The 5 reasons why HR needs to use digital signature

In recent months, companies have been forced to digitise their processes as a result of the pandemic. This change has been reflected, among other areas, in HR. Until then, recruitment and other employment procedures were carried out face-to-face. However, this way of working has been interrupted and, for the time being, there is no end.

Faced with this situation, professionals have seen an opportunity in digital signature as it allows them to speed up contracting processes, optimising their time and ensuring that the signed documents are fully legally valid.

The digitisation of HR

Technology offers the possibility of automating the work of professionals in charge of labour relations with their employees. In the case of the digital signature, it is an opportunity to optimise their work, reducing the time spent on administrative tasks with little value and focusing their efforts on issues that really require it.

This is the case, for example, in recruitment processes. With the digital signature we offer the candidate the convenience of signing documents at any time, and from any device. This will increase their level of satisfaction with the company and their commitment to it. Thus, we must not forget that the differentiation of a company is promoted, among other factors, by the ability to attract and retain talent.

Process optimisation

In companies, a multitude of employee-related tasks are performed daily, which in many cases require the signing of documents. Having an electronic signature makes it possible to optimise these tasks throughout the employee’s life cycle. That is, from the moment an employee is hired until the end of his or her activity in the company.

• Recruitment and on-boarding: Different departments may be involved in the recruitment process. This can lengthen the process and, as a result, there are candidates who end up rejecting the offer. At this point, the digital signature can reduce management times, speed up new hires, the signing of employment contracts, confidentiality agreements, occupational risk prevention, etc.
• After the incorporation: Salaries, teleworking agreements, contract extensions, holiday agreements, leave of absence, severance payments and/or documentation relating to the termination of the contract. These are some of the most frequent procedures that are handled by HR and which often require the employee to be chased to sign the document.

Why use the digital signature?

As we have seen, digital signatures have many advantages for HR professionals. These are the main reasons why a company needs to digitise the relationship with its employees:

1. Agility in signing: signed contracts are collected in just a few minutes, increasing employee productivity.
2. Cost reduction: remote signature reduces the costs associated with traditional paper-based signatures (purchase and maintenance of printers, paper, ink cartridges and subsequent archiving of documents).
3. Environment: In addition to saving resources, the reduction in the use of paper contributes to the care of the environment, positively affecting the image transmitted to the organisation’s internal and external users.
4. Legal: Digital signatures have the same or greater legal validity as paper signatures, and are backed by the eIDAS regulation. Thus, it includes the types of signature (simple, advanced and qualified signature) accepted and recognised by EU members.
5. Segurity: remote signature allows the collection of electronic evidence during the signing process that guarantees the integrity of the signed document and the signatures collected.