In 2024, it is important to protect the efficiency and the security of your business by choosing the right solution for your electronic signature. In this article, we will help you discover what type of electronic signature is best for your business.
What is a token electronic signature?
The token electronic signature is a type of qualified electronic signature where your digital certificate together is stored on a USB device – a token – together with the cryptographic keys required for the signing process.
How does the token digital signature work and what does it entail?
Here is how token digital signatures work:
- You connect the token to the computer.
- You open the signing application or the document that requires a digital signature.
- You select the digital signing option.
- You enter a PIN code to authorise the signature.
Devices required for this type of signature
To use the token electronic signature you will need a USB token. The token drivers must be installed on your computer, as well as the applications that you will use for signing.
The token electronic signature kit usually includes a cryptographic device and a qualified digital certificate.
When is this type of signature necessary?
This type of signature is required in platforms such as the SPV (Virtual Private Space), E-Invoice, E-NAFA, SEAP (the Electronic Public Procurement System), and when signing contracts or other private documents.
What is a cloud electronic signature?
The cloud electronic signature is a type of electronic signature that stores the digital certificate and the cryptographic keys required for signing online on the digital certificate provider’s cloud infrastructure.
Unlike the token digital signature, the cloud signature does not require any hardware devices or additional hardware to be installed, as it is accessible via a web browser or through an application.
How does the cloud digital signature work and what does it entail?
The cloud digital signature works as follows:
- You access the application installed locally or the platform of the electronic signature provider.
- Then you select the document that needs signing.
- In the end, the user proceeds to the authentication by using the credentials (for example, username and password).
- The signature is authorised through an OTP (one-time password) code or some other authentication method.
You cannot use the cloud electronic signature without an internet connection.
When is this type of signature necessary?
The cloud electronic signature is ideal for scenarios where documents need to be accessible quickly and signed remotely. A cloud digital signature proves useful in modern business environments, where it is much more convenient to sign documents online.
This type of signature can be used for user authentication in platforms such as the SPV (Virtual Private Space), E-Invoice, E-NAFA, SEAP (the Electronic Public Procurement System), and when signing contracts or other private documents.
We’ve prepared a complete guide for logging into SPV using a cloud signature. Overall, the process is similar for all of the state’s digital platforms.
Concerning security, the cloud signature is just as safe as the token signature: both solutions guarantee validation of the user’s identity and integrity of the signed documents.
Benefits and considerations for each option
Token signature
Benefits
- You have control over the device, and you manage the security of your signature directly.
- It works on any computer that has a USB port, with no internet connection.
- The data is stored locally on the token, thus reducing the risk of cyber attacks.
- It can be used offline to sign private documents.
Considerations
- If the token is damaged, you will no longer be able to sign documents, and you will bear additional costs for having the certificates reissued.
- Without access to a USB port, the token becomes unusable.
- There is a risk for the token to be lost or stolen.
Cloud signature
Benefits
- It can be used anywhere, provided that an internet connection is available, and it is ideal for those who work remotely.
- It does not require carrying a physical device, thus eliminating the risk of losing it.
- It integrates easily with digital platforms and services, thus speeding up the signing process.
- You receive updates with no additional efforts.
- The electronic signature can be accessed with no restrictions from laptops, tablets or mobile phones.
Considerations
- Without a stable data connection, the signature becomes inaccessible, which can be a problem in areas with poor network coverage.
- For the moment, the document certification application required in the relationship with the state is only compatible with Windows. The subscriptions or charges for large amounts of signed documents can increase costs in the long run.
Criteria for choosing the right option
AlfaSign presents the main criteria for choosing between the token and the cloud electronic signature.
1. Frequency of use
The frequency with which you use the electronic signature can influence your choice. If you sign documents occasionally, the cloud signature can be more convenient because it is quick and easy to access.
However, if you sign online documents very often, the token signature can be a better solution because of the large number of signatures that you will be able to use with no additional costs.
2. Available budget
The available budget is another important criterion that you need to consider. The token signature mainly entails an initial cost with purchasing the device, plus the recurring cost of the digital certificate.
On the other hand, in the case of the cloud signature, you will only have the recurring costs of your signature service subscription, although you will eliminate any hardware-related cost.
3. Compatibility with the operating system
Most cloud electronic signature providers only offer Windows-compatible software applications. Thus, we recommend the token option for Mac or Linux users who wish to use the digital certificate in their dealings with state institutions.
Useful Tips for Electronic Signature Users
AlfaSign specialists offer you some helpful tips regarding electronic signatures:
- Before purchasing a digital certificate, consider how you will use the electronic signature. Read our guide to choosing the right electronic signature provider. Making the right choice can save you time and money.
- Save time when signing documents by using predefined templates for frequently signed documents (contracts, declarations, agreements).
- If you’re using a token, write down the device’s serial number and keep a copy of the digital certificate in a secure location. If you lose the token, see what to do here.
- If you’re using a cloud signature, enable multi-factor authentication (MFA) for increased security.
- Set up an automated signing system so documents can be quickly approved by multiple members of your team.
Consult an expert and make an informed decision
To make the best decision, consult with an electronic signature expert. An expert can help you review details such as the number of signed documents, the available budget or technical compatibility requirements. Thus, you can be sure that your choice fully matches the requirements of your business.
