How an Electronic Signature Platform Contributes to Digital Transformation

In the process of digital transformation, companies need to simplify their processes. Although more than twenty years ago we talked about the “paperless office” this scenario is still far away, especially since there continue to be some barriers – cultural and legal – that make it difficult. Thus, it happens that, although we have a document in electronic format, when it is necessary to sign it, we continue to use its printing and signature, as opposed to the advantages of the electronic signature.

The objectives of digitizing information are clear: Improvement of user experience, reduction of costs, increase of security and automation and improvement of business processes. If, in addition, this culminates with the electronic signature of the documentation, the non-repudiation of the user is guaranteed and the regulatory and legislative compliance associated with the activity of the company is achieved.

Sectors such as health, logistics, retail, banking and insurance are at the forefront of this transformation process. Informed consents, receipt of shipments, confirmation of purchases, customer registrations and communications with insurance companies are examples of common processes in these sectors, in which the automation of daily operations with digital processes means great benefits for both companies and for the user.

Let’s deepen, for example, in the case of the use of informed consent in the health sector, which is usually the most frequently signed document in the healthcare environment.

It is a personalized document that contains the data of the patient, doctor and the characteristics of the treatment or surgical intervention that is going to be carried out and collects the risks assumed by the patient. The document must be signed, in most cases, by both the patient and the doctor, it is a legal obligation. Once signed, it becomes part of the patient’s medical history and must comply with the custody policies of each autonomous community.

Managing informed consent on paper involves:

  • Need for administrative resources for its management, especially if it is later digitized to be incorporated into the digital medical record.
  • Risk of loss or deterioration since it is collected and sent until it is filed.
  • Difficulty of incorporating mechanisms to control compliance, having an independent management circuit. Ideally, the doctor should know before the intervention or treatment if the document exists and is duly completed by the patient.
  • Investments in physical files, both internal and sometimes outsourced, for long-term custody, which entails significant costs.

Therefore, to reduce its economic impact and improve control mechanisms, it makes a lot of sense for the informed consent document to be resolved with the electronic signature. Eliminating tasks such as printing, handling, moving, scanning and archiving paper would save up to 90 percent of the cost, with rapid returns on the investment made in the first year.

Both for this example, as for the aforementioned of receipt of shipments in the logistics sector, confirmation of purchases in shops, contracting in banking and insurance companies or simply the signing of a work contract, it is best to use the technology of handwritten signature with collection of biometric parameters.

Let’s see what it consists of: We all have a unique way of signing (rubric) generated through habit, which is reflected in a series of movements (mainly of the wrist), many of them involuntary. The handwritten signature is the simplest and most widespread form for personal accreditation in everyday life; it is one of the means of verification of identity par excellence, with full legal validity.

With handwritten signature technology with collection of biometric parameters, at the same time we sign on the touch screen, the device makes a series of measurements at each point of the signature and captures about 200 samples per second about the contact position, speed and acceleration of movement, exerted pressure and inclination of the ballpoint pen. With these parameters a calligraphic profile of the signatory is composed and these data are linked to the content of the document and stored in it in an encrypted form to be eventually reviewed by an expert calligrapher in case of judicial conflict.

The bio-metric handwritten signature solution of Telephonic Empress adapts to the different needs of use, in a flexible way. Seal Sign is a business platform, scalable, modular and complete electronic document signing compatible with digital certificates, bio metric systems, OTP (One Time Passport) systems and long-term archiving of signed documents, covering all the necessary electronic signature needs in the digital transformation of a company.

Among its features include:

It is a multi-signature, multi-device, multi-document, multi-interface and Omni channel solution.

It allows you to make the signature through different channels: point of sale, Internet or call center complemented by web channel and all of them combined.

Since the firm (whatever the type) is a means and never an end, it becomes useful for an organization integrated with business applications and processes. The Telephonic solution has many options in this regard.

The biometric data that is recorded during the signature is encoded and stored using the international standard ISO / IEC 19794-7: 2014, which guarantees that there will be no dependence of the manufacturer on the signature solution. Thus, the data can be interpreted with any other solution compatible with this norm, something especially important for documents that must be stored for decades, since it is impossible to ensure the survival of technological suppliers for such long periods.

Other capabilities provided by Telephonic solution are, including time stamps, signature validations and even a centralized digital certificate manager. By keeping both internal and external certificates, it facilitates their life cycle and controls the use that is made of them through security policies, all duly plotted in an audit log.

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