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S Koley, FCS, FICACompany Secretary

e-FilingA way to e-Governance

Are You Ready?

Ministry of Company Affairs

Company Law Reforms MCA21June 03, 2006 NIRC - ICAI

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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 independentproject

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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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MCA21 Portal Homepage

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Step-by-step Assistance

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Select e-Form

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Download e-Form

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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

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Sample e-FormOffline Form FillFree SoftwareAuto Pre-fill

Auto Pre-scrutinyEasy TransmissionDigital Signature

Protected

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S Koley, FCS, FICACompany Secretary0

Sign e-Form

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System Calculates Fee

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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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Select Payment Option

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System Generates Filled Challan

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Banks & Branches

200 Branches of Five Banks

State Bank of India

Punjab National Bank

Indian Bank

ICICI Bank

HDFC Bank

22 Branches in Delhi/New Delhi

PNB: 14

SBI: 4

HDFC Bank: 3 ICICI Bank: 1

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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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DSC: Certifying Agencies

Name Website

(n) Code Solutions CA www.ncodesolutions.com

Safescrypt Ltd www.safescrypt.com

MTNL www.mtnltrustline.com

TCS Ltd www.tcs-ca.tcs.co.in

Customs & Central Excise(For Central Board of Excise & Customs only)

www.icert.gov.in

NIC(Limited to Government sector only)

www.nic.in

IDBRT(Limited to Banking sector only)

idrbtca.org.in

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Completion of e-Filing

Submit only through portal, DO NOT email

Transaction Completion automatically after Bankauthorization (online & offline)

Stamp Duty: Will be paper based until integratedmechanism (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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Prototype of Stamp Paper

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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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Back Office Work Management

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Performance Tracking at Back Office

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Public Inspection of Documents

Appx. Six crore pages to be digitized by the time ofroll-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

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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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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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Preliminary Steps For e-Filing

RegisterYourself

ObtainDIN

Obtain &Register

DSC

ConfirmCo. &

Dir. Data

Director Y Y Y*

Professional Y Y

Company Y* Y

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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 websitewww.mca.gov.in

DIN Can be obtained independent of DSC

Intimate to all companies in which you are directors

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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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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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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 incitizens charter

Streamlined monitoring of routine transactions for improvement uponimplementation

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Thank You

S Koley FCS, FICACompany [email protected]

011-42433730; 9810082385