With the increasing risks of fraud, theft, and counterfeiting, businesses must ensure the authenticity and integrity of their critical documents and data. In this context, electronic seals play a pivotal role by guaranteeing the authenticity and integrity of digital documents. Often referred to as an electronic corporate seal or electronic company seal, this technology helps organisations protect their documents and streamline authentication processes.
In this article, you will discover what an electronic seal is, how it works, and why it can be a game-changer for businesses.
Summary
What is an electronic seal?
As defined by the european eIDAS regulation (electronic identification, authentication and trust services), an electronic seal is a digital security mechanism that ensures the origin and integrity of a document issued by a legal entity, such as a business. Unlike an electronic signature, which authenticates an individual, an electronic seal certifies that the document originates from the organisation.
This security measure ensures that a document has not been altered since its creation and confirms that it was indeed issued by the entity in question.
What are the different levels of electronic seals?
The eIDAS regulation distinguishes three levels of electronic seals: simple, advanced, and qualified. Each level is designed for different use cases, depending on the sensitivity of the documents and the associated risks. For situations requiring enhanced security, an additional level—”Advanced seal with qualified certificate”—is also available. The choice of seal level should be based on the importance of the documents and the regulatory constraints of specific industries.
Simple electronic seal
This is the basic level of protection, relying on straightforward identification procedures. It provides initial authentication and is ideal for securing digital documents that require minimal protection.
Advanced electronic seal
With stricter identification requirements, the advanced seal offers a higher level of security. It is suitable for more significant documents, such as commercial contracts or agreements between companies. It ensures better traceability and guarantees the document’s origin.
Qualified electronic seal
The most secure option, the qualified seal, offers the highest level of protection recognised by the eIDAS regulation. Backed by advanced cryptographic methods and robust identification processes, it ensures maximum integrity for sensitive documents. Legally, it provides a presumption of authenticity and integrity, making it ideal for regulated contexts such as e-invoicing.
Each level caters to the varying security and flexibility needs of businesses, depending on the regulatory and operational context.
How do electronic seals work?
Electronic seals rely on advanced cryptographic systems to secure and authenticate documents. When a document is sealed, an algorithm generates a unique code (SHA256) based on the document’s content and the organisation’s identity. This cryptographic signature is embedded into the document as a seal.
If the document is altered in any way, the seal becomes invalid, alerting recipients to potential unauthorised modifications.
Key steps in the electronic sealing process:
Steps 1 and 2 are prerequisites for the electronic seal process.
Selection of seal type
Depending on the required security and trust level, businesses can choose from the following types of electronic seal:
- Simple seal: basic security
- Advanced seal: guarantees data integrity and origin
- Qualified seal: highest security level, legally equivalent to a handwritten signature
Choice of electronic certificate
To apply a seal, businesses use a qualified electronic certificate issued by a recognised Trusted Service Provider (TSP). This certificate contains critical information such as the organisation’s name and unique identifier.
Evidency offers the flexibility to use your own certificate or utilise Evidency’s certificate for sealing. These certificates have a limited validity period, so businesses must plan renewals to avoid disruptions.
Document reception
The organisation receives the document to be authenticated—this could include contracts, invoices, purchase orders, or any other type of digital document.
Application of the electronic seal
Using a cryptographic algorithm, the document’s content and the organisation’s identity generate a unique code—a digital fingerprint (SHA256). This code is then integrated into the document as an electronic seal.
Validation and verification by the recipient
Once sealed, the document guarantees authenticity and integrity. If the document is altered after sealing, the unique code will no longer match, rendering the seal invalid and alerting recipients to unauthorised modifications.
Benefits of electronic seals for businesses
The electronic seal offers numerous benefits to businesses, particularly in terms of security, compliance, and operational efficiency.
1. Enhanced security
Electronic seals protect the integrity of digital documents, making it challenging for third parties to tamper with a sealed document undetected. This level of security is crucial for confidential materials like contracts, invoices, and certificates.
2. Regulatory compliance
Using electronic seals helps businesses comply with standards such as the eIDAS regulation, ensuring legal recognition of documents across the european union.
3. Efficiency and time savings
Electronic seals automate document authentication, eliminating the need for manual verification. This streamlines workflows and reduces paperwork, which is especially beneficial for businesses managing large volumes of documents.
4. Improved brand image and reliability
Employing advanced digital proof solutions such as electronic seals enhances an organisation’s reputation for reliability and professionalism. Clients, partners, and suppliers value collaboration with a company that ensures traceability, integrity, and authenticity in digital transactions.
Evidency’s electronic seal solution
Evidency offers an electronic seal service designed for ease of use, flexibility, and robust security. With an API, Evidency’s seal seamlessly integrates into workflows, ensuring document authenticity effortlessly.
Fully compliant with the eIDAS regulation, Evidency’s service includes qualified timestamps, further boosting trust. Its clear, volume-based pricing is suitable for businesses handling high transaction volumes. Evidency’s solution adapts to your specific needs, regardless of your industry or requirements.
Conclusion
Electronic seals are becoming an essential tool for businesses aiming to enhance the integrity and authenticity of their digital documents while adhering to regulatory standards. They provide legal weight, demonstrate that documents have not been tampered with, and strengthen evidence in cases of disputes or challenges regarding a document’s origin or identity.
In an increasingly digital professional landscape, electronic seals are indispensable for businesses striving to build trust with clients and partners while remaining competitive.
Disclaimer
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