Digitization of companies in 3 simple steps – video identification, remote signature, electronic archiving

The pandemic that marked this year has brought one of the greatest challenges in recent history, also for the business environment and companies, regardless of their field of activity and size. It was a wake-up call for small and large businesses, making us understand the importance of a plan to ensure business continuity through digitization.

But how do we know that digitization is complete and successful? Ensuring that processes and decisions started electronically also end electronically. We should no longer print documents to be signed on paper and keep in dusty archives. There are three simple but essential steps leading to 100% digital workflows and finalizing decisions electronically: video identification, remote signature and electronic archiving, all offered by certSIGN.

Step / Solution 1. Video identification – get the necessary digital tools online

When we talk about trust services – a qualified electronic signature certificate, for example – the relevant national and European regulations impose the obligation to carry out an identification process. In short, in order to be sure that certificate is issued to person X – let’s call him Andrew McDigital, the connection between the natural / real person and the digital one must be made. It would not be advisable to take for granted the person who requests the issuance of the certificate by e-mail or phone, we must make sure that Andrew is really Andrew McDigital and not someone else who wants to steal his identity.

The identification can be done in person, by physical presence at the headquarters of the trusted service provider (with the obvious inconveniences given by travel, lost time, etc.) or video, online. If you opt for video identification (but not any, one audited and certified as equivalent to physical presence, according to the eIDAS Regulation – as it exists at certSIGN, for obtaining the remote signature) everything goes digital, much easier and faster!

Step / Solution 2. Remote signature – any business document, anytime, from anywhere

After obtaining the qualified certificate for remote electronic signature by online video identification, it can be used to sign with legal value any type of business document – contracts, annexes, additional documents, minutes, order notes, etc.

Why an electronic signature? Because the dematerialization of paper documents and their movement in the electronic environment is the basis of digitization at the level of any company. In vain we opt for and use electronic devices, applications and digital technologies that are more and more evolved, if, at the end of the day, everything that means business decision is “formalized” by a document printed on paper (in two copies) and signed with a pen.

Why remote electronic signature? Because, especially in 2020, we understood how important it is to be able to work efficiently from anywhere and anytime, including wih mobile devices, such as a smartphone or a tablet. And with the certSIGN Paperless solution we can do this without a token and without installing special drivers, while guaranteeing secure data processing / storage and a high degree of protection against cyber attacks, through the QSCD certification in accordance with the eIDAS Regulation.

Step / Solution 3. Electronic archiving – ends the workflows also in the digital environment

Dematerialization and 100% digital workflow in companies means documents created – signed – transmitted – archived electronically.

And yes, there are electronic archiving services with legal value, such as certARCHIVE offered by certSIGN as an authorized provider according to Law no. 135/2007 regarding the archiving of documents in electronic form and Law no. 16/1996 of the National Archives.

Why electronic archiving? Because it is absolutely logical that, once we sign the documents electronically, with a valid certificate, we also archive them electronically. In addition, we talk about quick and easy access to documents – anytime, from anywhere, exclusively from company authorized persons and cost reduction – did you know that legal archiving with legal value implies a 67% cost reduction compared to physical archiving?

We cannot omit two other important aspects – time and space! Reality has shown us that, despite the digitization of workflows, companies still have paper documents, kept in files and archived as required by law (see here for examples of What and for How Long We Archive). One of the obvious disadvantages? Finding and consulting them is done on paper, which is time consuming. For this reason, in order to complete the digitization, it is essential to dematerialize the paper documents, index them and make them available in electronic form – they can be found and consulted immediately!

Also, in order to free up the office space, the paper documents are kept in an accredited archive according to Law no. 16/1996 of the National Archives. When we need the original document, it is simply extracted from the archive and sent to the beneficiary.

Here’s how we can talk about a true digitalization of companies, through the predominant use of electronic documents!

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