Registration of documents in electronic form: Norms and rules

In the modern world, digitalization covers more and more aspects of our lives, including the process of registration and issuance of official documents. This shift to electronic methods not only simplifies procedures, but also increases their safety and accessibility. Let’s look at how this happens in different countries and what rules and regulations apply in most countries.So, registration of documents in electronic form: norms and rules.

Digitalization of documents

Digitalization of documents is the process of converting traditional paper documents into electronic format. This process includes the use of electronic signatures, digital identities and biometrics to ensure the authenticity and security of documents. The main benefits of digitalization include:

Simplified access: Possibility of submitting and receiving documents online, without the need to personally visit government agencies.

Reduced time: Fast processing of applications and reduction of bureaucratic delays.

Increased security:Use encryption and biometrics to protect data from tampering and unauthorized access.

Which countries issue documents remotely?

Despite the fact that not all documents can be issued remotely, many countries have already implemented systems for remote registration and receipt of certain types of documents. For example:

Estonia: This country is a leader in digital governance. Estonian citizens can obtain a variety of documents, including identification cards and driver’s licenses, entirely online through the government platform e-Estonia.

Finland: In Finland, citizens can apply for passports and other documents through electronic portals, although issuing passports requires personal presence to collect biometric data.

Singapore: SingPass has been introduced, allowing citizens to access government services and apply for various documents online.

Registration of documents in electronic form

The process of registering documents electronically includes several key steps:

Online application: A citizen fills out an electronic application form to receive or update a document through the state portal.

Payment of state duty: The fee for document preparation is paid online.

Providing documents: The required documents are uploaded into the system in digital format.

Data verification: The government agency verifies the provided data and documents.

Issue of document: After successful verification, the citizen receives an electronic version of the document or an invitation to receive a physical document.

Registration of documents with mandatory personal presence

Some documents require the applicant’s personal presence to complete the registration procedure. This is especially important for documents related to personal identification, such as foreign passports.

Example: Darkon Registration

And to obtain a standard Israeli passport (darkon), you must go through a procedure that includes:

Online application: Filling out the form and paying the state fee through the portal of the Israeli Ministry of Internal Affairs.

Make an appointment: Set a date and time for a personal visit to the Ministry branch.

Collection of biometric data: Photographs and fingerprints are taken at the appointment.

Verification and issue: After checking the data, the passport is issued to the applicant.

General rules and regulations for most countries

Most states follow similar principles when registering documents electronically:

• Identification:Use of electronic signatures and biometric data to confirm identity.
• Security: Data encryptionand multi-level authentication to protect against fraud.
• Transparency:Ability to track application status online.
• Accessibility: Creation of electronic portals that are intuitive and accessible to citizens.

The introduction of electronic document registration systems helps states improve the efficiency and quality of service to citizens, as well as significantly reduce administrative costs. However, despite the rapid digitalization, for some procedures personal presence remains a prerequisite, which guarantees maximum accuracy and security of identification.