e-Filing A way to e-Governance Are You Ready?

Ministry of Company Affairs

Company Law Reforms MCA21 June 03, 2006 NIRC - ICAI

S Koley, FCS, FICA

Company Secretary

Transformation Approach
Legal Measures Comprehensive revision of Companies Act Draft ready for submission Administrative Measures MCA21 Computerization
Phase 1 covers HQ, 4 RDs and 20 RoC Offices OL operations to be taken up in Phase 2 as an independent project

S Koley, FCS, FICA

Company Secretary

Solution Overview
Architecture
Facilitation Centres OR Physical Front Offices (53) Back Offices (25)

Infrastructure
Data Centre at Delhi Disaster Recovery Centre at Chennai Government Secure Repository at Delhi

Project Implementation in 60 weeks

Coimbatore: 18 Feb-2006 Delhi: 18 Feb-2006 Mumbai: 24 April-2006

Project operations sustained for six years

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S Koley, FCS, FICA
Company Secretary

MCA21 Portal Homepage

S Koley, FCS, FICA

Company Secretary

Step-by-step Assistance

S Koley, FCS, FICA

Company Secretary

Select e-Form

S Koley, FCS, FICA

Company Secretary

Download e-Form

S Koley, FCS, FICA

Company Secretary

e-Forms & Attachments

Revised Forms Simplified for ROC, RD and HQ Reduction from 75 Forms to 60 e-Forms Elimination of repetitive data in restructured e-Forms Further reduction of forms will impact legal compliance and stakeholder interests Usability review done by professional bodies Online or Offline form filling Use Acrobat Reader for filling & signing Facilities on e-form
Pre-fill Pre-scrutiny Attach Document Multiple modify before submit Digitally sign

S Koley, FCS, FICA

Company Secretary

Sample e-Form
Offline Form Fill Free Software Auto Pre-fill Auto Pre-scrutiny Easy Transmission Digital Signature Protected

S Koley, FCS, FICA

Company Secretary

Sign e-Form

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S Koley, FCS, FICA

Company Secretary

System Calculates Fee

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S Koley, FCS, FICA

Company Secretary

Payment Modes
Traditional Challan Based (GAR 7) at Authorized Bank Branch Cash Draft/Cheque Online Direct Debit (Internet Banking) Credit card
Mastercard Visa

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S Koley, FCS, FICA

Company Secretary

Select Payment Option

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S Koley, FCS, FICA

Company Secretary

System Generates Filled Challan

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S Koley, FCS, FICA

Company Secretary

Banks & Branches

200 Branches of Five Banks
State Bank of India Punjab National Bank Indian Bank ICICI Bank HDFC Bank PNB: 14 SBI: 4 HDFC Bank: 3 ICICI Bank: 1

22 Branches in Delhi/New Delhi

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S Koley, FCS, FICA

Company Secretary

Digital Signature Certificate (DSC)

Need for DSC on electronic forms and attachments Authenticity Integrity Non-repudiation Procure Individual Category DSC from any Licensed CA as per IT ACT 2000 Single DSC suitable for multiple roles Requirement for DSC procurement Photograph Proof of Identity
Passport, Voters ID, PAN, Ration card No. Driving License. etc.

Proof of Residence
Phone bill, electricity bill etc.

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S Koley, FCS, FICA

Company Secretary

DSC: Certifying Agencies

Name (n) Code Solutions CA Website www.ncodesolutions.com

Safescrypt Ltd
MTNL TCS Ltd

www.safescrypt.com
www.mtnltrustline.com www.tcs-ca.tcs.co.in

Customs & Central Excise

(For Central Board of Excise & Customs only)

www.icert.gov.in
www.nic.in idrbtca.org.in

NIC
(Limited to Government sector only)

IDBRT
(Limited to Banking sector only)

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S Koley, FCS, FICA

Company Secretary

Completion of e-Filing
Submit only through portal, DO NOT email Transaction Completion automatically after Bank authorization (online & offline) Stamp Duty: Will be paper based until integrated mechanism (work in progress) is finalized Re-submission of Documents Re-submit the form using re-submit button on Portal Provide original Service Request Number New Service Request Number will be provided No need for additional fee payment Help Desk
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S Koley, FCS, FICA
Company Secretary

Prototype of Stamp Paper

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S Koley, FCS, FICA

Company Secretary

Facilitation Centers (PFO)

53 PFOs nation wide, including 4 during peak filing at the metros Self-Service & Assisted and kiosk based filing Customer Service Agent Assisted filing Scanning Services Scanning attachments to PDF Query and view document services Queue Management System based on tokens to ensure orderly servicing Professional staff 1 each PFOs at Chennai & SEZ Chennai & a Show Case PFO
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S Koley, FCS, FICA
Company Secretary

Back Office Work Management

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S Koley, FCS, FICA

Company Secretary

Performance Tracking at Back Office

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S Koley, FCS, FICA

Company Secretary

Public Inspection of Documents

Appx. Six crore pages to be digitized by the time of roll-out
MoA AoA Other permanent documents Subsisting charge documents Previous 2 years annual statutory filings

Expected to enrich over coming years Index can be viewed before selection View documents through Internet Payment of prescribed fees is necessary Three hours from start time, multiple connects Download/print of documents disallowed
S Koley, FCS, FICA
Company Secretary

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Certified Copies
Submit request at MCA21 portal Acknowledgement from portal on successful submission Physical collection on or after a specified date as indicated in transaction acknowledgement Mailing option is also being explored after system is fully operational

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S Koley, FCS, FICA

Company Secretary

Investor Grievances
Standardized form developed for filing investor grievances Attempt to consolidate the grievances by categories of complaints and provide feedback to companies Methodology helpful to Help companies to do root cause analysis and take necessary corrective action Enable responsiveness to the complainant

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S Koley, FCS, FICA

Company Secretary

Preliminary Steps For e-Filing

Register Yourself Director Professional Company Y Y Y* Obtain DIN Y Obtain & Confirm Register Co. & DSC Dir. Data Y* Y Y

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S Koley, FCS, FICA

Company Secretary

Director Identification No. (DIN)

Existing and new directors: 2 months from launch Quoting DIN in future e-forms mandatory Fill-in a simple online DIN application from Generate print out (DIN will be generated) Attach photo, sign and attest form Attach identity and address proof Dispatch to a nodal center DIN will be activated upon receipt Detail guidelines published on website www.mca.gov.in DIN Can be obtained independent of DSC Intimate to all companies in which you are directors
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S Koley, FCS, FICA
Company Secretary

Registration
Who registers? All users Authorized representatives Directors Professionals Personalization feature included in design Functionality will be evolved All DSCs will need to be registered First time Multiple DSC Renewal
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S Koley, FCS, FICA
Company Secretary

Company Confirmation
Company confirms basic company data Identifies Director along with DIN It is essential that all directors will need to have DIN at this juncture Simple form made available Electronically filed

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S Koley, FCS, FICA

Company Secretary

Speed and Certainty

Approach Integrated approach that enables seamless improvement of both front and back offices to increase responsiveness

Front Office Standardized procedure for filing and document viewing

Back Office Zero paper: Electronic document files Integrated electronic workflows for all functions Increased processing speeds of all functions Benchmarks Performance benchmarked against International levels Drastic across-the-board reduction of service time declared in citizens charter Streamlined monitoring of routine transactions for improvement upon implementation

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S Koley, FCS, FICA

Company Secretary

Thank You
S Koley FCS, FICA
011-42433730; 9810082385

Company Secretary koley.s@gmail.com