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Looking to implement electronic signatures in your organization but your manager isn’t fully convinced yet? This FAQ compiles the most frequent questions and answers to help you present the legal, technical, and strategic advantages of e-signatures. Whether you’re in HR, procurement, legal, or sales, this guide is tailored to help you lead the digital shift — with facts, not jargon.
What is the purpose of an electronic signature?
An electronic signature is to a digital document what a handwritten signature is to paper: proof that a specific person has approved the content. It provides a secure and verifiable way to express intent and consent, using cryptographic methods to prevent forgery or tampering. This technology streamlines business workflows and reduces delays caused by physical signing.
Is an electronic signature legally valid?
Yes. Electronic signatures are legally recognized in most jurisdictions worldwide, including the European Union (eIDAS), the United States (ESIGN Act, UETA), and many others. To be valid, the signature must clearly identify the signer, ensure the document’s integrity, and be created with a reliable signing process. In France, for example, Article 1367 of the Civil Code defines an electronic signature as “the use of a reliable identification process guaranteeing its link with the act to which it relates.”
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What are the main benefits of using electronic signatures?
Electronic signatures bring significant advantages to businesses, including: saving time and costs by eliminating paper printing and postage; enabling remote signing, which accelerates processes; reducing travel and logistical constraints; simplifying document archiving and retrieval; and increasing security by reducing fraud risks. Overall, they enhance productivity and support sustainable, paperless operations.
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Is an electronic signature visible on the document?
Unlike handwritten signatures, electronic signatures are represented by encrypted digital data linked to the document. While not visually apparent, many software tools (like Adobe Acrobat Reader) automatically verify the signature’s authenticity and display confirmation messages. This provides users with visual assurance without compromising security.
Why is cryptography used for electronic signatures?
Because digital files can be altered without leaving obvious traces, cryptography — the science of secure communication — is essential. It authenticates the signer, detects any document modifications, and safeguards the signing process through advanced algorithms such as asymmetric cryptography (using private and public keys).
What types of files can be signed electronically?
Almost any digital file can be signed: PDFs, Word documents, images (JPEG, PNG), XML files, and more. However, PDFs are highly recommended for their stability, compatibility, and ability to embed multiple signatures securely.
Does an electronic signature encrypt the document?
No. An electronic signature does not encrypt or alter the document itself. The signed file remains fully readable by standard software. The signature generates a unique digital fingerprint based on the document content, which is used to verify integrity and authenticity.
What does an electronic signature guarantee?
It guarantees three key points: the signer’s identity (authenticity); the document has not been modified after signing (integrity); and the signer cannot deny having signed the document (non-repudiation). These assurances make electronic signatures legally robust and trustworthy.
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What do you need to sign electronically?
You need the digital document to be signed, access to an electronic signature platform or software, and a verified digital identity or electronic certificate. These components ensure secure, valid signing aligned with legal standards.
What is an electronic certificate?
An electronic certificate acts like a digital ID card, linking the signer’s identity to cryptographic keys used for signing. It contains personal information (name, organization) and a private key that enables secure signature creation. Certificates can be stored on software files, hardware tokens (USB keys, smart cards), or in the cloud.
Where can you get an electronic certificate?
Electronic certificates are issued by trusted Certification Authorities (CAs) who verify your identity before issuance. Verification may require submitting identification documents or physical presence depending on the required certificate assurance level.
What are the typical steps to sign electronically?
- Open and review the document.
- Click the “Sign” button in your e-signature tool.
- Select or insert your electronic certificate or token.
- Enter your PIN or password.
- Confirm to apply the signature.
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Does a scanned handwritten signature have legal value?
No. A scanned image of a handwritten signature is easily copied or forged and offers little legal protection. It lacks the security features of electronic signatures and is generally not accepted as reliable evidence in court.
What’s the difference between an electronic signature and a digital signature?
While often used interchangeably, electronic signature refers to the legal act of signing a document electronically, whereas digital signature refers to the cryptographic technology that ensures security and verification behind the scenes. All digital signatures are electronic, but not all electronic signatures use digital signature technology.
What is electronic timestamping?
Electronic timestamping attaches a secure date and time to a document, proving it existed at a specific moment and hasn’t been altered since. Used alongside electronic signatures, timestamps increase the legal and evidential value of documents by adding an extra layer of authenticity.
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