Faced with the growing requirements for the modernization of public action and citizens' expectations in terms of responsiveness, local authorities must rethink their administrative processes. Electronic signing is becoming an essential tool for digital transformation for municipalities, departments and regions.
How does this tool improve the document management of territorial administrations? What are the concrete benefits for agents, elected officials and users?
Electronic signature: Responding to the challenges of modern administration
The challenges of local authorities
Local authorities face multiple constraints:
- Budget pressure : Optimize operating costs
- Citizen requirements : Improve responsiveness and quality of service
- Legal obligation : Respect the dematerialization deadlines
- Organization of work : Facilitate teleworking and the mobility of agents
- Transparency : Guarantee the traceability of public decisions
What is an electronic signature for local authorities?
The Electronic initializer digitally transpose the traditional validation circuits of the administration. It organizes, secures and accelerates the validation and signing of administrative documents according to established rules and hierarchies.
Types of documents processed: Versatility at the service of the public
Decision-making documents
- Municipal/departmental/regional council deliberations
- Municipal and prefectural ordinances
- Decisions of the mayor or the president
Financial Management
- Payment mandates and invoices
- Order forms and quotes
- Budgets and administrative accounts
Public procurement and public procurement
- Business consultation files (DCE)
- Offer analysis reports
- Attribution notifications
Concrete benefits for each actor
For administrative services
Immediate productivity gain
The validation circuits last from several days to a few hours. A municipality with 15,000 inhabitants saves an average of 25% of administrative processing time.
Optimized collaborative work
Agents can simultaneously work on files, share observations, and monitor progress in real time.
Teleworking made easy
Remote agents access the documents to be validated from anywhere, maintaining continuity of service.
Reduction of errors
Automated workflows eliminate validation oversights and ensure compliance with procedures.
For the general management and elected officials
Real-time control
Dashboards to monitor the progress of cases and identify bottlenecks.
Faster decisions
The files arrive prepared and pre-validated, allowing decision-makers to focus on strategic issues.
Full traceability
Detailed history of each validation: who validated what, when, with what comments. Indispensable for audits and controls.
Cost reduction
Savings on printing, physical archiving, and paper-related costs
For users and citizens
Improving public service
Processing times reduced by 40% on average for current applications (certificates, authorizations, grants).
Continuity of service
Maintenance of service even in the absence of agents thanks to automated workflows.
The Louvre has set up the Efalia electronic signature system
Technical specifications for the public sector
When choosing your electronic signature, our experts advise you to check whether these technical specifications are respected:
Security and compliance
Secure hosting
Servers in France or Europe, in compliance with public sector security requirements.
Electronic signature
Legal value equivalent to a handwritten signature, in accordance with the eIDAS regulation.
Secure timestamp
Each action is indisputably time-stamped for probative value.
EDM connection and/or Safe
Secure archiving of signed documents with legal value preserved.
Integrations with the public ecosystem
Public HRIS connectors
Integration with HR solutions specific to the public sector.
Interface with ACTES
Automatic transmission of acts to the prefecture via remote transmission.
Public EDM connection
Synchronization with existing document management systems.
Implementation in a community
Preparation phase
Audit of existing processes
Mapping of current validation circuits and identification of possible optimizations.
Team training
Personalized support according to profiles: agents, managers, elected officials.
Setting up workflows
Configuration of the circuits according to the organization and the delegations in force.
Progressive deployment
Pilot on a service
Test on a restricted area (e.g. finance department) to validate the configuration.
Gradual extension
Deployment service by service by learning from the pilot.
Generalization
Extension to all services once the solution is mastered.
Support and best practices
Key success factors
Management involvement
The support of elected officials and general management is decisive for adoption by agents.
Adapted training
Plan differentiated sessions according to profiles and uses.
Internal communication
Explain the individual and collective benefits of change
Scalable parameterization
Start simple and progressively complicate according to feedback.
Avoid pitfalls
Do not reproduce the existing one identically
Take advantage of dematerialization to optimize processes.
Anticipating resistance to change
Supporting transformation in a human way, not only technically.
Predict the increase in load
Size the solution to absorb the increase in volumes.
Conclusion
Electronic signature represents much more than a simple dematerialization tool for local authorities. It is a real lever for modernization that improves administrative efficiency, reduces costs and reinforces the quality of public service.
Feedback shows rapid and measurable benefits: time savings, budget savings, improved traceability. The investment is justified both by the savings generated and by the improvement of the service provided to citizens.
To succeed in this transformation, human support remains decisive. Beyond the tool, it is an entire administrative culture that is evolving towards greater agility and efficiency.
Does your community want to modernize its administrative processes?
Our public sector experts support you in choosing and implementing an electronic signature adapted to your territorial challenges.
