Electronic signatures: what are they and how can they help businesses?

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Electronic signatures are a quick and secure way to sign documents, thus saving time and generating more productivity for companies. Check out how they work now!

Electronic signatures: do you know what they are? To keep companies organized and ensure that those involved are consenting to what the document says, many paperwork is signed daily.

A while ago this process was done with paper and pen, but with the help of technology, documents can have electronic signatures.

Electronic signatures offer several benefits, both for companies and for those who subscribe, as they reduces the risk of fraud and reduces the time spent signing documents. Want to know more about this method? So, follow the article to the end! Good reading.

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What is electronic signature?

Electronic signature is a procedure that allows documents that previously required the physical presence of the people involved in their preparation to be signed in pen, they can now be initialed with some sort of gadget that captures hand movements, such as a mouse, touch pen and/or touchscreen.

To carry out this process, it is necessary to be connected to the internet, through the telephone or computer that will be used for the subscription.

With this technology there is no longer the need to leave the house to sign pending documents, you can receive the subscription link, signing it completely digitally. That's the essence of the electronic signature.

Does it have legal validity?

One of the concerns of users is whether the electronic signature will have legal validity, and the answer is yes, as in accordance with paragraph 1 of article 28 of Law no. 23/11, of 20 June – On communications electronics and Information Society Services, both physically signed and digitally signed documents are valid and have the same legal value.

In this way, contracts can be signed and transactions concluded using the electronic signature.

How it works?

To ensure the security of those who are signing and who will receive the signed document, the document is encrypted.

In other words, a folder is created with the contract, signatures and the digital certificate that it was signed and all this is encrypted, so that only those who have the access key can see it. When using a platform for digital signature, some steps must be followed:

  • The signatory places the document that needs to be signed on the signing platform;
  • The program will encrypt the document;
  • A folder with the signer's document, signature and certificate is digitally generated;
  • The person receiving the contract confirms the authenticity;
  • The program analyzes if everything is ok or if the document will be rejected.

Types of electronic signatures

Depending on the use of the electronic signature, more guarantees will be needed, thus increasing the security of the document. There are currently three types of electronic signatures that are best known, they are:

Simple

This type of subscription is most commonly used in transactions with less responsibility burden, such as appointments for medical appointments.

The simple electronic signature does not provide a precise identification of who signed. It is used with the electronic data identification, such as passwords and location.

Advanced

This is the intermediate level of security, and is used when an identity is needed for the signer. Often used in organizations such as banks, updating records, accessing documents, copyrights, among others.

Qualified

It's the subscription type safest electronics there is. It is generally used in issuing invoices, agreeing goods and/or services, and closing transfers.  

Benefit for companies

As mentioned earlier, by adopting electronic signature in their processes, companies will have several benefits, such as practicality when organizing documentation, other than that:

  • Decrease in waste production;
  • Acceleration of the time used for signing documents;
  • Reduction of fraud risks, in addition to security in data protection;
  • Allows the company to have employees in various parts of the world signing the documents;
  • Minimization of expenses with paper, print cartridges and shipping costs;
  • Increased productivity, as there will be an optimization of processes and the time spent on this task.

Electronic signature can also be used in various situations such as issuing invoices, signing employment contracts (such as dismissals or hiring), contracts with suppliers and/or customers, medical records/certificates, declarations, among others.

Electronic signatures are excellent options for companies, bringing several benefits such as sustainability, agility, security, among others. Furthermore, it can be used in various situations, such as business contracts, medical certificates and declarations.

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