Why use electronic notarization of documents?

Why use electronic notarization of documents?

As part of a document certification process, electronic notarization is an excellent way to guarantee its integrity throughout the process. Today, there are digital tools that allow notarization of a document, which can simplify many administrative processes. So what does notarization of a document consist of? When to use it? How to implement it?

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What is electronic notarization?

Electronic notarization is the process of validation of an electronic document by a trusted third party. In the context of electronic notarization, validation is done through the use of encryption and electronic signature technology. This dematerialized process allows to certify the integrity of the different steps of the evolution of a digital document. The objective is to guarantee the content or the origin for example.

In other words, electronic notarization allows to guarantee to the sender as well as to the recipient, but also to any consultant of an online document that the latter has not been altered. This is based in particular on the verification of the proof of exchange and archiving relating to this document.

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Electronic notarization includes:

- Identification of the parties: the co-contracting parties must be identified

- Electronic signature: the parties must sign the document electronically to guarantee its integrity and authenticity

- Recording: the document must be kept in an electronic document management system (EDM) or a notary public registry.

- Certification: the trusted third party certifies that the document has been duly notarized electronically.

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What are the advantages of electronic notarization?

Compared to traditional notarization, electronic notarization has many advantages:

- Convenience: electronic notarization can be done remotely. No need to travel to a notary's office

- Speed: electronic notarization can be done in a few minutes (as at Archipels) unlike traditional notarization

- Security: electronic notarization uses encryption and electronic signature technologies that provide unparalleled security, especially when you consider that the documents transit on a decentralized database like the blockchain.

- Cost: Electronic notarization can be much less expensive than traditional notarization since it does not require the physical intervention of a trusted third party, nor the related processes.

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Blockchain as a trusted third party

If, in the physical world, the notary is the trusted third party who intervenes in the process of guaranteeing the integrity of a document, this role of trusted third party can be played by blockchain technology. Indeed, the blockchain is an excellent way to guarantee the integrity of a document since all the steps of creation, modification and revocation of the latter are recorded in a distributed register that guarantees the integrity and inalterability of documents.

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From then on, a well thought-out tool can use blockchain technology to offer a ready-to-use online notarization tool. At Archipels, the blockchain from a consortium - CDC, La Poste, EDF and ENGIE - co-own the distributed database - ensures legitimacy and credibility, to which is added a business overlay that is easy to integrate. Indeed, with Archipels Certify, the notarization process is done via a certification API that can be easily integrated into business interfaces. This is a solution that is valued by many companies such as Digiposte, which has notarized all the pay slips in its digital safes. When to use electronic notarization?

Electronic notarization can be used in all cases requiring the intervention of a notary or the guarantee of document integrity. Numerous sectors of activity can then be concerned such as real estate, insurance, banking, finance, asset management, etc. But it is the public sector that has everything to gain from the use of notarization on blockchain. Any company wishing to guarantee the authenticity and integrity of an electronic document to a client will be able to use this type of tool. As a guarantee of trust, it also greatly simplifies exchanges.

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Indeed, a dematerialized notarization system will not only serve to authenticate and certify a document, it also allows to save time and to facilitate an administrative process. The solution used here being digital, we can completely digitalize the process. With a secure electronic signature tool, the client no longer needs to go to the office to sign a document. This is a definite advantage to facilitate the smooth running of any administrative procedure and to save precious time.

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How to access this type of tool?

With Archipels Certify, you can use the electronic notarization of documents and data on blockchain to meet the many cases of use that require multiple services: electronic signature, time-stamping, archiving or verification of documents.

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