Create A Digital Signature

A Guide to Creating, Sending, and Executing Signatures

The need for secure and efficient document-signing processes is paramount. Digital signatures offer a seamless solution that eliminates the need for printing, scanning, and physically mailing documents. By harnessing the power of cryptography, they ensure the authenticity, integrity, and non-repudiation of electronically transmitted documents.

How to Create Digital Signatures?

It involves generating a unique cryptographic "key pair" consisting of a private key and a corresponding public key. Here is how to create them:

1. Choose a reputable digital signature service provider or software that meets all your requirements.
2. Install the software or application on your device or create an account with the online version of the electronic signature platform you are using.
3. Select the option to create a new signature. It will inherently generate a key pair for your digital signature.
4. Provide the necessary information, such as your name and email address, which will be associated with your signature.
5. The software will generate a private key and securely store it on your device. This private key should remain confidential and protected with a strong password.
6. The software will also produce a public key. It's shared with others to verify your digital signatures whenever used.
7. Now you can use your saved signature to sign documents digitally.

How to Send a Document for Signature?

1. Open the digital signature tool or application.
2. Locate the document you wish to send for signature on your device or cloud storage. You can drag and drop or select from the available options.
3. Select the document and send it for signing. Certain robust tools will let users add fields to collect data according to their needs.
4. When the document is ready for signing, enter the email addresses of the recipients who need to sign the document.
5. Include a personalized message, if desired, to provide context or instructions for the recipients.
6. Click the "Send" button to initiate the document signing process. Some advanced eSignature platforms automate the sending process to the successive recipient if there are multiple signers.

How to Execute Signature as a Signer or Recipient?

Whether you are the signer or recipient of a digitally signed document, the execution process is straight forward.

As a Signer:

1. You will receive an email with a link to the document that requires your signature. Once you access it, you will be redirected to a browser tab to view the document.
2. Now you can read the document carefully, ensuring you understand its contents. Remember that you cannot make edits but can always decline to sign. Make sure to communicate the disagreement through email.
3. Locate the designated signature field within the document.
4. Select the signature field and follow the prompts to apply your digital signature.
5. Depending on the tool, you may be required to enter a password or digital ID to verify your identity.
6. Once you have applied your digital signature, save the document and submit it as instructed.

As a Recipient:

1. You will receive an email that a document awaits your review and signature.
2. Next, you can review the document, ensuring you understand its contents. If you have any questions or concerns, contact the sender for clarification.
3. Once you are ready to sign, locate the designated signature field within the document.
4. Select the signature field and follow the prompts to acknowledge your agreement or apply your digital signature.
5. Depending on the tool, you may be required to enter a password or digital ID to verify your identity.
6. Save the document and submit it as instructed.

Note: Not all tools or software follow the same steps. Some might prompt the signer to fill out the details in a form. The document will auto-populate. It is always better to follow the guide provided with the tool while signing.

How are Digital Signatures Used Most?

It has a wide range of applications across various industries and sectors. Some of the most common uses include:

1. Business Contracts: Digital signatures streamline contract signing processes, reducing the need for physical paperwork and ensuring secure transactions.
2. Legal Documents: Lawyers and legal professionals can use digital signatures to sign and authenticate legal documents. Examples: agreements, affidavits, and court filings.
3. Financial Transactions: Digital signatures enable secure and efficient electronic banking, online payments, and other transactions. They ensure the integrity of sensitive information.
4. Government and Regulatory Compliance: Government agencies can leverage digital signatures to authenticate and securely process official documents. Some use cases: licenses, permits, and other forms.
5. Healthcare and Medical Records: Digital signatures are crucial in maintaining integrity and privacy. This includes patient records, prescription orders, and medical certifications.
6. Intellectual Property: Digital signatures safeguard the authenticity and ownership of creative works, such as patents, copyrights, and trademarks.
7. HR and Employee Onboarding: HR departments can streamline candidate onboarding processes by incorporating digital signatures. Usually, they are a great help in signing pdfs, such as employment contracts, non-disclosure agreements, and other necessary documents.

What's the Difference Between an Electronic Signature and a Digital Signature?

While often used interchangeably, electronic signatures and digital signatures differ in their underlying technologies and levels of security:

Electronic Signatures:

• Electronic signatures are generally image-based representations of a person's handwritten signature, such as a scanned image or a stylized font.
• They rely on less secure authentication methods like a click-to-sign button or a typed name without using encryption or cryptographic keys.

Digital Signatures:

• Digital signatures employ advanced cryptographic techniques to verify the authenticity and integrity of electronically transmitted documents.
• They use a unique private key to sign the document. The corresponding public key verifies the signature's validity.
• They offer a higher level of security and legal enforceability compared to electronic signatures.

While electronic signatures are more accessible and suitable for less critical situations, digital signatures provide more robust security measures. Digital signatures are ideal for sensitive documents and transactions.

FAQs

Q: Are digital signatures legally binding?

Yes. Digital signatures are legally binding in many countries, including the United States and the European Union. However, it's crucial to comply with local regulations. Ensure the digital signature's infrastructure is in place to hold legal weight.

Q: Can digital signatures be forged?

Digital signatures prevent forgery. Cryptographic algorithms and unique private keys make it extremely difficult for unauthorized parties to tamper with or replicate digital signatures.

Q: Can I use a digital signature on mobile devices?

Yes. Many digital signature tools offer mobile-friendly versions, allowing you to create, send, and execute digital signatures on smartphones and tablets.

Digital signatures revolutionize signing and exchanging documents, offering a secure and efficient alternative to traditional paper-based processes. With the increased adoption of digital signatures, you can unlock the potential for enhanced productivity, security, and compliance.