A qualified electronic seal is a modern tool that ensures the integrity and authenticity of documents in the digital era. For businesses, financial institutions, and public administration, it is an essential element for ensuring data protection and a regulation compliance. In this article, we will provide a step-by-step guide on how to implement a Qualified Electronic Seal and discuss the three most popular models for implementing this solution.
What is a qualified electronic seal?
A qualified electronic seal is the digital equivalent of a traditional seal, enabling organizations to confirm the authenticity of documents and ensure that the content has not been altered after sealing. Unlike an electronic signature, a seal verifies the identity of an organization rather than an individual person.
Electronic seals do not require the direct involvement of an individual and can be fully automated by an organization. For example, qualified electronic seals can be generated automatically for invoices, contracts, or official documents.
How to implement a qualified electronic seal?
The process of implementing a qualified electronic seal can be divided into several steps:
1. Analysis of organizational needs
Start by thoroughly analyzing the areas in which your organization intends to use the electronic seal. Will it be used to secure invoices or official documents? Clearly defining your needs will help you choose the most appropriate solution.
2. Choosing a trusted service provider
Implementing an electronic seal requires collaboration with a qualified service provider listed on the EU Trusted List (EUTL).
3. Implementing the E-Seal and integrating it with organizational systems
The electronic seal can be implemented using one of three models:
On-Premises Solution – The seal is installed and managed within the organization’s infrastructure.
Cloud-Based Solution – The seal is available as a service in the SaaS (Software as a Service) model.
Hybrid Solution – A combination of on-premises infrastructure and cloud-based services.
The next step is integrating the e-seal with the organization’s existing systems, such as DMS, CRM, or ERP.
4. Employee training
A key element of the implementation process is training the team on how to use the e-seal and the principles of its application in daily operations.
The most popular models for implementing a qualified electronic seal
1. On-premises seal
The on-premises model involves installing the electronic seal directly within the organization’s IT systems. This solution is ideal for large companies that want to maintain full control over their infrastructure and data. An on-premises electronic seal provides a high level of security but requires investment in hardware and regular maintenance.
2. Cloud-based seal
Cloud-based solutions are growing in popularity due to their flexibility and ease of implementation. The service provider, such as SIGNIUS, manages the entire process, from configuration to maintenance. The client organization accesses the seal through an PI or a web application.
Applications:
- Automatic sealing of electronic invoices
- Fast document dispatch with protection against modification
3. Hybrid seal
The hybrid model combines the benefits of on-premises and cloud-based seals. Organizations can use their own infrastructure for critical processes while integrating with cloud services.
Applications:
- Managing internal and external documents
- Remote work combined with central document management
Why implement a qualified electronic seal?
A qualified electronic seal not only ensures full compliance with legal regulations but also enhances the efficiency of managing corporate documentation. Key benefits for businesses and institutions include process automation, protection against document tampering, and increased credibility in international markets. Documents sealed with a qualified e-seal are recognized in all EU member states, significantly simplifying cross-border cooperation.
If you’re considering how to implement a qualified electronic seal, visit the SIGNIUS Seal website to learn more about the available solutions and choose the model that best suits your organization’s needs.
Implementing a qualified electronic seal is a step toward becoming a modern, secure organization that can meet the challenges of the digital age. With the right support and technology, this process can be quick, efficient, and fully compliant with applicable regulations.
Explore SIGNIUS services for remote document signing:
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