In the contemporary scenario, with digital transformation redefining the way we conduct business, the electronic signature stands out as a fundamental tool: as it has been simplifying processes, increasing efficiency and reducing dependence on paper, its adoption by the majority of companies continues to grow. However, the adoption of this technology also raises questions about electronic signatures.
Therefore, in this article, we will clarify the main doubts related to electronic signatures, offering comprehensive insights and clarifying answers.
From legal validity to security issues, we will explore the most important aspects of this innovation, providing in-depth understanding for those looking to make the most of electronic signatures in their businesses.
The growing relevance of electronic signatures in the digital and corporate world
As society's dynamics are gradually driven by the speed of information, the transition to digital processes becomes inevitable.
In this context, the strong role of electronic signatures in the revolution of bureaucratic processes is undeniable, offering unparalleled efficiency and practicality at an operational level – a phenomenon that cannot be underestimated.
Modern businesses have agility as one of their crucial factors, and, in this sense, electronic signatures offer the essential tool to speed up the conclusion of transactions and contracts.
By eliminating the need for time-consuming manual processes, electronic signatures reduce the time required to finalize commercial agreements, providing significant competitive advantages.
Finally, in a globalized world, in which transactions cross physical borders, electronic signatures are essential as they transcend geographic limitations, allowing organizations to conduct business effectively, regardless of the location of their commercial partners.
What are the top 7 electronic signature questions?
Faced with this technological innovation, numerous doubts arise that permeate the validity, safety and applicability of this practice. Below, we highlight the 7 main questions about electronic signatures, as well as their respective answers.
1. What is the difference between electronic and digital signatures?
The difference between electronic and digital signature lies in the complexity of the methods and technologies involved. Electronic signature is a broad term that encompasses various forms of digital authentication, including simple methods such as a digitized handwritten signature.
On the other hand, digital signature is a more advanced form, using encryption and digital certificates to guarantee the authenticity and integrity of the document, providing a higher level of security compared to simpler electronic signatures.
In other words, while the electronic signature is a comprehensive category, the digital signature represents a specific modality within this spectrum, standing out for its robustness and legal validity superior in many contexts.
Therefore, it is safe to say that every digital signature is, by definition, an electronic signature, but not every electronic signature can be considered a digital signature.
2. How does an electronic signature work in practice?
The practical functioning of an electronic signature involves a digital process that validates the identity of a signatory and guarantees the authenticity of the document. Generally, the first step is to securely verify the signer's identity – which may involve the use of methods such as passwords, verification codes or even biometric authentication, depending on the platform used.
After identity verification, the signer expresses their consent to sign the document electronically. This can be done by selecting a specific option or entering an additional password to confirm the intention to subscribe.
Next, the electronic signature is applied to the document using a unique digital mark, which can be an image, a digital certificate or another form of unique identifier. This marking acts as a unique and non-transferable signature.
Once the signing process is complete, the document is registered and stored securely. Most e-signature platforms offer encrypted cloud storage options, ensuring the integrity and confidentiality of signed documents.
3. What are the types of electronic signatures?
Basically, there are three main types of subscription electronics, each with different levels of security and complexity. In practice, the choice of electronic signature type will depend on the context of the transaction, the desired level of security and the specific legal requirements involved.
simple electronic signature
It is the most basic form of electronic signature, often equivalent to the traditional scanned handwritten signature. It is ideal for low-risk transactions and less sensitive documents, situations where simplicity becomes a priority.
Advanced electronic signature
This type of electronic signature involves more secure methods, such as using verification codes, additional passwords or authentication tokens. Advanced electronic signature is suitable for more sensitive documents, offering an intermediate level of security and authenticity.
Qualified electronic signature
Qualified electronic signatures use digital certificates issued by trusted Certificate Authorities. It involves advanced encryption to guarantee maximum security and legal validity. It is recommended to use this for critical transactions and documents of high legal value, offering the highest level of trust and compliance.
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4. How far does the legal validity of electronic signatures extend?
The legal validity of electronic signatures is recognized in many countries and regions around the world. The scope and specific details may vary, but in general, the legislation seeks to equate the validity of an electronic signature with a traditional paper signature.
However, in order to guarantee a solid and indisputable validity to the electronic signature, some general points must be considered, depending on the variation in specific legislation, compliance with local regulations and the specific nature of the transaction, signature security levels and the clarity of evidence of integrity and consent.
5. How are documents managed on electronic signature platforms?
Document management in electronic signature platforms It is an efficient and organized process that simplifies the document lifecycle.
It all starts when users upload documents to the platform, either in electronic format or through scanning.
Senders then configure signature fields on the document, indicating where signers must sign, enter data, or provide other necessary information in order to be securely identified and authenticated – whether through passwords, verification codes, or authentication. biometrics.
After signers apply their electronic signatures to the designated fields on the document, the platform tracks the progress of the signing process, sending automatic notifications to signers and senders as needed.
The document is then automatically sealed with electronic signatures. The platform stores the document securely, often on cloud servers with encryption.
Authorized users can access and share electronically signed documents. The platform offers access control to ensure privacy and security.
It is important to highlight that e-signature platforms generally provide detailed audit logs, recording all activities related to documents, from submission to completion.
This effective approach to document management provides a smooth transition to digital environments, optimizing time, reducing the use of paper and ensuring the integrity and authenticity of electronically signed documents.
6. What guarantees the security of an electronic signature?
The security of an electronic signature is supported by several measures and protocols that guarantee the integrity of the process and the authenticity of the parties involved.
Some of the main elements that ensure the security of an electronic signature include:
- cryptography;
- two-factor authentication (2FA);
- digital certificates issued by Certification Authorities;
- detailed audit logs
- protection mechanisms against unauthorized changes, such as timestamps and hashcodes
- compliance with specific regulations, such as the eIDAS Regulation in the European Union;
- use of cloud services by the platform, as a measure to guarantee the physical and logical security of its servers.
7. What types of documents can electronic signatures be applied to?
The electronic signature, marking its presence as a modern and agile solution, stands out for its diverse applicability to a wide range of documents.
Its versatility provides a revolution in authentication processes, bringing flexibility and efficiency to countless sectors. In fact, the versatility of electronic signatures allows it to be applied to practically any document that requires authentication, legal validity and efficiency in the signing process.
Just as an example, among the documents in which the electronic signature plays a significant role, we can mention:
- commercial contracts, such as purchase and sale agreements, service provision contracts, partnership agreements, among others;
- legal documents, including petitions, powers of attorney, lease agreements, wills, and other legal documents;
- human resources, from employment contracts and confidentiality agreements, to intake forms and other human resources-related documents;
- financial documents, which include loan contracts, financial agreements, tax documents and others related to financial transactions;
- service level agreements (SLA), that is: documents that define the terms and conditions of service provision between suppliers and customers;
- commercial proposals, which covers the most diverse documents that formalize business proposals, tenders and commercial contracts;
- requests, authorizations and other forms requiring signatures for government processes;
- Academic documents, such as enrollment contracts, research agreements, registration forms and other academic documents;
- documents that require consent or authorization, such as medical consent forms and legal authorizations;
- documents that formalize confidentiality agreements between parties.
After reading this article, you are certainly already aware of the main issues involving electronic signatures.
However, if there are still any doubts related to the implementation of electronic signatures in companies, Don't hesitate to click here to contact ZapSign. Our consultants will be happy to assist you!
