The document discusses the transformative role of information technology (IT) for company secretaries (CS) in India, highlighting its impact on e-governance and the transition from traditional practices to more strategic roles. It emphasizes the importance of IT in various sectors, including global trade, transparency, and efficiency within governmental functions, while also detailing the benefits of using digital signatures. The document outlines challenges and opportunities presented by IT for CS, advocating for a shift in mindset and the adoption of new technologies to enhance professional services.

1. This is not a Windows XP Desktop This is a Presentation designed in Microsoft PowerPoint itself Simply a computer can be used in more than one way

3. IT and Company Secretary

4. Information Technology & Company Secretary

5. CS @ IT

6. [email_address] Why IT e-governance Challenges for CS e - transformation Opportunities for CS Digital Signature Certificates Encryption & Decryption

7. WHY IT IS IT ESSENTIAL FOR CS WHAT IT CAN DO FOR US

8. IT Facilitate -GLOBALIZATION Telecommunications Advancement Transportation Facilities Information Technology & Knowledge Sharing Transparency & Good Governance

9. TECHNOLOGICAL ADVANCEMENT ADVANCED IT TOOLS HARDWARE'S SOFTWARE'S INTERNET

10. HI TECH GADGETS INCREASING YOUR EFFICIENCY

11. The IT Revolution Virtual Keyboard

12. ADVANCED SOFTWARES TAKING CARE OF YOUR DAY TO DAY NEEDS PEOPLE SOFT SAP SWIFT SUPPLY CHAIN BAAN JD EDWARDS CRM

13. INTERNET

14. Which enables

15. ENABLES FREE TRADE & COMMERCE FREE COMPETITION GLOBAL QUALITY BENCHMARKS SPEED OF SERVICE INCREASED TRANSPERANCY COST EFFICIENCY KNOWLEDGE AND RESOURCE SHARING EXTENDED MARKET BASE

16. VISION 2020 Of INDIA

17. DEVELOPED INDIA VISION 2020 DREAM OF PAST-PRESIDENT OF INDIA “ INDIA WILL BE A DEVELOPED NATION IN YEAR 2020.” VISION OF PLANNING COMMISSION “ OUR VISION OF INDIA IN 2020 IS OF A NATION BUSTLING WITH ENERGY , ENTREPRENEURSHIP AND INNOVATION .”

18. CRITICALITY OF PROFESSIONALS & IT IN ENHANCING INDIAN COMPETITIVENESS THREE THINGS MAKE THE DIFFERENCE PURPOSE PROCESS PEOPLE INDIA AS A DEVELOPED NATION IN 2020 THE WAY TO REALIZE THE DREAMS WHO WITH THE AID OF PROCESSES REALIZE DREAMS PROFESSIONALS ARE THE ‘PEOPLE’ WITH SPECIALIZED KNOWLEDGE AND SKILLS IT IS THE TOOL THROUGH WHICH WE CAN DEVELOP THE SIMPLIFIED PROCESSES I T Professionals

19. WITHOUT IT THINGS WOULD NOT BE THAT SIMPLE THE NEED OF THE HOUR IS COMPLETE TRANSFORMATION OF THE EXISTING PRACTICES

20. IT is Changing the Way Business is Done

21. E-Governance Electronic Governance is the application of IT to the processes of Government functioning to bring about SMART Governance for better: Speed/ efficiency Measurement of Performance Accessibility Reliability (certainty) Transparency new ways to increase citizen participation in the democratic process.

22. 500 implementation agencies 2 lakh sites 70,000 man-years of effort 20 GOI Deptts 35 States / UTs 360 Deptts @ States National e-Governance Projects Land Records Road Transport Police Land Regn Treasuries Comrl Taxes Agriculture Gram Pts Munici palities Employment Exchanges Civil Supplies Education Income Tax Passport Visa MCA21 Insurance Banking National ID Central Excise Pensions GIS e-Posts Common Service Centres Gateway e-Procure e-Office eBiz EDI e-Courts India Portal Core Policies

23. NEGP –Mission Mode Projects (MMPs) Integrated e-BIZ EDI India Portal Common df EG Gateway E Courts E-Office E Procurement State Agriculture Land Records Transport Treasuries Commercial Taxes Gram Panchayats Municipalities Registration Police Employment Exchange Central Income Tax Central Excise Passports/Visa & Immigration MCA 21 National ID Pensions Industry Initiative Banking Insurance

24. IT for Company Secretaries

25. Challenges for Company Secretaries An IT-ENABLED Company Secretary SHIFTS FROM TRADITIONAL WORK TO STRATEGICAL WORK Notices Agenda Minutes Registers Returns Checklists Strategy Research Representation Problem Solving Management Coordination

26. IT is a Powerful Tool for Company Secretaries IT Enabled CS Does A Lot and Keeps Everyone Happy INVESTORS GOVERNMENT SOCIETY SUPPLIERS CUSTOMERS LENDERS CORPORATE PLANNING LEGAL FINANCE & ACCOUNTS HUMAN RESOURCES PRODUCTION & OPERATIONS MARKETING INFORMATION TECHNOLOGY EMPLOYEES

27. IT requirement for CS MCA-21, EDIFAR, MIS (Management Information System) Software's Like CO-SECY/ERP Online Secretarial Audit e-INCORPORATION e-SEARCH

28. BY CLICK OF A BUTTON YOU CAN OBTAIN WORLD FULL OF INFORMATION Event Based Checklists Fee & Tax Calculators Draft Agenda, Notices & Minutes Latest News & Updates Circulars & Notifications On Line Consultation & Much More …. Case Laws & Judgments Bare Acts & Commentaries Virtual office of CS Compliances Calendar

29. ẻ Recording & Filing ẻ Dividend ẻ Audit ẻ Governance ẻ Library ẻ Learning Meetings Through Video Conferencing Digital Signatures ẻ IPO ẻ Groups And Much More …. ẻ TRANSFORMATION OF TRADITIONAL MECHANISMS

30. Opportunities in IT ONLINE CONSULTANCY SYSTEM AUDITS ONLINE VERIFICATION & SUBMISSION OF FORMS/ RETURNS ONLINE BACK OFFICE MAINTENANCE LEGAL SOFTWARE'S DEVELOPMENT & MARKETING MULTINATIONAL MEGA FIRMS KNOWLEDGE PROCESS OUTSOURCING, (KPO)

31. KNOWLEDGE MANAGEMENT WWW . SEC297 .COM WWW. SEC372 . COM WWW. SEC58A .COM WWW. BUYBACK .COM WWW. TAKEOVER .COM WWW . IPOS .COM WWW . TRADEMARKHELP .COM WWW. USGAAP .COM

32. IT is a Powerful Tool for Company Secretaries Using IT is a Win Win Proposition Conforming to the requirements Dependable and reliable Available when needed Maintainable Better working conditions Increased job satisfaction Improved health and safety Improved morale Improved stability of employment Increased return on investment Improved operational results Increased market share Increased profits Stability Growth Partnership and mutual understanding Taking Company Secretaries to the World Increased confidence of people in profession Enhanced reputation of fellow professionals Fulfillment of legal requirements Reduction in wastage of natural resources Increased security Customers Partners Profession Network Partners Employees Society

33. Voice Based Finance & Insurance Consultancy & Research Recording Queries & Complaints Back Office Recordings Providing Information Interest Calculations & Claim Settling Legal Cases & Commentaries Business Solutions BUSINESS PROCESS OUTSOURCING

34. PROVED CHANGES Past Present (Accepted Changes) Steno Dragon Software Books of Accounts Tally Taxation Tax Packages & Calculators Legal Jurix Package

35. Case Study FOR MERGER & AMALGAMATION CASE LAWS AND JUDGMENTS APPLICATION NOTICE EXPLANATORY STATEMENT SCHEME OF AMALGAMATION/MERGER PETITION VALAUATION WE REQUIRE

36. THESE ALL CAN BE AVAILABLE ONLINE BY JUST CLICK OF A BUTTON

37. AND HOW EFFICIENTLY WE UTILIZE THIS TOOL IS UP TO US ‘ IT’ IS A MEANS TO AN END AND NOT AN END ITSELF

38. Day to Day Affairs IT for PCS Firms Enterprise Resource Planning Knowledge Management Customer Relationship Management Sub-contracts Management Risk Management System Regulatory Compliance Process Online Audit Mechanism - Secretarial Audit, Financial Audit, Cost Audit, Management Audit, HR Audit and QMS Audit

39. Technology Driven Capital Market Day to Day Affairs

40. Technology Driven Capital Market Day to Day Affairs

41. Technology Driven Capital Market Day to Day Affairs

42. Technology Driven Capital Market Day to Day Affairs

43. IT is Changing Capital Market Dramatically

44. Capital Market Future IT is Unthinkable 24 X 7 Online Listing Services Real-time Due Diligence, Rating and Compliances Global Data Banks Investment Analysis Modeling Tools for Programmed/ Automated Trading Seamless Integration of International Markets and all Market Participant enabling trading From anywhere – Small village to big cities At anytime – Early morning to midnight. In any manner – Internet, Mobile, PDA, etc

45. 30 T +

46. 15 T +

47. 5 T +

48. 3 T +

49. 2 T +

50. 1 T +

51. 15 T + Seconds Speed is the biggest Challenge… the world is moving very fast

52. The IT Revolution A thought few years back…. which has become a reality now!!!

53. Success in professional life. Information Technology is key to

54. IT Can Help You IT is a Powerful Tool for Company Secretaries Save lot of time

55. IT Can Help You IT is a Powerful Tool for Company Secretaries Make Better Decisions

56. IT Can Help You IT is a Powerful Tool for Company Secretaries Coordinate diverse functions effectively

57. IT Can Help You IT is a Powerful Tool for Company Secretaries Be On Time, Everytime

58. IT is a Powerful Tool for Company Secretaries Its YOU Who Have to Use IT

59. So What is required

60. Change in Attitude Ability to adapt to changes Innovation & Creativity Desire to Learn

61. IT driven project MCA-21 (A mammoth project of Ministry of Company affairs) (A public private partnership project)

62. Paper Based Operations Paper Less Environment From To Paradigm Transformation In the operations of ROC

63. Assures

64. Speed , Transparency and Efficiency in delivery of the services by Ministry of Company Affairs (MCA)

65. Stakeholders Interest & benefits

66. Business : easy registration and compliances Directors : convenience of signing and submission Public : easy access to company records Professionals : efficiency in services Lenders : easy registration and search of charge Government : proactive and effective compliance MCA Employees: delivery of best services Stakeholder interest

67. e-Incorporation e-Filings Online Registration and verification of charges Inspection of documents Timely redressal of investor grievance More time to MCA for qualitative analysis Benefits

68. U 45201 DL 2006 PTC 012121 U45201DL2006PTC12121 This signifies whether co. is Listed (L) or Unlisted (U) This 5 code signifies the business activity of the company This signifies the state in which Co. situates – DL for DELHI This signifies year of registration of company This signifies status of company, Pub/ Pvt - PTC for Private This is registration no. of Company

69. DIGITAL SIGNATURE CERTIFICATE

70. Information Technology Act 2000 Creating Trust in Electronic Environment

71. Information Technology Act IT Act 2000 : Basic legal framework for E-Commerce - promotes trust in electronic environment IT Act creates a conducive environment for promoting E-Commerce in the country. Acceptance of electronic documents as evidence in a court of law. Acceptance of electronic signatures at par with handwritten signatures.

72. Information Technology Act ...contd. Acceptance of electronic documents by the government. Defines digital signatures based on asymmetric public key cryptography Provides for the creation of Certifying Authorities to issue public key certificates – digital certificates for electronic authentication of users in electronic commerce.

73. Provides for Controller under the IT Act to license the Certifying Authorities and to ensure that none of the provisions of the Act are violated. Provides for dealing with offences in the cyber space in the form of hackers and other criminals trying to gain access into databases and other business sites. Provides for the establishment of Cyber Appellate Tribunal to try cases under this Act for speedy adjudication of cases arising out of this Act. Provides for appropriate changes in the Bankers Act and the Indian Evidence Act. Information Technology Act ...contd.

76. Why Digital Signatures

77. Security of document requires Authenticity Confidentiality Integrity Non-repudiation

78. Solutions Offered Privacy & Confidentiality Integrity Non-Repudiation Authenticity Physical World Notaries, Physical Presence, Photo ID card Signatures, Barcodes, Watermarks, Sealed letter Notarized signature, Receipts &Confirmations Envelopes Electronic World Digital Signature Digital Signature Digital Signature Encryption

81. Types of DSC Class 1 Class 2 Class 3 Validity of DSC 1 year 2 years

82. Issuing Authority for DSC

84. DSC can be obtained Personal capacity Individual User Representative capacity Company User

85. Individual User It can be used for any purpose and in any designation DSC as Individual User Director of any company Manager of any company Authorized representative of any company CS of any company Auditor of any company

86. Company User DSC can be used in single designation and for a single organization only. DSC in the name of Mr. X as a partner of ABC & Associates DSC can be used only by Mr. X on behalf of ABC & Associates e.g.

87. How to obtain your DSC

88. Follow following steps: Register yourself Online enrollment request Physical application with annexure Downloading of DSC

89. On-line registration on Certifying Authorities web-site

90. Submission of Physical application

92. Check your DSC

97. How to Affix DSC on e-forms

102. Where to keep your DSC

103. Always keep your DSC on USB token

104. Pen Drive Vs. USB token Pen Drive / CD USB Token It is a portable hard Disk, which is un-secure and could be used for copying and deleting any files. It is secure device, having inbuilt Cryptographic Service Provider (CSP) and Cryptographic processor , used specifically to carry Digital Credentials of individuals and is primarily used for Two Factor authentication. Pen Drive are prone to Virus Attack , as it is a normal hard disk, the certificates can always be destroyed / mutilated by Viruses. A virus cannot affect USB Token , and the digital certificate stored would always be secure. The Digital Certificate has to be manually copied and deleted from the browser each time you would have to sign. In USB Token when you insert the USB Token, it automatically copies the certificate to the browser and when you remove the USB Token it automatically When you carry Digital Certificate in a Pen Drive, it is like keeping blank signed Cheque in your wallet. Where as in USB Token, it is simply storing un-signed cheque book in your vault.

105. Loss of your DSC and Revocation of your DSC

106. How does Digital Signature work Encryption/Decreption through DSC

107. DSC is a combination of key pair

110. Secret Key Cryptography Single key used to encrypt and decrypt. Key must be known by both parties. Assuming we live in a hostile environment (otherwise - why the need for cryptography?) Private key used to digitally sign. Public key used to verify.

111. Private keys are used for decrypting. Public keys are used for encrypting. encryption plaintext ciphertext public key decryption ciphertext plaintext private key Using Keys

112. Digital Signature With private key document can be digitally signed signing plaintext signed message private key verification signed message plaintext public key

113. ALICE BOB

114. Transmitting over an insecure channel. Alice wants to send Bob a private message. A public is Alice’s public key. A private is Alice’s private key. B public is Bob’s public key. B private is Bob’s private key.

115. Hello Bob, Wanna get together? Alice Bob encrypt using B public decrypt using B private

116. OK Alice, Your place or mine? Alice Bob decrypt using A private encrypt using A public

117. Bob’s Dilemma Nobody can read the message from Alice. How does Bob know that the message was really sent from Alice? Bob may be comforted to know that only Alice can read his reply.

118. Alice can sign her message! Alice can create a digital signature and prove she sent the message (or someone with knowledge of her private key). The signature can be a message digest encrypted with A private .

119. Signing with encryption

120. Alice Bob Sign with A private check signature using A public encrypt using B public decrypt using B private Both signing with encryption

121. Implications Suppose Alice denies she sent the message? Bob can prove that only someone with Alice’s key could have produced the message.

122. Rs. Let’s Take another example

123. Measures to avoid misuse of DSC

124. Exclusive Access Password Management Avoidance in DSC Delegation Apply/affix DSC with proper care USB Tokens in proper Lock n Key

125. Misuse of DSC may lead to

126. Filing of form without the knowledge of owner Change of Management of the company i.e. filing of form 32 and change of director Dispute under sec.397/398 Section 628 cases for wrong information Pre-certification of forms without the knowledge of professionals

127. Future Usages of DSC with Government

128. 500 implementation agencies 2 lakh sites 70,000 man-years of effort 26 GOI Deptts 35 States / UTs 360 Deptts @ States Land Records Road Transport Police Land Regn Treasuries Comrl Taxes Agriculture Gram Pts Munici palities Employment Exchanges Civil Supplies Education Income Tax Passport Visa MCA21 Insurance Banking National ID Central Excise Pensions GIS e-Posts Common Service Centres Gateway e-Procure e-Office eBiz EDI e-Courts India Portal Core Policies

129. Issuing forms and licences Filing tax returns online Online Government orders/treasury orders Online file movement and approval system Public information records E-voting Online money orders

130. E-transformation opens tremendous opportunities for Professionals & Business Houses, But it require extensive care while its usage, as with negligence one can lose his own identity/ integrity which may cause serious problems.

131. Thank You