eSigning at Stadgenoot
Stadgenoot is a housing corporation in Amsterdam and rents out thirty thousand social rental properties with an average rent of 500 euros per month. The housing corporation was formed in July 2008 from a merger between two Amsterdam housing corporations, the General Housing Association (AWV, founded in 1910) and Het Oosten (from 1911).
With more than 300 employees, spread over four business units of Stadgenoot, we can say that this is an organization of size. Two business units provide financial and public housing management: Finance & Operations and Strategy & Portfolio. The customer-oriented work is housed in the Customer & Home business unit. The real estate-oriented projects are at Vastgoed &Ontwikkeling.
Since the beginning of 2020, a large part of the organization has been signing digitally with validsign’s solution. The reason for the adjustment of the digital signature was the desire to be able to guarantee the security around the signing process and personal data perfectly. The wet variant has not been able to offer that guarantee at all times. Stadgenoot ended up at ValidSign through their ERP system supplier Aereon. Soon after the recommendation, a conversation with ValidSign was scheduled for a demonstration of the signing platform and discussing the possibilities for Stadgenoot. Ibrahim Hassan, functional administrator at Stadgenoot: “Finding a digital signature supplier is quite easy, but you rarely find a supplier who also identifies as a partner and always thinks along with the customer. We found this in ValidSign.”
Apart from two departments, ValidSign’s digital signature has now been rolled out throughout the organization. These two departments are currently taking the digital signature service from another supplier. These departments have been using this functionality for some time. In this way, each department applies a watertight security for signed documents and has insight into the signing process from A to Z. The organization has chosen to identify signers through a second-factor authentication. This SMS authentication ensures that in addition to email verification, the signer’s phone number is also verified to make sure it’s the right person.
In addition, the IDIN authentication will be used. This way of identifying will mainly be used by our tenants. For example, when signing the leases.
A number of departments mainly use ValidSign for signing forms, assignments and/or contracts by external parties, where the finance department signs internal (out) payment orders.
Place and time independent
The current way of working due to the corona crisis has ensured that there is an increasing need for the digital way of signing. Ibrahim says: “Like the rest of the Netherlands at the beginning of 2020 and in an abrupt way, we were only allowed to work from home. Getting an autograph from your manager or director was a special task. We were forced to re-set up processes. For example, the signatories were not present on location or did not have their own printer. ValidSign allows us to independently sign place time and device”.
In addition to the fact that the solution guarantees the security of documents, the process is also accelerating. “The lead time of a signature in general has been significantly reduced because a number of actions no longer have to be carried out. Paper paperwork is less and employees have more time for other things. The ValidSign users within Stadgenoot are satisfied with the solution and were able to get started with it after an initial guidance, which is also co-organized by ValidSign without a fight.
Within now and a few weeks we expect the two departments that currently use the ValidSign functionality to be in use and many more documents per month will be digitally signed with ValidSign. In addition, ValidSign and Aereon are developing the integration between the ERP system Tobias AX and ValidSign so that Stadgenoot and other companies can start signing from the trusted ERP system. Once the integration is realized, several departments will use it. Ibrahim says: “The digital signature is indispensable in our processes and usage will only increase in the coming years. That is also why we like to work with ValidSign and Aareon to make integration even more future-proof. We like to invest time and effort in this, because we believe that we get a lot in return”.