Online documents: benefits, security, and legality

Several factors make online documents a valid option for companies to invest, whether due to efficiency, sustainability, among other various justifiers that make this resource a trend.

The sooner you implement this advance, the sooner you will leave pen and paper behind and reach new levels of profitability, convenience, and safety.

In this article, you will understand what these documents are, what are the benefits of using them for companies, and much more.

What are online documents?

In a practical definition, online documents are digital files that can be created, edited, stored, shared, and signed electronically. Unlike physical documents, which require paper and ink, online documents use digital formats such as PDF, DOCX, and others. This type of document can be accessed through devices connected to the internet, such as computers, tablets, and smartphones, providing a practical and efficient way to manage information.

What are the benefits of having documents online?

To arrive at this answer, you just have to think about the purpose of using technology in your company: to facilitate processes as much as possible. Thus, there are many benefits that you can achieve with the use of online documents, such as:

Ease of access

One of the key benefits of online documents is the ease of access. If physical documents require great care and effort to have an organization that facilitates access and consultation in any way, with online documents the scenario is different. That's because they make it possible to easily access information from anywhere and at any time.

This is even more advantageous in the current scenario where remote work and mobility are increasingly common practices. The ability to share files quickly and efficiently eliminates the need for physical shipments and reduces delays associated with transporting documents and other logistical impasses.

Integration

Online documents also offer the possibility of integration with other tools and systems. This integration facilitates collaboration in real time, allowing the connection between systems and platforms and increasing efficiency and productivity in companies.

security

While the security provided by online documents is a common concern, the truth is that they can be extremely secure if appropriate protection methods are respected and used. To this end, there are several encryption technologies, multi-factor authentication, and other information security features that guarantee the protection of documents against unauthorized access, data loss, and other types of threats. In addition, the possibility of tracking versions and activity records offers greater control and transparency over those who access and modify the documents.

How to protect documents online

In the business context, it is common for documents to carry sensitive data that cannot be accessed by anyone. Therefore, protecting your documents online is necessary to guarantee the confidentiality and integrity of this information. Here are some best practices that you can use:

• Encryption: use cryptography when transmitting and storing documents. This ensures that only authorized individuals can access the content contained in those files. There are options such as the Hash code, for example, which uses a unique sequence of characters generated from the body of the document and which uses a specific mathematical algorithm to identify these digital files.
  
  
• Multifactor Authentication (MFA): implementing MFA adds an extra layer of security to your processes, requiring users to provide two or more forms of verification before accessing documents. One of the most common uses of multi-factor authentication is the use of security tokens. Learn more here.
  
  
• Access control: set clear permissions about who has contact and involvement with your documents. On a signature platform, for example, you can choose who are the parties that should receive the document in question, and determine the roles of each one in the signature process.
  

Are online documents legally valid?

Yes, electronically signed online documents are legally valid in many countries, as long as they meet certain requirements. In Brazil, the validity and legality of electronically signed documents have been consolidated and today there are no doubts about their acceptance in the legal world.

A Provisional Measure No. 2,200-2/2001, the legal framework for electronic signatures in Brazil, was published with the objective of establishing “rules that define the requirements so that documents produced or obtained electronically and remotely can be valid or recognized in the legal world”, given the “expansion of the use of electronic documents through the World Computer Network and the possibility of increasing access by people to this type of communication vehicle”.

The standard provides for two types of electronic signature - with or without the use of an ICP-Brazil Digital Certificate - and guarantees parties the right to choose the most appropriate signature for the document they wish to sign.

A Law no. 14.063/2020 electronic signature of documents came to be regulated in the context of “interactions with public entities, in acts of legal entities and in health matters, and regarding software licenses developed by public entities”.

The law classified electronic signatures into three types and, unless expressly determined by law, any document that is not protected by secrecy can be signed with any type of electronic signature.

These regulations and laws are fundamental to ensure that online documents are accepted and have legal validity, facilitating transactions and business operations in an increasingly digital world.

Clicksign, a pioneering and leading platform in the Brazilian electronic signature market, provides its users with the possibility of carrying out any type of electronic signature required by law, in a convenient, secure and legally valid manner.

Online documents and electronic signature

With technological advances around the world, resources such as online documents will be increasingly present in your daily life. This is a natural market movement, and it is necessary to follow this path by finding ways to implement everything that makes possible the development of your business.

But how to use online documents in a safe and legally valid way? The answer lies in the electronic signature. With it, you can sign contracts completely digitally, with the support of cryptographic technologies and other security measures that reinforce the legal validity of your documents.

Get to know the Clicksign and understand how to accelerate your signature processes with online documents.