At the latest meeting of the "Digitalization of NPOs" series, experts discussed how Kazakhstani non-profit organizations can effectively transition to electronic document management and avoid common mistakes.Many people believe that a scanned, sealed contract is a fully valid electronic document. In reality, it's only a copy: it can't be used to determine with certainty who signed it, when it was signed, or whether any changes have been made. Such a file only gains legal force after being signed with a digital signature. According to Kazakhstan law, it is equivalent to a paper document and is recognized by courts, tax authorities, auditors, and donors.What does an electronic digital signature do and how does signing work? An electronic digital signature accomplishes three things: it confirms the signatory's identity, records the exact time of signing, and guarantees integrity: any alteration invalidates the signature. In practice, using the SIGEX service, parties sign a single PDF file one at a time. The result is a single, legally binding original. It is the electronic file, not the paper printout, that is considered the original in disputes and audits. The following documents are typically submitted to the court: the file itself, the detached digital signature, and the operator's signature protocol.SIGEX is a Kazakhstani electronic document management service designed for digital signatures. It allows you to sign contracts and other documents directly in your browser without installing additional software, and automatically generates a signature protocol with the date and time. It was through this system that the secure exchange of documents was demonstrated during the lecture, and in conjunction with the NGO Engo office, it covers the full cycle—from creation to archival storage.
Common mistakes and proper storage. Most common risks: replacing a contract with WhatsApp correspondence, losing the electronic original due to storing only papers, transferring the digital signature key to other employees (legally, all actions are performed by the key owner).The "rule of three copies" helps protect yourself: store documents on your work computer, in the cloud, and on an external backup drive.Why isn't a digital signature enough? A signature addresses the issue of legal validity, but it doesn't fully address the need for digitalization. A unified environment is needed where documents are prepared, approved, linked to budgets and projects, controlled, and archived. The combination of the Engo NGO account and SIGEX provides such a comprehensive system. Electronic contracts with digital signatures through proven platforms offer more than just convenience; they also provide transparency, stability, and protection during reporting, audits, and potential disputes. This approach helps NGOs confidently work with demanding donors and government agencies.