Electronic signature: the essential tool for one-click document validation
The health crisis has changed many aspects of our daily lives, especially the way we work. Remote working has brought with it a number of problems in the world of telecommuting : how do you sign documents remotely, and above all how do you ensure their validity?
Electronic signature software and electronic signature scanners have provided the solution to this problem. These intelligent, efficient tools enable you to digitize and accelerate your decision-making processes. And they do this by integrating electronic signatures on all your documents and contracts.
Dematerialization has truly revolutionized the business world, eliminating the need for mailings and reducing the risk of loss or errors in the content of your documents, particularly your contracts. These platforms have become indispensable for today's managers.
But what is an electronic signature management system? In what context is it used, and what are its advantages for the company? And what tools are used to optimize it? Find out in this article.
What is an electronic signature management system?
Definition
An electronic signature management system( ), also known as an e-parapheur or digital signature management system ( ), is a software program that validates an electronic document according to a circuit before it is electronically signed.
It enables organizations to validate and sign documents in a totally dematerialized way. All the while guaranteeing the same legal value as a paper original.
Whatever the department in which you work, the electronic signature pad is an adaptable solution for all types of document:
- electronically signed contracts,
- digital invoices,
- dematerialized purchase orders,
- administrative documents, etc.
How does an electronic signature pad work?
An electronic signature management system works in 8 distinct stages :
- creation of a "document" object, either by manual import or by output from a software program producing the document,
- definition of metadata for the object in question,
- selection and configuration of a validation and electronic signature(s) circuit,
- sending to this circuit and notifying those involved in the circuit,
- validation or refusal,
- continuous monitoring of progress and access to processing history,
- electronic signature, thanks to an electronic certificate,
- storage of the "document" object or export to another software application
Why use an electronic signature management system?
Ensure confidentiality and traceability of exchanges
An electronic signature pad ensures secure document storage and use, as it integrates digitized contracts into a fully dematerialized validation chain. These circuits are secure, so not just anyone can access them.
💡 All actions carried out by users on the document are recorded: modification, sending, signature... which enables the traceability of exchanges. You have access to the complete history of the validation process, giving you a comprehensive overview of the document lifecycle.
👉 This traceability can also be used as " proof " in the event of administrative problems or litigation.
Benefit from a high-performance tool in real time
An electronic signature management system is your tool for validating and circulating digital documents. It is connected to all your applications and can be accessed by all your departments.
👉 Each user can track the progress of documents specific to his or her function and tasks, in real time.
An electronic paragraph therefore represents a real boon for companies, who will be able to track, create, modify, validate and sign all their documents on a single platform.
💡 In the long term, an electronic signature pad optimizes your decision-making process. You'll benefit from greater responsiveness and efficiency in your document processes.
Increase productivity and cut costs
An electronic signature management system can be accessed online via a simple Internet connection. So you can validate, track and sign documents anywhere, anytime. What's more, this accessibility is diverse: tablet, computer, smartphone... information is favored to the maximum.
👉 This advantage is a real performance and productivity lever for you and your teams, who can speed up processing processes as a result.
What's more, the use of an electronic signature management system enables you to cut costs by reducing all the expenses associated with the use of paper, mailings, etc.
Which tools should you choose? Examples of software
To initial a document, you can choose between electronic signature software and electronic initials.
With electronic signature software, you can quickly transmit your documents electronically in a matter of seconds, with no data security risks.
In fact, thanks to strong authentication and archiving with probative value, electronic signature software is a real revolution in document automation and dematerialization.
🛠 Lex Persona's electronic signature software is a prime example. This easy-to-use, ultra-quick-to-learn tool enables you to dematerialize your document validation and signature processes in just a few clicks. What's more? You benefit from an eIDAS-qualified timestamp that guarantees document integrity.
💡 Good to know: electronic signature software can replace the use of an electronic signature pad. In fact, when an electronic signature is affixed to a single part of the document, it guarantees the integrity of all its pages.
🛠 So you can confidently turn to Universign's 100% online platform to sign your electronic documents with ease and guarantee their integrity. Its eIDAS-qualified time-stamping service certifies the precise moment of signature and encrypts the document so that it can no longer be altered.
In a nutshell 📝
To validate your contracts and documents in digital format, an electronic signature pad can be confidently replaced by electronic signature software. These tools ensure the integrity of all document pages, simply by signing them electronically. An obvious time-saver when you regularly have to sign and initial contracts running to dozens of pages, isn't it 😉
To recap, here's an overview of all the advantages of implementing electronic signature and electronic signature software within your company:
- faster processing and distribution of your documents in electronic format,
- tax-compliant dematerialization in line with European directives,
- guaranteed electronic archiving and electronically signed documents,
- secure electronic exchanges,
- simplified data exchange processes,
- a CSR approach that benefits the company and its brand image, etc.
If you'd like to find out more, take a look at our comparison of the best electronic signature software.
All that's left is for you to evaluate the various options and choose your future tool!
Article translated from French