What Are Digital Signatures, And How Do We Create And Preserve Them?

This might sound a little bit too familiar:

You have an important document that requires all signatories to sign off. But the problem is that they are all in multiple offices. So, to get everyone’s signature, the papers must be physically or electronically mailed or faxed to get the job done.

This is an efficient means as it proves authenticity. However, this process is long, and it takes time.

The solution: qualified electronic signatures (QES).

These are the digital equivalent of a notary stamp. But unlike that dusty old stamp pad in your grandpa’s desk drawer, QES offers a secure and convenient way to sign documents electronically.

Here is all you need to know about them.

How QES Works

A QES system acts like a series of trustworthy individuals passing the document along. Here’s the breakdown:

• The QES Software: You, the signer, use your special QES software to create a unique digital fingerprint of the document. This fingerprint is like a secret handshake that proves the document hasn’t been tampered with.
• The Encryption: This key is like your personal vault, locked away safe on your computer. You use it to encrypt the fingerprint, ensuring only you could have created it.
• The Name Badge: This key is like your name badge and is available for anyone to see. It allows anyone to verify the signature using special software. Think of it as someone checking your ID at a club – they can confirm it’s you, but they can’t unlock your vault.
• The Trusted Third Party: A trusted third-party service provider (TSP) verifies your identity and the validity of your QES software. They act as a witness, ensuring everything is above board.

Voila! The document reaches its destination, complete with a tamper-proof QES and the verified identities of all signatories.

Preserving Your Digital Paper Trail

Just like that perfectly timed “reply all” email you wish you could take back, digital documents need safeguarding. Enter qualified electronic archiving (QEA), the digital equivalent of a super-organized filing cabinet with a security guard.

QEA ensures your signed documents are stored securely for long periods, adhering to specific regulations. Think of it as future-proofing your digital agreements. Remember that document you accidentally attached to that vital contract last year? QEA might save you from future legal trouble.

Creating and Preserving Your QES: A Step-by-Step

Creating a QES is more accessible than navigating most office protocols. Here’s a simplified rundown:

• Invest in QES software. There are various providers, so research and pick one that suits your needs.
• Obtain a qualified certificate. This is your digital ID, issued by a trusted TSP.
• Sign away! Use your software and certificate to sign documents electronically.
• Preserving your QES involves using a QEA service provider. They’ll ensure your signed documents are stored securely and accessible for the required timeframe.

Create, Preserve, and Authenticate!

There you have it! With QES and QEA, your digital agreements are secure, tamper-proof, and future-proof. So, ditch the ink pad, embrace the new signature more, and say hello to a smoother, more secure way of signing on the digital dotted line.