The electronic signature has become an essential practice in the daily management of organizations, and the training sector is no exception. But a key question remains: are all electronic signatures equal? Does the signature you use to validate a simple acknowledgment of receipt have the samelegal valuethan the one affixed to a training agreement committing thousands of euros? The answer is no.
Lack of clarity about different security levels can expose training organizations to risks in the event of a dispute. Fortunately, theeIDAS regulationbrought order to this universe. This article aims to demystify the three levels of signature –simple, advanced, And qualified– and provide you with a practical guide to choosing the right level for eachtraining documentthat you manage.
The eIDAS regulation, the trust framework for electronic signatures in Europe
To understand the different levels of signature, you must first know the framework that defines them: theeIDAS regulation(Electronic Identification And Trust Services). This is the European regulation that harmonizes and standardizes the rules on electronic identification and trust services within the European Union. It is this text that provides a basislegalclear and solid to theelectronic signatureIts founding principle is that of non-discrimination: a document cannot be refused in court solely on the grounds that it is in electronic format. To guarantee security and trust, this regulation has defined three increasing levels of reliability for theelectronic signature.
Understanding the 3 levels of electronic signature
Each level corresponds to an increasingly strict degree of security and signatory identification requirements.
Simple electronic signature (SES): the most common
The Simple Electronic Signatureis the first and most widespread level. It does not impose strict regulatory requirements on the method of verifying the signer’s identity. The action of checking an “I accept” box, drawing one’s signature on a screen or validating it via an email link is a perfect example.example. on legal valuethen relies entirely on the quality of theevidence fileprovided by the signature platform, which must trace the entire process (IP addresses, timestamps of actions, etc.). It is ideal for documents with low legal implications, such as the validation of internal regulations or a simple quote.
Advanced Electronic Signature (SEA): the perfect balance between security and simplicity
The Advanced Electronic Signatureoffers a significantly higher level of security and recognition. To be considered “advanced,” it must meet four strict criteria: be uniquely linked to the signatory, allow them to be formally identified, be created via means under their exclusive control (such as their mobile phone), and guarantee that thedocumenthas not been modified aftersignature.
It therefore requires a more robust identity verification process, most often via a one-time code sent by SMS. This is the standard for the majority of commercial contracts and is perfectly suited totraining agreements, apprenticeship contracts and other binding documents.
The qualified electronic signature (SEQ): the strict equivalent of the handwritten signature
The Qualified Electronic Signatureis the maximum level of security. It is an advanced signature, but it also relies on a qualified certificate issued after a very rigorous identity verification (often face-to-face or via a validated video process) and is created using a specific signature creation device. Its status is special: it is legally the strict equivalent of a handwritten signature throughout the European Union. Due to its complexity and cost, it is reserved for very high-stakes acts, such as notarial deeds or responses to certainpublic markets, and is rarely necessary for the day-to-day needs of atraining organization.
The practical guide: what level of signature for which training document?
Choosing the right signature level therefore depends on the level of risk and the importance of the document.
For yourtraining agreements, contracts with companies or OPCOs, and apprenticeship contracts, theAdvanced Electronic Signature (SEA)is the most recommended. It provides thelegal certaintythe most robust for these documents which financially commit your organization.
For yourdigital attendance sheets, the Simple Electronic Signature (SES)is the most suitable and largely sufficient. Its validity is reinforced by a bundle of evidence collected by the tool (precise timestamp, IP address, connection logs, etc.), which makes it completely reliable for monitoring attendance.
For yourtraining completion certificatesand certificates of completion, the signature of thebody(often that of the director) can be levelSimpleorAdvanceto guarantee the authenticity and integrity of thedocument that you deliver.
Finally, for internal documents such as internal regulations or an IT charter, theHISis perfectly appropriate to attest to the reading and acceptance by theinternor the employee.
How does Edusign guarantee the security and compliance of your signatures?
The solution of electronic signature Edusign was designed in totalcompliance with the eIDAS regulation, to guarantee the legality and security of all your signatures. One of the pillars of our solution is the systematic generation of aevidence filecomplete and tamper-proof for each signature, even a simple one. This document, which is a true audit log, traces each step of the process and gives maximum probative force to your documents in the event of a dispute.
By integrating simple and robust identity verification mechanisms such as one-time code (OTP) by email or SMS, our solution offers a level of security that is close to theadvanced signature, thus providing the perfect balance between ease of use and security for all yourtraining documents.
Conclusion: Sign with confidence by choosing the right level of security
Choosing the right level ofelectronic signatureis not a mere technical detail, but a strategic decision that contributes to risk management andcomplianceof yourtraining organization. For the vast majority of your needs, a balance between theSimple Electronic Signature, when enriched with a solidevidence file, and theAdvanced Electronic Signaturefor your most engaging contracts, is the winning combination. Understanding these levels allows you to digitize your processes with confidence, with the certainty of thelegal valueof your documents.
Ensure compliance and security for all your signed documents. Discover the solutionelectronic signatureEdusign, designed for training professionals and compliant with regulationseIDAS.
