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Collaboration Portal for Digitally Signed Documents – A Digital Transformation Tool

23. August 2019

Digital transformation is undoubtedly a key factor in the growth of any organization, regardless of the industry vertical to which it belongs, the size, traffic or region in which it operates. If you want to be competitive, efficient and always one step ahead of the competition, much of your planning and strategy is about digitizing your business. What may remain unclear are concrete steps and guidelines that an organization needs to take to successfully digitize.

First, let’s look at the way we do business in relation to what we want to achieve, ie where we want to be. Every organization has a number of business processes that involves exchange of documents. It can be internal (within the organization itself) or external (between the organization and its clients / customers). The exchange of documents (approvals, decisions, contracts) is mostly physical in nature, where each process depends on the location and presence of those responsible. Additional complications of the process occur / The process gets additionally complicated when the following occurs: creating of documents by different organizational units, multiple points of distribution, returning documents for correction, not to mention the possibility of losing track of documents or documents remaining “buried” somewhere.

In European countries, visionary companies on the wings of digitalization have been achieving their goals for years – higher profits and better competitive market positioning, so it is logical to consider their model and experience. European standards and laws have enabled organizations to use digital signatures, verification, electronic identification, collaboration, digital archives… EU regulation eIDAS (electronic IDentification Authentication and trust Services) has become a norm but also a key milestone for interoperability, secure online business and digital collaboration.

Serbia has taken a major step forward in adopting the Law on Electronic Document, Electronic Identification and Trust Services in Electronic Business, as well as accompanying by-laws that are still being actively worked on to bring national legislation in line with European regulations and standards. All that leads to secure e-commerce, better communication both within the company and with external entities. With a defined legal framework, organizations need to become initiative-bearers and take concrete steps on their digital journey.

 

Every change comes from within

 Digital transformation replaced paper documents with electronic ones, and physical processes with digital and automated ones. According to the Law on Electronic Document, Electronic Identification and Trust Services in Electronic Business and its by-laws, a digitally signed document has the same legal value as a paper document. This allows companies to consider each digitally signed document, either for internal use or for communication with partners/clients, to be an original electronic document.

Enetel Solutions and its partners have accelerated and facilitated the process of digitizing their clients’ businesses with a set of products created on the principle of independent building blocks. Signing Portal is one of the “blocks” created to tackle the challenges mentioned above by giving users complete control over document signing and collaboration. Users are given the opportunity to create themselves a set of documents, authorized signatories, and their assistants if necessary, as well as the flow by which an electronic document reaches its final version of approval, and finally gets archived. The solution, in addition to being fully eIDAS compliant and adapted to national legislation, is easy to implement and use.

And as Satya Nadella (Microsoft CEO) said, “It is not necessary to reinvent the wheel, but it needs to be embraced quickly, because the society that uses new tools will move faster and be more productive.”

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