How to create a Digital Signature

How about saying goodbye to paper, unnecessary trips to notary offices, and time wasted in lines? Digital transformation has made the digital signature market increasingly in demand by people and companies that need to sign documents with legal validity in a secure, fast, and practical way. Today, we can create a digital signature remotely while also being environmentally sustainable, as this process eliminates the need for paper printing.

Creating a digital signature is simple, but you need to choose an electronic signature management system. In the case of the LibreCode cooperative, the solution is the development of a custom software called LibreSign, which manages the digital signing of documents.

The management system automates the signature process—from distributing documents to storing all digitally signed files.

Digital Signature and Digital Certificate

After choosing the signature management system, it’s necessary to obtain a digital certificate. There are several types of certificates, such as e-CPF and e-CNPJ. It is worth noting that digital certificates must be issued by proper entities. In Brazil, these entities are divided into two categories: Certifying Authority (CA) and Registration Authority (RA). So, choose according to your needs.

It is important to highlight that LibreSign, a pioneer in hybrid electronic signatures, offers clients the flexibility to use their personal digital certificate (e-CPF or e-CNPJ) or the certificate generated by the system to sign documents from anywhere in the world.

The e-CPF or e-CNPJ digital certificate is essential for electronic signatures. It is acquired through a Certifying Authority and serves as an electronic identity that validates documents and the signer’s identity. The digital certificate is stored on devices such as tokens, smart cards, or in the cloud, and it is essential to ensure the legitimacy of digital signatures—confirming that the person is indeed the one signing.

Digital Signature and Legal Validity

As we’ve seen, one of LibreSign’s unique advantages is its ability to generate its own Certifying Authority. If this feature is chosen, clients receive a certificate internally generated by the system, streamlining the process with innovation.

LibreSign’s self-generated Certifying Authority provides a secure and efficient solution aligned with ICP-Brasil standards. Among LibreSign’s essential features are security and legal validity, fundamental for each signature performed through the tool. This way, it ensures compliance with the rigorous standards established by the Brazilian Public Key Infrastructure (ICP-Brasil), ensuring the authenticity and legality of signed documents.

Check out the common step-by-step process used by most platforms for signing digital documents.

Step-by-step

1. The user must choose the system, register a login, and enter the chosen password. In LibreSign, it’s simple—just access https://cloud.libresign.coop/. The system interface is intuitive, meaning it’s easy to use, allowing employees to focus on their core tasks without struggling with complicated systems.

2. The user must upload the documents to be signed in PDF format.

3. Next, the user sends the documents to the recipients (called signatories).

4. The recipient will receive an email and can sign the document using a mobile device or computer with internet access.

5. Upon opening the document, the recipient follows the platform instructions to sign and complete the process. In LibreSign, the recipient can customize their signature by drawing it or changing its color. It’s also possible to use a pre-set font.

6. Each platform allows users to check the status of sent documents—pending or already signed. In LibreSign, document status can be monitored in real time, making it easier to send reminders for pending signatures.

7. Platforms allow signature management. LibreSign offers integration with other systems used by organizations, providing centralized and efficient document management.

8. After documents are signed, they are stored and accessible from anywhere with internet. In LibreSign, documents are stored using Nextcloud—a private cloud solution for secure team collaboration and document storage.

Watch the video and follow the entire process of how to sign using the LibreSign platform.

How to Sign Digitally Using a Mobile Phone

Signing a document digitally on your phone is very simple and convenient. Just click the link received by email from the electronic signature system and approve the document.

Some platforms, like LibreSign, allow real-time tracking of digital signature management, as well as management and search of all signed or pending documents.

What Types of Documents Can Be Signed Digitally

Digital signatures can be used for a wide variety of documents and transactions. From documents with legal validity—such as service contracts—to simpler ones like internal communication reports. These documents may be used by public institutions, educational institutions, and private companies.

To further clarify the types of documents, here are some other examples:

As we’ve seen, it’s possible to sign a wide range of documents securely, conveniently, and quickly—without unnecessary time loss. It is important to note that each country has different legislation, and the rules for digital signature and document types may vary. So, if you live outside Brazil or handle documents from other countries, be sure to research the local rules.

Don’t miss our next topic: “4 Frequently Asked Questions About Digital Signatures,” where we’ll answer people’s main questions. It might be the perfect time for you to clarify your own doubts too.