Remote Digital Signature – a contactless signing solution during the pandemic

Digital signature USB tokens, Smart Cards, or HSMs are no longer unfamiliar terms to the Vietnamese business community. However, remote digital signatures are still a relatively new concept that not everyone is familiar with. Let’s explore with 1Office what a remote digital signature is and how it is used in businesses, especially during the pandemic season!

1. What is a remote digital signature?

Remote digital signature, also known by other names such as online digital signature, signing without a USB token, mobile digital signature, etc. This is a new type of digital signature that uses cloud-based technology to sign without needing any hardware devices. Users will not have to use a USB token, SIM, or Smart Card to sign; instead, they will sign directly on a computer, smartphone, or tablet.

2. Advantages of remote digital signatures

2.1. No need for USB Tokens, Smart Cards, or HSMs

This is considered the biggest advantage of remote digital signatures. Thanks to this, users can sign anytime, anywhere, even on their mobile phones. Additionally, using a remote digital signature instead of a USB Token helps users avoid the situation of always having to carry the token with them, which can easily be lost. Furthermore, USB Tokens are only suitable for small businesses and only allow one person to use them at a time. The authorization capabilities are very poor.

2.2. Absolute security 

Remote digital signatures are built on the eIDAS standard (a regulation on electronic identification and trust services for electronic transactions in the European Union, considered the most complete set of regulations on digital identity), so users can be completely assured of the security of remote digital signatures. When signing, users of remote digital signatures must also perform two-factor authentication, thus completely eliminating the risk of account exposure or impersonation.

In addition, signing via the remote digital signature method also requires device identification. This ensures that signing can only be performed on certain pre-identified devices, ensuring both flexibility and ease of use, as well as absolute security.

2.3 Optimized storage and search for documents and materials

Remote digital signatures allow users to digitize all types of documents, materials, and records. Thus, not only are printing tasks reduced, but the signing and approval of contracts and documents are also optimized. This helps save time and effort for both the sender and the recipient of the document.

Digital signing helps businesses and organizations store information and data on the company’s server system or other storage platforms. As a result, businesses do not need much storage space, save on printing and delivery costs, reduce time for transport and filing, and can search for documents easily. Additionally, you can learn more about the types of digital signatures that help businesses save maximum time and costs effectively.

3. The role of remote digital signatures for businesses operating during the pandemic

It is clear that remote digital signatures have gone beyond the boundaries of the conventional definition of digital signatures to become the most modern signing technology, bringing maximum practical value to users.

Remote digital signatures play an even more important role now that most businesses are implementing remote work. The issue of signing and approving contracts and documents for businesses has been completely resolved. All paperwork procedures can be completed no matter where the signer is.

Remote digital signatures allow businesses and individuals to remotely sign and approve internal documents, materials, contracts, records, etc. Therefore, businesses can still maintain their operations even while working remotely during the pandemic.

4. 1Office’s superior Remote Digital Signature service

Currently, there are many providers offering standalone remote digital signature services. However, 1Office has integrated the remote digital signature feature into its ecosystem. Therefore, the customer experience on 1Office is enhanced, helping businesses completely change the way they sign digitally when working remotely. Let’s look at the superior features of 1Office’s remote digital signature!

4.1 Digitizing business operation processes

Business digital signatures will automate the signing and submission workflow. From here, businesses can perform simple and easy operations on the centralized management software. In addition, the system supports automatic notifications from approval and signing to relevant parties in the workflow. It allows for the customization of forms, records, and documents on the system to facilitate signing.

4.2 Centralized storage

The 1Office software allows for the storage of all documents and records by relevant groups on a cloud platform. From here, departments can easily manage and search for documents. The software can easily extract one or more records. 1Office’s 1CA helps minimize the risk of scattered records and ensures absolute information security.

4.3 Optimizing operations – accelerating the pace of digital transformation

Businesses can apply digital signatures to a variety of different documents: internal documents, labor contracts, and more. The system ensures speed, flexibility, and continuity across all aspects, from management, finance, and sales to human resources. Businesses can build a closed ecosystem that helps them operate stably regardless of the working model.

The remote digital signature feature of 1Office -1CA will help strengthen the connection between a company’s core operations. Using a synchronized platform for these operations will help businesses optimize workflows, establish a private ecosystem, enhance security, and save costs. 

To get a comprehensive management software that gives your business a competitive edge in the market, leave your information, and the expert team at 1Office will contact you for a consultation today: