The digital and electronic signature of documents is highly recommended to implement in companies
It is increasingly common to electronically sign a document. This, which is very widespread, for example, in the case of documentation in the public administration, can also be used in companies, its use is highly recommended through digital signature for companies. Before entering the subject, it is worth mentioning that there are different terminologies based on this topic and, although it may not seem so at first glance, they are not synonyms. We are talking about the terms digital signature, electronic signature and digitized signature.
1. Electronic Signature
The dataset in electronic format we use to formally identify the authors of the document it collects. It is, in short, any type of electronic process that requires acceptance by both parties, with proof of this. As you can see, the electronic signature is a term that goes far beyond the digital signature, this being a much broader term.
2. Digital Signature
As you may be thinking, it is included within the types of electronic signature that exist. In this case, a digital ID with a certificate of authenticity of the signer’s identity is used, thus granting validity and legality to the signature. This validation is carried out by the certification authorities.
3. Digitized Signature
This term refers to when you have a person’s paper signature and it is scanned to be used more quickly or the signature is collected on an electronic device for use. Without a doubt, it is a quick but not very secure solution, since this type of signature can be copied and pasted as if it were an image.
It is important not only to seek speed but also legality and protection when signing documents. Hence, the digital signature is a good option since it combines speed and security.
In addition, this signature must be subject to verification by third parties at any time, thus being able to identify the signer and detect any possible anomaly in the signature of the document, thus adding more reasons in favour of security.
It is worth mentioning that the digital signature will always be as valid as the handwritten signature as long as it is duly authenticated by keys or secure procedures, in addition to being validated and regulated by a certifying authority.
Digital Signature And Companies: A Highly Fruitful Relationship
As we mentioned at the beginning of this post, the use of the digital signature is highly recommended in companies.
As the main advantage of digital signature in business, we can find the ease, both management and signing, of a large number of documents in the company.
Think about the amount of in company documentation that needs to be signed and validated internally, but not only that, since it is also possible to have documentation with entities and/or people outside the organization that need a signature to start working.
With the digital signature, so much exchange of emails with documents pending signature on both sides is avoided, achieving a real saving in management time.
If we look at the more environmental side, thanks to the signing of documents with the digital signature, the amount of printed paper is reduced, since it is no longer necessary to collect the paper signature from the other party. This reduction when printing has a direct and positive impact on the environment.
Finally, one of the reasons in favour of using the digital signature in companies is the security obtained in two areas:
- On the one hand, the person who signs is really the one who must sign, something that can be verified as we have previously commented.
- On the other hand, the security that the document sent for signature has not been modified, since if that happens the digital signature is invalidated, thus demonstrating that part of the document has undergone modifications.