Many business documents, such as contracts, are increasingly being signed digitally instead of by hand since it’s a great way to speed up all sorts of processes. Here‘s an overview of the different types of electronic signatures – simple, advanced and qualified – and how DocuWare can help you in using them.
Contents:
• What is an electronic signature?
• Three security levels of electronic signatures
• Many applications for electronic signatures
• How does the electronic signature work with DocuWare?
• What else you should know
What is an electronic signature?
Electronic signatures replace a classic signature by hand on paper documents and is used in a wide variety of contexts. Technically, it is data linked to electronic documents to confirm the identity of the signer and ensure the integrity of the information. This makes it possible to sign documents without the need for the physical presence of the person or a printout on paper.
Three security levels of electronic signatures
Depending on the level of security needed and evidentiary value, a distinction is made between three types of electronic signatures. The legal framework for this in the EU is called eIDAS (Electronic Identification, Authentication and Trust Services).
Simple Electronic Signature
For many documents we use the simple electronic signature. In an email and many contracts, the typed name and/or the bitmap image of the handwritten name is sufficient. There is no specific form required by law for such documents and there is little risk of their legal validity being challenged. With DocuWare, you can provide a simple electronic signature with a stamp.
Advanced Electronic Signature
In the event of a dispute where it must be possible to identify the signatory of a document or the creator of the signature, you need an advanced electronic signature. It is widely used for commercial contracts in the B2B sector. eIDAS prescribes certain rules for this signature level, such as the signature creator must be identified by using an electronic signature certificate. The advanced signature has medium documentary proof.
Qualified Electronic Signature
For some documents, such as certain contracts, for example German law requires a handwritten signature. In these cases, the qualified electronic signature is used, which, with some exceptions, is equivalent to a handwritten signature in court and has the highest documentary proof
Many applications for electronic signatures
Electronic signatures offer numerous advantages over conventional signatures. They enable fast and efficient processing of documents as well as flexible and location-independent collaboration – saving time, costs and paper.
Depending on each use case, the best type of electronic signature can vary. For internal approval processes or acknowledgment and confirmation workflows, a simple electronic signature is often sufficient. Whether and for which business-critical documents and processes the higher evidential value of an advanced or even qualified signature is required must be legally examined on a case-by-case basis.
Here are some scenarios where e-signatures are particularly useful:
Customer service: Accelerate processes where customers confirm receipt of information, goods, or even services with an electronic signature.
Contracts: Conclude contracts without delay and interruptions due to varying media or systems; for example; leasing contracts for employee vehicles.
Quality management: Have work instructions, confidentiality agreements or other agreements signed electronically by employees, regardless of whether they work in the office, a home office or other locations.
HR management: Electronic signatures make it possible to handle the hiring of new team members 100 percent remotely. In times of a shortage of skilled workers and home office use, your HR department can have many types of employment contracts signed - without losing valuable time or having to be signed in person. This not only saves costs for paper and postage, but also greatly accelerates processes.
How do electronic signatures work with DocuWare?
Simple electronic signature by stamp
As an example, you can apply a simple electronic signature using DocuWare stamps to approve a document or confirm acknowledgement. Or you can add your signature to offers and other outgoing documents in this way. For this purpose, the DocuWare stamp can also be configured so that your signature is stored as an image in the stamp.
Connect advanced and qualified signatures via Signature Service
For advanced and qualified electronic signatures, DocuWare works with the signature service providers Validated ID and DocuSign. The connection works seamlessly via Signature Service in the DocuWare workflow.
A signature workflow can then run as follows, for example:
- An outgoing contract is transferred to a DocuWare file cabinet for signature immediately after it has been filed.
- The upload to the signature service provider and the transfer to the recipient are fully automated: the signatory can open and sign the document on their smartphone, PC or tablet. Authentication is carried out, for example, by SMS code.
- The signed document is updated in the file cabinet. Status lists and notifications can be used at any time to see exactly which documents are still in the signing process or have already been returned.
The simple integration of advanced and qualified signatures into your DocuWare system is made possible by the preconfigured solution "DocuWare for Electronic Signature". Everything is already prepared for quick implementation: whether registration with the signature service providers, the creation of signature settings or the signature workflow itself.
What else you should know
Further details and information on the signature procedures with DocuSign and Validated ID in connection with DocuWare can be found in the White Paper "Electronic Signatures with DocuWare".
In our webinar recording "E-sign in no time! Increase efficiency with a DMS and integrated electronic signatures" you will learn how a signature process works with DocuWare and Validated ID
Or get in touch with your DocuWare contact directly for custom advice on how to integrate electronic signatures into your processes.
The DocuWare Signature Service is included in the functionality of DocuWare Cloud and is available for on-premises systems as a fee-based add-on module. The signature certificates of the signature service providers must be purchased separately. For on-premises, the DocuWare Workflow Manager add-on module is also required.