Tilburg University has taken a big step in digitizing its documents with the help of Validsign. Validsign is a cloud-based solution that makes it easy to sign documents electronically, which makes the processing and acceptance of the documents easier. Thanks to this partnership, Tilburg University students and staff can securely sign digital documents from SAP SuccessFactors. In this blog post, we will discuss how this collaboration works and what the benefits are for Tilburg University.
Serving society and making it better for citizens. That’s what drives Tilburg University. The founder of the university, Martinus Cobbenhagen, believed that anyone who wants to understand society should be actively and consciously involved. This philosophy still forms the basis for the organization.
Tilburg University is originally a Catholic university located in Tilburg. As one of the oldest universities in the Netherlands, it celebrated its 95th anniversary in 2022.
With 20,254 students in 2021 and more than 1,500 employees, a huge number of internal and external documents are signed. Since the beginning of 2019, a large number of these documents have been provided with a digital signature by using ValidSign.
Tilburg University came to ValidSign through DMS supplier HuRis. Because of its partnership with ValidSign, HuRis offers the signing solution integrated into SAP SuccessFactors to its customers. In this way, Tilburg University digitizes the entire process from generation of a document, the digital signing of this document to storage in the HR portal.
The reason for switching to the digital signature was to increase the efficiency of certain HR processes. Maurice Driessen, Project & Information Manager at Tilburg University: “Previously, signing an employment contract or parental leave letter could take days. Almost all HR documents must be legally signed by our directors and/or (future) employees. These signatories are often not present in the same place at the same time. For this reason, the documents were often moved from signatory to signatory by post or courier. With ValidSign, you sign independently of place and time, so this is now arranged within minutes.”
GDPR technically, the digital signature also offers a solution. With ValidSign, the security surrounding the signing and the confidentiality of the handling of personal data is perfectly guaranteed. Driessen says: “By adding multi-factor authentication to the signing request, the identity of the signer is additionally checked and we know for sure who is signing. The full audit trail can also be seen in the evidence document, which is made available in ValidSign immediately after the signing is completed.”
Currently, all HR documents that require a legally valid signature are digitally signed with ValidSign’s solution. This is about 7,000 documents on an annual basis.
“ValidSign also ensures better control of document flows. In the platform’s dashboard, all outstanding signing requests, including their status, can be found. As a result, we have fewer actions to check where the document to be signed is located. If someone forgets to sign, a reminder is sent out after a few days with another request to sign the document,” says Driessen.
Digital signing is indispensable for the future within Tilburg University. End users are very satisfied with validsign’s solution. According to Driessen, “colleagues experience the platform as user-friendly. The integration with SAP SuccessFactors ensures a completely streamlined process, from document generation to (multiple) signing and automated storage in the file.”
Want to know more about implementing digital signing with ValidSign in your organization?