Why are public sector organisations switching to digital signatures?
From faster approvals to lower administrative costs, digital signatures are helping government bodies modernise everyday processes.
Real-world assumptions from public administration
For our comparison, we rely on concrete assumptions that reflect everyday work in the public sector. We base our model on a straightforward signature process involving an external party invited to sign. The calculation is based on the median gross salary of an employee in Switzerland: according to the Federal Statistical Office, this was CHF 7,092 per month in 2024. Given a 42-hour workweek and including additional employer costs, this corresponds to a per-minute rate of approximately CHF 0.84 – for simplicity, we use CHF 0.80 per minute in our calculations.
| Handwritten signature | Digital signature | |
| Cost per document | CHF 10.00 – 14.00 | CHF 2.00 – 5.00 |
| Time required | 10 – 15 minutes | Less than 5 minutes |
| Postage | Yes | No |
| Document storage | Physical / Digital | Digital |
| Process | Media discontinuities | End-to-end digital |
The handwritten signature process
In practice, a handwritten signature involves several steps – it’s not just about signing the document. We’ve based our calculation on the following steps and time estimates:
| Printing the document | 1 min |
| Preparing and sending it to the recipient | 3 min |
| Reviewing and scanning the document | 3 min |
| Archiving (physical or digital) | 3 min |
| Total time | 10 min, which equates to labour costs of CHF 8.00 |
| In addition: | |
| Printing costs | CHF 0.30 |
| Postage costs (round trip) | CHF 2.40 |
| Total cost per document with handwritten signature | CHF 10.70 |
The digital process: Fast, simple, cost-effective
In contrast, digital signatures – specifically qualified electronic signatures (QES) – are largely automated and fully digital:
| Required time | 2 min, which equates to labour costs of CHF 1.60 |
| Cost of the QES | CHF 1.10 – 1.80 |
| Total cost | CHF 3.00 |
What does this mean for the public sector?
The savings are significant: CHF 7.70 per document, along with simpler processes. Given the volume of documents signed annually in public administration, this presents huge potential:
- Reduced administrative workload
- Shorter processing times
- Fewer media disruptions
- Improved traceability and archiving
Conclusion
Introducing digital signatures in the public sector is not a project for the future – it’s an economically sound decision that already delivers measurable benefits today. The simple calculation shows: going digital is not just more modern – it’s clearly more efficient.
Frequently asked questions
Why should public administrations switch to digital signatures?
Digital signatures help public administrations reduce paperwork, accelerate approval processes, and improve collaboration across departments. They also enable secure, legally compliant digital workflows that save time and administrative costs.
Are digital signatures legally valid for government documents in Switzerland?
Yes. Digital signatures are legally recognized in Switzerland when used in accordance with the applicable legal requirements. Depending on the document type, a qualified electronic signature (QES) may be required to meet formal signature requirements and achieve the same legal effect as a handwritten signature.
How do digital signatures improve citizen services?
Digital signatures allow citizens to complete forms and sign documents remotely, reducing the need for in-person visits and paper-based processes. This leads to faster service delivery and a better user experience.
Can digital signatures be integrated into existing public sector software?
Yes. Modern digital signature solutions can be integrated with existing government platforms and document management systems, allowing organisations to digitise workflows without disrupting established processes.
