Choosing the right electronic signature provider ensures the security and the efficiency of your company’s digital operations. This guide will help you discover the main criteria for identifying the ideal partner to meet your needs.
Why do you need an electronic signature?
Companies and freelancers need an electronic signature to sign documents remotely, thus eliminating bureaucracy and ensuring compliance with the laws in force. The electronic signature is used in relationships with institutions such as NAFA, the National Trade Register Office, the public tender system SEAP, and for sending legally binding electronic documents.
Key criteria when choosing a provider
When you look for an electronic signature provider, it is key to bear in mind the criteria that ensure the efficiency and security of your digital operations.
That’s why Alfasign focuses on strict legislative compliance and the safety of our clients’ data.
Here is a list of the main criteria that you should consider:
Legal compliance and certifications
Check whether the provider is certified according to European and National regulations, such as the eIDAS regulation, and only select companies that are authorised electronic signature providers.
Certifications guarantee that electronic signatures are legally recognised and comply with the highest security and authenticity standards.
You can see the list published by the Authority for the Digitalisation of Romania (go to Electronic Declarations, then choose Registration of qualified certificates) to check a provider’s authorisation for issuing digital certificates in Romania, as well as the list published by eIDAS for authorised providers in the European Union.
Diversity of offered services
Choose a provider who offers both token and cloud options for electronic signatures, as per your needs. Furthermore, make sure to check that these services are accepted by public/private platforms that require authentication using a qualified electronic signature.
Learn more about the difference between the two types of signatures before making your choice.
Data security
The selected provider should guarantee a high level of protection, using technologies such as data encryption and multifactor authentication.
This way, your data will remain safe, protected against unauthorised access.
Value for money
Analyse the initial costs, as well as any hidden charges or maintenance and support costs, etc. Offers should be transparent and include all financial details.
Technical support and accessibility
A trustworthy provider should offer technical support in English and have flexible working hours, preferably non-stop. Furthermore, check whether clear guides for using electronic signatures are available.
Market reputation
Look for reviews, testimonials, and other clients’ recommendations in order to evaluate user satisfaction. A provider with a solid reputation will provide additional trust.
Flexible, scalable solutions
Check to what extent the offered services can be adapted and scaled as your needs change in time.
By analysing all these criteria, it will be easier for you to identify the electronic signature providers in Romania who are fit for your business.
Thus, you will have a safe, efficient, easy-to-use electronic signature solution.
1. Make sure that the provider is legally compliant
A trustworthy provider has to be certified according to the laws in force, especially according to ETSI and ISO standards, which are fundamental for the safety of digital processes.
Furthermore, providers must issue qualified electronic signature certificates that can be legally recognised in all EU member states, according to the eIDAS Regulations.
Beyond the EU, you can check the following international certifications to make sure that the electronic signature is usable:
To avoid any legal risks, we urge you to check in advance the jurisdictions in which you will operate and refrain from choosing electronic signature companies that do not have such international recognition.
Importance of legal compliance
Validation of electronic signatures
Legal compliance is a guarantee that electronic signatures are valid and can be used in legal documents, contracts and official transactions.
Personal data protection
Certified providers comply with data protection regulations, including the GDPR, by protecting the users’ sensitive information.
Authentication/logging on to public/private platforms
Check whether the electronic signatures issued by a certain provider, whether on an e-token device or in cloud, allow authentication onto platforms such as the private virtual space (SPV), e-Invoice, e-Transport, NAFA, etc.
International recognition
Choose accredited electronic signature companies that are recognised not only in Romania or within the company issuing them, but also internationally, in the European Union, to facilitate cross-border transactions.
Users’ trust
Compliance with international standards contributes to strengthening the trust of your clients and business partners, proving the provider’s commitment to the highest security and lawfulness norms.
Low risk of disputes
Compliant electronic signatures protect users from legal risks, as they are compliant with local and European legislation, thus avoiding potential legal disputes. To make sure that your operations are compliant with the laws in force, we recommend choosing a provider from Romania who adheres to European standards.
Adjustment to changing regulations
An electronic signature provider who complies with the regulations in force is more prepared to adapt to future legislative changes, thus their solutions remain viable in the long run.
2. Check the range of services offered
The diversity of services is a key aspect in choosing an electronic signature provider. Offers that include cloud and token electronic signature solutions are extremely valuable compared to those that only offer one type of signature.
For example, cloud signature solutions enable quick access to documents without relying on a specific device, while the token signature gives you physical control over your signature through its associated device.
Furthermore, integration of these solutions with third-party solutions such as document management software or CRMs make for a major advantage.
The availability of multiple options simplifies the internal processes of a company, allowing you to manage your documents anywhere, at any time, and ensuring increased flexibility and adaptability to every user’s needs.
3. Choose a provider that guarantees data security
Data security plays a central part in the process of selecting the right electronic signature provider. A trustworthy digital certificate provider should implement advanced protection measures, such as data encryption and 2FA, to prevent unauthorised access to users’ data.
These measures are indispensable for protecting sensitive information, especially in fields such as legal or financial, where security is a priority.
International certifications, such as compliance with ISO 27001:2017 standards or eIDAS compliance are another indicator of the high level of protection offered. This guarantees that electronic signatures are legally recognised and comply with the highest security standards.
4. Assess the value for money
Choosing a qualified electronic signature solution should take into account both the costs involved and the quality of the services offered. An optimal value for money suggests that you are dealing with a trustworthy electronic signature provider.
Analyse the market carefully to identify the solution that offers best value for your money. Pay attention to any hidden charges, such as maintenance costs or additional charges for electronic signing software
Furthermore, a trustworthy provider should be transparent about the prices and the benefits included with each solution.
To be able to make an informed choice, you should also consider other characteristics related to the quality of services:
- Advanced functionalities, such as integration with other software systems;
- Support for multiple types of signatures;
- Options for workflow personalisation;
- Scalability (to support the growth of your business in the long run);
- Free electronic signing software.
Product quality includes technical support
Another important criterion is the availability and the quality of human technical support. Choose a provider who offers support in Romanian language and quick assistance, so that any problem can be solved efficiently.
Support should include both phone assistance with the provider’s own qualified personnel and detailed user guides to help users navigate the implementation process.
Access to clear information and a responsive support service can make a difference in the overall experience. For example, Alfasign offers full service user instructions, as well as technical support in English language, provided by our own qualified staff via e-mail and phone on the contact page.
How to obtain and register an electronic signature with NAFA?
As of 2024, electronic invoices are monitored by the National Agency for Fiscal Administration through the RO e-Invoice system, and using a qualified electronic signature is mandatory to issue such invoices in dealings with public institutions.
If you need an electronic signature for tax return filing or other online operations, there are several steps you need to follow to register your signature with NAFA:
- Purchase a qualified digital certificate from an accredited provider.
- Download the confirmation file from the NAFA portal.
- Send the filled in document to the provider, who will sign and return it.
- Upload the confirmed document to the NAFA portal in the “Digital certificate registration” section.
- File form 150 with the competent tax office.
- Wait for validation of the signature, which will be confirmed by e-mail within 4-7 working days.
Learn more about authentication in the virtual private space (SPV) using an electronic signature by consulting our full guide.
Choose a provider with a solid reputation on the market
The reputation of an electronic signature provider reflects the quality and reliability of the provided services. Before making a decision, analyse the reviews and testimonials of existing customers.
Positive feedback can be a clear indication of the provider’s professionalism and efficient solutions. At the same time, check whether the provider works with companies in your industry and make sure that they understand the specific needs of your business.
A professional electronic signature provider provides more than just a technological solution. Through recognised certifications, a varied range of services, advanced security measures, and high-quality technical support, the provider becomes a strategic partner in the digital transformation of your business.
