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The double guarantee of the electronic signature

The double guarantee of the electronic signature

Signatures on paper or digitally? John Lageman, director of ValidSign, is convinced that the expiration date of the physical signature has expired. It is inefficient at a time when all information is digitally processed and stored. More than 1200 organizations use its ValidSign platform to sign electronically. Safe and trustworthy.

Many organizations digitize their processes, but forget to take the last step, is the experience of John Lageman of ValidSign. “They draw up their contracts digitally, whereby the intermediate steps are often controlled automatically. But where the entire process has been digitized, it often gets stuck at the last step.” The document is printed, signed, scanned and then emailed to the supplier or customer. “The process is far too cumbersome and you turn a digital original into a paper document.”

Besides being impractical, the process of printing the PDF and scanning it after signing is not secure. “A PDF is easy to edit, leaving the original signature of the sender underneath. Without you realizing it, you get another document back, with two signatures, in which the integrity of the agreement has been compromised on a number of crucial parts. ” He warns: “The adjustments will only become apparent if a conflict arises and you fall back on the signed contract.” The message Lageman gives: “Make sure that the digital contract remains digital and is signed electronically.”

Additional insurance

ValidSign is specialized in the complete management of the signing process. Electronic signing takes place with certificate technology, where the sender/contractor adds the various internal and external signers to the contract. You can do this visible or invisible, with certificate technology. “It doesn’t matter whether one or twenty signatures are needed. The sender, the contract drafter, determines who can sign.” Checking the identity is an important additional assurance that the signatory is also the person you assume. He continues: “If you also make sure that the agreement complies with the open standards, you can archive the document digitally and open it in ten or fifty years.”

Identification, authentication and authorization are often used interchangeably, explains John Lageman. “When you identify yourself, it’s about who you are. Authentication is about checking whether you are really who you say you are. And then you can perform an authorization check. In doing so, you look at the authority from your role or position to act. What we use are the authentication methods to verify that the person on the other end is who he or she claims to be.” When signing, ValidSign assumes that identification has already taken place. “We check whether that is actually true, by means of authentication.”

ValidSign uses various secure means of identification, of which SMS, DigiD, eHerkenning and iDin are the most important. “We include that as part of the transaction.” For certain professional groups, authentication and control are extra important. For example, in the annual accounts and auditor’s report. “Those documents have to refer to eachother. We provide an electronic signature that we are sure has been signed by an accountant. We do this by using a so called professional certificate.”

Facilitate

ValidSign is a provider that ensures that the consensus between two or more parties is recorded. “We ensure that the document is honest and that the identity of the signatories is established. We facilitate transactions.” He mentions the Ymere housing association as an example, where the signing of leases is done with ValidSign. The landlord and tenant can easily sign and the contract is digitally signed and archived.

Electronic Passport

In a previous position, Lageman was involved in the modernization of the municipal database, the idea being that municipalities can convert the personal data with one click when moving house. “In fact, you don’t even have to, you have an administration for everyone.” It inspires him to dream of an electronic passport with which you can identify yourself and share personal data, so that you no longer have to create a profile at webshops and other organizations. “I actually do not want organizations to store my personal data. I would much rather give them the opportunity to use some of my personal data, such as the address details, without them being saved.”

Digital signing offers a double guarantee: you establish the identity of the signer and ensure the document integrity.

Ownership

Lageman monitors the integrity of Validsign’s role as process monitor. He is an outspoken opponent of commercial parties also wanting to play a role as ‘trust partner’. “ValidSign is there to facilitate the transaction. Not for commercializing the data. Contracts that are completed will be removed from our environment after 90 days. “I don’t want anything to do with the content of the transaction. Ownership of this belongs to the customer himself.”

“We are there at the time of the transaction process. We facilitate with everything there is to complete the transaction properly and then we let it go. We provide an unambiguous way of signing or sealing information. We want to play a leading role in that. ValidSign is there at the time of the signing process, during the establishment and completion of the transaction, and no more after that. We place the burden of proof on the owner of the transaction.”

5 reasons to sign digitally with ValidSign from AuditCase

5 reasons to sign digitally with ValidSign from AuditCase

AuditCase is a CRM system and document management system (DMS) of CaseWare. This software allows the accountant to carry out most of his work in a streamlined way. The combination of a CRM system and DMS system is quite unique because you create a document from your CRM system and it is automatically archived in your DMS after signing.

The link between AuditCase and ValidSign ensures that the final step in the process of an accounting firm is completed digitally as well. There are no more printers and paper involved. The entire process is digital. Do you use AuditCase or is it scheduled to become a customer but do you still sign on paper? Continue reading. We’ll tell you what the advantages are of the connection with the digital signature of ValidSign.

1. The digital signature ensures a fully streamlined process

To digitize the entire process of an accounting firm, only one thing was needed. A link between AuditCase and ValidSign’s digital signature. Since January 2019, this link can be used by AuditCase customers. This seamless link allows the entire process of an accounting firm, from the creation of a document to the internal approval process, the status information and archiving to be handled in one go. Richard Schiphorst, Managing Director at CaseWare Netherlands: “ValidSign’s digital signature was the missing link in our workflow optimization”.

The document is created in AuditCase. The location of the signatures is determined at that time or is determined in advance by a template. Whether it is the contract confirmation, minutes or declaration of agreement, all documents can be presented directly to the customer by the auditor for signature. The customer receives a sign request by mail, following which he digitally signed the document. Should the accountant also put his signature on the document? That’s possible! The accountant can make his digital signature in the same way as the customer. When the signature is completed, the signed version of the document is automatically placed in the correct place in the AuditCase DMS.

2. Your signed documents will be extra protected

ValidSign’s digital signature is fully legal and has the same value as an ink signature.

During a digital signing, multiple digital data is collected. Both the name and address of the signer, as well as the time and date of signing are recorded. When all the necessary signatures are made, the document is sealed and the digital variant remains unchanged. Depending on the auditor’s wishes and the burden of proof of the documents to be signed, additional verification methods such as a TAN code via SMS or bank authentication with iDIN can be added.

A paper document, on the other hand, often stays with one signatory for too long or gets lost. There is a chance that the document will be seen by someone for whom it is not intended. With digital signing, you don’t have these problems anymore.

3. Documents are signed independent of time and device

Wherever you are, ValidSign’s digital signature solution allows you to digitally sign documents including your order confirmation, meeting minutes and deposit at any time of the day from any location. If you use AuditCase on your desktop, you may be sending and signing your documents from there. Is a customer not at home to sign the received documents? No problem! The customer easily signs all documents from his mobile phone or iPad. This way, the signing process is accelerated up to 80 percent.

4. Volledige compliancy

In addition to ensuring the safety of your documents, the link also ensures that your file is fully in order. You no longer have to think about whether or not a contract confirmation has come back. This can be seen at a glance in the dashboard. In addition, with the communication with ValidSign, you are also sure that the organization will perform all contacts in AuditCase, as this is necessary to send documents via ValidSign. This way you also make sure that your CRM is filled and kept up to date.

4. The link is easy to request

The link between AuditCase and ValidSign is easy to request. An AuditCase customer with an ongoing maintenance contract could start using it on the same day. AuditCase customers who are not covered by this customer group are advised to enter into an entry-level agreement with ValidSign or the integration partner of the two parties, Full Finance Consultants.

Do you want more information about the integration between ValidSign and AuditCase or do you have other questions? Feel free to contact support@validsign.nl.