Employers buckle up - Qualified Signing is coming your way



In today's digital age, businesses are increasingly embracing digital transformation to streamline their processes and enhance efficiency. One area that is quickly gaining traction is the use of qualified signatures for various HR-related documents. From employee agreements to incentive plans, expense reports, and perks, qualified signing offers numerous benefits, including enhanced security, legal compliance, and improved efficiency. This article explores the growing trend of qualified signatures in HR processes and highlights the perspectives of several countries, including Germany, Poland, Greece, Cyprus, Ukraine, Hungary, Czech Republic, Croatia, Bulgaria, Latvia, and Switzerland.

Enhanced Security and Legal Compliance

One of the key reasons why qualified signatures are becoming a must for HR-related documents is the heightened security they provide. Qualified signatures employ advanced cryptographic techniques to ensure the integrity, authenticity, and non-repudiation of electronically signed documents. This significantly reduces the risk of fraud, tampering, or unauthorized access.

According to a study conducted by PwC[^1], cybersecurity incidents have been on the rise in recent years, making data protection a top concern for organizations. By implementing qualified signatures, employers can mitigate the risk of data breaches and ensure compliance with data protection regulations, such as the General Data Protection Regulation (GDPR) in the European Union.

Furthermore, qualified signatures hold legal validity and are legally equivalent to handwritten signatures in many countries. For instance, in Germany, the Electronic Signature Act (SigG) and the EU eIDAS Regulation[^2] establish the legal framework for qualified signatures, granting them the same legal status as handwritten signatures. This recognition ensures that HR documents signed using qualified signatures are legally binding and enforceable in court.

Improved Efficiency and Cost Savings

The adoption of qualified signatures in HR processes also offers significant efficiency gains and cost savings for employers. Traditional paper-based document signing can be time-consuming, requiring physical distribution, printing, signing, and storage. In contrast, qualified signatures enable seamless digital signing, eliminating the need for manual processes and reducing administrative burdens.

A report by Deloitte[^3] highlights that digital signatures can save up to 85% of the time spent on document signing processes. This time-saving benefit is particularly valuable in HR departments, which handle a multitude of agreements, contracts, and employee-related documents on a daily basis.

Moreover, the cost savings associated with qualified signing can be substantial. The elimination of paper, printing, and courier expenses not only reduces operational costs but also contributes to environmental sustainability efforts. Companies can redirect these savings toward other HR initiatives or invest in employee-focused programs, ultimately enhancing employee satisfaction and engagement.

Country Perspectives on Qualified Signatures

Germany: Germany has been at the forefront of implementing qualified signatures in various sectors. The country has well-established legal frameworks, such as the Electronic Signature Act (SigG), which provide a solid foundation for the adoption of qualified signatures in HR processes[^2].

Poland: Poland has seen significant progress in digital transformation, with the Polish Act on Trust Services and Electronic Identification[^4] supporting the use of qualified signatures. The country's increasing emphasis on digitalization is likely to drive the adoption of qualified signing in HR-related documents.

Greece, Cyprus, Ukraine, Hungary, Czech Republic, Croatia, Bulgaria, Latvia: These countries are all members of the European Union and are subject to the eIDAS Regulation[^2]. The eIDAS Regulation establishes a legal framework for qualified signatures across the EU, encouraging their adoption for HR-related processes. Each country has its own specific implementation and local regulations to ensure compliance with the eIDAS requirements.

Switzerland: Switzerland, although not an EU member, has its own legal framework for digital signatures, including qualified signatures. The Swiss Federal Act on Electronic Signatures and Certification Services[^5] provides a legal basis for the use of qualified signatures, making them a viable option for HR-related documents in the country.


The widespread adoption of qualified signatures in HR-related documents is gaining momentum across various countries. With enhanced security, legal validity, improved efficiency, and cost savings, employers are recognizing the benefits of qualified signing for employee agreements, incentive plans, expense reports, and perks. Countries such as Germany, Poland, Greece, Cyprus, Ukraine, Hungary, Czech Republic, Croatia, Bulgaria, Latvia, and Switzerland are embracing this trend, leveraging existing legal frameworks and regulations to ensure compliance and drive digital transformation in HR processes. As businesses strive for greater efficiency and compliance, qualified signing is set to become an integral part of HR operations.

[^1] PwC Global Economic Crime and Fraud Survey 2020: https://www.pwc.com/gx/en/services/advisory/consulting/forensics/economic-crime-survey.html
[^2] EU Regulation (EU) No 910/2014 (eIDAS Regulation): https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014R0910&from=EN
[^3] Deloitte Report on Digital Signatures: https://www2.deloitte.com/content/dam/Deloitte/de/Documents/technology-media-telecommunications/deloitte-dlt-digital-signatures-en-170622.pdf
[^4] Polish Act on Trust Services and Electronic Identification (Ustawa o usługach zaufania oraz identyfikacji elektronicznej): http://isap.sejm.gov.pl/isap.nsf/DocDetails.xsp?id=WDU20210000232
[^5] Swiss Federal Act on Electronic Signatures and Certification Services (ZertES): https://www.admin.ch/opc/en/classified-compilation/20001588/index.html