What is document dematerialization and how to do it in companies?

The digitalization of business processes has been a milestone in digital transformation, especially in the context documentary. The search for operations that use less paper has led organizations to rethink their internal flows and their investments in technology. Within this scenario, the concept of dematerialization of documents.

This process directly connects to the advancement of sustainable practices, as by eliminating excessive use of paper and reducing dependence on physical files, we contribute to corporate environmental responsibility. Furthermore, with the increasing adoption of digital solutions across all sectors, opting for a model paperless has become an important competitive differentiator. 

In the Brazilian context, the advance of digitalization of public services and the strengthening of technological infrastructure have facilitated the transition. Companies that have initiated the digitalization process have realized that true optimization comes with the total elimination of paper from the source. In this way, digital transformation is consolidating itself not only as a trend, but as an operational reality that requires planning, reliable technology and legal knowledge.

In this article, we present the differences between dematerialization and digitalization, we also explain how the process occurs in notary offices and how companies can implement this practice safely and efficiently.

What is document dematerialization?

Document dematerialization is the process of converting documents originally produced on paper into electronic files with full legal validity.. 

This procedure is carried out under notarial supervision or by Title and Document Registry Offices (RTD), and requires the use of digital certificate in the ICP-Brasil standard. The practice differs from simple digitization, as it gives the new digital document attributes of authenticity, integrity and recognized legal validity.

This is a solution that allows the elimination of physical support without losing the evidentiary value of documents. Once digitized based on legal standards, the file can be stored, shared and managed more quickly and securely. In sectors such as the legal sector, dematerialization offers robust documentation for contracts and mandatory records. In technology companies, it ensures scalability of administrative processes with greater control over information.

Furthermore, the dematerialization process favors the centralization of documents in digital repositories with access control and versioning. This facilitates audits, compliance reviews and rapid response to legal incidents. The reduction of operational risks and the full traceability of documents create a more reliable digital ecosystem for the company and its stakeholders.

Difference between dematerialization and digitalization

The distinction between dematerialization and digitalization is essential to ensure the legal security of document processes. While digitalization merely converts an image of a physical document into a digital format, such as PDF or JPEG, dematerialization goes further: it transforms this content into a digital document with legal validity assured by recognized certifications. 

This transformation involves the use of technologies such as digital signatures and registration on authorized platforms. In this way, the document no longer depends on paper as a supporting document, offering greater security, integrity, traceability and legal acceptance in the public and private spheres.

The distinction between the two concepts also has a direct impact on decision-making in the corporate context. Investing only in digitalization may represent temporary savings, but it does not guarantee legal certainty. For this reason, companies with structured processes and advanced compliance have opted for dematerialization as a definitive strategy. Choosing the right approach is crucial to mitigating risks and ensuring operational continuity with legal support.

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How to dematerialize documents with ZapSign

Considering that dematerializing documents means starting the process in the digital environment, without the need to print or convert physical documents later, with ZapSign, this practice becomes accessible, practical and legally secure, even for teams with little technical familiarity. 

Below, we explain how to create and sign documents digitally from scratch, using the platform's features.

Step 1: Creating and uploading the document

It all starts with creating a digital document in an editable format, such as DOCX. Once you’ve finished, you’ll want to export it as a PDF — a more secure format that is widely accepted by ZapSign. Users who work with Google Docs, for example, can go to “File > Download > PDF Document.” If the file is saved locally in .doc format, you can simply use a free PDF converter.

The process begins by clicking “+NEW” within the dashboard. At this stage, the PDF document will be uploaded via the “Select document” button. This is the first step towards starting a fully digital workflow, without any paperwork.

Step 2: Defining signatories and validations

Once the file has been uploaded, the next step is to specify who will sign it. You can add the names and emails of the signatories and define the type of role each will have (witness, signatory, approver, etc.). For additional security, you can activate the advanced authentication feature, requiring, for example, validation by SMS, email, or even a selfie with an ID.

This step is essential to ensure that documents are legally valid, as provided for in Brazilian law. ZapSign allows for configurations that reinforce the authenticity of the signature flow, such as audit logs and IP tracking.

Step 3: Positioning signatures on the document

Another unique feature of ZapSign is the ability to visually position where each party's signature will be inserted. This is useful for those who prefer to maintain the traditional layout of physical contracts, with signature fields in predefined locations. However, this step is optional: it is also possible to have the signature inserted automatically by the platform, without the need to mark specific positions.

The process is intuitive and adapted for both computers and mobile devices. The positioning editor is click-based, with no technical knowledge required.

Step 4: Sending and collecting signatures

After configuring the signatories, ZapSign automatically generates a unique link for each person involved. The person responsible can copy the link and send it manually via WhatsApp, Telegram or email, or choose to have the platform send it with a personalized message.

By clicking on the link, signatories access a simplified interface. All they need to do is fill in their name, email address, and phone number — the platform stores all of this data along with the document hash and the record of the moment of signature. This ensures compliance with standards such as LGPD and reinforces the legal security of the document.

The user experience is fluid: the document can be signed with a finger on a mobile phone, mouse or touchscreen. The entire process can be completed in less than five minutes.

Step 5: Storage, Integration and Automation

After the last signer completes the signature, the finalized document is stored with full metadata and logs. The issuer can download the file and share it with third parties.

For companies with a high volume of documents, ZapSign offers API integration. With it, you can automatically trigger signature flows from CRMs, ERPs or your own platforms. This reduces manual tasks, eliminates errors and speeds up critical operations such as sales contracts, addendums, terms of use and internal approvals.

Legal and operational benefits of dematerialization

Adopting dematerialization brings benefits that go beyond saving on paper. Let's now look at the main ones.

Legal validity

Legal validity is anchored in the use of technologies provided for by Brazilian legislation, especially in Provisional Measure 2.200-2/2001. This means that a document converted from paper to digital by a notary or digitally signed with ICP-Brasil has the same legal value as a physical original. 

To ensure this equivalence, the process includes mechanisms such as timestamping, hash function, encrypted signature and electronic registration. These elements ensure that the content has not been altered after signing and allow public verification of authenticity. In this way, the company reduces legal risks and protects its documentation in legal disputes and regulatory audits.

The legal support obtained through dematerialization protects the company in potential contractual disputes or regulatory audits. This reduces legal liabilities, ensures transparency in documentation and strengthens the corporate reputation before partners and regulatory authorities.

Reduced costs

Dematerialization has a direct impact on the operational cost structure. By eliminating steps such as printing, transportation, physical authentication and paper storage, companies save significantly. 

According to Gartner, 3% of the average revenue of organizations is spent on physical document management alone. The Baptista Luz Office, for example, reduced its cost by 3x more. In addition, there are indirect benefits: saving team time, less space required for files, eliminating misplacement and speeding up contract signing. The return on investment can be felt within a few months, with ongoing benefits.

If you want to accelerate your digital transformation with practical, safe and accessible technology, get to know ZapSign document generator. With it, you create contracts and legal documents with artificial intelligence and optimize time, reduce risks and professionalize your company's routine.