Signature levels adapted to each type of document

Born in the 90s, the electronic signature is both a technical and legal solution that enables individuals to express their consent and validate dematerialized documents. In more technical terms, it is a mechanism for guaranteeing the identity and integrity of the signatory of an electronic document, through the use of a reliable identification process, confirming the link between the signature and the electronic document to which it relates.💡 Three levels of electronic signature are provided for by the European eiDAS regulation, each meeting specific security requirements(go a little further down the page to understand them in detail).

Legally regulated in Europe by the eIDAS regulation and in France by its transcription in articles 1366 and 1367 of the Civil Code, the electronic signature is part of a precise legal procedure. Within this legal framework, the electronic signature guarantees authentication of the signatory's identity, tangible proof of his or her consent (principle of non-repudiation), and guarantees the integrity of the signed document, ensuring that its content remains unchanged over time and across exchanges.

Finally, for an electronic signature to be legally valid, it must come from solutions provided by trusted service providers. The latter undergo regular audits to ensure that their solutions comply with European regulations.

• Save time and increase efficiency: with electronic signatures and the tools to implement them, documents can be signed almost instantaneously, regardless of where the parties involved are located. This eliminates mailing and travel delays, considerably speeding up transactions and administrative procedures.
• Enhanced security: Electronic signatures offer a higher level of security than handwritten signatures. It guarantees the integrity of the signed document and the authenticity of the signature, thanks to advanced encryption and authentication technologies.
• Cost reduction: dematerializing signature processes reduces the costs associated with printing, shipping and storing paper documents, contributing to substantial savings for companies.
• Compliance and legal validity: When it complies with the framework provided by the various regulations (such as the eIDAS regulation in Europe, for example), the electronic signature is legally recognized and can be used in a multitude of legal contexts, offering peace of mind as to its legal value and implementation.
• Accessibility and simplicity: electronic signatures can be easily implemented via a variety of platforms, designed to integrate with your organization and be easily adopted by your employees and customers.
• Digital sobriety: fewer e-mails with attachments, less printing, fewer scans... The electronic signature reduces dependence on paper and is in line with the sustainability and ecological responsibility objectives of modern businesses.

In short, companies adopting electronic signatures benefit from a faster decision chain and a better user experience, giving them an edge over their competitors.

The use of an electronic signature consists, for a manager, in having one or more documents signed by one or more signatories. The Lex Entreprise solution requires the manager to have prior knowledge of the people who will be signing the document(s). This identification will always consist of providing at least the following information:

• The first name and surname of the Signatory, which will be used to compose the Certificate (in the case of a signature involving the generation of a Certificate on the fly), or to characterize the simple signature, and in all cases for the constitution of the Proof File;
• The Signatory's e-mail address, which will be used to send the invitation to sign to the Signatory.
  Signatory.

All the information provided is therefore data that may be used in whole or in part by Lex Enterprise, during the consent process carried out by the Signatory, in order to authenticate the latter with a view to generating a Certificate and electronically signing the documents to be signed.

Whether the signatory is an employee or a customer, he or she can sign the document directly from the business application or your website, simply by following the indicated path (easy and intuitive, whatever the security level of the electronic signature required).

In today's context, where dematerialization and the goal of "zero paper" are increasingly prevalent, the electronic signature is becoming a key element. Within companies, it plays an essential complementary role in electronic document management (EDM), integrated management information systems (ERP) and human resources information systems (HRIS), among others. It is also a pillar in the digitization of public procurement processes.

To implement electronic signatures effectively, it's crucial to rely on a specialized solution provided by a trusted service provider (us, for example!).

To maximize the benefits of electronic signatures, seamless integration with existing applications and business processes is essential. Lex Persona offers you this seamless integration through connectors and a highly secure API.

It's important to emphasize that the adoption of electronic signatures meets three challenges (functional, legal and technological) and should not be taken lightly. Our solution stands out for its ease of use and intuitive ergonomics. However, effective change management is essential for a smooth transition.

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Key regulations for electronic signatures include the eIDAS regulation in Europe and corresponding national laws in other jurisdictions; in France, it's article 1367 of the Civil Code that provides the framework for electronic signatures.

The eIDAS regulation defines three levels of electronic signature: simple, advanced and qualified, each with its own requirements in terms of authenticity, integrity and non-repudiation.

It is therefore essential to choose an electronic signature solution that complies with these regulations, to guarantee the legal validity of signed documents in line with their requirements.

The main difference between these three types of electronic signature lies in the level of security and compliance with legal requirements relating to certain processes or documents. The simple electronic signature offers the basic level, used for low-risk transactions requiring no formal identification of the signatory. The advanced electronic signature provides a higher level of security, linking the signature more closely to the identity of the signatory and ensuring document integrity. Finally, the qualified electronic signature represents the highest level of security and compliance. It is based on a qualified certificate and a secure signature creation device, offering a legal presumption of integrity and authenticity.

Electronic signatures can be adapted to different needs, depending on the company's sector of activity, the business concerned, and the financial and regulatory stakes attached to the documents concerned.

While it ensures authentication of the signatory and non-alteration of the document, its legal validity varies according to the level of signature selected. To select the appropriate level of electronic signature, it is important to consider several aspects:

• The scope of the document: is it intended for internal, external, national, European or international use?
• The nature of the document: is it a private contract, an administrative decision, or some other type?
• Regulatory constraints associated with the document.
• The document's potential for conflict and the possible consequences of such conflict.

In other words:

• The simple electronic signature is suitable for any document with low regulatory constraints and low financial stakes;
• The advanced electronic signature is ideal for documents with moderate regulatory constraints and financial implications (employment contracts, expense claims, etc.);
• Qualified electronic signatures are ideal for documents with high regulatory and financial implications (notarial deeds, invoices, etc.).

The electronic signature must guarantee the integrity and authenticity of the signed document. This means it can be verified that the signed document has not been altered since it was signed, and that the signature was actually performed by the signatory.

To sign electronically, the signatory needs a signature certificate, containing different identity information depending on the level of electronic signature. This signature certificate is signed by a Certification Authority, whose signature guarantees its integrity and authenticity. The authenticity of an electronic signature can be verified using validation tools integrated into most electronic signature software. These tools compare the signature data with the information on the signatory's digital certificate to confirm his or her identity, using a variety of methods ranging from "simple" verification (i.e. checking that the identity information matches) to more complex checks based on asymmetrical encryption methods.

The choice of electronic signature certificate depends on the level of security required and the legal context. For routine transactions, a simple or advanced electronic signature may suffice. For documents requiring maximum security and legal compliance, opt for a qualified electronic signature certificate. Service providers like Lex Persona can help you choose the right certificate for your specific needs, ensuring the compliance and security of your electronically signed documents.

The validity of electronic signatures depends on the legislation of each country. In the European Union, thanks to the eIDAS regulation, electronic signatures are legally recognized in all member states. Outside the EU, however, legal recognition varies from jurisdiction to jurisdiction. Some countries have similar laws recognizing electronic signatures, while others may have specific requirements or restrictions. It is therefore advisable to find out about the legislation in force in the country concerned before proceeding with an electronic signature for international transactions.

Ours, of course. On a more serious note, and to advise you objectively, we recommend that you define and check these key points when choosing an electronic signature solution:

• Determine your company's specific needs, such as document types and the level of security required.
• Check the certifications of the trusted service provider to judge its reliability.
• Make sure the tool is compatible with your existing information system and processes; Lex Entreprise offers easy integration via a free API.
• Choose a user-friendly, secure solution like Lex Entreprise, which offers different levels of security without the need for multiple tools.
• Opt for a customizable tool, to ensure a good user experience, and therefore good adoption.
• Compare prices, taking into account flexible offers based on the volume of documents signed, like our pricing tailored to the needs of each company.