby making smart decisions, optimizing operations and ensuring absolute safety in all electronic transactions.
Digital signatures bring many practical benefits, helping to reduce up to 70% of costs compared to traditional methods such as printing, delivering documents and storing. At the same time, it helps save time, increase security and improve work efficiency. Transactions can now be performed anytime, anywhere, without being limited by space and time.
According to the official regulation in Clause 6, Article 3 of Decree 130/2018/ND-CP, “a digital signature is a form of electronic signature created by transforming a data message using an asymmetric cryptographic system, whereby a person who has the original data message and the signer's public key can accurately determine: a) The above transformation was created using the correct secret key corresponding to the public key in the same key pair; b) The integrity of the content of the data message since the above transformation was performed”.
Simply put, a digital signature acts as an individual's handwritten signature or a business seal, used to confirm and guarantee the rights and responsibilities of the parties involved in transactions in the electronic environment. If handwritten signatures and seals are used for paper documents, digital signatures are used for electronic documents such as contracts, invoices, and other financial transactions. Digital signatures help solve the problem of forgery in digital communications, ensure the integrity of documents, and prevent changes to content after signing.
One of the most common points of confusion is the difference between digital signatures and electronic signatures. Although digital signatures are considered a form of electronic signatures, they are not exactly the same. Understanding this difference is the first step to making the right choice for important transactions.
The most basic difference lies in the nature and security mechanism. Electronic signature is a broader concept, which can be any symbol, image, or process attached to a document to show the signer's consent. A typical example is the use of a scanned image of a signature or creating a signature online through free software such as Word, Excel. This type of signature usually does not use encryption and can be easily forged or edited.
In contrast, a digital signature is an encrypted electronic "fingerprint" using an asymmetric cryptographic system. This mechanism helps to accurately verify the identity of the signer and ensure the integrity of the document. The digital signature verification process is performed by trusted certification authorities or trusted service providers, helping to minimize the risk of information disclosure or attack. Due to its superior security and features, the cost of creating and using a digital signature is often higher than that of an electronic signature. The use of a simple electronic signature (such as a scanned file) for important legal transactions may not be recognized or is easily forged. Therefore, the use of a digital signature is a necessary requirement to ensure the safety and legality of transactions in the digital environment.
The principle of operation of digital signatures is built on a solid technological foundation, called asymmetric cryptography, based on the RSA algorithm. This system includes a unique key pair, generated randomly and only once:
Private Key: Used to create a digital signature. This key must be carefully protected and controlled only by the signer.
Public Key: Generated from the corresponding secret key, has the function of verifying, checking digital signatures and authenticating users.
The digital signature process goes like this: when the signer wants to sign a document, the system uses a private key to generate a string of digital symbols, also known as a "digital signature". When this document is sent, the recipient uses the corresponding public key to authenticate the signature and check the integrity of the document. Any small changes to the document after signing will invalidate the signature, thereby immediately detecting the change.
It is important to note that digital signatures ensure authenticity (verification of the signer's identity), integrity (the content has not been altered), and non-repudiation (the signer cannot deny having signed). However, this technology does not guarantee the confidentiality of the document's content, so users still need to use other security measures if they need to encrypt the content.
The legal value of a digital signature is a core factor that helps it be widely accepted in transactions. According to Article 8 of Decree 130/2018/ND-CP, a digital signature is recognized as having the same legal value as an individual's handwritten signature and the seal of an agency or organization in paper documents. Specifically, if the law requires a document to have a signature or seal, that requirement is considered met if the electronic document is signed with a digital signature and that signature ensures the security conditions in Article 9 of this Decree.
For a digital signature to be recognized as valid, it must meet strict conditions, including: being created during the validity period of the digital certificate, being verifiable using the public key on the certificate, and at the time of signing, the private key must be under the sole control of the signer.
The licensing of digital signature service providers in Vietnam is also strictly controlled by the Ministry of Information and Communications, based on financial conditions (ensure a minimum deposit of VND 5 billion), human resources (have a team of highly qualified professionals) and technical conditions (ensure a secure system, anti-intrusion). This solid legal and technical foundation has created a trustworthy ecosystem, helping users feel completely secure when using digital signatures for important transactions.
The market today offers many different types of digital signatures, classified according to storage methods and technology used. Each type has its own advantages and disadvantages, suitable for different needs and scales of use.
USB Token Digital Signature: This is the most traditional and popular type of digital signature, with the secret key stored in a compact USB-like hardware device.
Advantages: Easy to use, reasonable price, suitable for individuals and small and medium businesses.
Disadvantages: Requires USB to be plugged into computer for signing, not flexible when needing to sign remotely or on mobile devices.
HSM (Hardware Security Module) digital signature: The secret key is stored and operated on a dedicated hardware device integrated into the server.
Advantages: Capable of signing in bulk at extremely high speed (up to 1200 times/second), absolute security, and centralized storage on the system.
Disadvantages: Initial investment cost is very high, only suitable for large enterprises, banks or organizations that need to sign digitally in large volumes.
Remote/Cloud Signing: This is the latest technology, allowing users to sign digitally without the need for hardware devices. The secret key is stored on the service provider's server, and users sign via web or phone applications using OTP codes or biometrics.
Advantages: Sign anytime, anywhere, on any device, regardless of computer or USB Token.
Disadvantages: Depends on internet connection and stability of the provider system.
SmartCard Digital Signature: The secret key is built into a special phone SIM.
Advantages: Compact, convenient and can be signed on mobile devices.
Disadvantages: Must use SIM card of the service provider, cannot sign digitally when abroad or in places with weak signal.
To get an overview and make the right choice, the table below compares digital signature types based on important criteria:
