Modules

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.

How is the electronic signature secured?

The electronic signature is protected from the very moment it is created. You protect the signature request with a password, which subsequently also protects the electronic signature itself.

The electronic signature can only be used on devices that you register as secure. On these devices, the system creates an encrypted data vault to which only you have access. In this vault, you store the password for the certificate.

In order to sign a record or a PDF document, you must unlock the vault. This makes the password required to use the signature available. Because the access password is stored encrypted in your vault, no one else can access it.

Strong AES 512 encryption is used to encrypt the vault.

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 is it possible to sign on a mobile phone?

Mobile phones do not normally support electronic signing. AyMINE inserts the signature into the system directly. It uses your internal, commercial, or qualified electronic signature that you upload to the system.

You typically upload the signature on a computer, or the system administration ensures its upload, but even in that case the signature is still protected by a password you set, without which it cannot be used.

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.