Can an electronic signature be totally legally valid?
It depends on the type of signature; each one has its own status:
– Simple signature: it does not generate legal evidence about the process; it is used to identify the signatory of an electronic document.
– Advanced signature: this provides legal guarantees about the process. This unambiguously identifies the signatory through the necessary technological means, collecting evidence of the entire process.
– Qualified signature: it offers more legal guarantees than a handwritten signature on paper; it is signed with a qualified certificate recognised by the two parties, which is what bestows the highest possible legal status upon the process.
Can biometric data be collected for the electronic signature?
According to the new GDPR, it can, but prior authorisation must be obtained from the signatory before each signature, which must be on paper, thereby eliminating the practical usefulness of digital signatures based on biometric data.
The big problem when collecting biometric data, as the GDPR takes into account, is that this data can be used by those who collect it to sign other documents which have not been authorized by the customer. Preventing this plagiarism is almost impossible for securitization systems and the collector of this data has serious difficulty in demonstrating that the signature on its documentation has not been placed there fraudulently; therefore the customer tends to win legal proceedings in which the validity of the customer’s signature is in question.
In order to eliminate this exclusionary drawback, Papyrum has registered the electronic signature process without using that biometric data and allowing the customer to do a handwritten signature, if he or she wishes.
Is it really possible to create a paperless office?
Yes. Current digital document generation systems (digital signature, registered digital communication, BPM, business rules, etc.) make it possible to generate the document and use and maintain it through its entire life with the maximum usability and security.
Papyrum specializes in redesigning document circuits and owns the Kulteo platform, which is capable of generating the document digitally and passing it through BPM.
Papyrum also incorporates the documents received in paper format into the digital circuit by scanning them and capturing their metadata (the keys of subsequent document searches). From this moment on, the physical document is included in the digital circuit in an identical way.
What is BPM?
It is a system upon which a circuit is generated with information flows into which automatic controls are incorporated so it automatically generates alerts, calculations, authorisations, reports, decisions, etc.
The BPM system incorporates the Business Rules, that is, the conditions according to which the system must give an alert, make a decision or prepare a report that the company needs in each process or sub-process.
Due to all this, BPM is tasked with automated monitoring of the company’s internal control.
Papyrum has devloped the KULTEO platform, which performs these functions for our customer in service format subject to the signing of service level agreements.
What is an electronic burofax?
This is what nowadays is known as a registered digital communication and it is much more usable than a burofax, as it allows for files to be sent, it has longer fields, the issuing, reception and opening of the document and files is fully traceable, and so on. In addition, it is a more convenient and cost-effective procedure, which prevents the need for physically travel, so it can be applied to all types of situations. It is totally legal, as its invariable nature is certified by our Certification Authority and it is more controllable, as the harnessing of the sending and receipt of the accumulation of certifications is performed electronically.
Papyrum provides this service through its Certification Authority, which can operate for Spain and for other countries.
In Spain, can documents which are generated in paper format be destroyed?
– In the case of invoices and proof of expenses, yes, provided that the company is part of a system approved by the Spanish tax authority (AEAT).
Papyrum has this form of accreditation and, once the document has been digitized, proceeds to harness it during its life cycle (including preparing it to be recorded by conventional accounting systems such as SAP and Oracle).
– The fiscal and accounting documentation can also be eliminated depending on the time periods laid down in our legislations and sector regulations.
– In addition, expired contracts can be eliminated depending on the time periods laid down in our legislations and sector regulations.
– For the contractual documentation in force, it is necessary to carry out a detailed study entailing an appropriate legal opinion, which makes it possible for the digital document to replace for all legal purposes the document in paper format.
What fundamental characteristics must be part of the systems that work with digital documents?
Flexibility: They must be easily and quickly adaptable to new situations at minimum cost and with minimum lead times.
Omnichannel system: This makes it possible to manage any document format, whether physical or digital (including voice data), from any channel. Open Source system in the Cloud.
Mobility: The digital solutions and services must be able to be used on all types of devices.
Ability to provide reports in real time: Immediacy through advanced Business Process Management (BPM) and Business Process Outsourcing (BPO), Machine Learning and Business Intelligence technological systems.
Unity and diversity: Kulteo is a modular, unified system that deals with processes in a uniform way, respecting their specific and diverse nature under Service Level Agreements (SLA).
Comprehensive security: All the necessary rules and regulations must be complied with and the appropriate certifications must be held, ensuring traceability at all times.
Qualified signature: There must be a fully valid electronic signature
What does going "paperless" mean?
This is the trend whereby companies and entities are moving towards digital transformation, which culminates in an organization with “paperless offices”. The aim is to replace any hard copies of the information with digital formats that can saved to the Cloud or to the company’s own internal storage.
This process of dematerializing information media involves structural changes at the organization and control of internal processes (internal control), which habitually requires re-engineering of documentary processes. This simplifies processes, and improves usability, control, security and immediacy of access to the information contained in the digital media under business rules criteria, as well as improving security of access through user profiles, automation of processes through process managers with robust BPM systems and harnessing of data and reports through Business Intelligence systems.
Papyrum provides its customers with all its more than 20 years of experience of managing document processes, as well as its Kulteo process management tool (Cloud-based service) which constitutes a platform of services that is highly mature and stabilised through daily service to its customers.