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Qualified electronic seal - an unbreakable document confirmation
The exchange of documents or the finalisation of formalities carried out over the web is now an everyday occurrence. The use of the Internet by companies and other entities for their tasks makes communication much easier for all parties, and this is just one of the advantages of moving these processes online. However, the question arises as to whether this approach ensures data security and reliability. The solution to these needs is trust services from Digital Gateways, among which is the qualified electronic seal. It provides a reliable solution to meet the needs of online document processing.
Tools to secure e-documents, or trust services
The European eIDAS regulation legally regulates electronic identification and trust services. Trust services themselves are defined by the aforementioned document as tools that support transparent online transactions with customers, public entities or within organisations.
Among the trust services that Digital Gateways offers its customers are:
- electronic signature,
- electronic seal,
- electronic time stamp.
Qualified electronic seal - characteristics
In order to best understand the possibilities associated with an electronic seal, it is good to look at its characteristics. What do you need to know about a qualified electronic seal?
- A qualified e-seal is a digital solution equivalent to a traditional corporate seal.
- It is assigned to entities with legal personality.
- The entity that issues such a seal must be a qualified service provider. Their list is approved by state supervisory authorities.
- In addition to the legal force of the qualified seal, it is also important that it is mutually recognised among the Member States of the European Union.
Types of electronic seal - qualified or advanced
Not every electronic seal will have the same capabilities and uses. Among the products known as e-seals, we have two types of them - the advanced seal and the qualified seal. Due to their different characteristics, they will be used for different tasks. The advanced seal will serve as proof of the document's author and data integrity. In the case of the qualified seal, we are also talking about certifying the source of the file and the absence of modification. Thanks to the relevant certification and European Union regulations, on the other hand, a document with a qualified e-seal is legally valid.
Providing a qualified seal
In order for an entity with legal personality to receive a qualified electronic seal, it must submit an application to an authorised provider of this service. The list of Polish entities is issued by the National Bank of Poland
Qualified seal and qualified signature - what is the difference?
The question that arises most frequently in the context of a qualified seal is that of a qualified signature. Doubts arise as to whether they are by any chance the same. Here it suffices to look at the definition of an electronic qualified seal. The aforementioned characteristic of this type of document confirmation is that it is issued to entities with legal personality. The signature, on the other hand, belongs to the natural person. Depending on the situation in question, different solutions will be required to certify the document.
Providing a qualified seal
In order for an entity with legal personality to receive a qualified electronic seal, it must submit an application to an authorised provider of this service. The list of Polish entities is issued by the National Bank of Poland
Options for implementing qualified e-seals
The validation of an e-seal document takes place in three stages. First, the company creates the document using its systems or without automation. It is then transmitted to the sealing server. In the final step, it is transferred to where the employee will use it for subsequent work. However, before it is possible to work with the electronic seal, care must be taken to enable the process from the technical side.
The implementation of the sealing components itself can be done in different variants. It all depends on the capabilities and decisions of the company. Digital Gateways provides businesses with a solution in a model:
- cloud-based - the entire sealing process is done through cloud-based solutions, i.e. outside the organisation,
- on premise - all the necessary elements of the sealing system, are located on the company's server,
- hybrid - the documents are processed at the client's premises and the trust service provider processes the entire sealing process thanks to cloud solutions, i.e. outside or inside the organisation using the relevant components.
Advantages of using a qualified e-seal
In each of the cases in which a company uses a qualified seal, regardless of what business activities it is engaged in, it can count on a number of benefits. It is worth listing some of the advantages of this trust service.
- The qualified seal is proof that the document has not been modified, which implies security and transparency of the files. The auditlog service used for the e-seal makes it possible to verify any action for which the seal was used.
- According to the eIDAS regulation, the certified material will be recognised as legally significant by authorities such as courts, state institutions.
- Its use affects the efficiency of work. At the same time, a large number of documents can be stamped by a larger group of employees, which speeds up the finalisation of processes involving paperwork. However, this does not entail a less accurate execution of tasks.
- The solution can be integrated into the company's system. This ensures that all activities are carried out in one place without the need to transfer files between different platforms. This is how one complete digital process is created.
- The electronic stamp is also associated with savings. With it, the company can reduce the number of letters printed on paper.
Use of a qualified seal
As we already know, confirming documentation with a qualified electronic seal offers many advantages. The qualified seal is a versatile solution that works well for various companies. It can be used for, among other things:
- contracts and invoices,
- offers and other decisions sent to the customer letters concerning internal matters of the organisation,
- archive documentation,
- confirmations of conformity with the original document.