Electronic Signatures: A Solution for Administrative Security and Efficiency in Universities

SEVIMA.COM – University administrations rely heavily on documents for all important administrative purposes. Traditionally, these documents required handwritten, paper-based signatures by involved parties to make documents official. However, many universities often experience setbacks through this approach, hindering the efficiency of administrative operations.

Picture this; an overwhelmed administrator surrounded by mountains of documents, where each document has to be printed, signed physically, and hand-delivered to each party involved, including students, university leaders, and even partnering institutions. This activity can span over multiple hours, days, even weeks just to get the documents physically signed and approved. Thus, the inefficient process can lead to multiple parties questioning and protesting the university due to the delays in receiving their documents.

Beyond such delays in administrative processes, it also increases the security risk of these documents. Signatures within physical documents are highly prone to being forged and manipulated from unauthorized individuals and parties. This risk leaves universities vulnerable to fraudulent behavior, jeopardizing the integrity of its academic documents.

It is important for universities to ensure the efficiency and security of processing these documents, as they are used by the university for multiple purposes, including accepting new students, giving alumni their hard-earned degrees, partnerships with other institutions, and even in reporting the university’s data to the government. In the long run, these problems can easily hurt and tarnish the universities’ reputation, making it necessary for universities to adopt solutions that prevent such problems.

Luckily, a solution called electronic signatures, also known as e-sign, has emerged in this digital era as a powerful alternative to the traditional paper-based signature method, transforming university administration processes. E-signatures refer to any signature used for signing paperwork or agreement documents electronically. According to SSL.com, e-signatures offer a seamless and secure way to sign documents electronically, addressing many of the inefficiencies and security concerns associated with traditional signatures.

Interested in learning how electronic signatures can boost both efficiency and security in university administration? Keep reading to discover the key benefits they offer!

Baca juga: Modul Litabmas SEVIMA, Solusi Efektif Pengelolaan Penelitian dan Pengabdian Masyarakat di Perguruan Tinggi

Enhancing Efficiency with E-Sign in University Administrations

Electronic signatures provide multiple and effective ways to optimize the efficiency and security in signing documents within university administrative operations.

• Simplifying Administrative Operations

Traditional signatures require university administrators to physically track down each individual needed to sign documents. Electronic signatures solve this problem by directly reducing manual processing and waiting periods. 

Moreover, e-signatures revolutionize document management by allowing administrators to store everything digitally, eliminating the hassle of printing, and archiving physical copies in crowded university offices. This not only streamlines the entire process, but also significantly cuts down on paper usage, making a positive impact on the environment and aligning with sustainability goals.

• Speeding up Approval Workflows and Decision-Making

Electronic signatures boost university administration workflow as administrators, faculty, and students can sign documents remotely within minutes, allowing documents to be processed quickly by administrators. This quickened process eases the workflow during crucial administrative periods, including enrollment periods and in creating academic transcripts. 

Furthermore, administrators can focus on more critical tasks as it effectively cuts down the tedious process of requesting signatures from multiple individuals in universities.

• Authenticity and Integrity

Electronic signatures protect sensitive information and prevent fraudulent activities as they have multiple layers of security and authentication built into them. 

These measures can include encryption and two-factor authentication strategies. University administrators handling personal and financial data of their universities, such as academic transcripts and student demographic data, would then be worry-free from any document being tampered with by unauthorized parties.

• Compliance with Regulations

Multiple countries have created security regulations that ensure its authenticity, making it legally binding and usable for institutions, including university administrations. 

Indonesia, for example, amended the Electronic Information and Transaction Law No. 19 of 2016 that recognizes electronic information and/or documents as having equal legal standing to traditional signatures. This benefit allows universities to have documents signed electronically be legal, opening the doors for efficiency in all administrative operations.

In summary, electronic signatures provide many benefits for university administration activities, especially in simplifying administrative processes and ensuring authentic signed documents every time. 

To answer the demands of having smoother, efficient administrative operations within universities, SEVIMA Platform contributes by providing E-Signatures services.

Baca juga: SEVIMA Bekerja Sama dengan PERURI, Berikan Layanan Tanda Tangan Digital untuk Perguruan Tinggi

SEVIMA Platform’s Electronic Signature Service for Efficient Administrative Processes

SEVIMA, an Indonesian education technology company supporting the digital transformation of over 1200 universities across the country, recognized the need for technological development in digitizing signatures. Now, SEVIMA Platform provides the electronic signature service and feature, integrated within the platform’s ecosystem. This service becomes a solution towards the problems set forth by traditional, handwritten signatures.

The platform’s signature service allows universities to securely sign documents electronically and effortlessly with a system adapted to this modern world. Not only does it efficiently optimize the administrative operations, but it helps Indonesian universities comply with recent regulations, ensuring both technological and legal security.

This platform does not only provide e-signatures as its service, but on a larger scale, it can help Indonesian universities report their data to the Ministry of Higher Education, Research, and Technology seamlessly and compliant with the ministry’s regulations. Therefore, these benefits offered by SEVIMA ensure the technological development of universities across Indonesia.

Interested in learning more about SEVIMA Platform, its E-Signature services that endorse a more efficient administrative system, and other provided features for your university? Get started by contacting us through Our Contact today!

Mengenal SEVIMA

SEVIMA merupakan perusahaan Edutech (education technology) yang telah berkomitmen sejak tahun 2004 dalam menyelesaikan kendala kerumitan administrasi akademik di pendidikan tinggi (Universitas, Sekolah Tinggi, Institut, Politeknik, Akademi, dll.) dengan 99% keberhasilan implementasi melalui SEVIMA Platform, segera jadwalkan konsultasi di: Kontak Kami