Digital or manual signature: understand the differences and which one to use

Digital or manual signature It indicates two ways to validate documents: digital validation uses technology and certificates to guarantee authenticity, security, and integrity; manual validation depends on a physical signature on paper and may require the presence of the parties involved. The choice varies according to purpose, legal requirements, and operational context.

For any company, closing as many deals as possible is also a major challenge. Signing contracts is a crucial step in ensuring these deals are closed clearly, securely, and quickly.

Digital or manual signature This represents two ways to validate documents: digital validation uses technology for secure online authentication, while manual validation relies on a physical signature on paper. The choice depends on the context, legal requirements, and operational needs.

A Industry 4.0The current rapid expansion of the market means that the main companies operating in it are making significant efforts to keep up with technological advances and modernize their internal management processes.

This phenomenon is not surprising, since both the quality of the services provided and the perception of a brand by the public are extremely benefited by the acquisition of differentiated and strategic tools for the management and execution of activities relevant to a particular business. 

Within the current context, in which the digital sphere is becoming increasingly relevant, the adoption of a series of new resources for conducting the document management processes of organizations in the most diverse areas stands out. 

Often, the internet has been used as the main means of accessing and sharing information relevant to organizations, such as bank records, financial reports, contracts containing confidential customer data, among many others.

And, at this pace, in which digital documents are becoming more and more present, after all, there is a clear need for companies to keep in tune with these new market dynamics. 

In this sense, the digital signature it becomes an indispensable tool for the document management process to occur in harmony with this new reality that is unfolding. 

However, even among consolidated companies that are already in the process of digitization, manual signatures have not been completely replaced.

That is why we have prepared this article on the subject. As you read on, you will be able to understand the main differences between manual and digital signatures, in order to decide which one to use. Come on?

• Summary
• The concept of manual and digital signatures in a document context.
• Technical characteristics that differentiate each model.
• Impacts on accessibility, storage, and management.
• The effects of choices on productivity and process optimization.
• Practical considerations for corporate use and file security.

Quick facts

• Studies indicate that the use of electronic signatures exceeds 90% when this option is offered, according to an analysis available at [link to analysis]. comparative research.
• The global digital signature sector could exceed US$100 billion by 2032, according to projections presented in market report.
• Documents signed electronically are perceived as having less "social presence" on the part of the signatory, according to a study reported in behavioral research

What is a digital signature versus a manual signature?

To define the concept of signature, it is necessary to look back and understand that the relationship between society and documents has been a constant factor since ancient times. 

Regardless of the format being physical or digital, society deals with documents all the time. Its presence from the moment we are born, when the birth certificate is issued, and arriving at the moment we die, when the death certificate is issued. 

At the end of the day, the truth is that all the most important facts and events in our lives need to be properly recorded in order to become virtually undisputed.

That said, we can say that, just as documents are mechanisms for formal recording of the occurrence of a certain event, the signatures are the main validation device for a document, since the signature of the parties involved attests to their assent to the terms set out therein..

In the corporate scenario, documents are especially recurrent elements, since the day to day of any company presents a series of activities, which requires full attention to extremely important data, such as: 

• current processes;
• customer feedback;
• market trends;
• competitive behavior;
• important data, such as CPFs and CNPJs. 

Therefore, for the order and functionality of these activities to be maintained, it is necessary that everything is properly documented.

For a long time, the rule was to deal with physical documents, that is, paper files that attest to the legitimacy of their own content. 

With recent and growing technological developments, digital documents have been increasingly adopted in the most diverse processes around the planet, strongly impacting the world administrative scenario.

Therefore, it can be concluded that, in the corporate world, the technological revolution has arrived to positively influence the postures and mentalities of companies, in the sense of updating and modernizing their practices in favor of improved performance.

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Technical differences between digital and manual signatures

The digital era has introduced a wide range of tools and technologies into the corporate environment, revolutionizing the way companies operate.

Notable examples include advanced management software, artificial intelligence and cloud storage solutions. These electronic resources, now widely available, have a significant impact on the document management process of companies.

With the implementation of legislation such as Provisional Measure for Digital Signature and Law 12.682/2012 in Brazil, which regulate the digitization and storage of public and private documents, a large number of important documents, such as electronic invoices, legal proceedings and Income Tax declarations, now circulate predominantly in digital media.

Despite this advancement in digital documentation, many companies still maintain the practice of managing documents in physical format and use manual signatures. This occurs despite the growing familiarity with digital documents and signatures, which are still new to some organizations.

To clarify doubts and help you choose between digital and manual signatures, we highlight the main differences between them below.

Accessibility

One of the main differences between signature and manual to note concerns access to documentation. 

While traditional documentation requires all parties to be in the same place, digitally signed documents have the advantage of allowing signers to sign wherever they are located.

Thus, the firm takes place from some device connected to the internet, such as a computer or cell phone - which represents an enormous practicality, and can even be done through simple and popular resources, such as the Microsoft Word.

💡 Tip! Need a free digital signature? Click here and create yours now!

Storage

In line with the previous item, it is worth highlighting the issue of file storage. Those that are manually signed require physical space to store. 

Documents and digital contracts, on the other hand, are saved on hard drives, flash drives and the cloud, which, in addition to favoring the aforementioned accessibility, also helps to preserve the document's useful life, since physical documents are subject to wear and tear due to the action of the time.

This point is extremely advantageous, especially if we consider that the reduction of expenses with printing materials, furniture and eventual transport expenses not only favors the company's accounts, but also represents an efficient solution from the point of view of sustainability.

This is an essential factor, which has been increasingly considered by most companies at the forefront of the market, since the environmental issue has an increasingly relevant impact on the most diverse sectors of society. 

For this reason, today, the main companies in the market are carefully trying to keep in tune with the investment concepts ESG (Environmental, Social and Governance), which consider the relevance of the most diverse environmental, social and corporate governance aspects in the management of their processes.

Optimization of procedures

The differences between digital and manual signatures do not stop there: considering them is also extremely relevant from the point of view of process optimization. 

It is a fact that the digital signature of documents promotes higher levels of productivity to any organization.

After all, the aforementioned ease of access, reduction of financial expenses and time allow professionals to dedicate their time to other more relevant activities within the company, such as customer service, marketing and others - not to mention that, the lighter the work, greater the degree of satisfaction and motivation on the part of the team members.

For this reason, we can categorically state that the automation of documentation makes all processes faster and more flexible, while digital signatures demand a long, time-consuming and cumbersome process.

Technical criteria	Digital signature	Manual signature
Validation	Digital certificates and electronic verification	Physical paper subscription
Access	Conducted online, from anywhere.	Requires physical presence.
Storage	Cloud, HDDs and devices	Physical files in a dedicated space
Risks	Lower risk of loss and damage.	Subject to wear and tear.
Operational efficiency	Faster and more automatable processes	Slower and more manual procedures

After analyzing all these details, we can easily conclude that the digital signature carries with it a series of advantages over the manual signature, and that it is a matter of little time before all companies adapt to this new trend, and that their practice is 100% % spread in the market.

It is worth noting that, regardless of which subscription model will be adopted by your business, the important thing is to make sure that you always keep your files stored in a safe space – whether we are talking about the physical environment or the digital one.

In the case of digitally signed documents, this is not usually a problem, as there are several companies specializing in providing this document management solution service. 

Once physical documents are filed correctly, they can be easily accessed when really needed, while digital copies are made available among team members to use during their work routines.

Now that you know in depth the difference between digital and manual signatures, there will be no great difficulties in implementing the most suitable solution for your business. 
Given the importance of the security of your documentation, we take this opportunity to... We invite you to explore ZapSign's digital signature platform..

Frequently Asked Questions (FAQ)

What is a handwritten signature?
A manual signature is the physical validation performed on paper, through a handwritten signature. It may require the presence of the parties and is usually used in printed documents or those requiring notarization.

Does a digital signature have the same validity as a physical signature?
Yes. Digital signatures have legal validity, guaranteeing the authenticity and integrity of the document through certificates and encryption technology. The choice depends on the purpose and type of transaction.

Can I use a digital signature on a physical document?
Not directly. Physical documents require a manual signature. To use a digital signature, the file needs to be in electronic format for the certification process to be applied.

Is it valid to combine digital and manual signatures on the same contract?
Yes, provided the document allows for multiple validation methods and the parties agree. The decision depends on the internal rules and legal context of each transaction.

What is the main advantage of a digital signature?
The main advantage is efficiency: it enables remote signing, electronic storage, cost reduction, and greater security, meeting the demands of corporate digital processes.