Anyone new to this field may be confused about what defines an electronic signature and how various e-signatures compare in evidentiary power and legality. At its most basic, any mark on an electronic document may be used to capture the signer’s desire to approve or accept the document’s contents. Also, it makes no difference what the “mark” looks like or how it was created. What matters is showing who made the mark and that the document was not altered afterward.
1. Basic electronic signatures
The signer applies their hand-signature mark to the paper, subsequently safeguarded with a cryptographic digital signature. With simple or basic e-signatures, the crypto digital signature is formed using a server-held signing key, such as one belonging to the service provider organization; hence, people refer to this as a “witness” digital signature. This witness digital signature is applied every time a user uses an e-signature mark and cryptographically ties this mark to the document, protecting it from any further alterations and assuring data integrity. Moreover, this is a long-term signature with a reliable timestamp.
2. Advanced electronic signatures (AES) and qualified signatures (QES)
Since AES and QES employ unique signing keys for each signer, they guarantee the highest level of confidence and assurance. This ties the user’s identity to the signed document, allowing anybody to verify it using an industry-standard PDF reader independently.
Furthermore, because the signer has complete control over their unique private signing key, non-repudiation is ensured, i.e., even the service provider cannot be held liable for producing the signature. AES and QES electronic signatures should conform with eIDAS regulations by employing locally held credentials, like a National eID card, or, more crucially, remote signing in which the user’s key is securely stored on the server.
Benefits of using electronic signatures
You can save paper by utilizing an electronic signature instead of printing, scanning, and mailing it. Also, an eSignature simplifies everyday life and provides a new method of validating the signatory’s identity. Electronic signatures are commonly used in PDF documents like contracts or orders. Other papers, such as emails or data files, can be electronically signed. Here are other reasons why users should use an electronic signature:
I. Independent of time and location
You may create an electronic signature at any time and from any location. It is critical, especially as remote work grows, that papers may be signed remotely rather than the signatories needing to be at the office. Location independence is essential when many people must sign the same document. The signatories are not required to agree on a meeting location and can sign the paper wherever they are.
II. Reliable
Credible electronic signatures guarantee the signed information’s origin, integrity, and indisputability. A sophisticated eSignature provides the parties with certainty:
- About who signed the document
- That no one changed the signed information afterward.
- That the signatory cannot dispute having made the signature or claim that the document has been altered later.
III. Less paper implies an environmentally friendly option
An electronic signature document is handled electronically. Because the document does not need to be printed, there is no need to think about its physical storage. Several electronic workplace solutions can be implemented to guarantee that the document is safely kept for an extended period. Reducing the amount of paper used is another environmentally friendly option.
IV. No scanning implies that the text remains machine-readable
Because the document does not need to be scanned between signatures, the text stays machine-readable. When a document’s content is machine-readable, it may also be read by screen reading software and so is viewable. This is beneficial when the papers are preserved and processed since searches may be directed at the document’s content.
V. Fast and cost-effective
Electronically signing a document is nearly as fast as signing it on paper; however, time is saved in the handling of the document:
- Documents may be managed more quickly when they are no longer scanned or printed and transmitted by paper mail.
- The document can be saved in a location where the appropriate people can access it if needed.
- Delivering an electronic document to the intended recipient takes a few seconds. Keep data security in mind if you transmit the signed document to the receiver through email. Use encrypted email if required.
VI. The technique of signing across borders
When papers must be communicated across borders, such as in the context of contracts or competitive tendering procedures, electronic signing is a quick and efficient technique. The eIDAS regulation governs electronic signatures in the European Union. Moreover, a qualified electronic signature (QES) is recognized across the European Union. It is also legally binding and unarguable in the absence of other proof.