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Electronic Signature for Document Management
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The Electronic Signature is mostly used in Electronic Document Management Systems (EDMS). Many companies and organizations employ EDMS. The adoption of electronic signatures in the EDMS process would provide a substantial amount of savings in both time and paper use.
However, the way the electronic signature is adopted into the EDMS process is very important since some of the limitations of electronic signature may clash with the natural requirements of the EDMS process. Some possible problems are as follows:
- It is very important to establish an association between the document and the signature. In many electronic signature applications there are virtually no resemblance between electronic signatures and wet signatures.
- In documents created for electronic signature, the spaces reserved for the date and reference number (s) are usually left blank. These spaces are to be filled just before the last signature is put on the document by the authorized person. In this situation, signatures belonging to intermediate level executives are bound to be corrupted during the said process.
- In the case of signing by proxy, the addition of the expression “by proxy” corrupts electronic signatures.
The attachment of annotation onto electronic documents corrupts previous electronic signatures.
- It is usually necessary for the receiving party to have and use some special verification software for the verification of the electronic signature on the document, which would make the whole process more difficult.
- There are usually no standard ways for sending a document signed with electronic signature to another institution or organization. It is generally not possible to obtain legal evidence which would show that the other party received the document in question.
BizNet’s own SignArt products, with their advanced features that support CMS/CADES format and PDF signature (PAdES: ETSI TS 102 778), offer the best possible solutions to the problems mentioned above.
Again, BizNet’s SignArt Dox is an ideal solution for safely transferring documents between organizations by providing legal acknowledgement evidence.
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