Electronic signing even on mobile

AyMINE allows you to electronically sign documents and records directly in the system, both on a computer and on a mobile phone

An electronic signature is the foundation of reliable communication

To confirm the authenticity of a document, a commercial or qualified signature or seal is used. The electronic signature is stored in such a way that only you can use it and it is protected by a password known only to you personally.

An electronic seal is stored on the server and its use is governed by processes in the system. Together with the use of the seal, a log is created of who used it and when, so all uses are archived. The standard archive period (2 years) can be extended as needed.

AyMINE allows you to sign records directly from a mobile phone or tablet. You must have the mobile device registered as secure; then it can contain a data vault.

When a document arrives for signature, you view it in PDF form on your phone and by selecting approve and sign, you are offered the option to add your electronic signature. The system will request the password from your vault (which you must unlock) and then add the electronic signature to the document.

How to start using electronic signatures?

An electronic signature that is valid throughout Europe can be issued to you by an organization that is authorized to do so (in the Czech Republic, the best-known are PostSignum or I.CA, but other companies are also emerging). The signature must be purchased.

If you have no experience with signatures, or you need signatures for a larger number of people, you can use the automated AyMINE service:

• Each user enters their own password for the certificate request. The password is stored in the data vault and the user must grant one-time access to it.
• AyMINE generates certificate requests using the user’s password.
• AyMINE receives the certificates and makes them available to users. Without the user’s password they cannot be used, so they remain secure.

Electronic signature or seal?

An electronic signature confirms that a record was signed by a specific user. In contrast, an electronic seal confirms that a document was created by a specific organization.

Details about electronic signatures and seals and their use for signing records are described on this page.

Electronic signature in records management

AyMINE integrates electronic signing into all processes. It is also integrated within records management.

What benefits does an integrated electronic signature bring?

• You have the assurance that all signed documents are archived
• You significantly simplify work for people
• You can ensure mandatory co-signing – a document signed by one employee will be sent for countersignature to another.
• You know that no employee will misuse a signature outside permitted procedures or even after leaving the company.

Where are an electronic signature or seal useful?

You should never send legally binding documents in their final form without an appropriate way to verify that the document comes directly from you.

• Always electronically sign invoices and instruct your customers that only invoices with your signature or company seal are valid
• Always deliver binding offers or price lists electronically signed. You will avoid the risk of a customer claiming they received an offer that you did not provide
• Important company decisions should always be signed by managing directors, the board of directors, or authorized officers. This gives employees confidence that the document is truly valid. Conversely, an electronic signature creates certainty of responsibility for decisions. Owners or supervisory boards should also insist on signatures from managing directors.