Today, every industry, every sector needs to adapt to the latest digital trends. While the private sector is almost always one step ahead from the public sector in terms of embracing the latest technological advancements, still governments and local institutions need to follow the trend and make changes in their processes to maximize efficiency and ensure that the citizens’ data are secured. On a daily basis, governments and local authorities process massive amounts of documents, contracts, receipts, legal forms, etc., which all go through the same process-being approved, printed, signed, scanned, stored, sent. This costs money, time, space, and maintenance.
This is why the electronic signature is no longer a ‘nice to have’ tool. It is a ‘must-have’ mechanism that allows governments to become agile, efficient, more responsive, more transparent, and ultimately digitally transformed. There are several reasons why governments and local institutions need to adopt the e-signature:
Save time and money resources on processes – When governments implement the e-signature, considerable amounts of money are saved, which come as a result of reduction of paper usage, ink, shipping, maintenance, etc. Also, in terms of time consumption, the traditional paper-based signature, a lot of time is wasted performing processes which with e-signature take several seconds. When a certain signed document has to be flown to the other continent for approval, which usually minimum 10 days, now can be done within minutes.
Enhance the responsiveness and efficiency – Given the government’s daily processes with loads of data processing, there is a lack of responsiveness in terms of on-time service delivery. Investments in e-signature can help governments not only improve their responsiveness but also enhance their efficiency by allowing citizens and employees to review and sign documents at their convenience.
Security mechanisms – It is evident that quite some governmental documents are confidential and of high importance. With e-signature, the documents are attached with a security and authentication encryption which is almost impossible to break.
Environmental protection – The government should have a leading role in conserving the environment. E-signature implementation ensures that there is definitely a reduced usage of paper and other printing materials that hard and endanger the environment.
It is indisputable that the e-signature can have a transformational effect on the public sector institutions. However, certain criteria need to be considered before choosing the right e-signature solution. First of all, governments should focus on selecting a mechanism that enables easy access and a highly mobile solution for its users. Granted, governments should not only implement a system which cuts their costs, but also one that is user-friendly and not complex, always having in mind that e-signature is there to make the lives of citizens easier. Secondly, it’s the security of data. Nowadays, information security is one of the most important matters of every organization. Some argue that there is a direct link between paperless documents and data breach, however, it is up to governments to conduct their due diligence and find the best provider that offers flexibility and secure data deployment.
Overall, the e-signature can help the government address some of their main paper-related challenges. With its implementation, governments not only increase their efficiency but also reallocate their resources to offer more and better services. ECIKS specializes in helping top-level decision-makers in the economy, public sector, and politics to constantly seek for solutions. Our experts have extensive knowledge and expertise in e-signature application. To find out more, get in touch with our team.
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