In today’s fast and technology-driven world, paperwork and manual processes are being replaced by digital solutions. One such important change is using digital signatures instead of physical (handwritten) ones. Digital signatures are a secure, fast, and reliable way to sign documents electronically. Many businesses, government departments, and individuals now prefer digital signatures because they are more efficient than signing papers by hand.
This article will explain in simple words why digital signature are better than physical signatures. We will talk about digital signatures, how they work, and the many benefits they offer in different situations.
What is a Physical Signature?
A physical signature is when you sign a document using a pen, usually by writing your name or initials on paper. It has been used for centuries to show agreement, approval, or identity.
Examples:
- Signing a contract
- Signing a cheque
- Signing a letter or agreement
While this method is widely used, it also has some disadvantages in the modern digital world.
What is a Digital Signature?
A digital signature is an electronic form of a signature. It is created using a secure digital certificate and special encryption. It can be used to sign digital documents like PDFs, emails, and forms.
When you sign something digitally, a special code is added to the file that proves:
- Who signed it
- When they signed it
- That the document was not changed afterward
Digital signatures are legally accepted in many countries, including India, under the Information Technology Act, of 2000.
How Do Digital Signatures Work?
Digital signatures use a technology called Public Key Infrastructure (PKI). Here’s how it works in simple steps:
- The signer uses a private key to sign the document.
- The signature is attached to the document as a code.
- Anyone can use the signer’s public key to check if the signature is valid.
- If even one word in the document is changed after signing, the signature becomes invalid.
This ensures both the authenticity and integrity of the document.
Why Are Digital Signatures Better Than Physical Signatures?
Let’s look at the major reasons why digital signatures are better than traditional, handwritten ones.
1. More Secure
Digital signatures are much more secure than physical signatures.
- A physical signature can be easily copied or forged.
- A digital signature uses encryption, so it cannot be copied or changed.
- It is linked to the signer’s identity and verified using digital certificates.
This makes it almost impossible for someone to misuse a digital signature.
2. Saves Time
Signing papers manually takes time. You have to:
- Print the document
- Sign it by hand
- Scan the signed copy
- Send it by email or courier
With a digital signature, you can:
- Sign in seconds
- Send it instantly
- Get it approved quickly
This is especially helpful when documents need to be signed by people in different cities or countries.
3. Saves Money
Physical documents involve costs such as:
- Printing
- Paper
- Ink
- Scanning
- Courier charges
Digital signatures reduce or remove all these costs. You only need a computer or phone with internet access and the right software.
4. Legally Valid
Digital signatures are accepted in courts and by government offices. In India, digital signatures are valid under the Information Technology Act, 2000.
- They have the same legal status as handwritten signatures.
- Government departments like the Income Tax Department, MCA (Ministry of Corporate Affairs), and GeM portal accept digital signatures.
This means you can use them for official and legal purposes without any problem.
5. Better for the Environment
Physical signatures mean using paper, ink, and electricity for printing and scanning. This leads to more waste and pollution.
Digital signatures are paperless. This helps:
- Save trees
- Reduce plastic and ink waste
- Reduce carbon footprint
Using digital signatures is a small but meaningful step toward protecting the environment.
6. Remote Signing is Easy
With physical signatures, a person has to be present to sign the document. This is not always possible.
Digital signatures allow you to sign a document from anywhere – from your home, office, or even while traveling.
This is very helpful for:
- Businesses with remote teams
- Clients in other countries
- Signing documents during emergencies
7. Faster Approvals
In companies or government departments, many documents need approval from multiple people.
With physical documents, it takes time to move papers from one person to another.
With digital signatures:
- Everyone can sign quickly, even from different locations
- Workflow becomes faster
- Projects and deals are completed sooner
8. No Risk of Losing Documents
Physical documents can be lost, damaged, or misplaced.
Digital documents with digital signatures are stored on secure systems. You can:
- Save them in cloud storage
- Keep backup copies
- Search and find them quickly
This reduces the risk of losing important paperwork.
9. Audit Trail and Tracking
Digital signatures allow for easy tracking of who signed the document and when.
- You get complete records of each signature.
- This helps in transparency and accountability.
- It’s easy to find out if any unauthorized changes were made.
Physical documents don’t provide such a clear trail.
10. Accepted Worldwide
Digital signatures are recognized and accepted in many countries, making international business much easier.
- There’s no need to send physical copies across borders.
- Deals and contracts can be signed instantly.
This helps companies work across countries more smoothly.
Common Uses of Digital Signatures
Digital signatures are used in many areas:
Business:
- Contracts
- Invoices
- Agreements
Government:
- Income tax filings
- Company registrations
- Government tenders
Legal:
- Affidavits
- Declarations
- Court documents
Education:
- Certificates
- Academic records
Types of Digital Signatures in India
In India, digital signatures are classified into different classes:
Class 1:
- For low-risk tasks like email communication.
- Not used for official documents.
Class 2:
- Used for filing Income Tax Returns, GST, MCA forms.
- Commonly used by individuals and companies.
Class 3:
- Used for e-tendering, e-auctions, and other secure services.
- Offers the highest level of security.
If you are doing any official work or government submission, you usually need Class 2 or Class 3 digital signatures.
How to Get a Digital Signature Certificate (DSC)
To use a digital signature, you need a Digital Signature Certificate from a licensed certifying authority.
Step 1: Visit Our Website
- Go to our website to begin the application.
Step 2: Fill in Your Details
- Select user type (Individual or Organization)
- Choose certificate type (Sign only or Sign & Encrypt)
- Pick validity (1 or 2 years)
- Enter name, phone, email, and address
- Agree to the terms and click Submit
Step 3: Choose Token Option
- If you already have a USB token, select “No”
- If you need a new one, select “Yes”
Step 4: Make Payment
- Enter payment details
- Pay using net banking, card, or UPI
Step 5: Confirm Details
- Review your info
- Click submit and wait for confirmation
Step 6: Receive Your Digital Signature
- You will get your digital signature on a USB token after processing is complete.
Suggested read- What is E-Mudra
Conclusion
In summary, digital signatures are far better than physical signatures in today’s digital age. They are more secure, faster, cost-effective, and environment-friendly.
Whether you are a student, a business owner, or a government employee, using digital signatures can save you time, money, and effort. You can sign documents from anywhere and keep your workflow moving without delays.
With more people and businesses shifting to digital ways of working, it is clear that digital signatures are not just the future – they are already a part of our present.
So, if you haven’t started using digital signatures yet, now is the right time to get one and experience the benefits yourself.
