Challenge
Do businesses estimate how much time they waste on documents signing daily?
The acceptance of the electronic signature and implementation of electronic document workflows can significantly bring efficiency and cost reduction.
In 2014 the Moldovan Parliament adopted the Law no. 91 of 29.05.2014 on electronic signature and the electronic document. Even though there are a few types of advanced qualified electronic signature legally binding and a Governmental service for electronic signature (MSign), the usage and acceptance level of the electronically signed documents is still low.
Esempla team developed the DocSign concept – a dedicated application for electronic documents in 2014. The project was stopped in a few months as the potential partners were quite resilient regarding the mass usage of the electronic signature.
Strategy and solution
The usage of the electronic signature became mandatory for many legal entities as of October 2018 along with the modifications of Law 131, regarding the public procurements introducing the requirement for electronic signature on the bids uploaded in the public procurement system (MTender). And because Esempla was part of the MTender project, the team decided to organize some trainings for our Clients, in partnership with e-Governance Agency and an electronic signature operator. It aimed to help businesses and public authorities understand the electronic signature system and increase market awareness, showcasing the added value provided by this tool.
The number of electronic signatures users increased with 11,3% in 2019 and with 6.5% in Q1 of 2020 compared to the similar period of the previous year. The restrictions resulted from the COVID-19 pandemic, forced the economical operators and public authorities to look for even more opportunities in technologies, in order to maintain their work-related activities. The electronic signature ignored for years started to be perceived as a viable solution. We restarted the development of DocSign to provide the economic operators with a friendly mechanism that manages the electronic document flows and signature, using the advanced qualified and/ or advanced non-qualified electronic signatures.
DocSign application provides:
- Access management and integration with Active Directory, for efficient user access control.
- Optimized workflows for uploading, sharing and signing documents. Integration with MSign for advanced qualified electronic signature usage. Possibility to reduce costs for signing, using advanced non-qualified signatures.
- Notification tools – the participants are notified about the received documents and signing process results.
- Monitoring and audit tools.
The system includes functionalities to use both PAdES and XAdES forms of electronic signature, depending on preferences and business processes specific needs. To comply with the security requirements of each company, the application can be installed and run according to the institution’s internal infrastructure rules.
Transformation
The main scope of the project was to contribute to the digitization of economic activities and increase the efficiency of putting the technological instruments at the market’s service.
