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Are you still managing physical documents in your company? It's time to go digital! E-signature has become a key tool for streamlining document management in any organisation. This technology allows legal departments to reduce signing time, improve security, and facilitate team workflow. From employment contracts to commercial agreements, e-signatures ensure you can manage your documents quickly and efficiently, eliminating hassle and paperwork. In this article, we will explore e-signatures, how to implement them in your legal department, and discuss the keys to maximising their effectiveness. So, if you want to optimise your processes and go paperless, let's go for it!
This article is also available in Spanish.
In this article you will find:
- What is e-signature?
- What is the difference between a digital signature and an electronic signature?
- How to implement e-signatures in the legal department?
- Keys to using e-signatures in the right way
- Get the most out of the e-signature in your company
What is e-signature?
The e-signature is a technology that makes it possible to sign documents digitally, facilitating the authenticity and legal value of each signature. Its main function is to ensure that the person signing is who they say they are and that the content of the document has not been altered after signing. E-signatures are recognised by laws and regulations in different countries, which guarantees their legal validity in most contracts and commercial agreements. Signature providers must be certified and conform to strict regulations to demonstrate their validity, legality and compliance.
E-signatures not only save time but also improve the traceability and security of signed documents. In an environment where every minute counts, this technology has become essential for any company looking to optimise its workflows and reduce the risks associated with manually signing documents.
Every digital signature is a form of e-signature, but not all e-signatures qualify as digital signatures.
What is the difference between a digital signature and an electronic signature?
Although the terms digital signature and electronic signature are often used interchangeably, there are technical differences between the two. Electronic signature is a broad term that encompasses any method of signing a digital document, from a click of approval to a signature drawn on a screen. Its main purpose is to facilitate the approval of documents quickly and simply, and its level of security varies according to the type of signature and the context of use.
On the other hand, the digital signature is a specific type of electronic signature that uses cryptographic technology to verify the authenticity of the signatory and protect the document. This type of signature is more secure as it creates a unique ‘seal’ that confirms that the document has not been altered after signing. In many cases, digital signatures are used in documents that require a high level of security and authenticity, such as financial contracts and important legal agreements.
How to implement e-signatures in the legal department?
Integrating e-signatures into your legal department, if you haven't already done so, will be a transformational change, making it easier to manage contracts and other important documents. Here are some key steps to successfully implement it in your team:
1. Initial assessment: when and where to implement e-signatures
Before adopting e-signatures, it is important to analyse in which areas or types of documents the technology can have a significant impact. Which documents take the longest to sign? Where do the longest delays occur? Typically, employment contracts, confidentiality agreements, and supplier contracts are some of the documents that can immediately benefit from this technology, as they require quick and easily accessible signatures.
Identifying these application points will help you define a more effective implementation strategy tailored to your department's needs, tangibly improving efficiency from day one.
2. Selecting e-signature service providers
Once you are clear on where to implement e-signatures, the next step is to select a service provider that meets your company's legal and security requirements. When choosing a solution, it is essential that it is compatible with your current systems and that it offers the necessary security levels to protect the data and the identity of the signatories.
In addition, it is recommended that the provider has integrations for tools your team already uses, such as contract lifecycle management (CLM) systems, cloud storage platforms or collaboration software. This support makes it easier to integrate e-signatures into your workflow, allowing your team to adopt them easily and naturally.
3. Setting up internal processes and policies for their secure use
The implementation of e-signatures requires the creation of clear internal policies and processes to guide their use in the company. Consider the following basic tips for a secure implementation:
- Defining the right type of signature for each document: Establish what type of signature is needed for each type of contract or document, ensuring that it matches the level of security and formality required. Make sure that the provider you choose includes the types of e-signatures you need.
- Assigning roles and permissions: Specify who is authorised to initiate an e-signature process and who can sign on behalf of the company. Establish clear roles.
- Confidentiality and security procedures: set up processes to ensure that all electronically signed documents are kept secure and comply with privacy and data protection regulations.
Keys to using e-signatures in the right way
Once implemented, it is important to use e-signatures effectively to get the most out of them. Here are some essential keys for your legal team to use it securely and efficiently:
1. Training teams in the use of signature tools.
The success of e-signatures depends, to a large extent, on the professionals and departments that are going to use them being trained and feeling comfortable using them. Organise training sessions where team members can learn the basics of using e-signatures, including how to initiate a signature process, validate documents and ensure that the process runs smoothly.
2. Good practices for document security and confidentiality
E-signatures should be used securely to protect the confidentiality of documents. Always use secure platforms and avoid sending sensitive documents through unprotected channels. In addition, ensure that all electronically signed documents are stored in a secure location, complying with data protection standards.
3. Integration with document management systems (CLM)
To maximise efficiency, connect your e-signature system with a contract lifecycle management platform (CLM). This integration allows you to centralise the entire contract lifecycle, from drafting to signing and archiving, while maintaining precise control of each stage. With e-signatures integrated into the CLM, contracts can be reviewed, approved and signed on a single platform, eliminating the need to jump between applications and facilitating the tracking and control of signing processes.
Request a demo with a Bigle legal operations expert to learn about our e-signature, Bigle Sign
Get the most out of the e-signature in your company
Electronic signatures are a powerful and widespread tool that allows companies to modernise their document management, streamlining signature processes and improving data security. With careful implementation, good team training and a secure usage strategy, this technology can transform the workflow in your legal department, facilitating smoother and more efficient contract management.
Adopting e-signatures is an important step towards digitising your business. If you are ready to optimise your processes and improve efficiency, don't hesitate to explore the many possibilities offered by e-signatures - it's time to leave paper behind and take the leap towards faster and more secure document management!
