How to manage the electronic seal of the organization to solve the problem of physical seal manageme

The current application scenario of electronic seals is mainly on the internal documents of enterprises, and if it is a contract for signing an external economic agreement, the physical seal will still be used, and at this time, the management disadvantages of the traditional physical seal will also appear.

In order to solve the problem of physical seal management, the mainstream way is still through smart seals.

The smart seal is to install the traditional physical seal into a smart terminal device, and the management personnel manage the seal through the APP to set permissions, authorizations and other behaviors. If the use of the seal needs to be submitted through the device, the management personnel will review and authorize through the APP, and the intelligent seal machine equipment will automatically seal the document after it is authorized, and the seal information will be automatically sent to the server for permanent storage after the system is sealed, and the information will be traced and traced. Usually when the smart device is in a dormant lock state when not in use, abnormal unlocking behavior will automatically send an alarm to remind the management personnel, etc., through which some defects in the traditional physical seal management can be effectively avoided and eliminated.

Considering the special legal effect of "seal", a reliable electronic seal is more conducive to the organization to achieve standardized management and avoid the risk of using the seal. Third-party e-signature platforms follow e-seals6 management rules, supervise the seal throughout the process, so that all seals are unified into one platform to "issue and authorize the use on demand", and the trouble with the seal is swept away.

Article 1: Everything must be applied

Management Rules: In order to standardize the organization's seal management system, the use and management of electronic seals must be applied for in advance and authorized for implementation.

The electronic signature platform can be integrated with any business system and management software to create an electronic seal management system for customers, whether it is sealing, destruction or use, all of which are reviewed and implemented by the process to ensure that each operation is fully authorized and improve management standardization.

Article 2: The whole cycle of seal management

Management Rules: The process of "making, changing, invalidating and retracting" electronic seals must be reported and updated in a timely manner to ensure that the electronic seal information is effective and unified.

Through the integration of various business systems and management software, the electronic signature platform manages the whole life cycle of each seal from seal production to invalidation, tracks the change of seal information throughout the process, prevents the confusion of seals, and uses it freely.

Article 3: Seals are kept by special personnel

Management Rules: All electronic seals must be managed by a special person, and the production, change and transfer of seals are all operated by a special person, with clear rights and responsibilities.

The electronic signature platform can make legally effective electronic seals for the organization, authorize administrators for each seal, clarify management authority, and ensure the security of electronic seals.

Article 4: Unified Authorized Use

Management Rules: The use of all electronic seals must be applied for in advance, approved and authorized by superior leaders, and called on demand to ensure that the use of each seal is clear, and cannot be used indiscriminately or fraudulently.

Through the integration of management software and business systems, the electronic signature platform allows the organization to apply for all the needs of the seal in various businesses through the process, reducing human intervention and preventing the use of wrong seals, fraudulent use and indiscriminate use of seals.

Article 5: Complete records of audit materials

Management Rules: Electronic seals must have detailed operation records, and the use of each seal can be spot-checked regularly and at any time to improve the ability to identify risks.

The "seal log" has a detailed information record of the basic information and the whole process operation of each seal, whether it is the basic information such as the digital certificate, the name of the seal, the scope of use, or the operation information such as the person who uses the seal, the document that uses the seal, and the time of the seal, which can be accessed at the first time, and the audit is more comprehensive.

Article 6: There are archives of process documents

Management Rules: To ensure that the whole process of electronic seal documents can be timely and orderly to form archival materials, and form an efficient information query and verification process.

The electronic signature platform can provide users with document storage services, all printed documents are automatically stored in the system, and can also help organizations form a set of standard printing document management applications through management software, and fully integrate storage, search and sharing.

Due to the concerns of concept and information security, many organizations have not fully popularized the application of electronic seals in the matter of contract sealing, and enterprise seal management often faces such a dilemma

1. It is difficult for traditional seals to meet the needs of efficient and unified management of the organization;

2. Electronic seals are difficult to eliminate corporate security concerns;

Enterprises can establish a set of seal control centers that truly belong to the organization to achieve the unity of physical seal and electronic seal control. The company's own seal control center has the following characteristics:

1. The seal control function is configured on demand, and the data is managed locally.

2. The organic combination of "decentralized management" and "centralized control" of the organizational seal.

3. The business management system and the electronic seal function are seamlessly connected and uniformly controlled.

1. The printing control function is configured on demand, and the data is managed locally

Enterprises at different stages of development have different needs for seal management, and enterprises can establish a set of internal seal control centers to meet the requirements of enterprises for information security and confidentiality through local data storage, and at the same time realize a variety of seal use scenarios

1) Establish a complete set of electronic seal signing platform and back-end operation and maintenance platform to realize the collection of all physical seals of the enterprise to the headquarters, and sign various contracts through electronic seals.

2) Control the physical seal with the help of a stamp controller (stamp controller). By placing a physical stamp in a hardware device and only with system authorization, it can be activated and stamped. For example, the enterprise management loan seal or the seal of the branch in another place provides convenience.

3) When it is inconvenient for external users to use electronic seals, electronic contracts and paper contracts can be managed in a unified manner through electronic seals + anti-counterfeiting printing. Anti-counterfeiting printing: The electronic contract is printed as a paper contract with a unique anti-counterfeiting logo, so that the paper contract can also quickly identify the authenticity of the document.

For example, when external users cannot use electronic seals and electronic contracts, enterprises can print paper versions to the other party to stamp physical seals and ensure that they are not tampered with, and can quickly identify the content of the contract through the anti-counterfeiting code.

2. The organic combination of "decentralized management" and "centralized control" of the organizational seal.

The system administrator can manage the opened account and all seals, and assign the roles of seal administrator and ordinary employees according to the employee's incumbency and job requirements. For example, roles such as seal administrator, legal officer, general employee, etc.

3. The business management system and the electronic seal function are seamlessly connected and uniformly controlled.

Legal effect of electronic seal: A reliable electronic signature has the same legal effect as a handwritten signature or seal.

Article 13 of the Electronic Signature Law of the People's Republic of China: Where an electronic signature meets the following conditions at the same time, it is deemed to be a reliable electronic signature: (1) When the electronic signature production data is used for electronic signatures, it belongs to the electronic signatory; (2) The electronic signature creation data at the time of signing is controlled only by the electronic signer; (3) Any alteration of the electronic signature after signing can be discovered; (iv) Any changes to the content and form of the data message after signing can be detected. Parties may also choose to use electronic signatures that meet the reliable conditions they have agreed upon.

Article 14 of the Electronic Signature Law of the People's Republic of China Reliable electronic signatures have the same legal effect as handwritten signatures or seals.

We all know that the internal management and operation of the enterprise also require costs, if it is necessary to overturn the previous system, it will not only make the staff unsuitable, but also the initial direct economic investment relative cost is relatively high.

Under normal circumstances, if it is not necessary, it is not easy for enterprises to reform internal management, but with the social and economic development and the continuous expansion of enterprise business, the small problems and defects that are not worth paying attention to are gradually magnified in front of us;

Taking the seal management of construction companies as an example, the company needs to use the corporate seal when signing the contract because of the cross-regional project bidding comparison, and the use of seals in different places is likely to lead to the phenomenon of private seal and stealing seals due to the lack of corporate supervision. Generally, for this reason, the company will send a number of additional personnel to follow the management, but this approach not only increases the cost, but also makes it difficult to ensure that the entourage will also participate in it.

Therefore, whether it is a construction company or other types of enterprises, they should find out the actual situation of the internal seal management of the enterprise, and sort out the weak links of the company's seal management. Not only will the cross-regional use of the official seal increase the risk, but also the lack of internal management will be the high-risk area for the use of the corporate seal, and the relevant departments of the enterprise need to carry out detailed control and conduct a detailed analysis of the occurrence, impact and consequences of the risk.

The management department should establish a long-term risk identification and early warning mechanism in order to strangle the hidden risks in the cradle. In the process, problems that have already been exposed may be discovered, and they must be dealt with immediately, leaving no room for continuous fermentation and greater losses.

Ok, the above official eight-share document does seem a bit complicated, let's simply say: in the face of the traditional seal management methods can not adapt to the new needs of seal use brought about by business development, how should the company introduce and establish a set of intelligent seal management system to assist the company to complete the seal efficient and safe management use?

Rest assured to sign electronic contract printing solutions:

First, the use of cumbersome, low timeliness of the balance of the solution.

1.For use scenarios where there is no mandatory form of seal, the electronic signature generation interface can be used to convert the 300+ official seals of the headquarters into electronic signatures, and import the data into the OA system, so that the electronic contract signing and electronic signature use can be seamlessly connected with the OA system; The process is as follows:

2.For use scenarios where there are mandatory requirements for the use of seals, such as signing contracts with other state-owned enterprises such as the DMV, the use process is the same as the above-mentioned electronic signature, except that the physical seal can be used when applying for the return of the seal; The specific usage process is as follows:

Contract locksPrinting control management system service content

The contract lock provides users with the ability to manage all physical and electronic seals of the organization in a unified manner.

Printing control management software system. The seal control system authorizes and controls all kinds of seals according to the organizational authority system, and the seal management department automates the workflow.

In the process of processing the printing of various documents in the platform, the color laser printer on the institutional side is finally used to print out the content of the document and the anti-counterfeiting seal at one time, which realizes the comprehensive management requirements of "centralized management", "hierarchical authorization", "remote printing" and "archiving and access" of various seals and business seals, and provides rich API interfaces for flexible and rapid integration with third-party system services.

The printing control management system deployed by the hybrid of localization and cloud realizes the core functions of user management, printing review, printing management, seal management, etc., and can be externally connected to printers, printing controllers, and other business systems to output information and instructions.

Contract Seal Lock Printing Control Management System Module:

1. Basic molded rock potato wheel block (user, organization, role, seal, printer).

2. Audit module (audit process, can be simplified).

3. Signature module (electronic signature management, physical seal control module, printer control module).

4. Printing module (anti-counterfeiting printing).

5. Archiving management (the physical seal can be scanned and sent back to the association through the barcode on the process sheet).

6. Outsourced management (open up with the first system, the first business management system, and the dealer system).

In the Internet era, the approval of internal business operation processes and all external business activities rely on signatures or seals to convey their true intentions. In today's gradual realization of office automation, the management of Qicongling slag industry is increasingly emphasizing paperless office, and the three "mobile" needs of anytime and anywhere have gradually challenged the traditional seal.

Under the impact of enterprise information management, traditional seals can no longer meet the needs of business processes such as approval anytime and anywhere, providing convenient services anytime and anywhere, and negotiating cooperation anytime and anywhere. It has caused a huge information fragmentation, resulting in a huge time cost and management cost.

As we all know, the external productive business activities or internal operations of every enterprise, as well as the implementation of each work, need to be signed and sealed by the relevant person in charge.

Where physical seals need to be used in the office process, you can use electronic seals through the contract lock platform to directly complete the seal application and approval seal through the Internet. The usage scenarios can cover contracts, paper documents, invoices, etc., which need to be signed by the finance, production, and procurement departments in the enterprise. The electronic seal means the commitment, recognition and certification of the enterprise or the parties to the transaction, both internally and externally.

So how to use it?

The seal approval process can be incorporated into the enterprise OA and other information systems, and the seal user can initiate the seal application in the OA system, carry out the related review and approval links, and the seal application process is over, and the seal administrator stamps the corresponding electronic seal according to the different business types, and easily completes all the online processes of the seal.

The electronic seal can effectively improve office efficiency through the way of signature, and at the same time, the electronic seal is buried in paperless storage and use mode, which better improves the timeliness of document review and sealing.

Compared with physical seals, electronic seals can be used to achieve approval, tracking and recording before, during and after the use of seals, improving efficiency.

A complete and standardized online printing process can reduce the insecurity in the printing process; The relevant personnel records, review and approval opinions and circulation process of each printing node will be recorded;

All kinds of data in the printing process, including printing records, printing documents and printing person information, are stored in the OA system, which can be retrieved, checked and counted at any time, so as to be managed afterwards, and all information can be traced.