Electronic Signature in Asset Management

The end of paper protocols

Transfer protocols, inventory reports, disposal records — asset management generates dozens of documents requiring a signature. Traditionally this means printing, handwritten signing, scanning and archiving. An electronic signature eliminates this entire process.

In this article we look at how electronic signatures work in the context of asset records, what the law says and how to use them in practice.

What is an electronic signature?

An electronic signature is the digital equivalent of a handwritten signature. In the Czech Republic it is governed by the eIDAS Regulation (EU No. 910/2014) and Act No. 297/2016 Coll. on trust services for electronic transactions.

There are three levels of electronic signature — simple, advanced and qualified. For internal documents within asset records, an advanced electronic signature is usually sufficient.

Types of electronic signatures

Legislative framework in the Czech Republic

Electronic signatures in the Czech Republic are governed by Act No. 297/2016 Coll. on trust services for electronic transactions, which implements the European eIDAS Regulation. For schools and publicly funded organizations it is important to know that electronic signatures have legal validity and can be used for all internal documents including inventory reports.

• Simple electronic signature — sufficient for internal documents and routine communication. No certificate required.
• Advanced electronic signature — requires a certificate, suitable for transfer protocols and inventory reports.
• Qualified electronic signature — highest legal standing, equivalent to a handwritten signature. Required for communication with authorities.

Where you'll use e-signatures in asset management

Benefits of electronic signatures

• ✓ Time saving — no printing, scanning or distributing paper
• ✓ Cost saving — less paper, toner and postage
• ✓ Instant availability — signed documents are immediately accessible to all parties
• ✓ Security — electronic signatures cannot be forged; any document change is detectable
• ✓ Archiving — digital documents cannot be lost or destroyed and take up zero physical space
• ✓ Audit trail — precise record of who signed what and when

How it works in practice

Imagine a typical scenario: the administrator completes the classroom inventory, the app automatically generates an inventory report. Committee members receive a notification and sign the document electronically — each from their own computer or phone. The entire process that used to take days (printing, walking around offices, scanning) is done in minutes.

How much does switching to e-signatures cost?

The electronic signature module is included in Asset Manager at no extra charge. A qualified certificate from PostSignum costs from CZK 396 per year. For most internal documents (transfer protocols, inventory reports) an advanced signature — which is free in the app — is sufficient.

Summary

Electronic signatures in asset management save time, reduce costs and increase document security. With the LarvaSystemsSigner module you can sign protocols directly in Asset Manager — no paper, no delays, fully compliant with the law.