What use digital signatures in each department of the company?

Many companies are interested in applying the digital transformation, but they do not know exactly what tools they can use to take advantage of it and what advantages they have for their performance. One of the most useful tools to start the process of digital transformation in an entity is precisely, the integration of the digital signature is its signature and authentication processes with both clients and employees. Therefore, we will detail how it affects the integration of a digital signature solution within an entity and what features and benefits can bring to each department.

The digital signature, as well as other tools aimed at achieving digital transformation within the company, must be integrated in a general way in all areas of the organization. It is not enough for a single department to use it, but they have to do it all in order to get the most out of these utilities.

Therefore, we will review the different departments to which Viafirma solutions can help improve their performance and provide many other advantages.

What is the digital signature for in the Human Resources department?

Throughout the time spent by any employee within a company, he has to sign many documents, such as the contract, confidentiality agreements, sick leave and others according to the sector in which he develops his activity.

Even sometimes, there are other departments involved in addition to Human Resources, so the digital signature helps streamline these processes and prevent them from slowing down or stopping because there is someone responsible is not available at that time.

The streamlining of processes is especially useful in large companies that are usually burdened by more bureaucratized forms of work and in international franchises, so that there is no need to be physically present in the selection processes or in the signing of contracts.

According to a study conducted by Incipy, 79% of the companies surveyed had started the process of digital transformation or were even very advanced in that aspect within the Human Resources department. This data highlights the importance that the vast majority of organizations give to digital transformation.

What is the digital signature for the commercial department?

Digitization has meant a great change in the functioning of the commercial department, thanks to the fact that now the vast majority of its documents (appointments, contracts, proposals …) have been digitized and stored digitally, with the possibility of being indexed, searched and distributed with one click.

para que sirve la firma digital

Even so, these negotiation and signature processes continue to suffer slowdowns, waiting to receive an email, a call or a visit from the manager. Often, for a deal to go ahead, it requires the approval of several executives and fill in complex internal forms, which must be printed, filled out and scanned.

Thanks to viafirma documents, you can sign all these documents from the same device in which you are reading, without having to print or go through lengthy shipping processes between the people involved.

In addition, paper has a number of associated disadvantages, which are best to avoid, especially when dealing with important business issues. The folios are fragile, they can be lost if they are not well organized, or they can be broken in the event of an accident, and they are not modifiable in case there is an error to be corrected.

The latter is vital when it comes to correcting contracts that need to be updated and not sending one that is obsolete and that may pose legal problems for the company. In addition, in this way, all documents are easier to follow and to know where they are; in what state and by what hands they have passed.

What is the digital signature for the finance and accounting department?

The management of money in a company goes through the finance department, which works daily with hundreds of documents such as invoices, budgets, forecasts of expenses, etcetera.

A question as delicate as money always requires workflows that involve many people in the company and different hierarchies. This means that sometimes the authorizations are stopped in the passage from one department to another.

In addition, the digital signature offers a total legal guarantee, identical to that of the traditional signature. This type of signature is legally binding and admissible as valid evidence before any court because the Suite’s solutions meet all the requirements of the advanced electronic signature. All this is supported by the eIDAS regulation (EU 910/2014), applicable throughout the European Union.

What is the digital signature for the distribution department?

Although not all companies have the need for a distribution department, those that do have it can also enjoy the advantages of the digital signature and improve its operation thanks to its integration and use.

Within the messaging service, this technology eliminates the need to sign any contract, or modification of services, provided there is no physical delivery or receipt of merchandise, which produces a significant saving in paper costs and a positive impact on the environment. Everything is replace by digital files.

Distribution workers tend to be in constant movement, which is why it is a department that benefits a lot from the mobility provide by the centralized firm. Thanks to viafirma fortress, the owner of the certificate does not have to worry about carrying it always with him, since it is host in the cloud and is permanently accessible, with no possibility of loss.

In addition, the digital signature offers greater legal security because it includes more details than the traditional one, such as the exact time and place and other technical or biometric evidences that make the act of collection and the identity of the receiver irretrievable.

You can even improve the delivery control process thanks to tools such as viafirma documents, since it has the option to monitor in real time on a map the position of each of the signs in a geolocated way.

What is the digital signature for CEOs?

As it is scale in the hierarchy of the company, responsibilities and workload increase proportionally. That is why, at the top of the pyramid, CEOs, time is one of the most important resources.

For this reason, the delegation of tasks is a primary activity in this type of position, in which time is money and need help from other employees to lighten their workload and focus on the most important responsibilities that only he can play.

The CEO of any company has the obligation to sign a great amount of documents a day and probably do not have enough time to do so. For this reason, the signature delegation is extremely useful, almost necessary, so that the secretary or other trusted position can make use of its signature without the need for it to be present.

Viafirma Inbox is a tool specifically designed for signature delegation. It is a porta-signature to organize the delegated signatures, in which you can establish different levels of permissions for each person:

  • Review: the delegate user can see the pending tasks established by the delegator, order them, and write comments, etcetera.
  • Approved: in addition to the above, the user can also give good views to the tasks.
  • Signature: in addition to the above, the user has the permissions to use the delegated electronic signature.

In short, digital transformation is essential today thanks to the advantages offered by its utilities such as Viafirma solutions (process agility, cost savings, mobility …). In addition, this application must be done in the whole company, jointly and integrate into their culture. As it is demonstrated, each one of the parts and the departments of any company can be benefited and improve the general productivity.

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