Cost-benefit analysis of digital signing: Extensive use brings remarkable financial benefits
Certification Centre and MoZg Agency carried out a study to find out the efficiency of digital signing and to perform a cost-benefit analysis. Cost-advantages of the digital signature when
compared to the handwritten signature were studied on the
basis of both private and public organisations.
Interviews were carried out in several private and public organisations during the first stage of the study. We selected University of Tartu and Eltel Networks for the organisations to be studied, because they differ a lot in terms of document processing. Both the University of Tartu and Eltel Networks constantly sign numerous documents and large quantity of documents means that the average can be found with the smallest possible error margin.
The study was based on SWOT analysis of main services and alternatives, and alternative profitability methods. They helped to measure the time spent on customer service time spent one clients and the costs of both handwritten and digital signatures. In the costs evaluation, it is important to turn attention to the scope and the quantity of the documents signed in the selected period.
The costs associated with signing documents can easily be found with the digital signature cost-profit calculator developed by the Certification Centre. The calculator shows that signing documents digitally would allow Eltel Networks to save 1,380 euros per month and the University of Tartu to save 11,500 euros per month, which in the case of latter amounts to more than half a million euros in four years. The biggest savings would be achieved on workforce costs, and also the costs of printing and postage.
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Conclusions
The study revieled the following:
- many companies are aware of the options and advantages of using digital signatures, and the process of digital signing is actively implemented (also at the initiative of the management);
- the representatives of some companies have a limited understanding of the costs associated with signing documents;
- the representatives of companies should be shown that signing documents digitally has clear financial benefits;
- customer servicing procedures tend to be built on handwritten signatures;
- the representatives of companies failed to recognise their potentially active role in promoting digital signatures; and
- the employees of companies often see the digital signature as a source of mandatory development work rather than potential financial gain and increased efficiency