Electronic Signature Providers: A Guide for Businesses and Organisations

In today’s digital era, where business processes are increasingly conducted online, electronic signature providers have assumed a pivotal role. When selecting a provider, businesses and organisations face the challenge of evaluating essential criteria such as security, user-friendliness, and legal compliance.

This guide aims to shed light on the selection process by explaining what electronic signature providers are and offering practical insights into the key factors for making a well-informed decision. With the right provider by your side, you can drive the digital transformation of your business processes safely and effectively.

What Are Electronic Signature Providers?

In today’s increasingly digital world, electronic signatures play an ever more important role in both business and personal transactions. They make it possible to sign documents legally and securely in electronic form, significantly speeding up and simplifying processes. Electronic signature providers are companies or platforms that offer technologies and services for the creation and management of electronic signatures. In cooperation with qualified trust service providers, they use cryptographic methods to verify the identity of the signer and ensure the integrity of the signed document. Typically, electronic signature providers offer different types of signatures based on the eIDAS Regulation, which can be applied depending on the specific use case and legal requirements.

• Simple Electronic Signature (SES): This is the most basic form of electronic signature and often consists of scanned handwritten signatures or typed names added to a document. It is suitable for less sensitive documents that do not carry legal form requirements or liability risks.
• Advanced Electronic Signature (AES): Offering a higher level of security, this type ensures the unique identification and authentication of the signer. It is more difficult to forge and suitable for confidential documents that involve a greater degree of liability. However, it cannot replace the formal written form required by law.
• Qualified Electronic Signature (QES): The most secure form of electronic signature, legally equivalent to a handwritten signature. It requires strict identity verification of the signer by the provider and is linked to a qualified certificate. This type is used for high-liability documents and contracts that are subject to a formal written requirement under §§ 126 and 126a BGB.

Electronic signature providers therefore offer a range of features that go far beyond simply applying a signature. These include:

• Identity verification: Trust service providers ensure that the person signing a document is clearly and uniquely identified.
• Document integrity: Through encryption technologies, they guarantee that a signed document has not been altered after the signature was applied.
• User-friendliness: They enable documents to be signed across different devices and platforms, meeting the needs of modern business processes.

Criteria Electronic Signature Providers Should Meet

As we have already learned, electronic signatures offer significant advantages in everyday business operations. But what should decision-makers within a company or organisation keep in mind if they want to use digital signatures securely and on a large scale? When choosing an electronic signature provider, the following criteria should be considered:

• Legal compliance: The provider should ensure adherence to all relevant laws and standards, such as the eIDAS Regulation within the European Union.
• Security: High-quality encryption and secure identity verification methods are essential to maintain the integrity and confidentiality of documents.
• Data protection: Digital signatures involve extremely personal data, which must be safeguarded to the highest standard. Since electronic signature providers often operate as cloud-based services, choosing a European cloud provider (e.g. the Open Telekom Cloud) ensures the highest level of data protection and GDPR compliance.
• User-friendliness: An intuitive interface and seamless integration into existing systems increase user acceptance and efficiency.
• Pricing model: Costs should be transparent and aligned with actual usage. Some providers offer flexible plans or pay-as-you-go options.
• Customer support: Reliable support is crucial to ensure quick assistance in case of questions or technical issues.

The minimum requirements for an electronic signature provider have thus been clarified. The question now arises as to how to select the right provider from the large e-signature market and which individual steps need to be taken in the process.

There Are Many Electronic Signature Providers on the Market

In today’s market, there is a wide range of electronic signature providers that enable businesses and organisations to digitise and optimise their document management processes. The availability of numerous providers means that a solution can be found for almost every need and budget, allowing the implementation of digital signing processes across a variety of industries and business areas. The presence of so many electronic signature providers on the market reflects the growing demand for digital solutions that increase efficiency, reduce paper-based processes, and minimise environmental impact. The specific offerings and features vary from provider to provider, with some specialising in particular sectors or offering additional services such as identity verification or document management. This broad spectrum of available options ensures that organisations can find the electronic signature solution best suited to their individual requirements and workflows.

How to Choose an Electronic Signature Provider

Step 1: Define your requirements

What specific needs does your organisation have when it comes to an electronic signature solution? Consider the following:

• The type of documents that need to be signed
• The number of users requiring access to the signature function
• Any specific legal or industry-related requirements

Step 2: Research provider types

Familiarise yourself with the different types of electronic signature providers on the market. There are generic platforms suitable for a wide range of applications, as well as specialised providers that cater to particular industries or regulatory needs.

Step 3: Compare features

Evaluate the functions offered by different providers and determine whether they are truly needed, with regard to:

• Ease of use and accessibility
• Integration with existing IT systems and workflows
• Security features and compliance with legal standards
• Availability of customer support and training resources

Step 4: Assess the costs

Compare the pricing structures of the shortlisted providers. Consider not only the direct costs but also potential long-term savings through increased efficiency and the avoidance of legal risks.

Step 5: Read reviews and request references

Look for reviews and testimonials from other users of the providers you are considering. If possible, contact existing clients directly to learn about their experiences.

Step 6: Test the platform

Many providers offer free trials or demo versions of their platforms. Take advantage of this opportunity to assess the solution’s usability, functionality and integration depth.

Step 7: Make an informed decision

Weigh all the collected information carefully and choose the electronic signature provider that best fits your organisation’s needs, budget and business goals.

In summary, selecting an electronic signature provider requires careful consideration of various factors, including integration with existing systems, compliance with legal requirements, European data protection standards and the provider’s reputation. By taking these aspects into account, organisations can choose a provider that not only meets their current needs but also supports their long-term digital strategy.

The Electronic Signature Provider from Germany: d.velop sign

d.velop sign is an eIDAS and GDPR compliant electronic signature software developed in Germany and hosted on European data centres within the Open Telekom Cloud. As an electronic signature provider from Europe for Europe, all eIDAS compliant signature types (simple, advanced and qualified) are included as standard and can be used immediately. After a free trial period, costs can be individually determined based on specific signing requirements. In addition, a dedicated contact person is always available to answer any questions.

Electronic Signature Providers and Their Importance for Digital Transformation

The use of electronic signature providers is a key part of the digital transformation of businesses and organisations. They enable efficient and paperless handling of business processes, reduce time and costs, and improve the experience for customers and partners. In today’s business world, electronic signature providers play an essential role by offering secure, efficient and legally recognised solutions for the electronic signing of documents. They provide different types of signatures and ensure compliance with legal frameworks. By doing so, they make a significant contribution to simplifying and accelerating business processes. In an increasingly digital environment, they have become a cornerstone of digital transformation.