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How to implement digital signatures in your company?

How to implement digital signatures in your company?

The traditional world based on processes that still use paper is taking the path towards digital transformation in an increasing number of sectors, such as Healthcare (for obtaining informed consent), Public Administration, Human Resources, Banking adn Insurances, or Sales. If you are evaluating electronic signature solutions for the implementation in your company, we recommend you to consider the following 5 steps when making a decision:

1. ACCESS

In the process of digitally signing a document, a multitude of evidence is collected to verify the identity of the signer, which the traditional method of pen and paper is not able to provide. However, the first thing to determine is which method of signature is the right one for your company, depending on your needs. At Validated ID we have created different signature methods for adapting to different processes:

  • Biometric Signature: Used in a face-to-face scenario, the biometric signature allows the user to read directly what he is going to sign and give his consent through the use of a tablet. The tablet collects sufficient information to prove the signer’s authorship in the event of litigation.
  • Centralized Signature: The user has a digital certificate that allows him to sign a high volume of documents from anywhere. This type of signature is successfully used, especially in the area of human resources for payroll and contracts.
  • Remote Signature: This signature is done right on the screen of a PC, tablet or smartphone and does not require any prior registration.

The signature of a document can be integrated into the dynamics of any existing process. The workflow not only isn’t affected by such an integration, but it’s significantly improved.

2. IDENTIFICATION

For an electronic signature to be legally valid, the electronic signature service must collect sufficient evidence to subsequently prove the identity of the signer, if necessary. The best option for this step of the process depends on the type of transaction, the risk involved, and whether you are dealing with new or existing customers.

New clients
You must request the identity data of the signer, usually their identity number (ID), email address and / or their telephone number.

Existing Customers
In the case of an already existing customer, credentials that have already been issued previously are usually used. In certain cases, such as a Remote Signature, a two-factor validation is always performed via e-mail and OTP (One Time Password) to the signer’s smartphone, with which he can securely verify his identity.

3. DISPLAY OF THE DOCUMENT

At Validated ID we have always chosen to ensure that the signer could see and knew exactly what he signed (known as WYSIWYS, What You See Is What You Sign. To ensure full legal certainty, we have combined two elements:

  • An independent device to visualize the entire document and allow the signer to interact directly with it. This enables to prove in case of litigation that what was signed was in fact the document the signer wanted to sign.
  • The cooperation with a trusted service provider to ensure the integrity of the document and its authenticity, i. e. that the document that was sent for signature and the one that was signed are exactly the same.

4. FORMS

It’s possible to add data fields to the document for signers to fill in. This is particularly useful in the health sector, where patients sign informed consents and anamnesis. They’re also useful for obtaining legal legitimacy in data processing and the GDPR.

5. SIGNATURE

This is the final step in the process of obtaining the consent of the signer. There are certain standards to be considered when choosing an electronic signature system: VIDsigner uses international standards in all technological phases. This aspect is of high importance as it guarantees that the documents signed with VIDsigner will be self-contained and valid over time, without any need to turn to either the provider or the parties involved at the time of formalization.

Which are the benefits of electronic signatures?

  • Reduction of costs and time.
  • Reduction of office expenses, as well as costs and environmental impact of printing, sending, scanning and managing multiple copies of paper documents.
  • It’s a fully digital process, which doesn’t involve any paper.
  • Apart from eliminating the need for paper to obtain a signature or seal, electronic signatures and seals allow EU institutions, public administrations, businesses and citizens to complete transactions digitally, at any time and on any device.
  • Documents are protected.
  • Electronic signatures and seals significantly reduce the risk of human error, such as duplication or modification of the document. The identity of the signer is linked to the documents which ensures that signatures and seals are verified, authentic and legitimate.
  • Improved user experience.
  • Reduced approval times due to rapid response and document signing processes that lead to employee and customer satisfaction.

Find out how VIDsigner can improve your relationship with your customers. Contact us directly for more information!

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