e-Filing A way to e-Governance Are You Ready? Ministry of Company Affairs Company Law Reforms – MCA21 June 03, 2006

1. e-Filing A way to e-Governance Are You Ready? Ministry of Company Affairs Company Law Reforms – MCA21 June 03, 2006 NIRC - ICAI

2. 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 Transformation Approach

3. 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 Solution Overview

4. MCA21 Portal Homepage

5. Step-by-step Assistance

6. Select e-Form

7. Download e-Form

8. 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 e-Forms & Attachments

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

10. Sign e-Form

11. System Calculates Fee

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

13. Select Payment Option

14. System Generates Filled Challan

15. 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 Banks & Branches

16. 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, Voter’s ID, PAN, Ration card No. Driving License. etc. Proof of Residence Phone bill, electricity bill etc. Digital Signature Certificate (DSC)

17. DSC: Certifying Agencies

18. 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 Completion of e-Filing

19. Prototype of Stamp Paper

20. 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 Facilitation Centers (PFO)

21. Back Office Work Management

22. Performance Tracking at Back Office

23. 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 Public Inspection of Documents

24. 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 Certified Copies

25. 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 Investor Grievances

26. Preliminary Steps For e-Filing

27. 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 Director Identification No. (DIN)

28. 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 Registration

29. 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 Company Confirmation

30. 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 Speed and Certainty

31. Thank You S Koley FCS, FICACompany Secretarykoley.s@gmail.com011-42433730; 9810082385