The human resources industry embraces electronic contracts and explores the path of exponential organizational innovation

[51CTO.com original article] On November 26, HRA 2019 Organization Development Summit Forum was successfully held in Beijing. Chen Shanshan, product marketing director of Beijing Digital Certification Co., Ltd. (hereinafter referred to as "Digital Certification"), shared the practical value of electronic signatures in different scenarios of enterprises under the title of "New Model of Organizational Contract Conclusion in the Digital Age", and put forward the view that "electronic signatures are an accelerator for organizational agile transformation and digital upgrade, and liberate the productivity of human resources."

[[284360]]

The wave of organizational efficiency transformation is surging

With the development of the Internet and the continuous growth of large-scale cross-regional enterprises, enterprises are faced with problems such as a large number of front-line employees, scattered work areas, and frequent personnel changes.

Authoritative data shows that the number of labor contracts signed in my country reached 780 million in 2018. This figure means that the workload of HR has increased - single and repetitive tasks such as employee recruitment, resignation, job transfer, file management, recruitment, training, etc. occupy a lot of HR's time.

Traditional paper-based methods such as signing labor contracts and issuing internal documents can no longer keep up with the efficient needs of corporate management, and the digital requirements of corporate human resources departments are getting higher and higher. They are eager to use new technologies and tools to simplify these transactional workflows and focus on building an agile organization, employee experience, and implementing forward-looking strategies through technology.

Electronic contracts are favored by human resources

The pain points of the industry have accelerated the market demand. In order to cope with the rapid expansion of enterprises, the application of electronic signatures has exploded. Electronic contracts are highly favored by human resources for their advantages such as convenience, efficiency, cost reduction, security and reliability.

Electronic signing is not restricted by terminals and can support multiple methods such as WEB computers, H5 pages, mobile apps, WeChat, etc. It can also be seamlessly connected with the human resources business system, which is fast and easy to integrate and easy to use. After the enterprise deployment, the visible benefit is the improvement of efficiency. Employees only need 10 minutes to complete the entire employee onboarding and archiving operations. In addition, the paperless office saves a lot of paper supplies. The onboarding of employees between different branches no longer requires express mailing of materials, which greatly increases the timeliness. Not only that, in a market environment with stricter supervision, electronic contracts can also ensure the authenticity of employee information, the legality and credibility of electronic documents, the authenticity and completeness of content, and the traceability of responsibilities, which are all unattainable by human resources using traditional methods.

It can be seen that electronic contracts are of great significance to the overall enterprise management and to improving organizational efficiency. They make HR work more standardized and process-oriented, greatly improving the management efficiency of HR human resources work.

Electronic contracts are safer than "black and white"

Although electronic signatures and electronic contracts can greatly simplify corporate organizational processes and enable efficient human resources affairs, many companies still have many concerns. The key lies in the security of information data: Are electronic contracts reliable? Can they be used as reliable evidence in the event of a dispute? At the HRA 2019 Organization Development Summit, Chen Shanshan also shared her views on digital certification in response to people's concerns. "Electronic contracts have been well adopted and recognized in both the judicial system and the arbitration system, and there are actually no judicial barriers to their application."

[[284361]]

She said that electronic signature is the electronic signature of the contract through cryptographic technology, which can achieve three key points, namely anti-tampering, anti-forgery, and verifiability. For digital authentication, in electronic contract services, the most important thing is to reflect digital trust in the work of corporate HR, ensuring the security of identity information, contract documents, data transmission, and business information.

In addition, the state has also given full recognition to electronic contracts from a legal perspective. Article 11 of the Contract Law stipulates: "Written form (of a contract) refers to a contract, letter, or data message (including telegram, telex, fax, electronic data exchange, and e-mail) that can tangibly express the contents contained therein." And Article 4 of the Electronic Signature Law also stipulates: "Data messages that can tangibly express the contents contained therein and can be retrieved and used at any time are deemed to be in written form in compliance with the requirements of laws and regulations."

Some of the labor arbitration cases related to electronic labor contracts that have been made public have affirmed the legal validity of electronic labor contracts to varying degrees. In the hearing of civil dispute cases in the People's Courts of Guangdong, Shanghai, Fujian, Hunan and other places, the courts have all accepted the electronic contracts formed by digital certification services, safeguarding the legitimate rights and interests of the parties using the contract.

Electronic contracts solve the problem of identity in contract signing

Many people have misunderstandings about electronic signatures, thinking that taking a photo, scanning and archiving a paper contract is an electronic contract. In fact, the idea of ​​an electronic contract is completely different from copying the paper process as it is. Digital certification breaks down the legal support work for electronic contracts in great detail, including regulatory review, identity authentication, signature timestamp, appraisal notarization, commercial secret products, evidence preservation, CA certification, etc., to ensure the legal effectiveness of electronic contract services in many aspects.

Identity authentication: The electronic signature solution must first identify the real identity of the employee. Digital authentication has been fully integrated into the CTID platform ("Internet +" trusted identity authentication platform), which enables real-time online verification of the identity of the contract signatory. This is also the authoritative identity authentication method in the electronic contract industry so far.

Personal privacy: While ensuring the authenticity of the identity, it is also necessary to ensure that personal privacy information is not leaked. When employees sign a contract, all information must be completely saved and verifiable, and cannot be viewed by unauthorized systems or individuals. The implementation of these tasks is inseparable from the support of cryptographic algorithms, allowing users and application parties to implement electronic signatures in a safe and trustworthy digital environment.

Evidence traceability: If employees do not sign contracts face-to-face, there will be problems such as uncontrollable environment, uncontrollable identity, and failure to collect relevant evidence. However, electronic signatures based on cryptographic algorithms are more reliable, with the "Electronic Signature Law" as legal support. Every key point of the signature has traceable evidence, which is more complete and faster to extract, and can quickly resolve employee labor disputes.

Electronic contract manufacturers with natural CA genes are more trustworthy

The value of electronic contracts to corporate HR is obvious, but choosing a "reliable" electronic contract solution requires HR to be careful. This reminds people of the P2P platforms that have frequently "exploded" not long ago. Formal platforms usually require investors and borrowers to sign service agreements through third-party electronic contract service platforms to generate legally binding electronic contracts. However, illegal platforms often cooperate with unqualified third-party electronic contract platforms. The electronic signature services provided by these platforms have not been authenticated and verified by authoritative third-party CA organizations, which will cause identity unreality. Moreover, when using a false electronic contract system, information can be tampered with at will, electronic contracts are non-compliant, and the chain of evidence is scarce and incomplete, which is not recognized by the law at all, which makes the road to consumer rights protection even worse.

In fact, a compliant electronic contract has a very high technical threshold and has strict requirements on the strength of the enterprise in multiple dimensions. Digital Certification is the first listed electronic certification company in China. It has been focusing on information security for nearly 20 years. It has 5 million corporate users and hundreds of millions of individual users. It has participated in the formulation of more than 110 national, industry and local standards, and has been deeply involved in the research and development of more than 60 major national projects, always maintaining its market leadership.

From the perspective of the legitimacy of the service provider: Digital Certification has an "Electronic Certification Service License" and provides electronic signature services that comply with the requirements of the "Electronic Signature Law". It is legally responsible for the authenticity and reliability of all parties involved in electronic signatures, and the company's operations are subject to strong state supervision;

From the compliance of service technology: digital certification obtains password usage qualification, and the product also obtains password product model certificate;

From the perspective of the security of the service system: digital authentication is tested and certified by the Information Technology Evaluation Center, ISO system and computer room security quality system, which can ensure the authenticity and reliability of identity while protecting personal privacy in accordance with the law.

Chen Shanshan said: "For enterprises, choosing high-quality service providers will achieve twice the result with half the effort. When choosing service providers, enterprises should pay attention to whether the electronic contract services they provide are legal and compliant, whether the electronic contract protection services are safe and reliable, whether the electronic contract service delivery is adaptable to demand, and whether the electronic contract operation capabilities are sustainable and stable."

At present, the digitally certified electronic contract solution for the human resources industry has been widely used. For corporate HR, digital certification has the rigor and authority of CA genes, and the electronic contract solution based on it can provide HR with very good support services in terms of compliance and evidence chain.

[51CTO original article, please indicate the original author and source as 51CTO.com when reprinting on partner sites]