eSigning at 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 will celebrate its 95th anniversary next year.
With 19,334 students and more than 1,500 employees, a huge number of internal and external documents are signed, and fortunately a large number of these documents have been digitally signed with validsign’s digital signature since the beginning of 2019.
Tilburg University ended up at ValidSign through their DMS supplier HuRis. HuRis is a partner of ValidSign that offers our solution integrated into SAP SuccessFactors to customers. In this way, Tilburg University digitizes the entire signing process from generation of a document to storage in the HR portal.
The reason for adjusting the digital signature was efficiency of 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 signer to signer by post or courier. With ValidSign you sign place and time independently, so that this is now arranged within a few minutes.”
GDPR technically, the digital signature also offers a solution. With ValidSign, the security around the signing process and personal data is perfectly guaranteed. Driessen says: “By adding multi-factor authentication to the signing request, the identity of the signer is extra checked and one knows for sure who is signing and the personal data is better protected. The full audit trail can also be seen in the summary, which is made available in ValidSign immediately after the signing.”
At the moment, all HR documents that require a legally valid signature are digitally signed with the ValidSign solution. This is about 7000 documents on an annual basis.
“ValidSign also ensures better control of document flows. In the dashboard of the platform, all signatures including the status can be found. As a result, we have to turn off fewer actions to find out where the document to be signed is located. And if a signature is delayed, a reminder will be 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 SuccesFactors ensures a completely streamlined signing process, from document generation, to multiple signing and automated storage in the file.”