Every company manages document flows on a daily basis – invoices, contracts, various work orders, applications, confirmations, protocols. In the era of digital transformation, it is recommended to implement these flows with document management systems, thereby automating and streamlining business operations. The leading document and process management company in the Baltics, “DocLogix,” offers its clients various integrated solutions for document management, and now it is the first to provide its clients with the qualified eSeal+ function developed by the Latvian State Radio and Television Centre (LVRTC) within the systems, which is linked to the cloud. It is an innovative electronic sealing tool designed for businesses.
Document management systems provide various capabilities: submitting and collecting documents for the company in a transparent and unified platform, tracking document flow between employees and clients, reminding of contract deadlines or even the amount spent on the contract, and many other solutions. Since documents often need to be legally binding, modern document management systems also integrate signing and sealing capabilities. The goal of these integrations is to ensure convenient and quick signing within the system itself – no longer is it necessary to sign documents separately on another platform and then upload them to the company’s document management system.
“In today’s world, organizations increasingly understand and value employees’ time and seek solutions that make document management and circulation processes as convenient and user-friendly as possible. Efficiency is essential, which is why the integration of various solutions, where identical copies of data are not stored simultaneously in multiple locations or transmitted from one system to another, is gaining wider popularity,” says Žilvinas Kazlauskas, “DocLogix” comapny manager. “We believe that in the future, eSeal will also be widely used, so we are the first to integrate it into our system. Integrating such solutions enhances security and reduces the possibility of errors.”
The electronic sealing tool eSeal+ developed by LVRTC in the cloud is a unique solution in the Baltics, providing entrepreneurs with convenient sealing functions.
“Assessing various business processes, it can be concluded that not always is the signature of the company’s manager or employee necessary in them. However, security and legal certainty are always required. This can be ensured with an organization’s seal in the digital environment – eSeal,” comments Vita Apse, head of the LVRTC eServices department. “The electronic seal confirms the ownership of a document or any other file by the organization, and just like a secure electronic signature, it also certifies that the content of the document has not been altered after sealing. This is particularly important for companies because the documents they sign and other certificates are not always issued to just one person – in many cases, they are received by a completely different recipient. This recipient already understands from the sealed file that the file is sealed by a specific company. If we compare it to a document signed by an employee, the recipient is not necessarily required to verify in the Commercial Register or statutes which person is authorized to sign such documents. Unlike eSignature, eSeal is not linked to a specific person but rather to the company’s registration. This way, the responsibility of legal entities and their employees for the decisions made is preserved, while also protecting their identity. Company management can control which employee has access to the eSeal. It is also important to emphasize: as soon as a document is sealed, every change made to it is stored, and it is immediately possible to check whether, for example, someone has tampered with the data in the issued invoice. Therefore, eSeal will be particularly useful in everyday routines – preparing certificates, invoices, certificates, and many other documents. When we hand over a car for servicing, a phone for warranty repair, receive payment confirmations from a bank, or analyses from a laboratory, it does not matter which employee of the service, bank, or laboratory signs them, as the authenticity of the document and its verifiable link to the company are important. Finally, it must be emphasized that a sealed document has indisputable legal force.”
The electronic sealing tool eSeal+ is cloud-based, providing a guarantee in the digital environment. It can be conveniently managed with qualified tools – the mobile application eSignature mobile and eID card.
Original article: Baltijā inovatīvais apzīmogošanas rīks eZīmogs+ mākonī jau pieejams dokumentu pārvaldības sistēmā “DocLogix” (tvnet.lv)