Paperless signature approval refers to the process of realizing document approval and signature by using electronic technology. The following are application suggestions in some fields:

I. Enterprise office management field

Contract approval

Establish a contract template library and digitize templates of different types of contracts (such as procurement contracts, sales contracts, service contracts, etc.). When a new contract needs to be signed, relevant personnel can directly fill in the contract content on the electronic template. For the modification of contract terms, the revision function of the system can be used to record it for convenient subsequent viewing of the change history.

Adopt electronic signature technology, such as digital certificate signature, to ensure the legality and security of contract signatures. In the contract approval process, the responsible persons of legal affairs, finance, business and other departments involved can view the contract content and approve it on their own office terminals (computers, tablets, etc.). During the approval process, reminder functions can be set. When the contract reaches a certain approval node, relevant responsible persons will be automatically reminded to handle it in time.

After the contract is signed and approved, the electronic contract is stored in the enterprise's electronic document management system and classified and archived according to information such as contract number, date, and cooperation party for convenient future query and retrieval. For example, when it is necessary to view the historical contract situation with a certain supplier, by entering the supplier name or contract number in the system, the relevant contract can be quickly located.

Expense reimbursement approval

Employees can submit expense reimbursement applications through the enterprise's internal mobile application or office software. In the application, employees need to upload electronic photos of expense vouchers (such as invoices, receipts, etc.) and fill in information such as reimbursement reasons, amounts, and expense categories. The system can automatically recognize key information on invoices (such as invoice numbers, amounts, invoice dates, etc.) to reduce manual input errors.

The reimbursement application flows according to the preset approval process. For example, it is first approved by the department supervisor and then reviewed by the financial department. Approvers can view the electronic images of reimbursement vouchers in the system and verify the reimbursement content. If problems are found, the application can be directly rejected in the system and the reasons should be noted. Through paperless signature approval, the reimbursement cycle can be greatly shortened and the enterprise's financial management efficiency can be improved.

All reimbursement records and approval records are stored in the financial system for convenient financial audit and data analysis. For example, by analyzing expense reimbursement data, the expenditure trend of enterprises in certain expense items can be found, providing a basis for cost control.

Internal document approval

For the approval of enterprise internal documents such as rules and regulations, work reports, and project plans, adopting paperless signature approval can achieve efficient collaboration. The document drafter can create a document through enterprise office software and set the approval process and permissions. For example, a project plan document may need to be approved by multiple people such as project team members, project managers, and department managers.

During the approval process, participants can directly make annotations on the document and put forward modification suggestions. These annotations will be synchronized to other relevant personnel in real time for convenient communication and collaboration. When the document is modified and completed, the approver can confirm it with an electronic signature. The final version of the document is stored in the enterprise knowledge management system for enterprise employees to consult and reference.

II. Financial services field

Credit business approval

When banks and other financial institutions handle credit business, customers can submit loan applications through online banking or the financial institution's mobile application. Application information includes personal identity information, financial status, loan purpose, amount, etc. This information can be verified through data interfaces with external data sources such as credit reporting systems to improve the authenticity of information.

Credit approval personnel can view customer application materials and credit assessment reports in the system and conduct paperless signature approval. During the approval process, risk assessment models can be used to quantitatively assess loan risks. For example, according to factors such as the stability of the customer's income, debt situation, and collateral value, the system automatically calculates the risk score. Approvers make approval decisions by referring to risk scores and other factors.

Loan contract signing can also be in the form of electronic contracts. Electronic signatures and encryption technologies are used to ensure the legal validity of contracts. The paperless signature approval of the entire credit business process can not only improve approval efficiency but also reduce the cost of paper document storage and management, and at the same time improve customer experience.

Financial product sales and contracting

When selling financial products such as wealth management products and insurance products, sales personnel can show product details, risk warnings and other information to customers through electronic devices. After understanding the product, customers complete the purchase and contracting through electronic signatures.

Financial institutions need to ensure that the electronic sales process complies with regulatory requirements. For example, audio and video recording (dual recording) of the sales process is required. The dual recording files can be associated and stored with electronic contracting files. At the same time, during the product sales and contracting process, the system can automatically perform customer identity verification, such as through face recognition, bank card verification and other methods to ensure that it is the customer himself who signs the contract.

III. Government service field

Administrative approval

Government departments can establish a unified government service platform and incorporate various administrative approval items (such as enterprise registration, project approval, qualification approval, etc.) into it. Applicants submit application materials through the platform, and the materials can be in the form of electronic documents, scanned copies, etc.

Government approval personnel accept, review and approve on the platform. During the review process, for items that need on-site verification, on-site inspection tasks can be arranged through the system, and the inspection results can be entered into the system as approval basis. For example, in the approval of food business licenses, approval personnel can arrange for health supervisors to inspect the hygiene conditions of catering places on site and upload the inspection results to the approval system.

After the approval is completed, electronic licenses such as business licenses and permits are issued through the electronic license system. These electronic licenses have the same legal effect as paper licenses and are convenient for enterprises and the masses to handle affairs. At the same time, all documents and approval records in the approval process are stored in the government data center for convenient supervision and query.

Official document circulation approval

The links of official document drafting, review, and issuance within government agencies can be realized without paper. The official document drafter writes official documents through the office automation system and sets the circulation path and approval permissions of official documents. For example, a policy document may need to go through multiple levels of approval such as the person in charge of the department, the department leader, and the superior agency.

During the official document approval process, approvers can modify and annotate the official document content, and the system will record each operation. The official document is issued through electronic signature technology. After being issued, the official document can be published and shared through the e-government platform to improve the efficiency of government information transmission.

What electronic signature technologies are suitable for expense reimbursement approval?

The following are some electronic signature technologies suitable for expense reimbursement approval:

Digital certificate signature:

Principle: Digital certificates are issued by authoritative third-party certification authorities (CA) and contain the user's identity information, public key and other content. In expense reimbursement approval, reimbursers, approvers and other relevant personnel use their own digital certificates to sign. By using asymmetric encryption algorithms, the authenticity, integrity and non-repudiation of signatures are guaranteed.

Advantages: It has high security and legal effect and meets the requirements of relevant national laws and regulations. It can effectively verify the identity of the signer and prevent identity counterfeiting and tampering. Moreover, digital certificates can be stored in hardware devices such as smart cards and USB keys to further enhance security.

Application scenarios: Suitable for organizations such as large enterprises and financial institutions that have high security requirements for expense reimbursement approval. For example, the employee expense reimbursement approval system of banks needs to use digital certificate signatures to ensure the safety and reliability of the approval process.

Handwritten signature digitization technology:

Principle: The handwritten signature trajectory of the reimburser and approver is collected through electronic devices (such as tablets, handwriting pads, etc.) and converted into digital signals for storage. During approval, the system compares and verifies the collected handwritten signature with the pre-stored signature sample.

Advantages: It retains the habits and characteristics of traditional handwritten signatures and is easier to be accepted by users. For some people who are not very familiar with electronic signature operations, handwritten signature digitization technology is more intuitive and convenient. At the same time, this technology can realize signature anytime and anywhere without being limited by time and space.

Application scenarios: Suitable for enterprises or organizations that need to retain the habit of handwritten signatures, such as enterprises in some traditional industries and government departments. For example, when the project manager of a construction enterprise is on a business trip, he can approve the expense reimbursement forms of his subordinates through a tablet computer.

Timestamp technology:

Principle: A timestamp is a proof that can represent the existence of data at a specific time point. In expense reimbursement approval, when the reimburser submits the reimbursement application and the approver signs, the system will automatically add a timestamp to record the time of signature.

Advantages: It can provide accurate time records for the expense reimbursement approval process and prevent the signature time from being tampered with or forged. For some enterprises or organizations that have strict requirements on approval time, timestamp technology is very important. At the same time, timestamp technology can also be combined with other electronic signature technologies to further enhance the credibility of electronic signatures.

Application scenarios: Suitable for enterprises or organizations that have high requirements for approval time management, such as project management enterprises and scientific research institutions. For example, in the expense reimbursement approval of scientific research projects, it is necessary to strictly record the time of each approval link in order to monitor and manage the expense expenditure of the project.

Biometric signature technology:

Principle: Use human biological characteristics (such as fingerprints, facial features, irises, etc.) for identity verification and signature. In expense reimbursement approval, after the reimburser and approver pass identity verification through biometric recognition devices, the system automatically compares their biometric information with the pre-stored information. After verification is passed, the signature can be completed.

Advantages: It has extremely high security and accuracy because biological characteristics are unique to each person and are difficult to forge and imitate. At the same time, biometric signature technology is simple to operate, convenient and fast. Users only need to perform simple biometric collection and verification to complete the signature.

Application scenarios: Suitable for enterprises or organizations that have extremely high security requirements, such as classified units and high-end financial institutions. However, the application of this technology requires the deployment of corresponding biometric recognition devices, which is costly.

7 pieces of information

How to choose an electronic signature technology suitable for enterprises?

Enterprises can consider the following aspects when choosing a suitable electronic signature technology:

Legal compliance:

Comply with the electronic signature law: Ensure that the selected electronic signature technology meets the requirements of electronic signature laws and regulations in the country or region where it is located. For example, in China, the "Electronic Signature Law of the People's Republic of China" stipulates that reliable electronic signatures have the same legal effect as handwritten signatures or seals. Electronic signatures need to meet certain conditions, such as signature production data being exclusive to the signer, signature production data being controlled only by the signer when signing, and any changes to the signature and document content after signing can be detected. Only electronic signature technologies that comply with the law can ensure the legality and effectiveness of expense reimbursement approval.