Nearly every governmental agency still has to handle procedures involving handwritten signatures. Registry offices, Citizens’ Advice Bureaus and vehicle registration offices are just some of the agencies which could achieve substantial savings by introducing electronic signatures.

High potential for savings
Members of the public currently have to sign a wide variety of forms by hand when they visit any public administrative office. For example, an application for a driving licence requires four signatures. Until now, signatures have been collected on paper and then scanned. The use of signature pads makes this work unnecessary. Such paper processing could sometimes take days, but the introduction of digital signatures has reduced the work flow to just a few hours. Savings come primarily from reduced costs for printing, stuffing envelopes and places stamps on them, not to mention postage, transport and archiving costs. With the new process, several euros can be saved per transaction.

Much faster processing
Registry offices use the signotec Sigma and Omega signature pads not only for identity card and passport applications, but also for other administrative procedures, such as changes of address or residence. With these devices, the application form generated by the in-house system is displayed on the monitor. After reading the document, the applicant signs the signotec signature pad. The signature is captured by the pad and incorporated directly and securely into the application, eliminating the possibility of subsequent manipulation. The transfer of data from the signotec pad to the PC is encrypted. After confirmation, the signed document is automatically archived electronically and can be accessed at any time. Applications can then be quickly and easily sent to another department or agency for further processing. Processing procedures are therefore completed much faster while saving on paper, posting and archiving costs.

High public acceptance
The use of handwritten electronic signatures has met with broad public acceptance, especially since many people are already familiar with its use in other areas. ‘Older people are often especially reluctant to adopt new technologies. However, this is no longer the case with handwritten digital signatures, because they have already become familiar with this technology when sending packages or making cash withdrawals at the bank,’ explains Arne Brandes, Managing Director of signotec GmbH.

Integration into various administrative areas
In addition to registry offices, signotec signature solutions are also finding applications in vehicle registration offices. Although these offices deal with vehicle registrations and driving licences, the procedures are similar to the ones for the written applications just described. Other administrative bodies put Sigma and Omega signature tablets to various other uses, for example, incorporating them into centrally located public terminals in meeting areas. Hospitals use the pads in the admissions and administrative departments and also for internal processes such as processing control documents.

The software can be integrated into a number of existing applications. Registry offices, for example, use “bCore” software modules (An application of the Bundesdruckerei).

The Bundesdruckerei GmbH recommends signotec pads for digital application procedures in government agencies
signotec is a selected companies which products have been recommended by the Bundesdruckerei GmbH for digital application procedures. The pads find use in a variety of digital procedures such as applications for machine-readable passports and identity cards.

• Automatic entry into application forms
• Legally valid - the applicability has been evaluated by a certified handwriting expert as being better than original     signatures on paper
• Elimination of costly media conversions
• Faster work flow for the entire administrative department
• Automatic archiving of documents
• Each document can be digitally displayed and signed
• More reliable and cost-efficient than paper documents
• Easy to use for the public and administrative staff