The Institute of Company Secretaries of India (ICSI) has initiated a Unique Document Identification Number (UDIN) system in an attempted to have an increased sense of self-governance and strengthen the future practising side of company secretaries.
at present the Practicing Company Secretaries are keeping registers with details of the attestation and and certifications they have done, manually or electronically. It is naturally prone to modifications later on, which is serious concern as well the ceiling on the number of certifications and attestations difficult to calculate. It will increase compliance aspect as well avoid counterfeiting later. The new initiative also will help different stakeholders from public to government to verify the genuinity of documents signed or certified by practicing company secretaries.
During the introduction of the new system, Institute of Company Secretaries of India, C S Ranjeet Pandey said
“Under the mechanism, an alpha numeric number will be generated for the identification of every document attested by practising company secretaries, which will act as a trust enhancer by facilitating verification that the document is genuinely signed or certified by a company secretary in practice”
The ICSI UDIN will be mandatory for every document except an e-form, signed or certified by a company secretary with from October 1.
Practical aspects related to UDIN to be noted
Is UDIN is mandatory for all forms or E forms are exempted
As per the notification by the ICSI it is clear that UDIN is mandatory for all report and certificates, except e-forms. So having UDIN for e-forms are not mandatory, it is optional.
Purpose of UDIN
There are two purposes the UDIN supposed to fulfil.
- There should be an automatic and permanent verifiable record for all certifications and attestations, a Practicing Company Secretary make.
- There should not be any ground or chances for back and postdating of certification as the ICSI system autofill the dates when the filing is happening.
Fee structure of UDIN and restrictions for taking UDIN
At present there are not fees for the generation or registration of UDIN.
There are no restrictions or limits in generation of UDIN.
Need and process of UDIN once and taken and not utilized
UDIN once generated but not utilized may be surrendered/ cancelled by the PCS within 7 days of such generation.
UDIN becomes important to surrender in case of no use otherwise the same will be taken in record and counted in the limit fixed for various certification a PCS is authorised to issue.
Use of UDIN once taken for original in the duplicate certificates
UDIN is created for the original documents and the same number has to be mentioned while issuing the duplicate certificate.
Name of the person on whom the UDIN will be issued in the case of partnership or LLP
In case of Partnership Firm/LLP only the signing partner can generate UDIN.
Information required for generation of UDIN and the documents to be uploaded to ICSI website for the generation.
There are two information required for the generation of UDIN
Name of the Company
Also there is no need to upload any documents on ICSI website to generate UDIN
PROCESS OF CREATING UDIN
The practicing company secretary shall go to the designated website (ICSI.EDU), and create a login id and password by entering the Membership Number, CoP No., Phone No., Email id, AADHAR and Income Tax PAN.
(i) The login id would be verified through a computer application.
(ii) The UDIN shall be a system generated random alphanumeric number.
(iii) No document shall be required to be uploaded
√ UDIN shall be generated at the time of signing the Certificate/ Report
√ UDIN mandatorily be mentioned in the Certificate, Report and documents along with the Certificate of Practice number.
√ UDIN shall be shared on registered Email id of the Members or through any other electronic mode.
In case of violation Member is liable for action as professionals misconduct under Company Secretaries Act, 1980 r/w first and second schedule to the CS Act, 1980.