How the health crisis accelerated the adoption of electronic signature ?
The Covid-19 health crisis had undoubtedly very important consequences on business management as well as its way of workings. And electronic signature is no exception. Indeed, according to a recent study, 73% of users belonging to administrative and financial departments within companies have adopted the electronic signature at the expense of the paper signature. The health crisis has accelerated the adoption of electronic signature in different domains because of its many advantages such as saving time, saving paper material and in particular simplifying processes. In addition, it offers ease of use and the possibility of archiving signed documents.
What is the electronic signature ?
the health crisis and the digital transformation evolved in such a way that electronic signature is becoming increasingly more important for companies. It is all about the digital transfer of a handwritten signature on a document… The electronic signature is based on the principle of using cryptographic techniques which made it possible to sign documents electronically and therefore remotely without obligation of physical presence. From now on, it becomes possible to sign documents relating to formalities in a simple and remote manner. The electronic signature can be adopted for the signature of all type of digital document including PDF which is most frequently used thanks to its good stability allowing the transfer of numerous signatures.
When the document in question is signed and becomes dematerialized, it is important to have the possibility to access a digital tool which will serve as certification of the identity of the signatories and which will allow the transmission of the document in a simple and secure way.
The electronic signature, an ally against Covid-19
The Covid-19 health crisis creates new demands on businesses across all sectors, and the electronic signature as a main title. In a delicate and exceptional health and economic context, this functionality has been able to provide an appropriate response to companies. allowing them to ensure the continuity of their activities in the best possible conditions. It should also be emphasized that the electronic signature is not quite a new invention. Indeed, it already existed in sectors such as banking, insurance and the RH, and is now investing in new domains such as the administrative, financial, legal or commercial sectors. The electronic signature allows you to conclude in a matter of seconds and without the need for physical contact, the signing of contracts or documents essential for business continuity. Thus, it is possible to use electronic signature to sign purchase orders, quotes, invoices, documents of various kinds (legal or accounting) including employment contracts.
The benefits of the electronic signature in the particular context of Covid-19.
The electronic signature revealed its true benefits particularly in the context of the covid19 health crisis
➔ Security : The electronic signature guarantees both the integrity of the signed document and the authenticity of the signature thanks to a system of encryption keys as well as a whole set of identification processes. The electronic signature cannot be falsified or modified on a document
➔Time saving : The long confinement weeks caused numerous companies to suspend their activities in particular due to the impossibility of signing documents. The electronic signature saved time while avoiding movement and reducing the processes of transmission. It also offers precise traceability which makes transaction monitoring more optimal.
➔ Gain in efficiency : Opting for the electronic signature, we put an end to printing, couriers and digitization of papers. Added to that physical archiving is part of the past by making way for a system which allows you to have an intuitive and secure platform where you can easily find your documents.
➔ The economic aspect : The electronic signature allows the reduction of quite substantial printing costs, processing or shipping of the various documents. The deadlines for processing requests are reduced, increasing the productivity of employees thanks to the electronic signature. The costs of a company’s consumables are also considerably reduced which indirectly impacts the ecological aspect.
How to sign a document with an electronic signature?
When a document is signed by an electronic signature, the signatory immediately receives a link by e-mail or in another case, has a hyperlink on which he must click in order to access the signature page. The latter provides clear visibility of the signed document. The next step is to give consent after having fully read the contents of the document to sign. Consent is granted by ticking a simple box after which. you will have to authenticate yourself with a code received by SMS. Once all the steps have been completed, the signatories receive the signed documents by e-mail or in a dedicated space.
Of course, in order to be able to use the electronic signature, it is essential to have equipment such as a computer, a tablet or smartphone, and a good internet connection. This is an operation that is done entirely online.
How to create an electronic signature?
The use of an electronic signature is done thanks to some software which generally follow the same process for the creation of the signature. The first problem that will be addressed is primarily due to the action of the issuer of the signature request. He first chooses the document(s) to be signed and puts them into an interface. Secondly, the issuer of the request must choose the signature mode : either face to face, remotely or even a combination of the two in case there are many signatories. After this step, the online software generates the PDF document to be signed and all electronic signatures are then enforced. Finally comes the action of the trusted third party that certifies and timestamps the signed document as well as annexes if any exist. The identity of all signatories is also authenticated and certified before archiving the document.
What is a digital or electronic signature system ?
To be used, the electronic signature of a PDF document must meet many aspects that must be verified in order to guarantee the reliability and security of the electronic signature. You should know that the latter affixed to a PDF document represents the equivalent of a handwritten signature on a paper document. The electronic signature has a specific cryptography as a principle as opposed to the numeric initials act of a document. On a practical level, to use the electronic signature, it is necessary to have two essential elements, namely : a certificate attesting to the identity of the signatory as well as a device allowing the signature of the document.
The electronic signature has already proven itself for many years. It was not yet generalized to many fields of activity, but it will be the Covid-19 health crisis which will have accelerated its adoption in various new sectors. The benefits of the electronic signature, in this case in the particular context of the pandemic, no longer need to be demonstrated and the process is increasingly investing in new areas.
Between time saving, efficiency gain, ecological and economic gain and moreover the security component, the electronic signature clearly has its place in the proper functioning of any company.