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Electronic signatures have become an integral part of doing business and handling official matters in the digital age. However, the multitude of available solutions can be overwhelming. What should we follow when choosing an electronic signature to meet our needs and comply with the law?
There are three types of electronic signatures on the market, differing in security level and application:
Before choosing an electronic signature, it is worth considering for what purposes it will be used. If we only need to sign internal company documents, an ordinary signature may be sufficient. However, for signing contracts, invoices or official documents, an advanced or qualified signature is usually required.
Electronic signatures are issued by trust service providers who must meet certain requirements and be included in a list maintained by the Ministry of Digitization https://www.nccert.pl/ Before choosing a supplier, it is worth checking its credibility, experience in the market and the opinions of other users.
When choosing an electronic signature, pay attention to its functionality and ease of use. Is the software intuitive? Does it allow signing of different file formats? Does it offer additional features, such as integration with other systems?
The signature is always associated with a certificate, which can be stored on a cryptographic card or in the cloud. This determines the device on which you can make signatures. And so:
only on computer you can sign documents if you have the certificate stored on the card (you must insert the reader with the card into the USB port),
on a computer and on a mobile device (tablet, smartphone) if your certificate is stored in the cloud.
Choose the solution that is most convenient for you. However, it is always worth considering the possibility in terms of mobility.
Make sure the signature you choose is compatible with the operating systems and programs you use, e.g., payer, e-declarations, e-KRS If you have an Apple computer, then check the feedback on how the signature works with its operating systems.
Check to see if the signature provider offers technical support and assistance in case of problems.
Prices for electronic signatures vary depending on the type of signature, the provider and the length of time for which the signature is issued. Remember that, as a rule, signature issuers on their sites quote a price for the signature itself, that is, for an “empty tool.” To activate the signature you need to get a certificate, which is issued after confirming your identity, and this service is charged extra. It is worth comparing the offers of different providers and choose the one that best suits your needs and budget.
Data security is one of the most important factors to consider when choosing an electronic signature. Make sure the provider uses appropriate security measures, such as data encryption and two-factor authentication. Also check whether the provider has the necessary certifications and complies with the EU regulation eIDAS.
Choosing an electronic signature is an important decision that can affect the efficiency of our work and the security of our data. By following the above tips, we can make an informed choice and enjoy the benefits of digital document signing.
If you have any concerns or questions, please contact us
We'll answer your questions, find a time that works for you, and match you with an advisor at one of our locations throughout Poland.
You can also write an email from us [email protected].
