Modern approach to electronic signature on tablet. How to calculate savings and benefits for your company?

One of the key elements of this transformation is the ability to create an electronic signature – both on a tablet and via SMS. This is a real revolution in the practical use of systems for document management and business process implementation.

Paperless solutions significantly streamline everyday operations, eliminate paper, reduce costs and speed up the flow of information. What specific savings and benefits does the introduction of an electronic signature bring? Let's take a closer look.

1. Reduction of operating costs

Switching to an electronic signature on a tablet allows you to significantly reduce the costs associated with traditional document circulation. Did you know that a medium-sized company can save up to PLN 23,000 per year on office costs by implementing electronic document circulation and a qualified electronic signature? These savings result from eliminating expenses for paper, printing, shipping and document archiving.

2. Increasing the efficiency of business processes

Digitization of the document signing process speeds up their circulation in the company. Employees can finalize contracts and other documents faster, which translates into better customer service and shorter service times. Thanks to this, the company can serve more customers in a shorter time, which directly affects the increase in revenue. Contrary to appearances, this is really very easy to calculate.

3. Improved security and compliance

The signaturiX biometric signature on a tablet, collecting unique features of the user's signature (the force of the stylus on the tablet, speed, acceleration, diacritics, curvature and loops in the signature, intersections or closed areas), provides a high level of security and guarantees the authenticity and inseparability of the signature from the document. Biometric data is encrypted and keys are safe in escrow with a Trusted Third Party.

4. Impact on the environment and the company's image

Adopting a paperless philosophy and reducing paper consumption contributes to environmental protection. Companies that decide on such solutions are perceived as modern and socially responsible, which can attract customers who value an ecological and more socially responsible approach to business.

How to calculate savings from implementing a tablet signature?

To accurately estimate potential savings, it is worth analyzing the following aspects:

• Paper costs: how much does the organization spend per month on purchasing paper, ink, toners and maintaining printers?
• Archiving costs: what are the expenses for storing physical documents, both in the office and in external archives?
• Shipping costs: how much does the organization spend on courier and postal shipments related to document circulation?
• Employee working time: how much time do employees spend on handling paper documents, including printing, signing, scanning and archiving?
• Process duration: how much can the duration of a given process be shortened (increased in efficiency) by switching to electronic form?

Let's be honest. The first three points can be delivered in one day by the accounting department. It will take a bit more effort to examine how much time employees spend on handling paper documents, although of course this is also possible. In the case of a bank/Customer Service Center, it is enough to conduct a mystery shopper test, which will check how much time an employee spends on printing subsequent copies of contracts, regulations, signing, checking whether all signatures are correctly made, etc.

Do we already have the amount we spend monthly/annually on broadly understood paper handling? It's time to find out how much a solution that will allow us to say goodbye to this paper costs.

We have many variants and possibilities of signaturiX platform solutions. Starting from cloud solutions to enterprise. Depending on the needs and legal requirements, these can be:

• handwritten signature (electronically recorded/signature on a tablet) - meets the requirements of the document form. This type of signature does not contain additional biometric information, but still allows for verification of authenticity based on the drawing of the signature. A qualified seal and a qualified time stamp are applied to each signature.
• biometric signature (handwritten signature recorded electronically) meets the requirements of the written form (in accordance with the Civil Code, art. 78). It stores the biometric information of the signer, such as pressure or writing speed, which allows for precise verification of the authenticity of the signature. The Trusted Third Party Service provided by Certum additionally strengthens the security of this type of signature. A qualified seal and a qualified time stamp are applied to each signature with biometric data, which additionally increases the evidential value of the signature. It also supports the requirements of the GDPR, maintaining the collected biometric data in a secure, encrypted form.
• qualified signature meets the requirements of the electronic form. Integration with the Certum cloud (SimplySign) allows the use of qualified certificates. To create a qualified signature, a mobile application is required to log in to the SimplySign cloud.
• Click-to-sign signature: meets the requirements of the document form. This type of signature consists only of clicking the signature field, which generates a signature. This type of signature offers additional security thanks to the use of SMS tokens. A qualified seal and a qualified time stamp are applied to each signature.

How does the implementation of an electronic signature on a tablet in the signaturiX system look like?

It all depends on the needs, requirements or size of the organization. There are implementations that last a proverbial moment. Examples of such solutions are signaturiX Cloud in the Standard or Premium version >>

In the case of Enterprise solutions, implementation usually consists of 4 steps:

1. meeting and analysis of needs during which we learn about the signature scenarios planned by the Client,
2. selection of functionality - we take into account the individual needs of the organization and its requirements in order to be able to propose optimal functionalities and the licensing model of the signaturiX system,
3. implementation. After the previous phase of testing/POC in terms of usability, efficiency and effectiveness, signaturiX is implemented and/or integrated with the systems previously operating in the organization,
4. service support. We provide our clients with full support during implementation as well as post-implementation support as part of the warranty or maintenance service (SLA).

Time for conclusions

Implementing an electronic signature on a tablet is a step towards modernity, efficiency and ecology. Financial savings, increased security, improved company image and a positive impact on the environment are just some of the benefits of this solution. By analyzing its own processes and costs, each company can adapt the implementation strategy to its needs and derive maximum benefits from it.