Digital Signature Makers

As more legal and business transactions are shifting from paper to digital, you need security. A digital signature is a certificate-based electronic signature that allows you to sign documents electronically in a secure setting. Using a digital signature algorithm, you can verify the authenticity of the signature and absence of alteration in transit.

Technological innovations such as digital signatures can provide much-needed assistance for people handling high volume transactions. Aside from paving the way to a paperless future, digital signatures can benefit your business for the following reasons:

Quick Turnaround

With a traditional paper signature, you would have to go through a tedious process to sign and return a document that needs your signature. However, with a digital signature creator, you can sign documents and contracts instantly with a click of a button. This process can be done anywhere using a smart device or a computer.

Cost Savings

Although implementing the use of a digital signature comes with specific fees, you can still make significant savings with the reduction of ink and paper use. You can also cut costs from shipping expenses since documents can be sent and received via email to be signed electronically.

Data Security

Like handwritten signatures, a standard digital signature offers a unique digital identity or “fingerprint” for each signer, which gets permanently embedded within a document. This additional layer of security reduces the risk of tampering since any unauthorized alterations can be detected easily.

Legal Validity

Digital signatures use advanced security features to verify and ensure the authenticity of a signature. Like signed paper documents, this can be used as evidence in court should the need arise. Digital signatures that follow long-term signature formats hold validity well into the future. It protects your signature from repudiation even with future technological advancements.

Efficient Workflow Process

Because less time and effort are spent on obtaining signatures, there are fewer delays in the work process. Additionally, many digital signature apps include notification features like status tracking and signature reminders that ease the workload and speed up the work process even more.

Convenience

The ability to sign any document digitally provides better customer experience since it eliminates the hassle of carrying important documents with you. Instead of meeting someone and signing paper documents personally, digital signatures can be provided wherever you are located.

Global Acceptance

Today, digital signatures are widely recognized by the government and in many countries as well. Although different states adhere to their own set of regulations, digital signatures are considered legally valid and can stand in any court of law.

Environment-friendly

Going paperless is a growing trend that you might want to consider adapting to your business. Increased paper consumption adds stress to the environment. Opting to switch from ink and paper to digital signatures is a great way to support the effort of reducing waste to save the environment.

In a nutshell, a digital signature enables you to sign documents electronically. However, there are also other essential aspects to consider when choosing a digital signature service. Below is a list of critical features a quality digital signature service should have:

Advanced Security Features

Because digital signatures are legally binding, it’s essential to protect confidential information with security features such as data encryption, fingerprint authentication, passcode, etc. These will ensure that all your documents are protected from getting tampered.

Audit Trails

An audit trail is a document that logs all electronic data generated during the signing process. You can use it to trace where the document passed through, when changes were made, and other indicators to detect fraud.

Signer Authentication

This feature restricts unauthorized access to documents. Most providers have multiple levels of authentication for signers to prove their identities. You may opt to choose different authentication methods for each party in the same transaction. Access to review and sign documents is only given once a signer’s identity is proven.

Regulatory Compliance

Strict adherence to global regulations regarding digital and electronic signatures is crucial because it protects your contracts from repudiation. Established companies usually provide their clients with solutions that adhere to a specific industry or regional requirements. One example is the use of Public Key Infrastructure (PKI) to seal documents digitally.

Workflow Management

With the application, documents can be routed to multiple recipients in a specific order: document assembly, review, approval, delivery, etc. Additionally, you can also mix the sequencing should you wish recipients to sign the documents simultaneously. Forms and reusable templates also speed up document creation.

Flexibility

With a digital signature online, you can sign and send back documents wherever you are in minutes. You can sign from any device remotely or in-person. Most digital signature applications will automatically adapt a document’s format to match your device. Also, if you signed offline, pending documents would be sent once your back online.

Scalability

A digital signature solution must meet your company’s needs now and in the future. Ideally, your provider should be able to keep up with your business growth. For instance, the service should not limit itself to a single purpose only. Possible future uses for other purposes should also be considered.

File Type Support

Whether you need a digital signature in word or a digital signature in a spreadsheet, your provider should be able to access extensive file types since documents are created using different applications. This guarantees a smooth transaction between you and your clients.

Extensive Language Support

This feature allows you to send and sign documents in any language. Your digital signature generator app usually follows your browser’s language settings, but you can also choose your preferred language manually through the app’s settings.

Integration

Incorporating digital signature capabilities to an existing system or tool you use constantly is a must-have. It allows you to be more productive since you can process electronic transactions within third-party applications.

Service Availability and Customer Support

Real-time service is vital, especially for business transactions. Fortunately, most providers assure their clients of 99.9% uptime to reduce unnecessary delays. Time zone support also ensures that any transaction is done in real-time. For troubleshooting and other product-related issues, most companies have technical support available 24/7 via live chat, phone, or email.

Simple Digital Signature

It’s the simplest type of digital signature that doesn’t use any form of encryption method. Common examples of digital signatures under this category are click-to-sign, tick boxes, typed names, email signature, and inserting a scanned wet signature to a document.

Basic Digital Signature

A basic digital signature captures your handwritten signature using a mouse, stylus, or fingertip on a digital signature pad. Some providers apply a cryptographic digital signature referred to as a “witness” seal to secure a document. This seal will either be the provider’s logo or the enterprise client’s seal (e.g., bank).

Advanced Electronic Signature

Advanced Electronic Signature (AES) encrypts digital signatures using standard PKI cryptography unique to each user. Additionally, your signing key is associated with a digital signature certificate that functions as your digital fingerprint legally binding all documents with your signature to you.

Qualified Electronic Signature

This type follows the format of an advanced electronic signature with additional security requirements. First, you are required to have a certificate issued by a qualified CA that meets EU standards. Secondly, your signing key should be kept in a Qualified Signature Creation Device (QSCD) or Hardware Security Modules (HSMs).

Architects and Engineers

Design companies can use this type of application to help reduce their paper waste. They can also save on overhead expenses since documents can be sent and signed online. Instead of waiting for days, you and your clients can sign and exchange important documents online in minutes.

Management Leaders

With access to digital signature solutions, employees are able to gather signatures from clients and co-workers more efficiently without the need to print and send hard copies. Digital signature applications usually allow bulk signing capabilities which provide a more systematic workflow. So instead of waiting a week for all parties to sign, document approvals and transactions can be formalized on the spot using digital signatures.

Financial Institutions

With proper implementation and compliance to digital signature regulations, financial services can take advantage of the benefits of acquiring such services like minimized risks, increased productivity throughout the workforce, and improved customer experience. Some examples of bank transactions that can use electronic signatures include disclosures, loan applications, account opening, and maintenance.

Healthcare Services

Enabling the use of digital signing in the healthcare industry shortens the process of medical billing, procurement, patient onboarding, contract management, and more. Moreover, the privacy and security of handling and storing patients’ health data are guaranteed and protected by strict regulations.

Learning Institutions

Electronic signatures can be used to facilitate the administrative process of enrolling students. It’s also used for sending and signing test scores, enrollment forms, agreement and permission slips, etc. Furthermore, using digital signatures can also help educational institutions from fraud and identity theft concerning certificates and diplomas.

Legal Services

Lawyers and other related personnel can simplify the process of signing agreements. Instead of going around to collect relevant signers’ signatures, a digital signature software can do it for you. They can also benefit from using advanced and qualified electronic signatures for legal documents requiring high-level security.

Step 1: Know Your Requirements

Since there are various types of electronic signature solutions available, it can be confusing to determine which one suits your business needs. Do you need a digital signature because it’s efficient to use? Or do you need it to secure essential documents well into the future? Determining key features that you would want your provider to have can help you narrow down your options.

Step 2: Check Your Existing Internal Tools and System

Most businesses already have a workflow established before acquiring digital signature services. If that’s the case, choose a provider that supports integration with the system you have to avoid unnecessary expenses. It will also save you time since everyone in your team can easily accommodate the digital signature technology into your existing workflow.

Step 3: Examine the Provider’s Compliance with Services

Legalities are crucial when it comes to digital signatures. Go through regulations governing your industry. Essentially, choose a provider that adheres to internationally accepted standards that follow country and industry-specific laws relevant to your organization.

Step 4: Look For a Platform That is in Line with Your Business

Although all legitimate digital signature providers comply with governing laws regarding digital signatures, some may fall short when it comes to industry-specific regulations. Therefore, it’s important to choose a partner with proficient knowledge of your industry’s laws and regulations. This ensures that your business needs are met accordingly.

Step 5: Make Sure That Their Platform is Easy to Use

Usually, adjusting to a new platform takes time. This is also true with electronic signature. Difficulties with software installation, using plug-ins and complex electronic signing processes are just some of the difficulties you can encounter with the wrong platform. That’s why, a digital solution that’s easy to operate and understand is a key driver for successful user adoption.

Step 6: Review the Level of Security Offered

Keeping data secure is important in all aspects of digital technology. When it comes to digital signatures, the security level will depend on the type of solution you choose (simple, advanced, or qualified). As a rule of thumb, choose a provider that secures data using SSL encryption. Detailed audit trails for all types of transactions are also a must.

Step 7: Choose a Provider with a Favorable Reputation

Before committing to a particular provider, check their background first. Are they highly recommended? Investing in this type of service involves trust and security, especially if you’re handling sensitive data. Thus, choosing to work with an established company with longstanding relationships among existing clients is vital.

Electronic signature means any electronic sound, symbol, or process attached to a document or contract that a person executes with the intent to sign. In contrast, digital signature is defined as a type of electronic signature that uses encryption technology to verify a signed document or record’s authenticity.

This depends on the laws governing digital signatures in your country. In the United States, most business and commercial transactions recognize electronic and digital signatures. However, specific exceptions may still apply to particular use cases.

According to the ESIGN Act, the following use cases recognize electronic signatures but will still require handwritten signatures and paper contracts as standard: - Court documents - Termination of health and life insurance benefits - Creation and execution of wills and trusts - Aspects of family law - Travel documentation for hazardous materials - Housing issues and property transfers

In most cases, using simple electronic signatures doesn’t require particular software to work. However, it’s safer for high-value transactions to get the service of legitimate digital signature providers to eliminate the risk of fraud, legal violations, and unauthorized access to confidential information. If you’re unsure whether you need such a service, you can opt for a free trial. Some providers offer their digital signature service free for 30 days, which gives you enough time to explore certain products and services.

Yes. Most digital signature services work seamlessly with web-enabled devices such as laptops, tablets, and smartphones.

If a recipient is uncomfortable using digital signatures, the file can be printed, signed by hand, and sent via his or her preferred delivery method.

Yes. Some companies support numerous payment gateways enabling customers to pay online conveniently. Customers can choose to pay through their credit cards, debit card, and other authorized payment platforms. For security purposes, payment transactions are also recorded.

A digital signature acts as a person’s virtual fingerprint which legally associates a person to a document he or she signs in a recorded transaction. Additionally, a digital signature is designed to serve as one’s proof that a digital document remains unmodified from the time it was electronically signed. As a standard rule, providers follow a specific protocol called Public Key Infrastructure (PKI) which is responsible for how digital signature works in authenticating and securing data.

Public Key Infrastructure (PKI) is a framework of standards or policies that secures communication between you and a server. Through a cryptographic system, providers generate keys: a public key and a private key. These two keys are related in such a way that they will only correspond to each other. Simply put, if the signer and the recipient’s keys match, it means the sender’s identity is authenticated, and the document has not been altered in any way.

Digital signatures use asymmetric encryption to secure critical data. This type of encryption requires two keys: one key for encryption and a second key for decryption. A certificate authority issues the private-public pair of keys using the public key infrastructure framework. A public key can be shared with everyone. On the other hand, a corresponding private key is given to the owner. The private key should be kept secret to maintain its integrity. Both keys can encrypt information, but only the corresponding key will be able to decode it.

Most providers support different file type formats for signing documents. You can apply your digital signature in word documents, spreadsheets, slides, and other file types. Although there are some providers that prefer using digital signatures in pdf format, they usually have a conversion feature to prepare the documents for you. Aside from supporting a broad range of file types, digital signatures can also be integrated into existing Customer Relationship Management (CRM) platforms, browsers, and other business tools and systems.

A digital certificate is issued by a trusted third party known as a Certificate Authority (CA), which validates the identity of the person or company associated with a particular public and private key. It also provides the recipients with the public key as the means to encode a reply back to the sender. The certificate contains relevant information about the organization or individual, such as the public key, encryption algorithm used, the issuing CA’s digital signature, and the validity period of the said certificate.

Yes. Digital signature certificates fall under two categories: class and type.

The three types of digital signature certificates are:

Sign Digital Signature Certificate

This certificate can only be used for signing documents (e.g., signing Tax Returns). It guarantees the signer’s identity and the integrity of the data.

Encrypt Digital Signature Certificate

Encrypt digital certificate is only used to encrypt documents with classified information (e.g., legal documentation, e-commerce).

Sign and Encrypt Digital Certificate

It is used for signing and encrypting documents. Using this certificate maintains the confidentiality of the shared information (e.g., filing government applications).

While the three classes of a digital signature certificate are:

Class 1 Certificate

This certificate is issued for individual or private use only. This type confirms that your name and email address in the certificate is not in conflict with the information within the Certifying Authority database.

Class 2 Certificate

This certificate is issued for business and individual subscribers. It authenticates the signer’s identity and reaffirms that the information provided matches those in a well-recognized consumer database.

Class 3

This is the safest of all certificates. This type of certificate is primarily used for e-commerce applications or other high-value transactions where large amounts of money or classified information is involved. Individuals who want to register for this certificate are required to appear before the Certifying Authorities personally.

Signing documents electronically is quite common anywhere due to technological advancements. In fact, about 60 countries have passed laws to legalize electronic and digital signatures.

Standard information collected by audit trails include:

Names and email addresses of signatories

Date and time when a document was sent, opened and signed

Distinct signing identifiers

IP addresses

Sent emails and notifications