What is Electronic Signature?

An electronic signature is a cryptographic process that:

• Identifies the signer reliably
• Guarantees integrity of the document (no modification)
• Ensures consent of the signer
• Creates a link between the signer and the document

Unlike a scanned handwritten signature (just an image), electronic signature relies on cryptographic mechanisms that make it unforgeable.

The eIDAS regulation (electronic IDentification, Authentication and trust Services - EU 910/2014) is the European legal framework for:

• Electronic signatures
• Electronic seals (legal entities)
• Electronic timestamps
• Qualified trust services

Key Principles

• Mutual recognition: A valid signature in one country is valid in all member states
• Non-discrimination: An electronic signature cannot be rejected solely because it is electronic
• Technology neutrality: No technology mandated

Effective July 1, 2016, eIDAS replaces directive 1999/93/EC.

1. Simple Electronic Signature (SES)

Basic level, not technically defined by eIDAS.

• Examples: Checkbox, name entry, click on «I agree»
• Evidentiary value: Low, can be contested
• Usage: Low-stakes documents

2. Advanced Electronic Signature (AES)

Must meet 4 criteria (art. 26 eIDAS):

1. Uniquely linked to the signatory
2. Capable of identifying the signatory
3. Created using data under the signatory's sole control
4. Linked to data in such a way that any modification is detectable

• Evidentiary value: Medium to high
• Usage: Commercial contracts, HR, procurement

3. Advanced Signature with Qualified Certificate

Advanced signature + certificate issued by a qualified Trust Service Provider (TSP).

• Evidentiary value: High
• Usage: Regulated documents

4. Qualified Electronic Signature (QES)

Highest security level:

• Advanced signature
• Qualified certificate
• Qualified Signature Creation Device (QSCD)

Article 25.2 eIDAS: «A qualified electronic signature shall have the equivalent legal effect of a handwritten signature.»

• Evidentiary value: Maximum, incontestable
• Usage: Notarial acts, public procurement, authentic documents

Non-Discrimination Principle

Article 25.1 eIDAS: An electronic signature shall not be denied legal effect solely on the grounds that it is in electronic form.

Burden of Proof

Special Cases

• Public procurement: Advanced signature with qualified certificate minimum
• Notarial acts: Qualified signature mandatory
• Electronic invoices: Advanced signature recommended

Human Resources

• Employment contracts: Advanced signature
• Amendments: Simple to advanced
• Expense reports: Simple signature
• GDPR documents: Advanced signature

Commercial

• Quotes and proposals: Simple signature
• Client contracts: Advanced signature
• Terms & Conditions: Simple signature
• NDA: Advanced signature

Finance

• Invoices: Advanced signature or seal
• Purchase orders: Advanced signature
• Bank transfers: Qualified signature

Legal

• Leases: Advanced signature
• Authentic acts: Qualified signature
• Powers of attorney: Advanced to qualified

Asymmetric Cryptography

Electronic signature is based on a key pair:

1. Private key: Held only by the signer, used to sign
2. Public key: Shareable, used to verify the signature

Signing Process

1. Hashing: Creating a unique fingerprint of the document (SHA-256)
2. Encryption: The fingerprint is encrypted with the signer's private key
3. Association: The encrypted signature is linked to the document

Verification

1. Decrypting the signature with the public key
2. Recalculating the document fingerprint
3. Comparison: If identical, document hasn't been modified

X.509 Certificates

The electronic certificate associates:

• The signer's identity
• Their public key
• The Certificate Authority (CA) signature
• The validity period

Selection Criteria

Recommendations

• 90% of cases: Advanced signature (good security/cost balance)
• Internal documents: Simple signature
• Strategic contracts: Qualified signature
• Legal obligation: Follow applicable regulations

KaliaOps V2 will integrate electronic signature natively:

Planned Features

• Workflow-integrated signing: Contract, change, document validation
• eIDAS levels: Simple, advanced, qualified based on document type
• Certificates: Integration with European TSPs
• Qualified timestamp: Date proof

ITSM/CMDB Use Cases

• Vendor contracts: Signature upon validation
• Critical changes: Signed CAB approval
• Compliance documents: Signed audit trail
• Intervention reports: Technician/client signature

EDM Integration

• Signed documents automatically stored
• Signature verification on opening
• Retention with signature proofs

Discover KaliaOps with our demo or view our pricing.