Many business owners probably remember the times when the main way to secure documents was the classic company stamp. Today, in the era of ubiquitous digitization, traditional solutions have been successfully replaced by the Electronic Seal, which has become the online equivalent of a traditional stamp. What is an e-seal and what does it look like? How can this tool speed up business transactions? You will find the answers to these questions in this article.
Electronic Seal – what is it?
Electronic Seal, also known as e-seal, is a digital tool used for single or mass sealing of electronic documents with organizational data. It is the equivalent of a traditional company stamp used to ensure the authenticity and integrity of digital files. The Electronic Seal also confirms the identity of the entity that issued the digital document.
When we talk about an e-seal, we mean a qualified Electronic Seal, the use of which is regulated by the EU eIDAS regulation and Polish law. In practice, this means that documents sealed with an Electronic Seal are treated as originals and recognized in Poland and all EU member states.
The Electronic Seal is not an alternative to the electronic signature used by individuals. Seals are used by entities with legal personality. These can be capital companies (e.g., joint-stock companies, limited liability companies), local government units, universities, foundations, or cooperatives.
Electronic Seal – what does it contain and what does it look like?
The Electronic Seal contains a qualified certificate that includes electronic data identifying the company or other organization. In its simplest form, the e-seal is in the form of a SIM card or ATM card, operated by card readers connected to a computer. There is also a cloud-based solution without additional devices.
A qualified e-seal contains data that can be read by the document recipient. These may include:
- company or organization name,
- headquarters address (country, province, city, postal code, street name, and number),
- type of VAT or NTR tax identification – e.g., NIP, KRS,
- tax identification number,
- name of the organizational unit.
Unlike a qualified signature, the Electronic Seal does not contain personal data, such as first and last name or job title. In practice, this means it cannot be used to make a declaration of intent. Its use primarily certifies the origin of the electronic document and ensures its integrity.
Electronic Seal – types
The Electronic Seal certificate can be placed on various devices, resulting in several types available on the market. These include, among others:
- Electronic Seal on a cryptographic card,
- Electronic Seal in the cloud.
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Electronic Seal on a cryptographic card
The classic Electronic Seal in its simplest form is issued on a cryptographic card (e.g., SIM card or ATM card). To seal an electronic document with this type of e-seal, a USB card reader or an ATM card reader and a desktop signing application (also working offline) are necessary.
This solution is ideal for signing single documents in companies with a single location, where employees can have physical access to the tool. Electronic Seals on cards are often used by offices and other organizations whose business processes do not require automation. This type is chosen by companies that care about a high level of security in local IT environments.
Electronic Seal in the cloud
The Electronic Seal can also be available in a cloud environment. In this variant, the user forgoes the card and reader, using a convenient mobile application that handles the authentication process. The e-seal is available online and can be used within seconds via the appropriate desktop application. An example of such a digital service is ECSigner from EuroCert.
A cloud-based Electronic Seal with an application is suitable for signing single documents in companies, offices, or other organizations with offices spread across multiple locations. It is used where remote access to the e-seal is needed for many people within one organization whose business processes do not require automation.
Companies in the medium and large enterprise sector, whose operations require mass sealing of e-documents, can also use the cloud-based Electronic Seal in their own systems (CRM, ERP, EZD) via an API interface. In this variant, the Electronic Seal is stored on its own server or HSM device.
This solution serves to automate processes, which is useful for signing large numbers of documents in a short time. Examples of such services include the ECQSS Seal in Professional and Enterprise plans from the trust service provider EuroCert.
Electronic Seal – how to obtain it?
The Electronic Seal can be obtained remotely online from a qualified trust service provider or stationary at Authorized Points designated for issuing such a service. The next step is the confirmation of identity and verification of company data by the owner or proxy.
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Electronic Seal – summary
The Electronic Seal is a digital equivalent of a traditional stamp that ensures the authenticity and integrity of electronic documents. Unlike an electronic signature, the e-seal can be used by entities with legal personality, such as capital companies, local government units, or universities.
Several types of Electronic Seals are available on the market, tailored to different business needs. The classic variant is an e-seal on a cryptographic card operating offline. A convenient option is a cloud-based Electronic Seal with a mobile application, accessible online. For medium and large enterprises, a cloud-based Electronic Seal on a server or HSM device is ideal, enabling the automation of the sealing process in client systems.
Using the Electronic Seal offers many benefits. The service increases the security and reliability of documents, streamlines business processes, and eliminates paper documentation, saving time and money. It also protects against forgery and manipulation, giving companies peace of mind and confidence in the authenticity of processed documents.
