How to replace paper-based signature processes with electronic signatures

Digitising paper-based processes: where to start?

In many organisations, documents are created digitally but become paper-based as soon as they need to be approved or signed. A contract is prepared digitally, printed, signed by hand, potentially sent by post, scanned and ultimately archived in digital format again.

Electronic signatures eliminate this break in the digital process, allowing the document to remain digital throughout its entire lifecycle.

Digitisation therefore improves the entire document lifecycle rather than focusing solely on the moment a signature is applied.

As explained in DeepSign’s article on the benefits of digital signatures for businesses, eliminating manual steps can reduce processing times, administrative costs and paper consumption.

How to move from paper to electronic signatures without changing everything at once

One of the main barriers to digitisation is the assumption that software, procedures and business systems all need to be replaced at the same time.

In practice, a gradual approach is often more effective.

1. Identify a simple, frequently used paper-based process

The first step is to identify a frequently used process involving repetitive manual tasks. DeepSign customer use cases show that organisations can start with very different processes: Migros Ostschweiz and PHBern, for example, have digitised the signing of employment contracts, while the City of Illnau-Effretikon uses DeepSign to digitally sign contracts and official orders. Other public administrations use it for documents such as minutes, applications and resolutions.

Starting with a specific use case makes it possible to introduce electronic signatures without immediately changing the entire infrastructure and to extend them to other processes over time.

2. Choose the appropriate signature level

Not every document requires the same level of electronic signature.

Switzerland recognises different levels of electronic signature, and the appropriate choice depends on the document, applicable formal requirements and the level of evidence required. A scanned copy of a document signed by hand is not necessarily equivalent to the signed original and may not meet the applicable formal requirements. Where written form is required, a qualified electronic signature (QES), subject to the conditions set out in Art. 14 para. 2bis of the Swiss Code of Obligations, is equivalent to a handwritten signature.

Before digitising a process, it is therefore important to establish which signature level is appropriate for the documents involved. For more information on the differences, see DeepSign’s guide to advanced and qualified electronic signatures.

3. Digitise first, integrate later

As a first step, printing, handwritten signatures, scanning and postal delivery can be replaced with an electronic process while leaving the rest of the existing workflow largely unchanged.

Once the new process is established, electronic signatures can be connected to the business systems used to create, manage and archive documents. This allows digitisation to progress gradually, without requiring a complete transformation from the outset.

What should an electronic signature solution offer when digitising paper-based processes?

For an organisation that still relies heavily on paper, it is important to choose a solution that makes the initial transition to electronic signatures straightforward and can support subsequent stages of digitisation.

Key capabilities to consider include:

• ease of adoption, allowing organisations to get started without a complex IT project
• different signature levels and digital identification methods, depending on the document and applicable requirements
• traceability, to monitor document status and manage multiple signatories
• desktop and mobile access, allowing documents to be signed remotely
• integration with existing systems, such as DMS, ERP, CRM and specialised applications
• APIs and automation capabilities, to expand digital workflows at a later stage
• security, data protection and compliance, aligned with the organisation’s operating environment

These capabilities allow electronic signatures to be introduced into existing processes and, over time, extended to new workflows, systems and levels of automation.

From digitisation to automation: the role of APIs

Eliminating paper is the first step. Once a process is digital, manual work can be reduced further by connecting electronic signatures to business systems.

APIs allow applications to communicate directly with an electronic signature platform. For example, a contract can be generated in a CRM, automatically sent to the relevant signatories and, once signed, archived and recorded back in the system without having to transfer the document manually between different applications.

For this reason, even an organisation whose immediate goal is simply to eliminate printing and scanning should check whether the chosen solution provides APIs and integration capabilities. They may not be necessary during the initial phase, but can become increasingly important as more processes are digitised.

DeepSign provides APIs for integrating electronic signatures into business applications and workflows, in addition to integrations already available for a range of systems.

Efficiency and sustainability: which benefits can be measured?

Digitising paper-based processes can reduce the time needed to obtain a signature as well as the administrative work involved in handling physical documents.

Results can be measured by comparing indicators before and after digitisation, such as:

• average time between sending and signing;
• number of manual steps per document;
• amount of paper used;
• number of postal deliveries.

These indicators can also help assess the environmental impact of the transition. An electronic signature does not automatically result in a specific reduction in CO₂ emissions: the actual impact depends on the process being replaced. Reducing or eliminating printing, paper, postal deliveries and physical archiving can, however, directly reduce the resources used in document management.

What to consider in Swiss public administration

The principles described so far apply to both private companies and public-sector organisations. In Swiss public administration, however, digitising certain procedures may require specific consideration of the legal framework, data protection, signatory identification and integration with existing administrative systems.

Alongside electronic signatures, electronic seals are particularly relevant for public-sector organisations. While a signature is associated with a natural person, a seal can confirm that a document originates from a specific organisation and ensure its integrity. It is therefore particularly suitable for documents issued by public authorities, such as certificates, communications, decisions, minutes or authorisations.

In Switzerland, more than 200 cities and municipalities already use digital seals for certificates and communications, including Zurich, Zug, Thun, Basel, Illnau-Effretikon, Orpund, Küsnacht and Rafz. The City of Zurich, for example, uses DeepSign to sign contracts and legal documents, as well as electronic seals in its accounts payable workflow and archiving processes. Customised seals for individual offices also ensure the origin and integrity of documents, allowing millions of documents to be sealed and archived.

DeepSign is a Swiss solution that supports simple, advanced and qualified electronic signatures, as well as electronic seals. It is also already integrated into solutions used by the Swiss public sector, including Abacus, innosolv and CMI, enabling public administrations to introduce electronic signatures and seals directly into their existing systems and processes.

Checklist for choosing an electronic signature solution

Before choosing a solution, it is useful to consider a few key questions:

• Does it support the required signature levels and identification methods?
• Does it meet the applicable security, data protection and compliance requirements?
• Does it integrate with existing systems such as DMS, ERP and CRM?
• Does it provide APIs for process automation?
• Can it be introduced gradually and extended to other use cases?
• Does it allow processes to be monitored and the benefits of digitisation to be measured?

The goal is to choose a solution that meets current needs while supporting the future development of digital processes.

Conclusion: from paper to truly digital processes

The transition from paper to electronic signatures can happen gradually, starting with the most suitable workflows and progressively reducing printing, scanning and postal deliveries. The results achieved can then guide the expansion of digitisation to other processes.

With this in mind, it is useful to choose a platform that can support the subsequent stages of the journey. Different signature levels, integrations with existing systems and API availability make it possible to move towards increasingly integrated and automated workflows.

Electronic signatures therefore become part of a broader digitisation journey, simplifying day-to-day document management and creating the conditions for processes to become progressively more efficient and automated.