Transforming Physical Seals into Electronic Seals! eformsign's Electronic Seal Function for External Contracts and Internal Procedures

Nippon Forcs Co., Ltd. (Minato-ku, Tokyo; Representative Director: Nam Chang-ryong) is offering a function within its cloud e-contract service "eformsign" that allows "electronic seals" used in business to be utilized and managed in diverse ways.

In recent years, with the spread of telework and the advancement of business digitalization, there has been a review of paper documents and sealing operations. We introduce eformsign's electronic seal function, which responds to these needs.

Rapid increase in demand for electronic seals due to telework environment

With the establishment of telework and the advancement of business digitalization, the review of paper documents and sealing operations is progressing. Consequently, the practice of signing documents by hand on paper, or commuting to the office or visiting for sealing, is decreasing.

On the other hand, many voices express anxiety about the legal validity and operational methods of electronic seals. To address these challenges, eformsign provides electronic seal functions that can be selected according to purpose.

Features of electronic seals provided by eformsign

1. Legal validity of electronic seals and a secure security environment

eformsign's electronic seal function supports the mechanism of electronic contracts based on Japan's Electronic Signature Law. By providing appropriate identity verification and anti-tampering measures, it enables operations that consider legal validity. Identity is confirmed through records such as email authentication, SMS authentication, IP address, and signature date and time, ensuring the authenticity and security of contract content. Furthermore, the gray zone解消制度 (gray zone resolution system) published by the Ministry of Justice has clarified the validity of electronic contracts and electronic signatures that meet certain requirements, promoting the digitalization of contract operations using electronic seals. eformsign provides an electronic sealing environment that companies can use with confidence, based on such legal frameworks.

2. Physical seal scanning

By pressing a seal on a dedicated QR code paper and scanning it with a smartphone, it can be registered as a life-sized electronic seal. This function is developed based on our patented technology "Life-sized scanning system and method using a mobile device camera and dedicated paper (Patent No. 10-1629418)," achieving high-precision seal impression reproduction.

3. Seal image upload

You can upload an existing seal image as is and register it as an electronic seal.

By registering in advance, you can apply the seal with a single click.

4. Company seal management function

It also supports the registration and management of company seals used by enterprises.

By setting permissions, only specific users can register or upload company seals, which helps prevent unauthorized use.

In addition, the management screen allows you to view a list of "who, when, which seal, and on which document" was used, contributing to the strengthening of internal controls.

5. Utilization as a seal/signature management platform

It can be used as a platform that collectively manages everything from applications for electronic seals, signatures, and physical seals to their usage status.

During application, it supports setting the purpose of use, submission destination, number of seals, document type, and attaching necessary documents. By utilizing pre-set approval flows, approval procedures can proceed smoothly. Furthermore, in addition to managing new registrations, changes, and deletions of electronic seals, it can be seamlessly utilized for electronic contracts and external document creation. Centralized management of related histories such as applications, approvals, and contract transmissions leads to progress confirmation of operations and strengthening of internal controls. Moreover, it is equipped with security functions such as two-factor authentication and IP access restrictions, providing a secure operating environment. It supports not only electronic contracts but also the management of physical seals required for paper documents, assisting in the overall efficiency of seal and signature operations.

[Introduction Effects] Improved operational efficiency and strengthened internal controls through the use of electronic seals

1. Improved operational efficiency and speed

By introducing electronic seals, traditional paper-based tasks such as printing, sealing, and mailing paper documents become unnecessary, significantly shortening the time required for contract conclusion and internal procedures. Since sealing can be done regardless of location or time, smooth business execution is achieved even in a telework environment.

2. Strengthened internal controls and compliance

Automatic recording of electronic seal usage history makes it possible to visualize "when, who, and on which document" a seal was applied. This helps prevent unauthorized use and improves the efficiency of audit responses through the visualization of operation history, contributing to the strengthening of internal controls and compliance.

About eformsign

eformsign is a cloud-based electronic contract service provided by Nippon Forcs Co., Ltd. It allows for consistent creation, transmission, signing, and storage of electronic documents, and is compatible with mobile and multi-devices such as PCs, smartphones, and tablets.

eformsign Trial here

eformsign allows you to try all major functions Keywords: