What is a Basic Electronic Signature (BES) and when should it be used?
A Basic Electronic Signature (BES) is the simplest form of electronic signature, as defined by the eIDAS Regulation (EU Regulation No. 910/2014) within the European Union. While it provides a basic level of security, it lacks some of the advanced features found in higher-level electronic signatures. The eIDAS Regulation categorizes electronic signatures into three levels of assurance: Basic Electronic Signature (BES), Advanced Electronic Signature (AES), and Qualified Electronic Signature (QES).
Key characteristics of an Basic Electronic Signature
Data in electronic form
A Basic Electronic Signature involves data in electronic form that is logically associated with other data and is used by the signatory to sign.
Low level of assurance
BES does not provide the same level of assurance as higher-tier electronic signatures. It lacks some of the advanced security features found in Advanced and Qualified Electronic Signatures.
No requirement for specific technology
BES does not mandate the use of specific technologies or devices for signature creation. It can be implemented using a wide range of electronic means, including scanned signatures, OK or approve-buttons, or other basic methods.
Legally recognized
Despite its basic nature, a Basic Electronic Signature is legally recognized within the European Union. It is considered a valid form of electronic signature, though its acceptance might vary depending on the context and jurisdiction.
When to use an Basic Electronic Signature
Low-risk transactions
BES is suitable for low-risk transactions where a basic level of authentication and legal validity is sufficient. This could include simple agreements, internal memos, or other non-sensitive documents.
Routine business processes
In everyday business processes where the emphasis is on efficiency rather than a high level of security, a Basic Electronic Signature may be appropriate. Examples include routine approvals, acknowledgments, or consent forms.
User-friendly processes
BES is often employed in scenarios where a user-friendly and accessible signing process is prioritized. For instance, when obtaining electronic consent on a website or through a mobile application.
Internal documentation
Basic Electronic Signatures may be suitable for internal documentation, such as internal memos, employee acknowledgments, or routine approvals within an organization.
Cost-effective solutions
For organizations seeking cost-effective solutions for basic electronic signing needs, BES can be a practical choice. It allows for the implementation of electronic signatures without the need for sophisticated technologies or infrastructure.
While a Basic Electronic Signature may be suitable for certain use cases, it's important to carefully assess the specific requirements of each transaction or document. For higher-stakes and legally significant transactions, especially those requiring cross-border recognition, organizations may opt for more advanced forms of electronic signatures such as Advanced Electronic Signatures (AES) or Qualified Electronic Signatures (QES).