DIGITAL SIGNATURES

WHAT ARE THEY?

Digital signatures can be regarded as one’s ‘fingerprints’ used digitally through computers and other devices. In the form of a coded and distinct identity, the digital signature links an endorsing person with a digitally recorded document or a transaction. These signatures are based on Public Key Infrastructure (PKI) –a universally recognized protocol, which ensures the security and protection of the person and reliability of the document, transaction or the application. Like documents with handwritten signatures, digital signatures are regarded as equally binding in many countries, such as the United States. Digital signing is basically developed on the same fundamental techniques as in encoding or encryption. However, its main purpose is to determine the proprietorship of a document, transaction or application rather than preventing their access.

HOW DO THEY WORK?

Similar to conventional signatures under the hand, the digital signatures are unique to each signer. Digital signature designers use PKI where the designer write an algorithm to produce two sets of distinct numerical characters, called keys; one being the public key and other, the private.

When a user wishes to electronically sign a document, his digital signature is formulated through his secure private key processed in algorithmic process to match the data (or hash) of the document and encrypting it. The encrypted data generated as a result is what we know as digital signature. The signature also incorporates the time of signing of the document. Any change in the document after that, would make the digital signature lose its validity.

Digital signature is the digital comparable of a handwritten signature or a stamp, but it features much more in-built secure characteristics. Digital signatures were developed with the added aim of addressing the concerns of alterations and impostures during communication in digital world. Digital signatures are also embedded with information on source and status of electronic documents, transactions or messages. These are also used to acknowledge and give free-will consent.

An application signature is a tool used for security of shared application comprising of a common pattern within the application or task. Applications protected with same application signature will share the same license information on remote computers. Application signatures from the security world are readily recognizable, where people research worms, viruses, malicious applications or network attacks.

Using application signature means identifying applications running on a remote target host. It enables such tasks as installation of updates without entering activation code again or sharing of license information among a group of applications which can be activated with single activation code used by all. Theoretically, each application has distinct features that distinguish it from other; all such traits collectively form the signature of the application.

Application Connectivity Monitor uses signatures to identify and categorize applications in the controlled manner employing many pre-set encrypted codes, with the flexibility for the user to develop and add additional signatures.

ANDROID APP SIGNING

To develop an app and run it on Android, a developer has to endorse the app which is a pre-requisite for the app’s availability on Play Store. All apps come with certificates digitally signed by their authors, enabling them to be installed on Android-base devices.

The purpose of protecting the Android app with a certificate generated through a private digital key is to produce a secure signature which is fairly expected to be protected from hacking. As such, this would confirm the authenticity of the app and its source.

An industry-leader in mobile business operations and communications has enumerated the challenges and problems that electronic signatures solve:

1.TIME-SAVING AND EFFICIENCY

As compared to handwritten signature, digital signatures conserve time and increase efficiency by permitting the signing of the documents with just a few taps before sending or distributing that document. In a human resources function, for example, e-signing of a contract makes it possible to formalize a contract in no time when necessary to do so remotely.

Collecting conventional signatures can be a daunting task sometimes, which may impact efficiency parameters. The alternate solution of going for electronic signatures can avoid the cumbersome download-print-sign-scan-email process. Opting for digital signature can result in a visible decrease in response time.

In an organized and well-documented business environment, extensive procedures requiring signing of many documents as token of approval, by varying degree of concerned authorized persons, is a routine. The time required for circulating and signing documents directly affects the manner of implementation of a decision or a process. eSignatures can help in speedily going through these formal procedures.

2. COST EFFECTIVENESS

A study carried out recently shows that the use of eSignature, if used through Web application, can bring favourable impact of around $75,000 a year on operating costs and if used through API integration, the same impact can go up to $83,100 (assuming 500 documents signed by 2 signers per document in a month). The costs associated signing and countersigning of contracts and documents, such as travel or transportation, paper, and other costs can also be reduced when eSignatures are opted.

3. EASY MONITORING

Electronic Signatures allows for efficient tracking of progress in signing of files and contracts in real-time. Also, with digital certificate, it is easier to trace each alteration or amendment carried out in original document.

4. EASE OF ACCESS TO THE SIGNER

eSigntures provide the options of 3 security levels in accordance with the level of confidentiality or criticality. The levels of security are: standard (declared identification), advanced (identity of the signatory is linked to the signature) and qualified (requiring that the signer first gets verified with a trusted third-party service provider). This would ensure that confidential documents cannot be accessed by wrong persons.

HISTORY OF ELECTRONIC SIGNATURES

Electronic signatures or eSignatures can be described as “a computer-based electronic process that signifies the acknowledging of an agreement, record or transaction”. Not like digital signatures that employs a certification of an ID, eSignatures use a single authorization factor such as personalized variables including passwords, PINS or Social Security or ID numbers to verify identity. Proof of signing is achieved using an audit trail function embedded within each digital page.

Digital signature technology has existed since the start of the new millennium. In 2000, the United States passed the Electronic Signatures in Global and National Commerce Act (ESIGN) which established that e-signatures share the validity of an ink signature and are an acceptable method for document execution in every U.S. state and territory.

INTRODUCING ESIGNATURE IN BUSINESS

With a sea change in the way technology affects our lives, it is the part of our faintest memories how things were 20-25 years back when signing of documents through digital means was unthinkable. Forward 20 years, eSignatures are considered a great innovation in technological world.

OLD PROBLEMS. NEW TECH

Electronic signatures have now become indispensable for smooth workflow. For a richer and more secure user experience, the federal government in US has passed a law some years back which is known as “The 21st Century Integrated Digital Experience Act.” This law advises all concerned “to modernize websites, forms, and processes for improved user experience and compliance with legal standards.” The law also includes a plan to speed up the use of e-signatures. The Electronic Signatures in Global and National Commerce Act is responsible for monitoring these activities.

In days gone by, new hires were asked to fill out employment documents with an ink pen and in person. The paperwork was securely stored in filing cabinets. Logistically, this method is costly both in terms of the time it takes to access the documents whenever needed and also heavy on budget because storing documents costs a lot. With the introduction of e-signature, the hiring staff have a seamless experience while accessing records of new hires.

CHALLENGING TASK

People normally resist change for they fear a worse situation after the change. Technology aggravates this mindset. For businesses all across the world, it is an uphill task to implement new technology. People are prone to thinking that they will find it difficult to learn new software and adapting to it is more of a challenge. The problem of learning and adopting consume time and some team members can find it inconvenient. The challenge is to convince the employees that technology will improve their work. The CISO and business leaders would do well if they choose to educate their employees and convince their staff that new technology will further improve their performance.

TECHNOLOGY SNAGS

Technology has its downsides. It will never deliver 100% of the time. E-signature tech is no different.

Perhaps the best attribute of e-signature is remote experience. Now office workers can complete documentation even if they are far apart. They do not have to peruse the documents closely for which they may have to wait for their arrival. Now, documents can travel from one place to another in a jiffy. And their authenticity is not questionable either—thanks to e-signatures. But, some times, web browsers and smart devices pose problems of display which are a hindrance in smooth operation. App stores now have an array of mobile applications for downloading. These can solve some issues discussed above. Best practices have also been streamlined for e-signatures’ use which eliminate or reduce the snags to a great extent.

The integration of e-signature in businesses everywhere is a promising development. Snags and difficulties appear in the beginning, and people take time to adapt to change and accept new technological gadgets.

But once they get used to that, the technology offers ease and great convenience. It allows people to perform trivial but necessary tasks with efficiency and focus attention on more imaginative pursuits which require more time, more energy and freedom from perfunctory tasks.