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Online signature: definition, advantages and solutions

Electronic signature on docusign

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Are you tired of the huge paper flow due to the increasing number of paper-based contractual documents? Is signing contracts and other documents a time-consuming activity for you or your department?

Rest assured, a solution exists: the electronic signature. It allows you to validate your documents using known digital formats such as PDF or Word. 

Electronic signature: Definition 

The electronic signature is a technology that allows a document to be signed online in a few minutes while providing evidential value. Unlike a digital signature or a scanned signature, an electronic signature provides proof of the signatory's consent.

The electronic signature enters a precise legal framework in Europe via the eIDAS regulation and in France with its retranscription in articles 1366 and 1367 of the civil code. 

Electronic signature: what are the mechanisms to prove consent?

The mechanisms for proving consent are as follows:

The integrity of the document is guaranteed: the document cannot be modified or altered between its signature and its consultation.

The identity of the signature is guaranteed by authentication: the identity of the signatories is verified via different identification options (email address, access code, phone call, sms, ID verification etc.)

What are the characteristics of the electronic signature?

Authentic: the identity of the signatory is verified by an authentication process
Forgery-proof: authentication does not allow for identity theft
Non-reusable: unlike the digital or scanned signature, the electronic signature of a document is specific to it and cannot be reused on another document
Unalterable: its integrity is guaranteed by a technical process preventing modifications to the signed document
Irrevocable: once signed, its reliability is presumed until the contract is proven, as with a handwritten signature

What is the right term to use between digital, scanned, digital signature and electronic signature?

The three terms are very often used as synonyms. However, the digital signature or the scanned signature do not have the same probative force as the electronic signature.

If you mention the signature allowing you to guarantee the integrity of a document, to authenticate its author and to bring the proof of its consent, the term to be privileged is the one used in the European regulation and the civil code, namely "electronic signature".

What are the 3 types of electronic signatures?

There are three types of electronic signature: simple, advanced and qualified.

All three have probative value. The advanced signature is differentiated by identity verification criteria. The qualified signature implies the issuance of a qualified digital certificate issued by a qualified trusted third party (QTSP).

How to create an electronic signature?

The creation of an electronic signature implies the subscription to an electronic signature solution license or the use of this type of solution by your co-contractors.

These solutions are also directly integrated with contract management tools such as Seraphin.legal.

How to sign a word document with an electronic signature?

Simply insert your Word or PDF document into your online signature tool or contract management solution and fill in the information requested about the signatories (last name, first name, contact details, etc.). 

How to archive an electronically signed document?

Your electronically signed PDF document is automatically archived on your personal space. Some electronic signature tools like Yousign keep a proof file for 10 years for their customers after termination of their licenses.

On Seraphin.legal, once signed, your contractual document is automatically archived in your file, without any further action on your part, and linked to a summary sheet with the most important information of your contract.

What are the advantages of signing online?

The electronic signature allows to centralize all the flows

All your contractual flows in one place, it's possible!

You no longer need to use a multitude of tools for each step of the contracting process. No need to import and export your contract manually into an electronic signature solution.

The centralization of flows allows you to better monitor actions around your contracts and your contractual data. These are welcome resources for checking the compliance of your commitments or auditing your contract portfolio.

 

Get your contracts signed by the right people, anywhere, quickly

 

71% of companies fail to localise at least 10% of their contracts (source: Journal du Contract Management).

This lack of centralisation can affect the monitoring of contractual commitments and constitutes both a legal and financial risk.

On a contract management software like Seraphin.legal, your contracts are signed and archived in one place, without any additional action.

 

Signing a contract

 

The electronic signature allows to reduce the conversion cycle

A contract to be signed as soon as possible at the other end of France or Europe can take several days to arrive by mail.
This practice is also subject to hazards such as strikes, lost or damaged mail. This delays the conclusion of the agreement, the project and therefore the potential collection of the turnover.

On Seraphin.legal,once the draft contract has been validated and the workflow/signature process defined, the document is sent for signature to the parties authorized to sign (whether a manager or a delegate).

The electronic signature allows you to automate your workflows

What if signing a contract could automatically trigger the creation of an invoice, the preparation of an order or the sending of an e-mail?

On Seraphin.legalyou can synchronise your contractual process with your business applications and trigger specific actions for each event on your contract.

Your contracts, finally connected to your business tools

 

Online signing tools: how to choose?

It is sometimes complicated to find one's way through the many electronic signature solutions on the market.
What are their differences? Are they all certified? Are they all recognized in France? Do they really correspond to your needs? Many companies ask our team for advice on this subject to find the tool best suited to their needs. 

What are the criteria to consider when choosing your electronic signature tool?

 The electronic signature solution must be able to:

✅ Verify the identity of signatories via various identification options (email address, access code, phone call, sms, ID verification etc...) ;
✅ Gather signatory consent on the agreement;
✅ Link each signature to its signatory and to the signed contract;
✅ Use Public Key Infrastructure (PKI) technology to protect documents. 

Some examples of electronic signature solutions:

 

Online signature: solutions

Detailed comparison of electronic signature solutions

 

Good to know : Seraphin.legal interfaces with all electronic signature solutions.

Our customers are free to choose the solution that suits them best. Our customers can choose the tool that best suits their needs and budget, without any constraints.

 

Choose to combine contractual performance and legal certainty

No commitment, no credit card.

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