In a society where digital technology is present absolutely everywhere, every aspect of our daily lives is adopting new ways of functioning. And the process of signing documents is no exception.
For a long time, especially in companies, gathering signatories to sign important documents was very time-consuming. Coordinating everyone’s schedules, booking a large meeting room and related catering, preparing the right number of copies without missing pages, performing a joint review for hours before signing – the list goes on.
In the digital age, everything is simplified. This includes signatures, with the democratization of what we call electronic signatures. Here’s everything you need to know about how they work, their level of security, and how to create your own digital signature.
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Electronic signatures: Definition and reliability!
An electronic signature can be defined as a sort of electronic authentication stamp, which includes encryption of the information contained within it. It allows, among other things, certifying the identity of signatories, ensuring no post-signature modifications or tampering, and simply accelerating and simplifying the process of signing any type of document.
Thus, an electronic signature offers the ability to sign a document easily, at any time, from anywhere, and most importantly, with security and confidentiality.
Preparing the documents to be signed
Before creating your electronic signature process, it is essential first to gather the necessary documents. You don’t need to have the same format for all your documents. Whether it’s PDFs, Word, Excel, Pages, or any other format, they will all be merged into a final document in PDF format.
Establish the list of signatories
Once you’ve gathered all the documents to be signed, the next step is to draw up the list of signatories. To do this, it’s quite simple: you just need to enter their names and email addresses. You can also plan the order in which the signatories will be asked to sign.
Placing signature fields
Before signatories can sign and validate the documents, it is essential to place the specific fields for signatures. This will make the signing process faster and simpler.
The areas requiring signatures will be highlighted, and signatories can be directed to the signature fields for those who are either more confident or in a hurry. These fields are not generic; they are customizable. You can provide for a classic signature, one preceded by a special note, or any other desired customization.
Send the electronic signature link to all signatories
Once the signatories’ contact details are indicated, they will receive an email containing a link to the electronic signature process.
To confirm the identity of each signatory, there are again different options available. Authentication via a code received by SMS or signing through a certification are a few examples.
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Open the link with one click and follow the signature tags
As soon as each signatory receives a link by email, the rest of the electronic signature procedure is done with one click. With a simple click, the link will automatically redirect them to the online signing form.
After reading the document, it will only take affixing an electronic signature at each highlighted spot. When it comes to electronic signatures, you can sign by drawing your signature, importing an image of it, or entering your name in a specific font. The choice belongs to each signatory, and it doesn’t change the legal validity of the electronic signature.
Final step: Validate the document!
Once all the signature fields are filled, the only thing left to do is validate the complete document. Then, the final document will be available for download by all signatories and will carry the same legal value as a traditionally signed document.
Real-time tracking of completed signatures (or not)
Beyond managing the documents submitted for signature and the list of signatories, the administrator personally has access to real-time tracking of the process. In other words, they can easily see which signatories have validated their documents and which ones have yet to do so.
To optimize the electronic signature process, it is also possible to schedule automatic reminders for signatories who are slow to sign or receive notifications to keep the administrator informed of any changes.
What about the legal value of electronic signatures?
Electronic signatures differ from handwritten ones in many ways: digital procedure instead of physical presence, remote identity verification, confidential or non-confidential documents exchanged via the internet, and so on.
There’s no doubt that electronic signatures represent a simplified process for signing any type of document. However, the fact that it’s simplified does not mean its legal value is diminished. Quite the opposite.
Thanks to the European eIDAS regulation, they have the same legal value and enforceability as traditional signatures. This is largely due to certificates of authenticity and the multiple security protocols that ensure the connection between the signatory’s identity, the affixed signature, and the related document.
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