DepEd proposes batch application of PNPKI digital signature

DepEd proposes batch application of PNPKI digital signature

June 28, 2021 – In preparation for the upcoming 2022 national and local elections, the Department of Education (DepEd) is seeking to facilitate the bulk application of more than 900,000 of its employees to obtain their Philippine National Public Key Infrastructure (PNPKI) digital signatures.

“We are continuously cooperating with our lead agencies to have a secure and peaceful elections, and part of our commitment is to ensure that our teachers are protected and given the proper support,” Education Secretary Leonor Magtolis Briones said.

The PNPKI digital signature is a new requirement of the Commission of Elections (COMELEC) for all public school teachers who will serve as Electoral Board Members. It is a virtual ‘key’ that subscribers use to secure files sent over an otherwise unsecured ‘public’ network like the Internet.

In a letter from DepEd to the Department of Information and Communications Technology (DICT), the Department requested to streamline the application process by waiving the requirement for individual application forms, including physically filing out the forms.

In previous discussions with the DICT, the requirements for individual interviews and supporting IDs have been waived. However, DepEd is further requesting the waiving of the requirement for individual application forms as this may be cumbersome to check individually for errors. This rigorous process for teachers will entail the downloading of these forms, physically filling them out, and uploading the same wherein checking for accuracy is an altogether different tedious task.

“This proposal will guarantee that our teachers will not be burdened by rigorous steps and requirements anymore,” Undersecretary for Administration Alain Del B. Pascua pointed out in the letter.

DepEd also proposed the use of available secure and reliable technologies and the submission of documents for bulk processing in place of the PNPKI application forms.

Documents proposed to be submitted to DICT include a spreadsheet file containing DepEd employees’ verified data certified by Human Resources, and an institutional application from DepEd in place of individual applications.

In addition, the Department will facilitate the online registration of its employees through its DepEd Mobile App and DepEd Commons to expedite the application process.

Philippine National Public Key Infrastructure (PNPKI)

Public Key Infrastructure (PKI) allows users of public networks like the Internet to exchange private data securely. PKI is essentially a set of hardware, software, policies, personnel and procedures needed to create, manage, distribute, use, store and revoke digital certificates. The PKI is one of the core services being offered by the Department of Information and Communications Technology (DICT) that will foster trust in the government by ensuring secure and reliable online transactions.

All government online applications stand to benefit from the use of the PKI, ultimately improving the delivery of government services to citizens. At the heart of the PKI is the concept of digital certificates. These certificates are very small files that can be stored on your computer, an ordinary flash drive or USB token. Through the use of certificates issued and digitally signed by a Certificate Authority (CA), the PKI authenticates the data source and ensures data had not been tampered with in transit. PKI can also be used to encrypt data such as email or online transactions.

Frequently Asked Questions – PNPKI

What is Public Key Infrastructure (PKI)?

The Public Key Infrastructure (PKI), as its name implies, is an infrastructure that secures communications among individuals and government agencies. This way, the government’s delivery of services to citizens and businesses becomes safer, faster and more efficient.

Why is it called ‘public key’? Does it mean open and unrestricted?

No. The public key in PKI refers to the virtual ‘key’ that subscribers use to secure files sent over an otherwise unsecure ‘public’ network like the Internet. While it is called public, it can also work in a private network setting.

Why do I need a PKI?

As more and more people rely on the use of online applications over unsecure network like the Internet, the need to secure files and ensure their information integrity increases. This is where the PKI comes in. It addresses the issue of authenticity, confidentiality and integrity of information.

What is a digital certificate?

A digital certificate is a file issued by a Certificate Authority containing the user’s personal information just like an ordinary ID, only in this case, it is digital.

How can I have a digital certificate?

You can have a digital certificate by personally submitting an application to a Registration Authority (RA). The RA will then ask the Certificate Authority to generate a key or code and give it to you after processing.

Do I have to pay for it?

No. The digital certificate is free.

Where can I use a digital certificate?

You can use a digital certificate in your email and other documents. You can use it to encrypt a document and/or digitally sign it. Its use is to authenticate documents or put signatures on them or both.

How do I use a digital certificate?

People need a digital certificate to send you an encrypted email, for instance, that only you can open. They also use it to verify your digital signature on electronic documents. It is not the certificate that you need to protect but the private key that is associated with it. Hence, in cryptographic tokens, the private key is generated in the token and cannot be extracted from it. Soft tokens however store this private key as an ordinary electronic file. It is usually encrypted and the encryption is computationally infeasible to break. Nonetheless, this private key, if someone gets a copy of it and also the passphrase to use it can be used along with the digital certificate to fraudulently sign documents or open encrypted email.

Do I have an option not to use it?

Of course you do. It’s just that you will not be able to do the following: open encrypted files, access applications that require digital certificates and digitally sign documents for authenticity.

When can I use a digital certificate?

Whenever you feel like it. Or every time secure communication is needed, or a digital certificate is required for authenticity, confidentiality and integrity of data.

Who can avail of a digital certificate?

Any individual who is of age and possesses the necessary documents (as stated in the application form) may apply for a digital certificate.

Can I apply for other people’s certificate?

No since personal appearance is needed in the application process.

Where can I use a digital certificate?

A digital certificate can be used in online transactions, in documents digital signatures, in office applications and in software developed in-house.

How long can I use the digital certificate?

A digital certificate is valid up to two years. After that, you have to apply for a new one.

How do I renew and how long is the process of renewal?

A digital certificate, technically, cannot be ‘renewed.’ It means you have to apply for a new one every time it expires and go through the application process again. All requirements will have to be satisfied and personal appearance is required.

Where can I store the digital certificate?

It can be stored in a USB secure token, an ordinary USB flash disk, a PC, a laptop or any mobile computer. The USB secure token is the safest because it has a built-in application that allows only a limited number of times for entering the PIN before it is blocked. A token can contain up to ten (10) certificates. Setting the token in the factory default will erase all data in its memory.

What types of certificates are issued?

You can avail of the following types of certificates: Authentication certificate – used in applications that require the user to login. It can be used to encrypt email. Signing certificate – used to digitally sign documents. SSL certificate – a certificate for machines, like web servers, application servers, routers, Wi-Fi devices, and others. (This is not yet available as of this writing.)

What if I lose my certificate?

The digital certificate is a public document. The moment you use it you can never lose it. However, if the private key is lost, compromised or the passphrase to use it is forgotten, then the certificate needs to be revoked and a new key can be generated as well as the digital certificate that will be associated with it.

What if the subscriber resigns, retires or exits from government service?

If it is a soft token, surrendering it is not necessary. The revocation can be easily done by the CA. However, if it is a cryptographic token and the company or CA owns it, then it needs to be surrendered. Individual owners may continue to use the certificates for transactions outside the concerned agency.

What are my responsibilities as digital certificate holder?

You have the responsibility to protect the certificate from misuse and abuse. You cannot, for example, lend it to other people or use it to forge documents or commit illegal acts with it. Unauthorized and illegal use are punishable according to the severity of the offense. A policy will be issued detailing the punishment for each administrative or criminal offense committed in the use of a digital certificate.

How long is the application process?

Upon completion of all the requirements by the applicant, a verification process will start. This process will take a minimum of one day and a maximum of two days, depending on the completion of requirements. After submission of documents (complete), the certificate is issued within a day or two. According to the policy (Section 4.2.3 of the RootCA-CP), issuance of the digital certificate should not exceed five calendar days after successful identity verification.

Is it possible to have multiple certificates?

A person may have two digital certificates: one for authentication and another for digital signing. He or she may get a third certificate, which is still to be offered, for PKI-enabled machines.

How big is a digital certificate?

A digital certificate takes up only 7kb to 10kb of computer memory.

What is the best browser to use when using PKI?

Firefox is recommended as it works well with Java, which is needed to run the digital certificates. Google Chrome, on the other hand, usually can’t recognize Java.

What is the best email provider to use when encrypting and signing emails?

It is recommended to use email providers, such as Thunderbird and Outlook, for your digital certificates.

For further inquiries and submission of application requirements, please email or the PNPKI Cluster Team Offices in the Region.


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