The electronic signature is the digitised version of the handwritten signature.
So it's not a scan of it !
It guarantees the integrity of the document and authenticates the signatory.
This process, now familiar for several years, is widely used by service providers such as insurance companies and banks when subscribing online.
On the Internet, our personal data is increasingly vulnerable and easy to access.
The electronic signature provides enhanced protection against identity fraud.
You can sign electronically from anywhere. It saves time compared with a handwritten signature.
Digital documents can be signed by signatories simultaneously, regardless of distance.
Moreover, there is no need to print documents, which saves paper and storage space.
The electronic signature is based on a double authentication system :
The signatory is requested to login onto a platform to access the documents to be signed.
The documents to be signed must then be fully reviewed.
To complete the operation, the signatory needs to enter a code received on their mobile phone and may also need to upload an identity document to validate the procedure.
Once the operation is complete, each party can download the signed document with its signature certificate.
This certificate contains the encrypted data used to authenticate the signatory and guarantee the integrity of the signed document.
The electronic signature procedure is legally guaranteed by it.
Legislation defines several levels of electronic signatures, including : simple, advanced and qualified.
The trusted service provider Yousign retained by the university offers an advanced level signature.
It can be used to sign employment contracts, direct debit authorisations, estimates, contracts or amendments, invoices or tenders.
In the latter case, the signatory will be asked to upload their identity document for verification.
However, this level of electronic signature is not suitable for signing public procurement contracts and associated documents, or invoices sent to the tax authorities.
In these cases, a qualified signature is required.
Let's end with a few tips for good practice...
Keep an orderly storage of your electronically signed documents with their signature certificate.
There is no point in printing an electronically signed document, as it is the signature certificate that carries the legal value.
You cannot mix electronic and handwritten signatures on the same document.
The integrity of a document signed and then digitised is no longer guaranteed, and its legal security is weakened.
Finally, ensure good communication with the signatories.
Make sure they are at ease with new technologies and able to use electronic signatures !