Integrated Electronic Signature: Best Practices for Your Reports

Electronic signatures have become essential in inspection reports. What are the different security levels? How do you integrate them into your field processes? This guide answers your practical questions.

Why Adopt Electronic Signatures?

Electronic signatures significantly simplify the validation of your field reports:

They identify the signer and guarantee document integrity
They eliminate the need to sign paper and then scan it
They accelerate the validation workflow and delivery of the final report

Good to Know

There are several levels of electronic signatures, each with a different security level. For standard field reports, simple (touch) signatures are widely adopted.

The Different Levels of Electronic Signatures

Simple

Touch signature or scan. Sufficient for standard inspection reports.

Advanced

Linked to the signer, enables detection of any modification. Recommended for contractual documents.

Qualified

Highest security level. Used for authenticated deeds and high-requirement documents.

Which Level for Your Inspection Reports?

For the vast majority of field reports, the simple (touch) signature is sufficient and widely adopted:

Technical intervention reports
Property condition reports
QHSE inspection sheets
Delivery notes
Work completion certificates

Advanced signatures are recommended for documents with high financial or contractual stakes (major quotes, maintenance contracts, forensic assessments).

Best Practices for Field Signatures

1. Clearly Identify the Signer

The report must include: first name, last name, title and company of the signer. This information strengthens traceability.

2. Timestamp the Signature

The date and time of signing must be recorded automatically. This is a key element in case of disputes.

3. Maintain Proof of Integrity

The signed document must not be modifiable after signing. PDF formats with embedded certificates guarantee this integrity.

4. Archive Properly

Store signed documents in a secure system with backup. Retention periods depend on the document type (generally 5 to 10 years).