Electronic signatures and things you may not know!

11/03/2023

Electronic signatures have long been one of the most widely applied technologies worldwide with extremely positive functions and effects. In Vietnam, these technologies are quickly interested and applied by many businesses to keep up with the development of the times. So, what is an electronic signature?

I. What is an electronic signature?

An electronic signature is a method to confirm the integrity and origin of an electronic information. It is similar to a signature on a physical paper, but is applied in an electronic environment. Electronic signatures use encryption methods and cryptographic technologies to create a special form of signature, which is associated with a particular electronic document or information.

Electronic signatures have two main purposes. First, it helps to verify the integrity of electronic information, ensuring that its contents have not been altered during transmission or storage. Second, it confirms the origin of electronic information, allowing identification of the person or organization that created or approved the information.

Digital signatures typically use a public and private key pair. The signature creator uses his private key to generate the signature, while the receiver uses the signature creator's public key to verify the integrity and origin of the electronic information.

Electronic signatures have become an important tool in areas such as electronic transactions, electronic contracts, electronic document management and user authentication on online platforms. It helps to increase security and trust in information exchange and online transactions.

II. Legal value of electronic signature

*Legal value of electronic signatures in accordance with the law*

In Vietnam, electronic signatures have legal validity and are governed by the Law on Digital Signatures 2006 (amended and supplemented in 2020) and related regulations.

According to the Law on Digital Signatures, electronic signatures have the same legal value as signatures on physical documents. This means that electronic signatures are recognized and accepted in transactions, documents and legal processes in Vietnam.

Important provisions and provisions in the Law on Digital Signatures in Vietnam include:

Authentication of electronic signatures: A digital signature must be authenticated to ensure the integrity of the information and its origin. Detailed regulations on the authentication of electronic signatures are specified in legal documents and implementation guidelines.
Authentication agencies: The Law on Digital Signatures regulates agencies that certify digital signatures. This agency is responsible for verifying the validity of electronic signatures and certifying the user's signature.
Protection and storage of electronic signatures: Users of electronic signatures are responsible for protecting their signatures and not allowing unauthorized use by others. Regulations on the storage and protection of electronic signatures are prescribed to ensure the integrity and confidentiality of the signatures.
Proof of legal validity: Electronic signatures have the ability to prove in legal cases. The Law on Digital Signatures provides for proof of the validity and integrity of an electronic signature during the verification process.

However, to ensure the legal validity of electronic signatures in Vietnam, it is necessary to strictly comply with the provisions of the Law on Digital Signatures and related regulations.

III. The benefits of electronic signatures

3.1. Identity verification

A digital signature helps verify the identity of the signer, ensuring that the information is sent from a trusted source. The recipient can check the electronic signature to identify the signer and ensure the integrity of the document.

3.2. Information security

Digital signatures use encryption methods to protect information from unauthorized access and alteration. It ensures that the signed document cannot be changed without detection.

3.3. Anti-tamper data

Electronic signatures are especially difficult to forge, losing the legitimacy of a document. If the document is modified after it is signed, the digital signature will be invalid, thereby helping to detect and prevent data tampering.

3.4. Convenient and flexible

Electronic signatures eliminate the physical need to sign documents on paper. Users can sign and authenticate documents online, remotely, and anywhere with an Internet connection. This creates convenience and flexibility, which saves time and effort.

These benefits have made digital signatures an important tool in the authentication and security of information in electronic transactions, document management and legal processes.

IV. What are the components of an electronic signature?

An electronic signature includes the following components:

4.1. Signature image

This is a digitized image of the signer's signature. The signature image is converted to an electronic format and accompanies the document to represent the signature of the signer.

*What are the components of an electronic signature?*

4.2. Electronic data

Electronic data is the content of a signed document or information. Electronic data can be text, images, PDF files, or any other file type that can be stored and transmitted electronically.

4.3. Information identifying the signer

Signer identifier is information that identifies the signer, including the name, title, email address, phone number, and other information that identifies the signer.

4.4. Signing time

Signing time is information about when the document was signed. Signing time is an important part of determining the authenticity and integrity of a digital signature.

These components uniformly form a digital signature and ensure authenticity, integrity, and the ability to identify the signer during an electronic transaction.

V. Summary of current electronic signatures

5.1. Digital signatures

A digital signature is a type of electronic signature that uses digital encryption to verify the identity and integrity of a document. Digital signatures are typically generated using public/private key and encryption tools. Digital signatures have high security and are widely recognized by law.

*Digital signature is one of the most popular types of electronic signature today*

5.2. Scan signature

A digital signature is a digitized image of a handwritten signature, usually a scan or snapshot of the signature on paper. Scanned signatures do not have high integrity and can be easily edited or copied. However, in some cases, scanned signatures are still acceptable for authentication and transactions.

5.3. Image signature

This is an electronic signature created using image processing technology to convert the signer's signature into a digital image. Image signatures have no integrity and are not encrypted, so can be easily edited. However, it can be used to represent a signer's signature in some cases where high integrity is not required.

Note that, among the above types of electronic signatures, digital signatures are the most widely recognized and have the highest integrity and security.

VI. Distinguish the difference between digital signature and electronic signature

Digital signature and electronic signature are two related concepts but have some important differences. Here are the differences between digital and electronic signatures:

Characteristic:

Digital signature: A form of electronic signature that uses digital encryption technology to authenticate and ensure the integrity of documents. Digital signatures are created using a public and private key pair, and are usually authenticated by a reputable authority.
Electronic signature: A more general concept, including any form of electronic signature to authenticate and record the signer's acceptance or consent. In addition to a digital signature, an electronic signature may also include a scanned signature, an image signature, or other forms of electronic signature.

Technology used:

Digital Signature: Using digital encryption technology, usually public and private key encryption. Digital signature ensures the integrity and high security of the document.
Electronic signatures: Various technologies can be used, including digital signatures, scanned signatures, image signatures or other forms of electronic signature. The technologies used can be diverse and provide varying degrees of security and integrity.

Juridical:

Digital Signature: Widely recognized and legally valid as a signature on paper. Digital signatures are often considered as proof of the signer's acceptance, consent or authentication in online transactions.
Electronic signature: Legal validity depends on the regulations of each country or industry. Several countries and industries have accepted electronic signatures as valid and legally valid.

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Sign directly on digital platforms of enterprises (E-Office, ERP, CRM, HRM, …etc)
Compatible with the document approval process on the enterprise's digital platforms
Sign online, flexibly on many means (Mobile, Tablet, PC, …etc)
70% cost savings (Printing, shipping, waiting time)
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Digitally sign data: PDF, XML, Json, Text, Word, Excel, ..vv

For more details, customers can visit the website https://cmcts.com.vn/ or email: [email protected]