Regulation on the Organization of Electronic Document Exchange between the National Bank of Tajikistan and Its Branches

"APPROVED" By the Board of Directors of the National Bank of Tajikistan "17" August 2000 No. 130

Regulation "On the Organization of Electronic Document Exchange between the National Bank of Tajikistan and Its Branches"

I. General Provisions.

This Regulation governs the issues of "electronic document exchange" for the reception and transmission of texts of orders, directives, letters, and other correspondence of the National Bank of Tajikistan and its branches using telecommunications and computer technology means.

"Electronic document exchange" is introduced to accelerate the transmission of correspondence between the National Bank of Tajikistan and its branches within the framework of existing document processing rules. The implementation of "electronic document exchange" will increase the speed and reliability of document transmission and reduce paper-based document flow.

"Electronic document exchange" is introduced as an additional type of document transmission alongside existing postal and telegraphic methods.

"Electronic document exchange" is the file exchange of correspondence, carried out within the National Bank of Tajikistan's email system BankNet, between subscribers of this system.

Subscribers of the BankNet email system are the National Bank of Tajikistan and its branches.

Transmission of correspondence via the email system implies that all participants ensuring the transmission and reception of correspondence have computers with special technical equipment (modems) and software for its formation, transmission, processing, and protection against unauthorized access.

Correspondence is sent via the National Bank of Tajikistan's BankNet email system, which uses switched or dedicated telephone communication channels.

II. Concept of an "Electronic Document"

8. • Under an "electronic document" is meant an "electronic copy" of an outgoing official document. The following may be presented as an "electronic document":

• orders,
• directives,
• letters,
• telegrams,
• statements,
• other correspondence (any materials, reports, certificates, requested data prepared on a computer, with a mandatory accompanying label).

9. • An "electronic document" is formed at the National Bank of Tajikistan and its branches based on an outgoing official document.
10. • An "electronic document" is printed in standard form and bears the stamp "ELECTRONIC DOCUMENT".
11. • An "electronic document" is a guarantee of the prompt transmission of the document to the addressee.
12. • Persons carrying out the reception and transmission of "electronic documents" are responsible for the correct formatting of the "electronic document" and the timeliness of its transmission to the addressee.
13. • Confirmation of receipt by the subscriber-receiver of a document sent via BankNet email is a record in the event log of the email program (*.LOG).

III. Technology for Forming and Processing an "Electronic Document"

14. • All operations for transmitting an "electronic document" are performed by responsible persons using a computer equipped with a modem and corresponding software.
15. • An "electronic document" is prepared on computers in the form of a text or graphic file (obtained by scanning) by the structural subdivisions of the National Bank of Tajikistan and its branches that prepare the document for signature.

To transmit correspondence to the addressee via the BankNet email system, it is necessary to provide the prepared electronic image of the document and a paper copy of the official document to the responsible person at the National Bank of Tajikistan or its branch, who carries out the reception and transmission of the "electronic document".

16. • The person responsible for the reception and transmission of electronic documents, upon receiving a paper copy of the official document and a file with the electronic image of this document, registers it in the "Outgoing Electronic Correspondence" journal with the following marks: type of correspondence, recipient, sender, number of pages, date, and time of reception.
17. • An "electronic document" consists of 2 parts: 1st - the accompanying label, in the upper part of which is the stamp "ELECTRONIC DOCUMENT", followed by the information: recipient, sender, who signed the official document, number of pages, date of document creation, and service information: Full Name of the responsible person, phone, fax, date, and time of sending. 2nd - the electronic copy of the official document.

Transmission of the electronic document.

18. • The responsible worker of the National Bank of Tajikistan or its branch visually checks the identity of the electronic image of the official document with its paper copy and is responsible for their correspondence with each other and the correct formatting of the "electronic document".
19. • After filling out the accompanying label and checking the correspondence of the electronic image of the official document with its paper copy, the responsible worker archives both parts into one file and signs it with an electronic signature.
20. • Then the "electronic document" is encrypted based on the personal secret key of the subscriber-sender and the public key of the subscriber-receiver, which are located on a diskette for each subscriber.
21. • After performing the above actions, the "electronic document" is transmitted via the BankNet email system to the subscriber-receiver.
22. • The responsible worker, upon receiving notification of the reception of the "electronic document" by the subscriber-receiver, makes a note in the registration journal "Outgoing Electronic Correspondence" about the date and time of receipt of the correspondence by the subscriber-receiver.

Reception of the "electronic document":

23. • Upon receiving an "electronic document", the subscriber-receiver must decrypt the received file and check the electronic signature of the subscriber-sender, based on their secret key and the public key of the subscriber-receiver.
24. • Upon a positive result of decryption and electronic signature verification, the responsible worker of the subscriber-receiver prints the received "electronic document" in two copies, certifies it with a stamp of the General Department (chancellery), signs it, and marks the time of reception. One copy of the electronic document is transmitted to the addressee, and the second copy is filed in the "Incoming Electronic Correspondence" folder. In the "Incoming Electronic Correspondence" journal, the received "electronic document" is registered with the following marks: type of correspondence, sender, recipient, number of pages, date, and time of reception. Information is taken from the accompanying label.

In the event of a negative result of decryption and electronic signature verification, a notification is sent to the subscriber-sender.

A document that has successfully passed all reception stages has official status.

25. • At the end of the postal day at 16:00, an exchange of lists of sent and received correspondence via the BankNet system and archiving is carried out between subscribers. The names of archive files are assigned as follows:

• name of the archive file for outgoing electronic correspondence - DDMMYYOU.AAA;
• name of the archive file for incoming electronic correspondence - DDMMYYIN.AAA, where: DD - day MM - month number YY - last two digits of the year OU - outgoing correspondence IN - incoming correspondence AAA - extension mask set by the archivers used (ZIP, ARJ, ARC, etc.); For example: 200700OU.ARJ - name of the archive file for outgoing correspondence for July 20, 2000 (ARJ archiver); 200700IN.ARJ - name of the archive file for incoming correspondence for July 20, 2000 (ARJ archiver). The storage period for archive files is 12 months.

26. • A mandatory condition for the operation of BankNet email subscribers is regular viewing, every 2 hours, of email boxes, reception of incoming mail, and transmission of available "electronic documents" to addressees.

IV. File Naming Structure for "Electronic Documents"

27. • Transmitted files of "electronic documents" have names assigned according to a specific rule:

• OKDDMMNN.TT$, where
• O - sender,
• K - recipient,
• DD - day of document transmission.
• MM - month of document transmission,
• NN - sequential number of the document for that day,
• TT – type of document
• PR - order,
• PI - letter,
• RA - directive,
• TE - telegram,
• VO – statement of balances of current accounts of commercial banks,
• KB – statement of intra-system settlements of banks,
• VD – statement of verification of the state of settlements of commercial banks,
• DR - other correspondence.

Decryption of "from whom – to whom": 1 - National Bank of Tajikistan, Dushanbe, 2 - Branch of the National Bank of Tajikistan in Kurgan-Tyube, 3 - Branch of the National Bank of Tajikistan in Kulob, 4 - Branch of the National Bank of Tajikistan in Penjikent, 5 - Branch of the National Bank of Tajikistan in Khorog, 8 - Branch of the National Bank of Tajikistan in Khujand. For example: file name - 18110501.PI$, where

• 1 – sender (National Bank of Tajikistan, Dushanbe),
• 8 - recipient (Branch of the National Bank of Tajikistan in Khujand),
• 11 - day of letter transmission,
• 05 - month of letter transmission,
• 01 - sequential number of the letter for that day,
• PI – type of document (Letter).

V. Special Requirements

28. • Software for the formation of "electronic documents" is transferred by the Settlements Department to those structural subdivisions of the National Bank of Tajikistan and its branches that carry out the reception and transmission of correspondence via the email system.
29. • It is prohibited to distribute, reproduce, and transfer to another user for temporary or permanent use the software for cryptography, electronic signature, and encryption of "electronic documents".
30. • In order to protect against falsification and unauthorized access to transmitted "electronic documents", electronic signature and encryption keys are updated monthly.
31. • Access to diskettes with secret keys for electronic signature and encryption is granted only to responsible persons (no more than two people, so that in case of absence of one for any reason, another can replace him). They are responsible for the safety of these diskettes.
32. • Persons responsible for the reception and transmission of correspondence via the email system are appointed by order.

Appendix ACCOMPANYING LABEL "ELECTRONIC DOCUMENT" TO: Informatics Department, Bozorov N. Karimov Z. FROM: Settlements Department Tel. 21/50/60 SIGNED: Shestak V.N.-Deputy Chairman of NBT Fax. 21/26/02 NUMBER OF PAGES: 1 15.02.00 / 14-00 DATE: 15.05.00