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SFT0034-2019: (Notary data requirements and specifications)
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(Notary data requirements and specifications)
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Basic data | Standard ID | SF/T 0034-2019 (SF/T0034-2019) | | Description (Translated English) | (Notary data requirements and specifications) | | Sector / Industry | Chinese Industry Standard (Recommended) | | Classification of Chinese Standard | A16 | | Classification of International Standard | 35.240.01 | | Word Count Estimation | 15,121 | | Date of Issue | 2019 | | Date of Implementation | 2019-05-20 | | Issuing agency(ies) | Ministry of Justice of the People's Republic of China | SFT0034-2019: (Notary data requirements and specifications)---This is a DRAFT version for illustration, not a final translation. Full copy of true-PDF in English version (including equations, symbols, images, flow-chart, tables, and figures etc.) will be manually/carefully translated upon your order.
Notarization data requirements and specifications
The People's Republic of China Judicial Administration Industry Standard
Notarized data requirements and specifications
2019-5-5 release
2019-5 -20 Implementation
Issued by the Ministry of Justice of the People's Republic of China
1 Scope...1
2 Normative references...1
3 Terms, definitions and abbreviations...1
4 Data characteristics...2
5 Data Collection...3
6 Data Encryption...6
7 Data storage...6
8 Data Proof...10
9 Data Application...11
Foreword
This standard was drafted in accordance with the rules given in GB/T 1.1-2009.
Please note that some of the contents of this document may involve patents. The issuing agency of this document is not responsible for identifying these patents.
This standard was proposed by the Public Legal Service Administration of the Ministry of Justice and the Chinese Notary Association.
This standard is under the jurisdiction of the Information Center of the Ministry of Justice.
Drafting organization of this standard. China Notary Association.
Notarized data requirements and specifications
1 Scope
This standard specifies requirements and related requirements for notarized data characteristics, data collection, data encryption, data storage, data certification, and data application.
Regulations.
This standard applies to the management, utilization and other business of notarized data by judicial administrative notarization management departments, notary associations and various notary institutions
operating.
2 Normative references
The following documents are indispensable for the application of this document. For dated reference documents, only the dated version applies to this document.
For undated reference documents, the latest version (including all amendments) is applicable to this document.
GB/T 18894-2016 Electronic Document Filing and Management Specification
GB/T 22239-2008 Information Security Technology Information System Security Level Protection Basic Requirements
GB/T 33716.1-2017 Electronic archiving Part 1.Specifications for the design and operation of information systems for the preservation of electronic information
GB/T 35285-2017 Information security technology, public key infrastructure, reliable electronic signature generation and verification technical requirements based on digital certificates
SF/T 0023-2019 National Notarization Comprehensive Management Information System Technical Specifications
SF/T 0036-2019 Technical Specification for Notarized Information Security
SF/T 0037-2019 Digital Specification for Notarized Archives
3 Terms, definitions and abbreviations
3.1 Terms and definitions
The following terms and definitions apply to this document.
3.1.1
Notarization
According to the application of a natural person, legal person or other organization, a notary institution shall, in accordance with legal procedures, deal with civil legal acts and matters of legal significance.
Activities that prove the authenticity and legality of documents and documents.
3.1.2
Notarial institutions
A certification institution established in accordance with the law, not for profit, independently performing notarization functions and assuming civil liabilities in accordance with the law.
3.1.3
Notarial matters
According to the provisions of Article 11 of the "Notarization Law of the People's Republic of China", the certification business handled by a notary institution.
3.1.4
Notarial affairs
According to the provisions of Article 12 of the "Notarization Law of the People's Republic of China", non-certification business handled by a notary institution.
3.1.5
Notarial data
In the process of notarization practice activities, notarial institutions and notaries shall follow the legal procedures and the requirements of legal certification rules to collect, process, and
Processed data related to notarization activities.
Note. Notarization data stored in electronic form includes notarization data formed by traditional notarization converted into data stored in electronic form, as well as data stored in electronic form.
Notarized data formed in the form of electronic notarization.
3.1.6
Notarial certificate
According to the application of the party concerned, the notary institution issued a certificate in accordance with the prescribed procedures and format to prove that the relevant civil legal act has legal significance
Documents to prove the authenticity and legality of the facts and documents.
Note. Including legally valid notarization stored and displayed in electronic form.
3.2 Abbreviations
The following abbreviations apply to this document.
CA certificate certification authority (Certificate Authority)
FC Fibre Channel (Fiber Channel)
MD5 Message-Digest Algorithm
NAS Network Attached Storage
OCR Optical Character Recognition
PDF Portable Document Format (Portable Document Format)
RAID Redundant Arrays of Independent Disks
SAN storage area network (Storage Area Network)
SATA Serial Advanced Technology Attachment
4 Data characteristics
4.1 Subject specific
Notary institutions and their notaries shall be the main body of notarization data collection and encryption.
4.2 Procedure statutory
The collection and encryption of notarization data is the use of electronic equipment and software tools for notarization agencies and their notaries in the process of notarization activities.
Follow the procedures and business rules stipulated by laws and regulations.
4.3 Directness
Notarization data should be directly derived from notarization practice activities.
4.4 Security
The storage and application of notarization data should follow the requirements of GB/T 22239-2008 to ensure the confidentiality of the notarization practice process and its results
Performance, tamper-proof modification, non-repudiation.
4.5 Testability
The collection, encryption and storage process of notarization data should be able to completely record the whole process of notarization practice activities, and be able to follow the preset procedures
Reproduce the entire process of notarization practice activities with conditions and maintain consistent results.
4.6 Completeness
In the process of collection, encryption, storage, certification and application of notarized data, the integrity of the data shall be ensured, and the data shall be determined in accordance with relevant laws.
Effective requirements.
5 Data collection
5.1 Collection source
5.1.1 Source classification
The data collection sources of this standard are mainly paper files and electronic documents.
5.1.2 Paper dossier
The paper dossier shall be the notarized dossier established by the notary institution when it handles the notarization business offline.
5.1.3 Electronic documents
Electronic documents should be mainly from the notarization system, online notarization system, electronic data custody system and other notarization business information systems
Perform collection.
5.2 Collection process
5.2.1 Electronic data collection process for paper dossier
The electronic data collection of paper dossiers should follow the following procedures.
Cataloging--File scanning--Electronic document trimming--Electronic document structuring (optional)--Data sealing and archiving. among them.
a) Cataloging. data collectors build case indexes for file data for data query;
b) File scanning. data collectors use scanning equipment to scan paper files into electronic files for storage;
c) Electronic document trimming. data collection personnel perform technical processing on the scanned file pictures to make the file pictures tidy and easy to identify;
d) Structured processing of electronic document data. A qualified notary institution uses technical means (for example. OCR technology, etc.)
The retouched electronic documents are recognized for text, unstructured data is structured, and indexed for the purpose of
Retrieval, query and utilization of related data;
e) Data sealing and archiving. the notarized file management personnel shall use the corresponding technical means to enter the notarized data on the processed file data.
Archive for archiving.
5.2.2 Electronic document data collection process
5.2.2.1 The data collection process of the notarization information system
The notarization business handled through the notarization information system shall be carried out according to the following procedures.
Application-Acceptance-Review-Certificate Issuance-Collection and Delivery-Filing. among them.
a) Application. The notary public enters the relevant application data according to the party's notarization application;
b) Acceptance. the notary public will handle the notarization application confirmation of the parties;
c) Review. The notary will review the party’s application for notarization in accordance with relevant certification rules, and provide supplementary submissions for the party’s application for notarization.
Enter the certification materials and the certification materials verified by the investigation;
d) Issuing a certificate. the notary public shall prepare a notarization certificate for the approved notarization application;
e) Collection and delivery. notify the parties of the collection and delivery of the notarization certificate through short messages, phone calls and emails;
f) Filing. The notary classifies the data collected and entered in the process of applying for the certificate, and submits it to professional archivists for archiving.
5.2.2.2 The data collection process of the online notarization system
The notarization business handled through the online notarization system should be carried out according to the following process.
Submit application-preliminary review-offline confirmation of the identity of the parties and verification of the certification materials (or through online system docking, etc.)
Real)-Certificate-Send-File. among them.
a) Submit an application. the party submits an application for notarization in the system;
b) Preliminary review. The system accesses a third-party platform (such as the public security system, etc.) to review the identity information and certification materials submitted by the parties.
Conduct a preliminary review;
c) Offline confirmation of the identity of the parties and verification of certification materials. the notary will confirm the identity of the parties offline based on the information entered in the system
Copy and verify relevant certification materials;
d) Issuing a certificate. the process of making a notarization certificate for the notarization application that has been approved by the notary;
e) Send. Send the notarization information to the parties through online methods;
f) Filing. The notary classifies and sorts out the data collected and entered in the process of applying for the certificate, and submits it to professional archivists for archiving
the process of.
5.2.2.3 The data collection process of the electronic data custody system
The notarization business handled through the electronic data custody system shall be carried out according to the following procedures.
Party identity registration--obtain evidence under the supervision of a notary institution--encrypt data--submit for safekeeping--issued by a notary institution
Data custody certificate. among them.
a) Registration of the identity of the parties. The parties, based on the requirements of the notary agency, use the information that can confirm their identity to apply to the notary agency
Register an account;
b) Obtaining evidence under the supervision of a notary institution. the parties use a platform or tool controlled by the notary institution to collect electronic data;
c) Encryption of data. The parties and notaries who electronically sign the stored data should use encryption algorithms (for example. MD5
Encryption algorithm, etc.) to encrypt the original data and electronic signature;
d) Submission for safekeeping. The parties submit the data to the system controlled by the notary for safekeeping;
e) The notary institution issues a data custody certificate. the notary institution issues the custody of the party’s electronic data to the party
certificate.
5.2.3 Requirements for electronic data collection
5.2.3.1 Requirements for electronic data collection of paper dossiers
The electronic data collection requirements for paper dossiers are as follows.
a) The scanned paper dossier should keep the original appearance of the paper dossier, and if necessary, the paper dossier should be described accordingly (e.g., documentary evidence in the file)
If the material is the original, it should be noted as the original);
b) The file modification process should maintain the consistency between the electronic file and the paper file. The cleaning of the file should not affect the original file.
Appearance, the technical refurbishment should be made out of neatness;
c) When performing structured processing of electronic documents, a strict verification system should be established, and any data that undergoes structured processing should be manually processed.
Confirm and establish a one-to-one correspondence between the structured data and the original unstructured data for query;
d) If a notary institution conducts structured processing of unstructured notarized data, it can structure the following content. identity information,
Marital status information, kinship information, real estate information (location, owner), etc.
5.2.3.2 Data collection requirements for electronic documents
The requirements for data collection of electronic documents are as follows.
a) When notarization agencies use the notarization system, online notarization system and electronic data custody system to handle notarization business, they should adopt
The collection process is recorded synchronously and stored together with the collected data;
b) The following data should be entered in the application process. application date, applicant’s identity information, notarized matters or just things, notarized purposes,
The certification materials submitted by the parties and their preliminary verification, and the notarization application form confirmed by the parties;
c) The notary institution shall use a combination of online and offline methods to verify and confirm the online identity of the party concerned.
When registering an account, a digital certificate shall be issued to the party concerned in accordance with the relevant provisions of the Electronic Signature Law. Hold a data certificate issued by a notary public
If the party to the book applies for notarization online, the party’s digital certificate shall be recorded. Relevant identity information must not be arbitrary
Modification, any modification should be clearly recorded;
d) Notarized transcripts (including the content of interaction between the parties and the online acceptance system during online acceptance), notarized notifications, and
Notarization and acceptance notice prepared by the notary public (including the record of acceptance notice during online acceptance);
e) During the notarization review stage, the notary public should make a remark on the source of the proof materials verified by the investigation in the electronic data;
f) During the issuance stage, the notary public shall save the final electronic document of the notarial certificate delivered for printing, and the qualified notary
Organizations should use credible electronic signatures to produce notarized certificates;
g) When data is sealed and archived, the data collection time, data sealing time, and the name of the data sealer shall be recorded;
h) When a notary institution uses the electronic data storage system to handle notarization business, the technical tools used by the notary institution should be controlled by the notary institution.
And the relevant data should be directly collected by the tool, and the collected data should be held and kept by the notary institution;
i) The CA certificate mechanism should be used when using the electronic data custody system to handle notarization business, which is notarization...
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