Almost all document-related tasks can be done digitally. From document creation, archiving, and sending, to signing, everything can be digital. However, not many people know how to create a legally valid digital signature. In fact, the use of digital signatures has already been widely adopted by companies.
Let’s take a look at how to create a digital signature for valid documents.
What is a Digital Signature?
A Digital Signature is another name for a Certified Electronic Signature (TTE). The regulations regarding digital signatures are outlined in the Indonesian Information and Electronic Transactions Law No. 11 of 2008. In Indonesia, there are two types of electronic signatures: Certified Electronic Signatures (Digital Signatures) and Non-Certified Electronic Signatures.
Both Certified Electronic Signatures (Digital Signatures) and Non-Certified Electronic Signatures comply with the ITE Law No. 11 of 2008. The difference is that Certified Electronic Signatures (Digital Signatures) include a Digital Certificate, which provides higher security, whereas Non-Certified Electronic Signatures do not include a Digital Certificate.
How to Create a Digital Signature?
You can create a digital signature using photo editing applications, document editing software, or online tools. Each method has varying levels of ease and security. Here are some ways to create a digital signature:
1. Photo of a Signature
- Draw your signature with a black pen on white paper.
- Take a photo or scan the signature using your phone or a photocopier.
- Transfer the signature photo file to your computer or laptop.
- Open the document to be signed in Microsoft Word, choose "Insert," then "Pictures."
- Find and select the signature file, adjust its size, and use "Set transparent color" to remove the background.
2. Signature on a Smartphone
- Open a photo editing or drawing application, or use Instagram with the Draw feature.
- Draw your signature.
- Save the photo file.
- Open the document to be signed in Microsoft Word, choose "Insert," then "Pictures."
- Find and select the photo file, adjust its size, and use "Set transparent color" to remove the background.
3. Signature on an iPhone
- Open the "Files" app and find the document to be signed.
- Tap the pen icon, then tap the plus "+" icon and select "Signature."
- Create your signature and place it in the desired area.
4. Digital Signature in a PDF Application
- Use a PDF reader application such as Adobe Acrobat Reader.
- Open the PDF file, select "Annotate," then "Signature."
- Add your signature by writing, drawing, or uploading a photo.
- Save the signed PDF file.
5. Digital Signature in the VIDA App
A legally valid and secure Digital Signature must be obtained through a Certificate Authority (PSrE), of which there are seven institutions in Indonesia, including VIDA. In other words, obtaining a legally valid Digital Signature cannot be done just by adding a signature image to a document.
A valid digital signature can be created in the VIDA App. VIDA is one of the PSrE institutions recognized by the Ministry of Communication and Information Technology. Therefore, all documents signed on the VIDA platform are legally valid.
PSrE has the authority to issue Digital Certificates for each user. The Digital Certificate contains configurations linked to verified personal data. Thus, documents signed with a digital signature in a PSrE application automatically have Digital Certificate to ensure authenticity. This is what makes digital signatures legally binding, difficult to forge, and easy to verify.
To create a digital signature, first download the VIDA App, then follow these steps:
- Look for the "Sign Up" or "Register" button and click it.
- Fill in the registration form with your personal information, such as name, email address, and phone number.
- After filling out the form, you will receive a confirmation email from the VIDA App. Click the verification link in the email.
- You will be directed to verify your identity to obtain Digital Certificate.
- Once you have the Digital Certificate, your digital signature is legally valid.
With the VIDA platform, you can easily and quickly apply a legally valid and secure digital signature to various documents. Choose the method that best suits your needs to ensure your documents are signed quickly and efficiently.
Verifying the Authenticity of a Digital Signature
After learning how to create a digital signature, do you know how to verify its authenticity? There are three ways:
1. Verification on the Kominfo website
- Visit tte.kominfo.go.id/verifyPDF
- Click the “Upload PDF Document” menu, then upload the document to be verified.
- Wait until the verification process is successful. If successful, an Electronic Certificate containing the signer's details will appear, indicating that the signature on the document is certified.
2. Verification in Adobe Reader
- Open Adobe Reader and then open the digitally signed document.
- Click the signature on the document, then select Signature Properties.
- Information about the digital signature will appear, indicating that the digital signature is certified.
Benefits of Digital Signatures
Speed and Efficiency
One of the main benefits of digital signatures is the speed and efficiency in legal processes. With digital signatures, electronic documents can be signed and sent quickly without the need to print, mail, and wait for physical documents.
Legal Validity
Digital signatures are legally valid and recognized by many institutions worldwide. This is because digital signatures have the same legal status as conventional signatures. However, it is important to note that digital signatures have legal force only if the creation process is carried out by a PSrE that issues Electronic Certificates.
Security and Confidentiality
Digital signatures can also enhance the security and confidentiality of documents. The digital signing process involves strong encryption technology to protect the integrity and confidentiality of documents. Additionally, digital signatures can include multi-factor authentication features, such as passwords, verification codes, or fingerprints, to prevent forgery or misuse of documents.
Easy Storage and Access
The ability to create digital signatures anywhere and anytime facilitates daily business operations. Digitally signed documents can be easily stored electronically and accessed anytime and anywhere through electronic or cloud storage systems.
Cost Savings
Using digital signatures can help legal departments save costs. Compared to physical signatures that require printing, mailing, and archiving physical documents, digital signatures eliminate these costs. Additionally, using digital signatures can reduce costs associated with human errors, such as writing mistakes or mismanagement of physical documents.
VIDA App makes it easy to create digital signatures quickly and efficiently on important documents. Try VIDA App now and experience seamless document management.
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