A pillar in education, research, and knowledge transfer
The Universitat de Vic - Universitat Central de Catalunya (UVic-UCC) is a public educational institution, committed to serving society and transparency. With a rich academic tradition that dates back to the Middle Ages, the university has been a pillar in education, research, and knowledge transfer. Its mission is to be an engine of innovation and development in the territory, with international projection and a focus on the integral formation of its students.
The UVic-UCC is configured as a federated structure formed by the Balmes University Foundation (FUBalmes), the Bages University Foundation (FUBages), the Foundation for Advanced Studies in Health Sciences (FESS) and the Elisava Private Foundation, University School (Elisava Foundation) which reinforce its position as a leader in the Catalan academic field.
THE CHALLENGE
Managing signatures and agreements with agility and security
UVic-UCC faced a major challenge in the management of signatures and internship agreements. With more than 4,000 documents generated each academic year, the process was completely manual and decentralized. This not only increased management times, but also posed challenges in terms of document security and legality, as many signatories, such as students and international partners, did not have digital certificates. The main objective was to optimize and automate the management of signatures, ensuring their legal validity, document security and greater agility in the processes.
THE SOLUTION
Automation and implementation of electronic signatures with full legal validity
To address this challenge, UVic-UCC chose Peakway's experience in the automation of processes through the no code Gladtolink platform and Validated ID's VIDsigner electronic signature solutions. This technological combination enabled seamless integration with the university's internal databases, automating information retrieval and facilitating the creation of electronic signature flows. In addition, the system allows automated archiving of signed documents, ensuring their correct incorporation into the Gestor Documental Consorciat (GDC), complying with the highest standards of security and lawfulness.
The Universitat de Vic is a client that is constantly working to optimize its processes. Their level of excellence is extremely high and, therefore, it is a challenge to be able to meet their level of demand. To be able to help them and to let us participate in their initiatives is, for us, an enormous satisfaction.
Xavier Sancliment Casadejus, CEO of Peakway
PILOT TEST
Modernizing the management of university agreements
The university began with a pilot test focused on the signing of internship agreements and annexes. Remote electronic signature was prioritized to facilitate access to students and legal representatives of the entities collaborating in the internships, with the option of using the digital certificates that both students and legal representatives of the entities already have. This solution guaranteed the security of the documents and their legal validity, key to operating both locally and internationally.
RESULTS
Agility and security in document management
The implementation of this solution brought significant improvements in document automation and management:
- Automation and centralization of the process with electronic signature
The university was able to automate the entire flow of electronic signatures, which resulted in a significant reduction in processing times. This streamlined process improved the overall efficiency, allowing administrative staff to spend less time on manual tasks. - Automated and secure archiving
The signed documentation is automatically integrated into the institutional archive, with the appropriate description and document series, which facilitates its retrieval and long-term management with greater security and accessibility of the documents. - Legal validity without Digital Certificate
The VIDsigner solution allowed UVic-UCC to obtain signatures with full legal validity, even in cases where the signers did not have digital certificates, which was especially useful for international partners. In addition, Validated ID is a Qualified Trusted Service Provider at the European and national level, in accordance with the eIDAS Regulation, which ensures a service that meets the most stringent legal requirements.
We are satisfied because we have succeeded in completely transforming the management of internship agreements, improving efficiency and ensuring compliance with legal standards. This experience demonstrates how technology can simplify complex processes, bringing added value to both the institution and its collaborators.
Albert Aragay Lanchares, Director, Servei de Gestió Documental, Arxiu i Registre (SGDAiR)
CONCLUSION
Digital transformation and agility in the electronic signature
Thanks to the implementation carried out by PEAKWAY VIDpartner GOLD, the Universitat de Vic - Universitat Central de Catalunya has managed to completely transform the management of its internship agreements, optimizing its electronic signature flow with a system that prioritizes automation, security, legality and agility. This success story demonstrates how technology can simplify and improve complex processes, generating value for both the institution and its collaborators, without compromising document security.
