Electronic signature: the essential tool for validating your documents at the click of a button
The health crisis has changed many aspects of our daily lives, particularly the way we work. Remote working has led to problems in the world of teleworking : how do you sign documents remotely, and above all how do you ensure that they are valid?
Electronic signature software and electronic signature pads have provided the solution to this problem. These intelligent and effective tools enable you to digitise and speed up your decision-making processes. By integrating electronic signatures on all your documents and contracts.
Dematerialisation has truly revolutionised the business world, eliminating the need to send documents by post 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 exactly is an electronic signature pad? What is it used for, and what are its benefits for businesses? And what tools are used to optimise it? Find out in this article.
What is an electronic signature management system?
Definition
An electronic signature management system, , also known as an e- or digital signature management system, , is software used to validate an electronic document following a circuit before it is signed electronically.
It enables organisations to validate and sign documents in a completely dematerialised 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 a solution that can be adapted to all types of document:
- electronically signed contracts
- digital invoices
- dematerialised order forms
- administrative documents, etc.
How does an electronic signature pad work?
An electronic signature server works in 8 distinct stages :
- creation of a "document" object, either by manual import or by output from a software program producing this document,
- definition of metadata for the object in question,
- selecting and configuring 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 the processing history,
- electronic signature, using an electronic certificate,
- storage of the "document" object or export to other software.
Why use an electronic signature pad?
Ensure confidentiality and traceability of exchanges
An electronic signature panel makes it possible to secure the storage and use of documents, as it integrates digitised contracts into an entirely dematerialised 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, etc., enabling exchanges to be traced. You have access to the complete history of the validation process, giving you a complete overview of the document lifecycle.
👉 This traceability can also be used as " proof " in the event of an administrative problem or dispute.
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.
👉 This means that each user can track the progress of documents specific to their function and tasks in real time.
An electronic paragraph is therefore a real boon for companies, which 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 optimises your decision-making process. In this way, it provides you with greater responsiveness and efficiency during the handling of your document processes.
Increase productivity and reduce costs
An electronic signature panel can be accessed online via a simple Internet connection. So you can validate, track and sign your documents anywhere, at any time. What's more, this accessibility is diverse: tablet, computer, smartphone... information is promoted to the maximum.
👉 This advantage is a real performance and productivity booster for you and your teams, who can speed up processing processes as a result.
What's more, using an electronic signature pad helps you cut costs by reducing all the expenses associated with the use of paper, postage, etc.
Which tools should I use? 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 and supporting evidence electronically in a matter of seconds, without any data security risk.
In fact, thanks to strong authentication and archiving with probative value, electronic signature software is a real revolution in the automation and dematerialisation of documents.
🛠 Lex Persona's electronic signature solution is a prime example. This easy-to-use and ultra-quick-to-learn tool enables you to dematerialise 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 turn to Universign's 100% online platform with complete confidence to sign your electronic documents easily and guarantee their integrity. Its time-stamping service, qualified under the eIDAS regulation, certifies the precise moment of signature and encrypts the document so that it cannot be altered.
In a nutshell 📝
To validate your contracts and documents in digital format, an electronic signature pad can be replaced in complete confidence by electronic signature software. These tools ensure the integrity of all the pages of the document, simply by signing it electronically. An obvious time-saver when you regularly have to sign and initial contracts of several dozen pages, isn't it 😉
To recap, here's an overview of all the benefits of implementing electronic signature and electronic signature recorder software within your company:
- faster processing and distribution of your documents in electronic format,
- tax-compliant dematerialisation in line with the European directive,
- 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 want to find out more, take a look at our comparison of the best electronic signature software.
All that's left for you to do is evaluate the different options and choose your future tool!
Article translated from French