Electronic signature: efficient document management!

Electronic signature as an essential tool for dematerialization

At the time of digital transformation, the dematerialization of documents is imposed as a strategic pillar for companies. However, there are many processes that are still partially manual , slowing down the expected efficiency gains. This is particularly the case with the signing of documents , too often still carried out by hand, with all that that involves slowness, risks of errors or non-compliance.

In this context, the electronic signature stands out as a tool that is both secure, legal and productive to fully digitize documentary processes. But concretely, what is electronic signature? How does it work? What advantages does it offer for administrative, financial or human resources departments? How to integrate electronic signature at the heart of your business processes?

The challenges of the handwritten signature in companies

Even today, despite the digitalization of documents, many companies continue to print contracts or HR documents to have them signed by hand. This practice raises several issues:

Slowness of the process : between postal sending, signature, return and archiving deadlines, validation cycles are unnecessarily extend.
Risks of error : version errors, signature oversights, lost documents ...
Hidden costs : printing, emancipation, storage, manual management ...
Legal security : Difficulty proving the authenticity of a handwritten signature in the event of a dispute.
Non-compliance with regulatory requirements : especially in highly supervised sectors such as finance or human resources.

So many brakes that slow down projects, alter the employee and customer experience, and weaken the compliance of the company.

What is electronic signature?

Electronic signature is a mechanism to guarantee the integrity of a digital document and authenticate its signatory. Unlike the simple image of a scanned signature, it is based on cryptographic processes to ensure:

The authenticity of the transmitter,
integrity (no modification possible after signature) ,
Non -repudiation (the signatory cannot deny having signed the document).

It has a legal value equivalent to that of a handwritten signature in the European Union (EIDAS Regulation), provided that the technical and regulatory requirements in force.

How does electronic signature work?

The operation is based on the use of digital certificates issued by confidence certification authorities (AC). When a signatory affixes its electronic signature, the system:

Generates a unique cryptographic imprint
Associates this imprint with the identity of the signatory via his certificate.
Sells everything in a file that can no longer be modified without altering the signature.

The process is often facilitated by signature platforms integrated into document management solutions (GED), allowing a fluid and automated experience.

What are the advantages of electronic signature?

The adoption of electronic signature in business processes offers concrete and immediate profits:

Save time and productivity

The validation cycles go from several days to a few minutes. No need to print, scan, send or wait for signatures.

Cost reduction

Economy on printing, emancipation, archiving, and manual processing time costs.

Legal security

The electronic signature guarantees the traceability, authenticity and integrity of documents, with a high level of evidence in the event of a dispute.

Improvement of the user experience

Employees, partners or customers can sign anywhere, at any time, via a simple secure link.

Regulatory compliance

Electronic signatures are legally recognized throughout the EU thanks to the EIDAS regulation, and comply with RGPD, ISO 27001 standards, etc.

Integration of electronic signature in business processes

The effectiveness of the electronic signature is based on its fluid integration in existing business tools, in particular EDM systems. Here are some concrete use cases:

HR - Human Resources

Signature of remote employment contracts,
Validation of costs of costs or endorsements,
Signature of digital pay slips.

Finance & Accounting

Approval of order or invoices,
Signature of balance sheets or tax declarations,
Validation of SEPA mandates.

Purchases & Legal

Signature of supplier contracts,
Approval of confidentiality agreements (NDA),
Automatic monitoring and archiving of documents.

Directorate General

Approval of strategic decisions,
Signature of official administrative documents.

Integration into a GED platform makes it possible to centralize, trace and archive all these documents safely, in compliance with regulatory obligations.

Problems solved by electronic signature

The electronic signature is not limited to time saving: it meets major issues of documentary governance :

Deletion of ruptures in digital workflows,
Reduction of the risk of error or documentary loss,
Reinforcement of regulatory compliance (archiving with evidence),
Securing sensitive exchanges (HR, financiers, legal),
Fluidification of customer / supplier relations by better responsiveness.

Yousign, the solution integrated into our Docu'SaSflow module

Docu'SaLeflow Yousign solution , a secure, simple and fast electronic signature leader. Created in 2013 and with more than 20,000 customers on the national territory, Yousign is the French reference in electronic signature. Sign and manage your documents safely, simplicity and speed. With Yousign, benefit from a trusted third party and a French and European certification authority, with a SLA exceeding 99.9%. The company has more than 200 employees and is also located in Italy and Germany.

Some figures:

Save time & money
- Signature request in just 3 minutes.
- More than 60 % of documents are signed in less than 15 minutes
- Up to 1.5 days earned per month
Increased efficiency
- 48% of users note a fluidification of processes.
- Increase in the conversion rate of 45 % thanks to the digitization of signature routes.
Safety & compliance
- Protection against falsifications and legal evidence
- Total compliance with EU standards and data storage on European soil.

To 100% digital document management

Electronic signature is an essential brick of an efficient digital documentary ecosystem. Coupled with other modules such as secure online payment , legal archiving , or automated validation flows , it allows you to build an agile, compliant and resilient organization.

Ready to cross the course? It is time to rethink your documentary processes and deploy a GED solution with integrated electronic signature to release the full potential of your business.