Cloud signature and what advantages it offers

We’re sure you’ve at some point received an urgent corporate document that you needed to sign, but you weren’t in the office and so couldn’t sign it using the digital certificate on your computer. This situation is more common than you might think: a new employee’s employment contract, confidentiality agreements or minutes of meetings, amongst others. Undoubtedly, this situation slows down all deadlines and deliveries. However, there is a solution for signing your documents electronically, no matter where you are and without having to install your digital certificate: cloud signing.

In today’s article, we’ll explain what cloud signing is, what the main advantages are of using it compared to other forms of authentication, and how Viafirma’s cloud signing works. We’ll also provide a brief overview of the legal framework for cloud signing at European level, so you can understand the basis on which it operates.

How trust in the cloud has evolved

It’s a fact: cloud computing ceased to be a novelty in businesses years ago and has since become the foundation on which tools such as Google Workspace and Slack operate. However, this evolution was made possible by several decades of transformation, which began with total interconnectivity and the maturity of three key milestones: the ubiquity of the internet, the mass adoption of mobile devices, and the need for businesses to have all their information available from any device.

It was this scenario that drove the SaaS (Software as a Service) model, transforming the way we understand authentication and digital identity. Gradually, society moved away from storing certificates on physical media (such as cards or hard drives) and installing a file on a web browser or device, towards a cloud-based approach.

What is a cloud signature?

When we talk about a cloud signature, also known as a centralised signature, we are referring to a digital certificate hosted on a secure server (HSM) which the user accesses when they wish to digitally sign a document, following robust authentication of their identity.

Robust identification requires at least two identification procedures, which may be:

• Something the ‘user knows’: Password
• Something the ‘user has’: Key card, OTP token, etc.
• Something the ‘user does or is’: Signature, voice recognition and other factors.

In this way, the certificate holder can use the digital certificate whenever needed, enabling authentication without having to install any certificates or software on the device from which they are carrying out the transaction.

Advantages of Cloud-Based Signing

Cloud-based signing offers numerous advantages, of which four are particularly noteworthy:

• Enhanced security: As the certificate is not installed on any device, security is improved. As a general rule, passwords are stored on any computer, making it relatively easy for someone else with access to that device to sign on our behalf. However, using cloud-based digital signatures requires two-factor authentication.
• It facilitates mobility and reduces costs: This solution allows documents to be signed electronically from anywhere, provided there is internet access.
• It saves time and reduces costs and maintenance. The elimination of paper, as well as representing an environmental advance, also reduces costs relating to materials and staffing.
• Improved usability: It is an easy-to-use system for businesses, citizens and public authorities.

Regulatory framework for cloud-based signatures in Europe

The European Union has been the main driving force behind this technology. Through the eIDAS Regulation (Regulation (EU) No 910/2014), Europe laid the foundations for a robust and trustworthy Digital Single Market:

Cross-border legal recognition

Each Member State recognises the notified electronic identification schemes of other countries. Consequently, a cloud-based signature created under this framework is fully legally valid throughout the territory.

Legal certainty

The regulations not only provide a legal framework for centralised signatures but also promote their use to streamline administrative processes, breaking down digital barriers between citizens, businesses and public institutions.

Future-proofing

The regulatory framework ensures that cloud-based signature solutions meet the highest security standards, enabling any European citizen to interact with organisations in any EU country with complete confidence. This facilitates, promotes and optimises administrative relations between Member States.

How does Viafirma’s cloud-based signature work?

As part of its range of digital solutions, Viafirma allows you to manage your digital certificates in the cloud efficiently. Gone are the days of having to install a digital certificate on your device or carry physical tokens; you can now sign administrative procedures and private documents without needing to have the certificate installed on any device. It is a flexible and secure solution that also allows you to delegate the use of the certificate to third parties, whilst always setting policies governing its use.

The tool is very simple to use: upon registration, your physical identity is linked to your digital identity (enrolment). This enables a personal certificate to be issued on a secure cloud server (HSM), which will be accessed whenever it is needed.

Where does Viafirma store signed documents?

Viafirma is fully configurable, meaning you can customise the final stages of a signed document’s lifecycle. To do this, you can choose between:

• Storage on Viafirma’s servers
• Transfer to an external system or repository
• Automatic deletion

Cloud-based signing is, therefore, a solution that complies with the eIDAS Regulation and aligns with the centralising and universal mission proposed by the Digital Single Market (DSM). This highly intuitive tool enables any European citizen who meets certain requirements to identify themselves and interact with any organisation or institution within the European Union.