Electronic Signatures in a Company and Their Main Benefits

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Many businesses and individual departments are moving to the paperless office. Electronic signing is gradually penetrating communication with the state as well, where in many cases the laws now require companies to use only electronic communication. We will outline the key benefits of the electronic signature for commercial entities.

What Is an Electronic Signature and What Is It For?

An electronic signature (e-signature) generally serves as a digital alternative to a handwritten signature. In practice, you may encounter several types of electronic signature, each of which has a different legal force. You can learn more about the individual types of electronic signatures on our NFQES online platform.

Compared with the traditional handwritten signature, the electronic signature offers greater efficiency within corporate processes as well, increased security and document integrity. It represents information that is attached to, or otherwise logically associated with, an electronic document in the online environment. Using an electronic signature, you can identify the natural person who signed the given document.

The issuer of electronic signatures of every type and varying legal force is a certification authority. Such an entity is a company that has met all the security and legislative conditions for being listed in the Trusted List of providers in the EU.

Expert tip:

You can easily obtain an electronic signature of every type from BRAIN:IT as well, which is the operator of the NFQES digital platform. Read more about the principles and security standards of our work.

Our solutions in the area of electronic signing are fast, efficient, and in one place you will also find with us further supporting services that you will use in electronic signing, for example:

• the use of an electronic mailbox, which allows you not only to communicate with the state but also to communicate with your suppliers, employees or business partners,
• bulk sending of messages and documents,
• archiving and a clear history,
• easy message filtering,
• file management,
• document download options,
• a chronological overview, history management and more.

Where Is an Electronic Signature Used?

You can already use an electronic signature today when signing the following documents and instruments:

• invoices,
• orders,
• delivery notes,
• acceptance protocols,
• contracts,
• various official applications,
• business and company documents,
• in ordinary email communication,
• translations,
• founding documents in commercial companies,
• instruments intended for the commercial register, the trade licensing register, the real estate cadastre and other authorities.

We are gradually moving into the digital age at a dynamic pace, and it is very likely that it will not be long before the electronic signature almost completely replaces the handwritten signature on any documents and in any personal, business or other official communication.

The Biggest Advantages of the Electronic Signature

The shift to electronic signing is a global trend, and according to available statistics the number of organizations moving to electronic signatures has increased by as much as 50% over the past 5 years. This step is part of a broader digital transformation that is taking place at national levels too and is gradually penetrating many industries.

The need for fast and efficient remote solutions is the main catalyst of this change. More and more people today work from home or are travelling around the world, and the electronic signature makes it easier for them to sign documents without the need for paper and without the need to meet in person. These two factors are also the main drivers behind companies’ interest in digitizing processes and electronic signing.

The 3 biggest benefits of the electronic signature and its use within company processes and in companies’ outward communication include:

Faster Processes and Cost Savings

The ability to sign from any place in the world with an online connection speeds up the given processes, and the entire business becomes more flexible.

Greater Document Security

The electronic signature has strong security features that help prevent unauthorized manipulation of documents and signatures; advanced encryption and audit records protect your documents and help build greater trust in the company.

Remote Signing and Flexibility

Work teams and collaborators can communicate regardless of distance. The electronic signature allows you to sign even the most crucial documents in the company, project documentation, or other personal and business documents from anywhere and at any time. Not even time zones are a problem.

These benefits speed up communication, contribute to higher productivity, make processes more efficient and improve communication at any level. This is also why they rank among the key reasons why companies are increasingly switching to electronic signing. Lower costs, time savings and flexible team collaboration thus form the pillars that move every company forward and also contribute to greater competitiveness in the market.

What Documents Can You Sign Electronically

You can use an electronic signature when signing the following documents as well:

• purchase contracts and lease contracts,
• price quotes,
• employee recruitment documents, employment contracts, amendments and job descriptions,
• contracts for the performance of the office of executive director in the company,
• non-disclosure agreements,
• insurance contracts,
• customer contracts and customer communication,
• financial contracts and others.

How to Arrange an Electronic Signature

As with all technologies, with the electronic signature too we decide how and what we will use it for. The electronic signature makes business easier for us in many ways and, overall, therefore ranks among the tools that significantly improve the efficiency of operations in any entity.

Obtaining an electronic signature is not complicated either; a few clicks on the NFQES website will be enough. If you are interested in an electronic signature with a higher legal force, one in-person visit to us in Bratislava or Žilina is also required, during which we verify your identity. Within a single day you can thus sign even the most legally binding documents, for example with a qualified electronic signature and a qualified time stamp.

Also read further useful tips on where to use an electronic signature and everything it can bring you. In the beginner’s manual you will get all the necessary information about the electronic signature.

Why an Electronic Signature Is Worthwhile for Your Company too

The electronic signature is becoming a natural part of how modern companies operate. It enables faster signing of documents, reduces the administrative burden and at the same time increases the security of company communication. Companies that switch to electronic signing gain greater flexibility in working with documents and can respond more efficiently to the demands of partners, clients and authorities.

The importance of the electronic signature is also growing in connection with the digitalization of public administration and the increasingly frequent obligation to communicate with the state electronically. Thanks to this, the electronic signature is becoming not only an advantage but, in many cases, also a necessity for every company that wants to operate in a modern, secure way and without unnecessary administration.

If you want to make full use of an electronic signature, it is important to choose a reliable solution that meets the legislative requirements and is at the same time easy to use. The NFQES digital platform allows you to arrange an electronic signature quickly, securely and with the support of experts who will help you set up the entire process according to your company’s needs.