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KELER Homepage :: Issuer services :: Acceptance of electronic documents

Receiving electronic documents

Since 1 July 2008 KELER accepts some of the documents related to account opening and securities dematerialization in electronic form also.



Details of the service:

Since 1 July 2008 for account opening and accepting securities series KELER accepts electronic documents sent to the e-mail address iktato@keler.hu if the following requirements are met:

I. Account opening

1. Instrument of constitution:
‘Duly signed’ valid instrument of constitution or scanned version ‘duly signed’ that is signed by founders/members or representatives and by the legal counsel countersigning the document.

2. Certificate of incorporation, order of the registrar of companies, official copy of company records: ‘duly signed’ copy of the registration of the valid instrument of constitution, with the name of the judge of the registrar of companies issuing the copy and the name of the person certifying the copy written on the copy.

3. Specimen signature
‘Duly signed’ specimen signature containing at least the name of the company, the name and address of the person authorized to sign on behalf of the company, the right of representation, the mode of representation, the signature and the serial number of the document(s) issued by authorities documenting the personal identity and address of the person authorized to sign on behalf of the company and the clause by the notary public.

4. Signature registration card
‘Duly signed’ signature registration card containing at least the name of the company, the name and address of the person authorized to sign on behalf of the company, the right of representation, the mode of representation, the signature and the serial number of the document(s) issued by authorities documenting the personal identity and the address of the person authorized to sign on behalf of the company and countersignature by the legal counsel.

II. Securities series acceptance

1. Instrument of constitution:
‘Duly signed’ valid instrument of constitution or scanned version ‘duly signed’ that is signed by founders/members or representatives and the legal counsel countersigning the document.

2. Certificate of incorporation, order of the registrar of companies, official copy of company records: ‘duly signed’ copy of the registration of the valid instrument of constitution, with the name of the judge of the registrar of companies issuing the copy and the name of the person certifying the copy written on the copy.

3. Specimen signature
‘Duly signed’ specimen signature containing at least the name of the company, the name and address of the person authorized to sign on behalf of the company, the right of representation, the mode of representation, the signature and the serial number of the document(s) issued by authorities documenting the personal identity and address of the person authorized to sign on behalf of the company and the clause by the notary public.

4. Signature registration card
‘Duly signed’ signature registration card containing at least the name of the company, the name and address of the person authorized to sign on behalf of the company, the right of representation, the mode of representation, the signature and the serial number of the document(s) issued by authorities documenting the personal identity and the address of the person authorized to sign on behalf of the company and countersignature by the legal counsel.

5. Program information + PSZÁF resolution (jointly)
Scanned document in pdf format

6. Public offer
Scanned document in pdf format

7. Summary information
Scanned document in pdf format

8. Final terms
Scanned document in pdf format

9. Management procedure + PSZÁF resolution (jointly)
Scanned document in pdf format

10. Certificate on payment of share capital
Scanned document in pdf format

11. ‘Duly signed’ subscription result
Scanned document in pdf format

12. General meeting minutes or issuer decision on issuing the securities series
Scanned document in pdf format

13. ‘Duly signed’ order of demat action
Scanned document in pdf format

14. Attachment to documents
Scanned document in pdf format

15. Certificate on payment of dematerialization fee
Scanned document in pdf format





What should the client do if it wishes to use this service?

Please send the necessary documents to e-mail address:

iktato@keler.hu





Please indicate any eventual technical problems at:

Contact information:
Phone number:
 +36-1-483-6120
e-mail: servicedesk@keler.hu





Additional useful links, information:

Management of e-documents

Documents received in attachments of e-mails sent to the central e-mail address of KELER (iktato@keler.hu) are signature verified (documents without signature are checked for authenticity), then it is checked that documents can be opened and used and documents are forwarded to the competent unit and officer for action. If the system finds any error in the process it sends automatically an e-mail to the party sending the document.

The e-document management system considers electronic documents the documents meeting the following requirements:

The electronic signature certificate can be only a certificate issued by an authentication service provider registered by the National Communication Authority (Nemzeti Hírközlési Hatóság) the type of which is:

• Organizational personal with increased security, or

• Personal (employee) with increased security, or

• Qualified organizational personal, or

• Qualified personal (employee) signature certificate.

An additional requirement for signature certificates with increased security is that they must be issued by authentication providers the root certificate of which are certified by the public administration root certificate authentication service provider (KGyHSz) in a root certificate.





Important technical information on the management of e-documents

KELER accepts electronic documents only if sent in an e-mail to the e-mail address iktato@keler.hu.

The size of the e-mail cannot exceed 10 MB. If the size of documents exceed this limit, the documents are to be sent in separate e-mails.

E-mails received by KELER are stored without attachments also, thus important information therein is also saved. Attachments are separated from the e-mails and saved in the Document Warehouse.
The management of documents is safe as documents are read-only from the time of receipt, thus any subsequent change to them is impossible.

KELER accepts electronic signatures only that comply with the XadES standard (ETSI 101 903).

Documents sent can be managed in the formats as follows:

.jpg
.pdf
.doc (Office 2003 format)
.xls (Office 2003 format)
.html

Requirements on the name of files sent:

maximum 128 characters
name cannot contain the following characters: " # % & * :< > ? \ /{ |} ~ 
name cannot start or end with full stop and several full stops after one another cannot be included in the name

Files with electronic signature must have one of the following extensions:
.es3,
.et3,
.dosszie,
.dossier,
.nsack,
.sdx,
.xml

The official time of receipt is the time when the system of KELER receives the documents.

Applicable regulation:

Act V of 2006 on Public Company Information, Company Registration and Winding up Proceedings

Link:
www.nhh.hu
www.kgyhsz.gov.hu